TABLE OF CONTENTS - Epicenter€¦ · Picking Your System Administrator(s) First Steps R e s o u r...

TABLE OF CONTENTS Welcome Welcome to Epicenter

Get Started Organization Key Decisions Picking Your System Administrator(s) First Steps

Resources Setup Videos Meet the Epicenter Support Team

Setup Kickoff Meeting Chapter 1: Setting Up Schools, Boards, and Management Organizations Chapter 2: Setting Up Submissions Chapter 3: Scheduling Submission Requirements Chapter 4: Setting up Security and Managing Users Chapter 5: Managing Board Members (when applicable)

Deploy and empower Chapter 6: Deploying to Your Organization Chapter 7: Deploying to Your Schools

Additional resources Appendix A: Terminology Appendix B: Submission Upload Examples Appendix C: Epicenter Generated Email Examples

2018-08

Epicenter Setup Guide | 2

WELCOME! Welcome to Epicenter! This workbook is designed to help you set up your new software successfully using a series of worksheets and online videos. The checkpoint at the end of each chapter will provide a summary of what was set up in that section and a list of the tasks that should be completed before moving on. Here is what the setup process looks like:

Kickoff Meeting Chapter 1: Initial Setup of Schools, Boards, and Management Organizations Chapter 2: Decide What Submissions Will Be Collected and Understand Department Responsibilities Chapter 3: Schedule Submission Requirements Chapter 4: Setup Users Chapter 5: Manage Board Members (complete when applicable) Chapter 6: Deploy to Your Organization Chapter 7: Deploy to Your Schools

If you have questions as you work through this setup guide, please contact your Epicenter support specialist or access other handbooks and resources on Epicenter’s Support site: http://support.EpicenterNow.org.

Let’s get started!


http://support.epicenternow.org/

GET STARTED Set Your Organization Up For Success Best practices for a successful setup:

● Pick the right team member(s) as the Epicenter Administrator(s)

● Review this setup packet prior to the “Kickoff”

● Gather current procedures and submission requirements

● Provide consistent support and key messaging from leadership/upper management

● Complete the “Chapter” and “Next Steps” work on schedule

● Be prepared to re-think and change current processes


Key Decisions 1) Determine who will be your lead Epicenter System Administrator(s) that will be a part of the initial

setup. Does he/she have the right skills and competencies to implement and manage the system successfully? (Please see the Picking Your System Administrator section listed below).

2) Determine who else from your organization will be a part of the setup and implementation. This may include the Director/upper management and other contributors.

3) Determine if your organization will be utilizing Board Center to manage the board member information.

4) Identify date(s) for launching with internal and general (school staff, management organization staff, and board member) users. These dates will guide the setup completion process.

Note: Some decisions may require research or counsel from the executive team.

Picking Your System Administrator The Epicenter System Administrator is the most crucial role within the setup process. It’s important to choose someone who is dedicated to fulfilling these responsibilities.

GENERAL STATEMENT OF RESPONSIBILITY: The Epicenter System Administrator will be responsible for becoming extensively knowledgeable in how to manage Epicenter by using the different administration screens. With this extensive knowledge, the Epicenter System Administrator will be able to successfully implement, launch and manage Epicenter for the organization. RESPONSIBILITIES:

● Assist with the setup and implementation of Epicenter ● Ongoing management of Epicenter:

○ Add and update the schools, boards, and management organizations ○ Maintain submissions and the calendar of requirements ○ Manage users, security, and Permissions ○ Review and approval of submissions, if applicable

● Advise and consult with other departments within the organization ● Provide user support and training by telephone and/or email ● Inform leadership of performance

CANDIDATE EXPECTATIONS: ● Adept at learning computer software programs ● Effective/strong oral and written communication skills ● Effective problem-solving skills ● Strong organization skills with attention to detail ● Strong initiative and troubleshooting skills ● Strong computer and applications skills (MS Office, including MS Word and Excel)

MINIMUM QUALIFICATIONS: ● Knowledge of the organization’s processes and requirements


PREFERRED QUALIFICATIONS: ● Associate’s Degree in Computer Science, Business Administration, or a related discipline ● Prior experience with implementing and managing a software program ● Project management experience

TIME COMMITMENT: ● This position requires daily usage of Epicenter

First Steps The following information is required to setup your Epicenter site. Please send the following information to [email protected] before the kick-off meeting.

