Scheduling Non-Recurring Individual Requirements

This page describes scheduling a non-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 individual submission requirement.


 

To schedule a non-recurring individual submission:

  1. Select  Compliance Center from the Home page

  2. In Compliance Center, 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

This loads the Compliance Master page (the detail page for all entities of this compliance requirement). It contains the following field 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).

  • 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.

    • For recurring individual submission, switch to this article

    • For recurring collection requirements, switch to this article

  • 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.

You can use the provided quick link to insert the auto-calculated date. (This date is based on the number of days your organization assigned in the Submission Type Setup). Otherwise, you can enter the date or select the date from the calendar().
 
You will want to make sure you queue the Notification Date well in advance of the Due Date. We recommend at least 30 days (if possible). This will also help with getting the responsible users to complete the task sooner.

  • Due Date: The date and time by which a requirement can be submitted and still be considered “on time.”

You can use the provided quick link to insert the auto-calculated date. (This date is based on the number of days your organization assigned in the Submission Type Setup). Otherwise, you can enter the date or select the date from the calendar ().
 
It is good practice to keep this date from falling on a weekend or holiday.

  • Assign To: 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 () 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 the instructions on already-scheduled submission requirements.

  • Reviewer and Approver Instructions and Resources (if provided)


Once you are finished, select .

After saving, the Individual Entity Requirement Adjustments section will get added below. Here, you can choose which entities are responsible for this requirement and see each of their statuses. This area gives you the following options:

  •  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.

  •  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

  •  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)

When editing the individual requirement, you can see who created the requirement and the date and time it was created by scrolling to the bottom of the Compliance Master page. Each time the  button is clicked, the "Last Updated" input will update to show the current date, time, and user.

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