Scheduling Recurring Individual Requirements

This page describes scheduling a recurring, individual submission requirement. If you're looking to schedule collection requirements and/or recurring requirements, follow the appropriate link below:


Below is a video documenting the steps for scheduling a new recurring submission requirement:



To schedule a recurring individual submission:
  1. Select  Compliance Center from the Home page
  2. From the , , , , or tab, select the  button in the upper right corner of the page
  3. On the Submission Selection page, make sure you are on the tab
  4. Expand () the Entity Type
  5. Expand (the Category
  6. Click on the Submission Type you want to schedule
  7. Click 
     
This loads the Compliance Master page (the detail page for all entities of this compliance requirement). It contains the following fields and options:
  • Requirement Title: This will default to the Submission Type Name. You can make any necessary changes to the title (including information specific to this requirement), but this name will be applied to all recurrences in this series. You can rename each recurrence individually later in Compliance Center.
 
  • Submission Tags: For each Submission Tag that was added to this Submission Type, you will see a default selection for the Value Determination. Review all Value Determinations and Values. The following explains the options within the Value Determination drop-down:
    • Use Event Date: For date-related Submission Tags, the Value Determination will default to “Use Event Date.” An example of a Submission Tag for which you might select "Use Event Date" is the Board Meeting Date (if known). If the date for your date tag is not equal to the requirement's Event Date (e.g. a Letter Date, Board Approved Date, Issued Date, etc.), choose another Value Determination. 
    • Provided by Submitter: For non-date Submission Tags, the Value Determination will default to “Provided by Submitter,” which means the submitter will be required to set the Submission Tag when satisfying the requirement. Use this option if you don’t know the value for the Submission Tag. Please note that for timeframe-related Submission Tags such as School Year, Fiscal Year, and Calendar Year, the “Provided by Submitter” tags will default to the current year. The submitter can still change the selection before submitting. If you would like a different year selected and you don’t want the submitter to have the option to change the year, use “Set by Administration”.
    • Set by Administration: If you know the value of the Submission Tag and don’t want the submitter to be allowed to change it, use this selection and enter the value.
    • Event Date: The underlying date of an event (if any) around which you are scheduling this requirement (i.e. a board meeting, end of the month, end of the year, a date specified by a government agency, etc.). If there is no Event Date for this requirement, use the Due Date as the Event Date.
 
  • Recurring: Allows you to have a requirement auto-repeat within the same school year at your desired rate.
    • After choosing the checkbox, the Recurring Event pop-up window will be displayed.
    • Customize how often your Recurring Event recurs:
      • Repeats (Daily, Weekly, or Monthly)
      • Repeat every (# of days, weeks, or months)
      • Repeat on (weekly only) (which days of the week)
      • Repeat by (monthly only) (date of the month--i.e. the 25th; or day of the week--i.e. the 3rd Tuesday)
      • Starts On 
      • Ends On 
    • Read the Summary at the bottom to verify your settings.
    • Click .
    • Click the show event dates... link and verify the following:
      • Event Dates:
      • Notification Date: The date on which this task shows up in the responsible user’s Tasks Queue. If the user’s email notifications settings allow it, Epicenter also sends out a New Task email on this date.
        • These are auto-calculated based on the number of days your organization assigned in the Submission Type Setup. They can be adjusted by typing in a new date or selecting one from the calendar.
        • Queue the Notification Dates well in advance of the Due Dates. We recommend at least 30 days (if possible). This will also help with getting the responsible users to complete the task sooner.
      • Due Dates: The date and time by which a requirement can be submitted and still be considered “On Time.”
        • These are auto-calculated based on the number of days your organization has assigned in the Submission Type Setup. They can be adjusted by typing a new date or selecting one from the calendar.
        • It is a good practice to keep this date from falling on a weekend or holiday.
 