◻ Organization’s name (less than 55 characters) ◻ Organization’s Logo (JPG, PNG, GIF format and 85 pixels vertical) ◻ Number of schools ◻ Names and email addresses for initial users that will be a part of the setup ◻ Internal and external launching dates ◻ Proposed dates/times for the first kickoff meeting


mailto:[email protected]

RESOURCES Setup Videos The following videos will guide you through each step of the Setup Guide. Visit http://EpicenterNow.org/getting-started/ to watch the videos.

Kickoff Meeting Chapter 1: Setting Up Schools, Boards, and Management Organizations

● Setting up Boards ● Setting up Management Organizations ● Setting up Schools ● Setting up Schools - Linking the Management Organization(s) ● Setting up School and Management Organization Contacts

Chapter 2: Setting Up Submissions ● Submission Types Administration Overview ● Setting up Submission Type Groups ● Setting up Submissions ● Submission Tags and Resources Administration ● Setting up Submission Type Collections

Chapter 3: Scheduling Submission Requirements ● Scheduling Individual Submission Requirements ● Scheduling Individual Recurring Submission Requirements ● Scheduling Submission Type Collection Requirements ● Scheduling Recurring Submission Type Collection Requirements

Chapter 4: Setting up Security and Managing Users ● Security Overview ● Setting up User Groups ● Setting up User Roles ● Adding Role Links to User Groups ● Inviting and Updating Users

Chapter 5: Managing Board Members (when applicable) ● Creating Seats and Terms ● Setting up Board Candidates ● Promoting Board Candidates to the Board ● Adding Officer Roles ● Departing and Reappointing Board Members

Chapter 6: Deploying to Your Organization ● Basic Training Video Series ● Completing Submission Review/Approval Tasks

Chapter 7: Deploying to Your Schools ● Live Online/Onsite Trainings (no video) ● Basic Training Video Series (makeup trainings)

In addition, the Epicenter Administrator Handbook provides step-by-step instructions for setting up the areas in Epicenter. Visit the following URL to access a copy of the Administrator Handbook: http://support.EpicenterNow.org/customer/portal/articles/2156112-epicenter-administrator-user-handbook


http://epicenternow.org/getting-started/

http://epicenternow.org/1.1/

http://epicenternow.org/1-2/






http://epicenternow.org/2.4.1/

http://epicenternow.org/2.4.2/


http://epicenternow.org/3.2.1







http://epicenternow.org/4.6







http://epicenternow.org/basic-training-video-series/


http://epicenternow.org/basic-training-video-series/

http://support.epicenternow.org/customer/portal/articles/2156112-epicenter-administrator-user-handbook

Meet the Epicenter Support Team Contact Us! [email protected] | 1-855-889-1624 | www.EpicenterNow.org

Meghann Russell

Stephanie McKean

Becky Nix

Casey Truelove

Zac Driver

Mindy Britton



http://www.epicenternow.org/

Kick-off Meeting During this meeting > The following topics will be covered in this meeting:

● Setup Guide ● Setup Videos ● The Administrator Handbook ● Initial Epicenter Access ● Logo ● School Deployment Date:_______________________ ● Questions and Next Steps


Chapter 1 Setting Up Schools, Boards, and Management Organizations

Overview In this chapter, you will be completing the following steps:

● Step 1.1: Set Up Boards ● Step 1.2: Set Up Management Organizations (if applicable) ● Step 1.3: Set Up Schools ● Step 1.4: Link Schools to Their Management Organization(s) (if applicable) ● Step 1.5: Set Up School and Management Organization Contacts (if applicable) ● Step 1.6: Set Up Discussion Note Categories

You will set up your board, management organization, and school Entities in the Board, Management, and School Centers. The Centers allow you to track and export information on these Entities, board members, school contacts, management organization contacts and Discussion Notes. If you are not utilizing Board Center and/or your schools are not currently being serviced by a management organization, you should bypass the sections pertaining to Board Center or Management Center.

Why This Is Important The setup fields in the following steps will help you collect information you need for Epicenter. There are only a few fields that are required when setting up your Entities and contacts. Non-required fields can be entered in at a later date if needed. The order in which your Entities are set up matters. It’s important to first set up your boards, then the management organizations (if applicable), and then your schools. This will allow you to link the school to the appropriate board and management organization when you set up your schools. You will not be able to link the school without first setting up the board or management organization. Step 1.1: Set Up Boards

❏ Watch Setting up Boards video: www.EpicenterNow.org/1.1 ❏ Add your boards in Board Center

(Board Center > Add Board)

The table below will help answer any questions you have while setting up boards. The setup and management of the board members will be covered in Chapter 5.

