Submission Overview For Single Organization Submission

This tutorial covers how to submit data for a single institution. While the examples used here are primarily an Academic institution the steps should be same for all org types, though some of the data fields shown in the Form Builder may differ.

Courtney Britton
51 steps
15 minutes

Laregents

Organization Selection

Navigate to <https://ec.apps.laregents.edu/>

Click "Begin Submission"

Select the appropriate institution from the ACT-129 Organization Options list.

You will see three different option for how to submit your data.

Form Builder Submission

While most schools will choose to submit data with the template, if you have a small number of students, or just want to create a more specific template for your programs you can use the Form Builder option by selecting "Form Upload" to proceed to the manual data entry screen.

Begin filling out the form with the correct data for your first student.

Your time remaining will be tracked as you go. Click "Renew Time" to extend your active session.

The Form Builder has the correct code and fields built in as a drop down, so you know that your data will have the correct formatting in those fields.

Click "Yes - Lousiana Resident"

Select '18 - East Carroll' from the Parish Options dropdown.

If you are not sure what Louisiana Parish your student lives in you will need to mark them as an "Out of State" student in the Form Builder and then select "Louisiana" as the state option.

Select "LA - Louisiana" from the State Options dropdown menu.

After entering the final data click "Submit Data for validation" to check the form for errors.

If there are errors, you will need to continue editing the student's data. Click "Continue Editing Student" to address the validation errors.

Fields with errors will be marked in Red.

Submit the corrected form data for validation.

Once there are Zero Errors, you will be given the option for adding the student.

To see all your students, click "Go to Student Display" to review the list of students in the current submission.

Your will see a list of your students and their status, and can view, edit or delete them as needed.

When you are done, you can click "Certify Submission" and confirm the action in the pop-up dialog.

You'll notice a successful data certified pop-up.

Do not forget to download a copy of the CSV data submitted for your own records, or to serve as your personalized template.

Click "Return Home" to navigate back to the main dashboard.

Confirm Data Certification Or Delete Incorrect Data

Click "Begin Submission"

If you used the form builder to create a personalized template, you will see that your data is already submitted and certified. If you have not done so skip down to Step 25.

Click "Select This Institution"

You will be required to CERTIFY your data again for completion. Click "Delete and Continue" to enter data new data.

You will get a notice that you have sucessfully deleted the data and start your resubmission.

CSV File Submission

Click "File Upload"

Click "Select File Here"

Tip! Make sure to properly identify if your file has header or not so that your validation report matches the rows in your file properly.

After selecting your file, click "Submit Upload" to begin processing the selected file.

As long as your file fits the template outlines, you will receive a notice that file was uploaded successfully, **HOWEVER......**

If your file has errors in it you will get a message that the validation failed. Click "Return" to go back to the file upload menu after a failed validation.

Click "Download your validation report here" to review specific file errors.

Once you download your validation report you can review the errors by institution (if uploading for more than one school), row number, column name or field, and if it's an error or warning.

Your status will show as In-Progress if you have submitted data, but it did not go through correctly.

Support and Troubleshooting

Sometimes you might have issue uploading your file where you can't even get a validation report. Or perhaps you don't understand the messages in the validation report and you want a staff member to review. This year we've created a way for you to do this safely via data encryption.

REMINDER! DO NOT EMAIL FILES WITH STUDENT DATA AS IT IS NOT SECURE

Navigate to the "File and Error Assistance" section for technical support.

This will take you to a file upload spot where you can leave a short message for staff.

Choose the file you want staff to review, add your message and click "Submit Upload"

Tip! You can upload both your original file and validation report if you want.

BOR Staff will receive notice of these uploads and be able to download the files via data encryption. You will receive a call or email from staff to help your resolve the issue.

You can download your "Validation Reports" on the Home screen to view processing results.

Completing Submission & Certification

Once you (or you and staff) have resolved all data errors log back in and click "Begin Submission"

Click "Submit Upload" to upload your corrected file.

You will see that successful upload notification and hopefully this time....

Your file will have passed Validation!! Click "Return"

Click "Back to Upload Select" Click "Return to Organization Selection" to view your institution's status and certify your submission.

You'll see the status of "Awaiting-Certification" and the number of completed students. **Make sure that this number is correct.** If not, please review your file, make changes and resubmit.