  • Entities This section is used to assign the requirement to the entity(s). If the requirement should be assigned to all the entities, select the  All entities for submission type checkbox. Otherwise, you can choose individual entities by doing the following:
    • Click the   button
    • Expand (https://ncsi.desk.com/customer/portal/attachments/753295) the Entity List
    • Select (https://ncsi.desk.com/customer/portal/attachments/754547) each entity that should be assigned to the requirement
    • Click https://ncsi.desk.com/customer/portal/attachments/754658
  • Compliance Administrator Notes: This is an area where you can leave notes for yourself and/or other administrators (i.e. noting a modified Due Date, etc.). Only people who have permissions to add compliance requirements can see this field.
 
  • Submission Instructions: The instructions that were added when creating the submission type will be listed and can be edited. It is always highly recommended to include instructions. If you want the instructions to always show up when adding the requirement, make sure they are added in the Submission Type Setup. *Please note that changing the Submission Instructions on a Submission Type does not automatically update already-scheduled submission requirements.
 
Once you are finished, select  https://ncsi.desk.com/customer/portal/attachments/754677.


To modify your recurring events:
  • Return to Compliance Center by selecting the Compliance breadcrumb (to the right of Home >)
  • Select the  tab
  • Click the  icon on any requirement that needs editing
  • Modify the Event
     
A Note on Requirement Titles: Individual Requirement Titles for each recurrence cannot be set while scheduling a recurring event series. If you would like to add the Month or the Quarter to the requirement title to assist with finding the requirement:
  • Go to  Compliance Center
  • Click on the  tab
  • Click the  icon on each requirement that needs editing
  • Modify each Requirement Title to include the proper month
  • Click 
 
A note on Submission Tags: Similar to the Requirement Titles, individual Submission Tag Values for each recurrence cannot be set while scheduling a recurring event series. For example, if there is a monthly or quarterly tag, you will have to set those individually:
  • Go to  Compliance Center
  • Click on the  tab
  • Click the  icon on each requirement that needs editing
  • Modify each tag to have the proper value
  • Click 
 
To include or Exclude any entities:
  • Go to  Compliance Center
  • Click on the  tab
  • Click the  icon for the row of the recurrence on which you wish to edit an entity’s details
  • Scroll to the Individual Entity Requirement Adjustment Section
  • Click  to include an entity from that recurrence
  • Click  to exclude an entity from that recurrence
 
To Quickly Deleting Recurring Requirements
  • Go to  Compliance Center
  • Click on the  tab
  • Click the  icon for the row of the earliest recurrence you wish to delete
  • Click 
  • This pops up the Delete Options window with the following options:
    • Delete this occurrence of the series
    • Delete entire series
    • Delete all events in the series starting [date] 
NOTE: You will only be allowed to delete requirements in a series (singly, as a whole series, or only part of the series) if none of the requirements within the selected range have been submitted by any entities.
 
To Edit Details for one entity on a particular recurrence:
  • Go to   Compliance Center
  • Click on the  tab
  • Click the  for the row of the recurrence on which you wish to edit an entity’s details
  • Scroll to the Individual Entity Requirement Adjustment Section.
  • This area gives you the following options:
    • https://ncsi.desk.com/customer/portal/attachments/752898 Exclude
      • If an entity is exempt from this particular requirement, click this icon to remove them from the list.
      • This can be done anytime prior to the entity satisfying the requirement
    • https://ncsi.desk.com/customer/portal/attachments/753105 Include
      • If an entity is not already on the list and needs to be included, click this icon to add them.
      • This can be done anytime
    • https://ncsi.desk.com/customer/portal/attachments/753100 Edit
      • If you want to edit the details for a particular entity, click this icon.
      • The edit options include:
        • Grant Grace Extension (allows a late submission to still be considered “On Time”
        • Override Master Dates:
          • Event Date
          • Notification Date
          • Due Date
        • Forgiven (excludes the entity, but continues to display that they were originally scheduled to submit this requirement)

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