Tips ● You can edit the default Officer Role titles of president, vice president, secretary, and treasurer for

each board.


http://www.epicenternow.org/1.1

Reference this table as you set up your board(s) in Epicenter.

Board Setup Fields Notes

*Name Ex: Hope Academy

This is the name of the board. Typically the name of the school(s) will be entered.

*Classification(s) Ex: Board

Typically, the only Classification option you will have available to choose from is Board.

Address Ex: 1569 Alter Rd

This is the address for the board. If the board doesn’t have an address, enter the school’s address.

County Ex: Wayne

City, State, Postal Code Detroit, MI 48215

*Created Date Ex: 5/1/2003

This is the date the board itself was created. This might be the first board meeting. If you do not know the date the board was created, then we usually recommend entering in a date around when the school opened.

Term Length (if applicable) Ex: 4 years

The Term Length is used to calculate the number of years for the members’ first and reappointment Terms. An individual board member’s expiration date for his/her Term can be edited at any time. If members’ Terms don’t expire (or you don’t need to track the expiration date), leave this field empty.

*Board Groups Ex: Schools and Boards/Hope Academy Management Organizations/The Highland Group

Add the board to (an) Entity Group(s). This allows users to be able to access the new board. Add the board to its subgroup found under the Schools and Boards parent group as shown in the example to the left. To create the Board’s/School’s subgroup, first, select the Schools and Boards parent group. Next, select the (Add Subgroup) icon to create a subgroup. This will copy the name of the board/school within the Group Name. You can then select Save.

If you are an authorizer and have management organization personnel that will be accessing Epicenter, add the board to the appropriate management organization’s subgroup. To do this, first, select the Management Organizations parent group. Next, select the

(Add Subgroup) icon and enter the name of the management organization.

* required


Step 1.2: Set Up Management Organizations (if applicable) ❏ Watch Setting up Management Organizations video: www.EpicenterNow.org/1.2 ❏ Add the management organizations (if applicable)

(Management Center > Add Management Organization)

You can add management organizations, service providers and any other types of vendors that are contracted with your schools. The table below will help answer any questions you have as you set up the management organizations in Epicenter. The steps to link the management organization to their schools will be covered in step 1.4, and the steps to add contacts to the management organizations will be covered in step 1.5.

Reference this table as you set up your management organization(s) in Epicenter

Management Organization Setup Fields (if applicable)

Notes

*Name Ex: The Highland Group

This is the name of the management organization/service provider.

*Classification(s) Ex: Management Organization

Typically, the only Classification option you will have available to choose from is Management Organization.

Organization Type Ex: Nonprofit

Options: For profit, Nonprofit

Address Ex: 599 S. Hagadorn Rd Suite 201

County Ex: Ingham

City, State, Postal Code East Lansing, MI 48823

Phone Ex: 517-333-9030

Website Ex: www.highlandgroup.org

*Management Organization Groups Ex: Management Organizations/The Highland Group Schools and Boards/Hope Academy Schools and Boards/Excel Academy

Add the management organization to (an) Entity Group(s). This allows users to be able to access the new management organization. First, add the organization to its subgroup: found under the Management Organizations group. If you don’t see the organization, first, select the Management Organizations parent group. Next, select the (Add Subgroup) icon. This will copy the name of the management organization within the Group Name. You can then select Save.

If you would like school and board personnel to access their organization in Management Center, add the organization to all the appropriate school and board subgroups for the schools they are servicing as shown in the example to the left.



* required

Step 1.3: Set Up Schools

❏ Watch Setting up Schools video: EpicenterNow.org/1.3 ❏ Add your schools

(School Center > Add School) You will be setting up schools, including schools with multiple buildings.

For Schools with Multiple Buildings: ❏ First, set up the district school.

(School Center > Add School) ❏ Next, add the buildings to the district

(School Center > Select District School > Add Building) While naming the school buildings, put the name of the school district before the building name. That way the district and its buildings will be sorted together throughout Epicenter.

