How to Set Up the Transparency Feature

Epicenter makes it easier for schools to comply with state and federal sunshine laws. Within Epicenter, you can easily select submission types and submission collections marked for transparency and generate an HTML code that any webmaster can add to a website. This ensures that only the submissions which have been preselected for public posting will automatically appear on the website (and only after you have approved them). You can create transparency pages for the websites of authorizers, schools, school boards, management companies, and other organizations.
 

 Setting up Transparency

1. Flag a Submission Type and Schedule the Requirement for Transparency Reporting:
  1. On the Home page, click  ADMINISTRATION
     
  2. On the Admin page, in the Submissions section, click Submission Types.
     
  3. On the Submission Types page, select a file submission type that you want available on the transparency report.
     
  4. Click .
     
  5. On the Submission Type Setup page, in the Compliance section, make sure the following boxes are checked:
    1.  Use Compliance to acquire these files
    2. “Include on transparency report”
       
  6. Click .
     
  7. Go to  Compliance Center and schedule a requirement using the submission type that you want on the transparency report.
     
  8. All  (or equivalent status) compliance submissions of this type are now ready for export to a website.
 
 
2. Create a Customized Snippet of HTML Code for Your School or Organization:
  1. On the Home page, click ADMINISTRATION
     
  2. On the Admin page, in the Submissions section, click Transparency Report.
     
  3. On the Transparency Report Administration page, enter the name of the entity for which you want to create the custom HTML code. A list of matching Entity names will begin to show in a drop-down menu as soon as you begin to type in the “Entity” box.  Note that only entities that have the "Show in Public" checkbox selected on their setup page will appear in the search box. If your school, board, etc. is not appearing, go to the appropriate center for this entity, edit and ensure the "Show in Public" checkbox is selected on their setup page. 
     
  4. Choose an entity from the drop-down menu.
     
  5. This generates a list of all the transparency submission type names and submission collection names that have been scheduled along with links to the uploaded submissions.
    1. Submissions will only appear if they were scheduled on the calendar (i.e. they had a due date) and only if they have a submission status of or something equivalent.
    2. If submissions were uploaded using a collection requirement, they will appear beneath their submission collection name.
    3. If the submissions were uploaded individually, they will appear beneath their submission type name.
       
  6. In the “Max documents” field, enter the max number of most recently submitted files to display in the report.
     
  7. Select the checkboxes of the submissions that you want to publish to the entity’s web page (all, just one, only finance-related submissions, only board-related submissions, etc.).  You can also select none of the checkboxes.  By not selecting any of the submissions, the code will include all Transparency submissions - both present and any enabled in the future. 
     
  8. Scroll to the bottom of the page
     
  9. A custom HTML code has been created to display only the selected submissions.
 
 
3. Copy and Email the Epicenter-Generated HTML Code:
  1. Copy the HTML code displayed in the text box.
     
  2. Email it to the individual who is responsible for maintaining the entity’s website.
     
  3. If the school (or other Entity) wants to divide the documents among multiple pages or areas on their website, you may use the checkboxes to select specific submission types and Epicenter will update the HTML code at the bottom appropriately. For example, you may select only the finance-related submissions and copy that HTML code for an entity’s finance transparency page and then select only the board-related submissions and copy that code for the board transparency page.
     
  4. On the web page:
    1. File submissions will be rendered as a series of links to the documents themselves.
    2. Narrative submissions will also appear as links.
       
  5. Any future submissions that match your designated transparency submission types will automatically appear on the website once they are approved in Epicenter. No new code is needed.

     

Display Order

Below is the hierarchy for how the transparency submissions will be displayed on a website:
 
•Individual Requirement Title or Collection Name
(Sorts A-Z)
 
• Individual Requirements
  1. Individual Requirement Title (Sorts A-Z)
     
  2. Submission Filename (Sorts by Event Date Descending)
     
  3. Submission File for Revisions (Sorts by Submission Time Descending)    
 
• Collection Requirements
  1. Scenario #1: Collection Name and Collection Requirement Name are the Same
    1. Submission Collection Name/Title (Sorts A-Z)
    2. Submission Filename (Sorts By Collection Display Order)
    3. Submission File for Revisions (Sorts by Submission Time Descending)    
    4. *Note: If you add a submission to a scheduled collection, it will fall at the top of the collection submissions because it has a display order of 0. This is something that probably doesn’t happen very often.
       
  2. Scenario #2: Collection Name and Collection Requirement Name are Different
    1. Submission Collection Name (Sorts A-Z)
    2. Submission Collection Requirement Title (Sorts A-Z)
    3. Submission Filename (Sorts By Collection Display Order)
    4. Submission File for Revisions (Sorts by Submission Time Descending)
    5. *Note: If you add a submission to a scheduled collection, it will fall at the top of the collection submissions because it has a display order of 0. This is something that probably doesn’t happen very often.
       
  3. Scenario #3: Collections with Collections; Collection Name and Collection Requirement Name are the Same
    1. Submission Collection Name/Title (Sorts A-Z)
    2. Submission Filename (Sorts By Collection Display Order)
    3. Submission File for Revisions (Sorts by Submission Time Descending)
    4. Submission Collection Name/Title of Subcollection (Sorts A-Z)
    5. Submission Filename (Sorts By Collection Display Order)
    6. Submission File for Revisions (Sorts by Submission Time Descending)
    7. Submission File for Revisions (Sorts by Submission Time Descending)
    8. *Note: If you add a submission to a scheduled collection, it will fall at the top of the collection submissions because it has a display order of 0. This is something that probably doesn’t happen very often.


Removing Epicenter Transparent Submissions from a Website

If you need to temporarily remove Epicenter Submissions that are appearing on a public website, you can unselect the "Show in Public" checkbox found on the entity's setup page.  For example, if you have both board and school submissions appearing on a public website, you will want to update both the board in Board Center and the school in School Center and unselect the "Show in Public" checkbox.  Once unselected, all websites that contain that entity's Epicenter transparency code will instantly begin displaying "data is no longer accessible." In addition, the entity's name will no longer appear in the search box of the Transparency Report page.  

Should you need to permanently remove the Epicenter transparency submissions on a public website, we do recommend contacting the webmaster to remove the Epicenter transparency HTML code from the website. 
 

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