If the data is correct, click "Certify this organization" to begin the final certification workflow.

Click "Certify" in the confirmation dialog to finalize your data submission.

You'll see another successful certification pop up and when you look at your organization list you see it says certifed!

Congratulations! You are done with your data submission this year! Logout and go celebrate.

Submission Overview For Single Organization Submission

Courtney Britton
51 steps
15 minutes

Laregents

Organization Selection

Navigate to <https://ec.apps.laregents.edu/>

Click "Begin Submission"

Select the appropriate institution from the ACT-129 Organization Options list.

You will see three different option for how to submit your data.

Form Builder Submission

Begin filling out the form with the correct data for your first student.

Your time remaining will be tracked as you go. Click "Renew Time" to extend your active session.

The Form Builder has the correct code and fields built in as a drop down, so you know that your data will have the correct formatting in those fields.

Click "Yes - Lousiana Resident"

Select '18 - East Carroll' from the Parish Options dropdown.

If you are not sure what Louisiana Parish your student lives in you will need to mark them as an "Out of State" student in the Form Builder and then select "Louisiana" as the state option.

Select "LA - Louisiana" from the State Options dropdown menu.

After entering the final data click "Submit Data for validation" to check the form for errors.

If there are errors, you will need to continue editing the student's data. Click "Continue Editing Student" to address the validation errors.

Fields with errors will be marked in Red.

Submit the corrected form data for validation.

Once there are Zero Errors, you will be given the option for adding the student.

To see all your students, click "Go to Student Display" to review the list of students in the current submission.

Your will see a list of your students and their status, and can view, edit or delete them as needed.

When you are done, you can click "Certify Submission" and confirm the action in the pop-up dialog.

You'll notice a successful data certified pop-up.

Do not forget to download a copy of the CSV data submitted for your own records, or to serve as your personalized template.

Click "Return Home" to navigate back to the main dashboard.

Confirm Data Certification Or Delete Incorrect Data

Click "Begin Submission"

If you used the form builder to create a personalized template, you will see that your data is already submitted and certified. If you have not done so skip down to Step 25.

Click "Select This Institution"

You will be required to CERTIFY your data again for completion. Click "Delete and Continue" to enter data new data.

You will get a notice that you have sucessfully deleted the data and start your resubmission.

CSV File Submission

Click "File Upload"

Click "Select File Here"

Tip! Make sure to properly identify if your file has header or not so that your validation report matches the rows in your file properly.

After selecting your file, click "Submit Upload" to begin processing the selected file.

As long as your file fits the template outlines, you will receive a notice that file was uploaded successfully, **HOWEVER......**

If your file has errors in it you will get a message that the validation failed. Click "Return" to go back to the file upload menu after a failed validation.

Click "Download your validation report here" to review specific file errors.

Once you download your validation report you can review the errors by institution (if uploading for more than one school), row number, column name or field, and if it's an error or warning.

Your status will show as In-Progress if you have submitted data, but it did not go through correctly.

Support and Troubleshooting

REMINDER! DO NOT EMAIL FILES WITH STUDENT DATA AS IT IS NOT SECURE

Navigate to the "File and Error Assistance" section for technical support.

This will take you to a file upload spot where you can leave a short message for staff.

Choose the file you want staff to review, add your message and click "Submit Upload"

Tip! You can upload both your original file and validation report if you want.

BOR Staff will receive notice of these uploads and be able to download the files via data encryption. You will receive a call or email from staff to help your resolve the issue.

You can download your "Validation Reports" on the Home screen to view processing results.

Completing Submission & Certification

Once you (or you and staff) have resolved all data errors log back in and click "Begin Submission"

Click "Submit Upload" to upload your corrected file.

You will see that successful upload notification and hopefully this time....

Your file will have passed Validation!! Click "Return"

Click "Back to Upload Select" Click "Return to Organization Selection" to view your institution's status and certify your submission.

You'll see the status of "Awaiting-Certification" and the number of completed students. **Make sure that this number is correct.** If not, please review your file, make changes and resubmit.

If the data is correct, click "Certify this organization" to begin the final certification workflow.

Click "Certify" in the confirmation dialog to finalize your data submission.

You'll see another successful certification pop up and when you look at your organization list you see it says certifed!

Congratulations! You are done with your data submission this year! Logout and go celebrate.