Ex: Hope Academy (District School) Hope Academy High School (Building) Hope Academy Middle School (Building) Hope Academy Elementary (Building)

Tips ● Any changes made on the School Setup page will be logged within that school’s Change History

link.

Reference this table as you set up schools in Epicenter

School Setup Fields Notes

*School Name Ex: Hope Academy

Enter the name of the school. If you are setting up a school building, we recommend adding the school district name to the beginning of the building name. The name cannot exceed 100 characters.

School Logo The maximum size is 80X400 and the format must be an image file (GIF, JPG, or PNG). Click Change to edit.

*School System Type Ex: School System with Buildings

Options: Single Entity System, School System with Multiple Buildings/Campuses

*Classification(s) Ex: Operating, District

Default Options: Operating, District, Building/Campus For single school systems, add both the District and Building/Campus classifications (and Operating). For school systems with multiple buildings/campuses, first set up the district and add only the District classification (and Operating). You can then use the Add Building link within the district to add the individual Buildings. For the Buildings, select only the Building/Campus classification (and Operating). Additional Classification options can be added by contacting your Epicenter support specialist. Add any additional Classifications that



are appropriate for your schools.

School Description Ex: Regular

Options: Regular, Special Education, Vocational, Other

School Type Ex: Charter

Options: Traditional, Charter, Magnet, Private, Other

County Ex: Wayne

Physical Address Ex:1229 Franklin Rd.

There is a same as physical address checkbox available on the School Setup page.

City, State, Postal Code Detroit, MI 48215

Mailing Address If different from physical address

City, State, Postal Code If different from physical address

Phone Ex: 313-542-6624

Fax Ex: 313-542-6525

School Code Ex: N/A on District

For school systems with multiple buildings/campuses, the School Code field is only available on the buildings. This code must be entered for Performance Center data to load. We recommend adding the School Code.

District Code Ex: 82983

The District Code is not listed on the buildings. This code must be entered for Performance Center data to load. We recommend adding the District Code.

Resident District Code Ex: 82983

If school type is set to Charter, then the Resident District Code field will appear.

ISD (MI Only) Ex: 2123

If school address is in Michigan, the ISD field will appear.

NCES School ID Ex: 054886800163

ID can be searched for at: http://nces.ed.gov/globallocator/

NCES District ID Ex: 0548795

ID can be searched for at: http://nces.ed.gov/globallocator/

IRN (Ohio Only) If the school address is in Ohio, the IRN field will appear.

EIN Ex: 31-8965471


http://nces.ed.gov/globallocator/

http://nces.ed.gov/globallocator/

Actual Grade Levels Ex: K-9

Options: Ungraded and Pre-K through Post Graduate/Adult

Grade Levels Per Contract Ex: K-12

Options: Ungraded and Pre-K through Post Graduate/Adult

Website Ex: www.hopeforkids.com

Year Opened Ex: 2014-2015

Application Date Ex: 6/1/2002

Authorization Date(s) Ex: 7/1/2014

You can include all the dates from the first authorization through each reauthorization.

Next Reauthorization Date Ex: 7/1/2017

Contract Effective Date Ex: 7/1/2014

Current Contract Effective Date

Contract Expiration Date Ex: 7/1/2017

Current Contract Expiration Date

Contract Maximum Enrollment Ex: 525

Mission Statement Ex: The mission of the Hope Academy is to provide each student with an excellent elementary learning experience that will enable the student to meet and progress upon the challenges of higher education, especially in the areas of math and science, function cooperatively in a social learning environment, and successfully contribute his/her own individuality as an asset to society. The school accomplishes its mission by creating and maintaining a safe and family-oriented atmosphere conducive to learning.

School Board Ex: Hope Academy

This field is a drop-down listing of the boards set up in Board Center. This field allows you to link the school to its board that is already set up in Board Center.

<<Insert Custom Field>> Additional school setup fields can be added by contacting your Epicenter support specialist.


*School Groups Ex: Schools and Boards/Hope Academy Management Organizations/The Highland Group

Add the school to an Entity Group(s). This allows users to be able to access the new school. If you already created the board for this school, the subgroup for the school should already be available under the Schools and Boards parent group. Add the school to this group. If not, select the Schools and Boards group. Next, select the

(Add Subgroup) icon to create a subgroup. This will copy the name of the school within the Group Name. You can then select Save. If you are an authorizer and have management organization personnel, add the school to the appropriate management organization subgroup as shown in the example to the left. Their group should have already been created under the Management Organizations group.

* required

Step 1.4: Link Schools to Their Management Organization(s) (if applicable) ❏ Watch Setting Up Schools - Linking the Management Organization(s) video:

EpicenterNow.org/1.4 ❏ Link your schools to their management organization(s) (if applicable)

(School Center > Select School District/LEA > Operations Tab > Add Management Organization)

When linking schools, you can start tracking all the information involving a school and its management organization/service provider. You can fill out the related information after you link it immediately or at a later point. Reference this table as you link school district and management organizations in Epicenter

School District to Management Organization Setup Fields (if applicable)

Notes

*Management Organization Ex: The Highland Group

This field provides a drop-down listing of the management organizations set up in Management Center.

Category Ex: Full Service

Options: Full Service, A La Carte, Employee Leasing

Services Provided Ex: Educational, financial and personnel services as well as providing a standard curriculum

Fee Structure Ex: License fee up to 6% of state aid foundation grant and management fee up to 10% of state aid foundation grant

Initial Engagement Date Ex: 7/1/2014

Contract Start Date Ex: 7/1/2014

Current contract



Contract End Date Ex:6/30/2017

Current contract

Comment Ex: School would like to renew contract in 2017.

* required

Step 1.5: Set Up School and Management Organization Contacts (if applicable)

❏ Watch Setting up School and Management Organization Contacts video: EpicenterNow.org/1.5 ❏ Set up contacts in School and Management Center (ongoing process)

School contacts: (School Center > Select School > Contacts Tab > Add Contact) Management organization contacts: (Management Center > Select Organization > Add Contact)

Contacts for your schools and management organizations can be maintained in Epicenter. You can set up contacts now or over time. If you will not be using Epicenter to track school and management organization contacts, you can skip this section.

Tips ● There are contact reports available to help with communications and mail merges. ● There are default contact roles available for usage. These can be managed using contact roles

administration. ● Contact changes can be seen in the Contacts Change History link.

Reference this table as you set up your contact/s in Epicenter

Contact Setup Fields Notes

E-mail Ex: [email protected]

First Name Ex: Nellie

*Last Name Ex: Williams

Middle Initial Ex: A

Courtesy Title Ex: Ms.

Generation Suffix (if applicable) Ex: Jr.



Preferred Name Ex: Nell

Maiden Name (if applicable) Ex: Rodgers

Spouse’s First Name Ex: Clark

Spouse’s Middle Initial Ex: E

Spouse’s Last Name Ex: Williams

Gender Ex: Female

Options: Unknown, Male, Female

Ethnicity Ex: Black or African American

Options: American Indian or Alaskan Native, Asian, Black or African American, Native Hawaiian or Pacific Islander, White, Hispanic or Latino

Address Ex: 1087 Alberta Rd.

City Ex: Detroit

State Ex: MI

Postal Code Ex: 48215

Country Ex: United States

Highest Level of Education Ex: Master’s Degree

Options: High School/GED, Trade/Business School, Associate Degree, Bachelor’s Degree, Master’s Degree, Doctor/Doctorate Degree

Work Phone Ex: (313) 542-0224 ext. 201

Cell Phone Ex: (313) 222-5555

Home Phone Ex: (313) 565-7005

Preferred Ex. (Mobile) Yes

Checking 1 of these boxes will determine which number is shown on pages/reports where only 1 number is displayed. On pages with multiple numbers displayed, the Preferred number will be marked.


Fax Number Ex: (313) 542-0224

Highest Level of Education Ex: Bachelor’s Degree

Options: High School/GED, Trade/ Business School, Associate Degree, Bachelor’s Degree, Master’s Degree, Doctor/ Doctorate Degree)

Image Ex: Upload image saved on computer

This would be a picture of the contact. It must be a GIF, JPG, or PNG image. The recommended size is 150 x 150 pixels.

* required Reference this table as you set up your employer information in Epicenter. This is typically entered for board members

Employer Information Fields Notes

Employer Name Ex: Hope Academy

Position/Title Ex: Principal

Employer Address Ex: 1001 Frankfort Rd.

City Ex: Detroit

State Ex: MI



* required After clicking save, Epicenter will give you options to see if your contact is already in the system. Review the existing contacts. If your new contact is not one of those listed, click on his/her row in the New Contact section.

Contact Role Ex: Principal

Title Ex: Head of School

The title will default to the Contact Role name but can be edited.

Step 1.6: Set Up Discussion Note Categories ❏ Set up Discussion Note categories


(School Center > Select School > Overview Tab > Scroll to Notes > New Topic > Category Maintenance)

You can set your organization up for success and long-term stability by tracking your communications with boards, board members, management organizations, and schools using Discussion Notes. Within the Centers, you have note areas on boards, board members, management organizations, and schools. Each area can have a defined list of note categories. The default Categories are: Board Note, Board Candidate/Member Note, School Note, or Management Organization Note. Add to the default Categories available to reflect the types of communication you have with schools, boards, and management organizations.

Tips ● You can export notes by Category(ies), subscribe to notes as well as secure notes from User

Groups. ● Reports are available to export notes by Area and Category. ● You can access a listing of Discussion Note categories within the Epicenter Administrator

Handbook: http://support.epicenternow.org/customer/en/portal/articles/2156112-epicenter-system-administrator-user-handbook

CHECKPOINT 1 Covered In This Chapter

● Setting Up Boards ● Setting Up Management Organizations ● Setting Up Schools ● Linking Schools To Their Management Organization(S) ● Setting Up School And Management Organization Contacts ● Setting Up Discussion Note Categories

Did You? ❏ Set up boards in Board Center

(Board Center > Add Board) ❏ Set up the management organizations in Management Center (if applicable)

(Management Center > Add Management Organization) ❏ Set up schools in School Center

(School Center > Add School) ❏ Link schools to their management organization in School Center (if applicable

(School Center > Select School District/LEA > Operations Tab > Add Management Organization) ❏ Set up contacts in School and Management Center

School contacts: (School Center > Select School > Contacts Tab > Add Contact) Management organization contacts: (Management Center > Select Organization > Add Contact)

❏ Set up Discussion Note categories (School Center > Select School > Overview Tab > Scroll to Notes > New Topic > Category Maintenance


http://support.epicenternow.org/customer/en/portal/articles/2156112-epicenter-system-administrator-user-handbook

http://support.epicenternow.org/customer/en/portal/articles/2156112-epicenter-system-administrator-user-handbook

Chapter 2 Submissions Setup


● Step 2.1: Decide What Submissions Will Be Collected ● Step 2.2: Determine Submission Type Groups ● Step 2.3: Set Up Submission Type Groups by Organization or Responsible Department ● Step 2.4: Set Up Each Submission ● Step 2.5: Group Related Submission Types as a Collection

Now that you have set up your Entities, the next step is to set up the submissions that will be uploaded for these Entities. These submissions can include your federal, state and contractual requirements as well as any documents you wish to store in Epicenter.

In Epicenter, a submission can be a: 1) Document (an uploaded file) and/or Narrative (a rich-text field in Epicenter) 2) Certificate of Completion (a checkbox field)

For examples of the three types of submissions mentioned above, please see Appendix B.

You can do a lot with submissions! Here is a quick view of the things you can accomplish with them.


For each submission, you can add instructions, tags, and resources. Submissions can also be grouped as a collection to assist with scheduling. Submissions can be viewed, uploaded, reviewed, or approved by different User Groups. You will set up each workflow as Submission Type Groups and place each submission into its particular group. It is important to determine which group of users will be uploading each submission and which group will be reviewing and/or approving the submission once it is uploaded.

Why This Is Important A submission must be set up in the system before you can upload a document, certification of completion, or narrative. Scheduling a submission in Compliance Center will ensure the submission gets uploaded into Epicenter. Yet, you can upload any type of submission for your schools, boards, and management organizations without setting up a compliance requirement which has a set Due Date.

Step 2.1: Decide What Submissions Will Be Collected ❏ Watch Submission Types Administration Overview video: www.EpicenterNow.org/2.1 ❏ Review the Submission Types administration screen

(Administration > Submission Types) ❏ Review and update default submission categories

(Administration > Submission Types > Manage Categories) ❏ Delete unwanted default submissions

(Administration > Submission Types > Click Submission> Update button > Scroll to bottom > Delete)

As you are deciding what submissions you want to collect, you can reference the Default Submissions, Categories, Tags, and Collections already set up in your account. In this step, make sure that you have the right submission categories in Epicenter and delete any default submissions that you will not be using. Review each default submission and set up any missing submissions in Step 2.4.

Tips ● Customizing your default submission, categories, tags, and collections is completed in

Administration.

Reference this table that lists common default submission types as you decide which submission types fit your organization in Epicenter

Default Submission Types:

BOARD (EntityType) Board Meeting Information (Category)

● Board Meeting Agenda (Submission Type) ● Board Meeting - Canceled or Rescheduled

Notification ● Board Meeting Approved Minutes ● Board Meeting Posting ● Board Meeting Proposed Minutes ● Board Meeting Schedule

Board Member Information ● Board Member Background Check ● Board Member Conflict of Interest ● Board Member Resignation ● Board Member Resume/Application ● Board Roster

Board Policies and Procedures ● Bylaws



SCHOOL Academics

● Annual Education Report ● School Improvement Plan

Contracts ● Charter Agreement ● Charter Agreement - Amendment ● Facility Lease Agreement ● Management Agreement

Financial ● Annual Financial Audit ● Budget - Approved ● Budgeted Enrollment ● Certificate of Insurance ● Current Enrollment ● Monthly Financial Statements ● Quarterly Financial Statements ● Waiting List

Policies and Procedures ● School Safety and Emergency Plan

Safety and Building/Facilities ● Fire Inspection ● Fire/Tornado Drill Log ● Food Service License ● Health and Safety Inspection

School Information ● Annual Verification of Non-Profit Corporation Status ● Notice of Open Enrollment ● School Calendar ● Student Handbook

Secured Student Data ● Generic Enrollment File

Staff Information ● Staff Roster ● Staff/Employee Handbook Staff Information ● Articles of Incorporation ● Certificate of Occupancy ● IRS 501c3 Determination Letter


Step 2.2: Determine Submission Type Groups ❏ Watch Setting up Submission Type Groups video: www.EpicenterNow.org/2.2 ❏ Complete Worksheet 2.2 below

There are three default high-level Submission Type Groups within Epicenter: General Access, Organization Only, and Secured Student Data. These Submission Type Groups first define who can view or access the submissions found in those groups. To reflect an organization’s (or department’s) Responsibilities in your work process, build out Submission Type Groups and subgroups within these categories. Generally, the Submission Type Groups consist of who is responsible for uploading or completing a requirement. The subgroups show what organization and departments are responsible for handling what is uploaded (ex: reviewing or approving).

Types of Access All of your Secured Submissions will typically fall between these three main groups:

General Access: Any submissions placed into this group and its subgroups can be viewed by all users within your account. This will have the majority of your submissions.

Organization Only: This group is meant for internal submissions. Any submissions placed into this group and its subgroups can only be viewed by those users within your organization. Any internal submissions that are not visible to schools or other Entities will go here. Typically, there are no workflows set up as subgroups for a reviewer or approver. This is because your organization is uploading these submissions rather than the schools.

Secured Student Data: Any submissions placed into this group and its subgroups typically include student-level data that is necessary for loading the charts and graphs found in Performance Center. This group is used for sensitive student data. Usually, the assessment coordinator and data analyst at the school will have access to these submissions.

In order to set up Submission Type Groups, you will have to look at what happens with each submission uploaded by a particular group.

Once uploaded, there are typically three actions that your organizations or departments can do with the submissions:

● View (read-only Permissions) ● Review (verification; if applicable) ● Approve (sign-off; if applicable)

This workflow is embedded in your Submission Type Groups. You will focus on which groups will upload, review, and approve submissions as you set up your Submission Type Groups. When you want someone to view submissions, you will be able to assign read-only Permissions in Chapter 4 when you set up User Roles. Use the following worksheet to set up your Submission Type Groups.



Worksheet 2.2 (Submission Group): In the worksheet below, define which groups will upload, review, and approve your submission uploads within the General Access, Organization Only, and Secured Student Data Submission Type Groups

General Access

This column will be used to create Submission Type groups

This column will be used to create the Submission Type subgroups

Who Will Upload? You will create groups under General Access and name them <group> responsible.

Who Will Approve/Review? You will create subgroups under each < group> responsible for each department that will receive submissions. These groups will be named < department> reviews, < department> approves, or < department> reviews and <different department> approves.

School Staff Responsible (default) Typically, most of the submissions will fall into the School Staff Responsible group and subgroups.

Organization Groups Reviews Approves

Staff (All) Academics Finance Field Rep/ Consultant Governance Operations <New Group>

❏ ❏ ❏ ❏ ❏ ❏ ❏

❏ ❏ ❏ ❏ ❏ ❏ ❏

We recommend having at least one reviewer or approver set up for school staff uploads. If you are a smaller organization, you might just have one person reviewing and/or approving all of your submissions. If you are larger and have more schools, we recommend dividing up the submissions that need to be approved.

Organization Responsible (default) Any submission types placed into this group or its subgroups will be uploaded by your organization. School staff will not be able to upload these submissions. They will only have view Permissions. (all; standard) Finance Responsible Operations Responsible Academics Responsible Governance Responsible <<Insert Additional Group>> From your office, you could have one person that uploads submissions that are generated by your office or have different departments that upload submissions for Schools and Boards.


Staff (All) Academics

Finance Field Rep/ Consultant

Governance Operations

<New Group>

❏ ❏ ❏ ❏ ❏ ❏ ❏

❏ ❏ ❏ ❏ ❏ ❏ ❏

Submissions that are uploaded by internal staff may not need to go through a review or approval process.


Organization Only



Who Will Upload? You will create groups under Organization Only and name them <group> responsible.

Who Will Approve/Review? You will create subgroups under each < group> responsible for each department that will receive submissions. These groups will be named < department> reviews, < department> approves, or < department> reviews and <different department> approves

Organization Only (default) Any submission types placed into this group and subgroups can only be accessed by internal staff. This group can be built out later if you do not have any Organization Only submissions. (all; standard) Finance Responsible Operations Responsible Academics Responsible Governance Responsible <<Insert Additional Group>>





<New Group>

❏ ❏ ❏ ❏ ❏ ❏ ❏

❏ ❏ ❏ ❏ ❏ ❏ ❏


Secured Student Data



Who Will Upload? You will create groups under Secured Student Data and name them <group> responsible.

Who Will View? You will create subgroups under each < group> responsible for each department that will receive submissions. These groups will be named < department> reviews, < department> approves, or < department> reviews and <different department> approves.

Organization Only (default) Typically, the school staff will be responsible





<New Group>

❏ ❏ ❏ ❏ ❏ ❏ ❏

❏ ❏ ❏ ❏ ❏ ❏ ❏

We recommend having at least one reviewer or approver set up for school staff uploads. If you are a smaller organization, you might just have one person reviewing and/or approving all of your submissions. If you are larger and have more schools, we recommend dividing up the submissions that need to be approved.


Organization Responsible (example) Any submission types placed into this group or its subgroups will be uploaded by your organization. The School Staff will not be able to upload these submissions. They will only have view Permissions. (all; standard) Finance Responsible Operations Responsible Academics Responsible Governance Responsible <<Insert Additional Group>> From your office, you could have one person that uploads submissions that are generated by your office or have different departments that upload submissions for your Schools And Boards.





<New Group>

❏ ❏ ❏ ❏ ❏ ❏ ❏

❏ ❏ ❏ ❏ ❏ ❏ ❏


Step 2.3: Set Up Submission Type Groups by Organization or Department Responsible

❏ Rename the <Department Approves> Submission Group (if not already done) (Administration > Manage Groups > Submission Type Groups > (Department Approves) > Update Group)

❏ Set up remaining Submission Type Groups and subgroups (if applicable) (Administration > Manage Groups > Submission Type Groups > Select Group > Add Subgroup)

In order to set up Submission Type Groups in Epicenter, use Worksheet 2.2 to determine the groups and subgroups within General Access, Organization Only, Secured Submissions, and Secured Student Data. The left column will be the group (ex: Organization Responsible), and the right column in the worksheet will create the subgroup (ex: Academics Responsible, Finance Responsible, Governance Responsible, and Operations Responsible). The screenshot below shows you how this looks in Epicenter.

Tips ● Submission Type Groups can change over time as you have new departments responsible for

uploading, reviewing and/or approving submissions.


Reference this illustration as you set up Submission Type groups in Epicenter

Default Submission Type Groups

Ex. of Customized Submission Type Groups

Step 2.4: Set Up Each Submission

❏ Watch Setting Up Submissions video: www.EpicenterNow.org/2.4.1 ❏ Watch Submission Tags and Resources Administration video: www.EpicenterNow.org/2.4.2 ❏ Review the Submission Type Setup and Submission Tag fields below ❏ Review each default submission type in your account

(Administration > Submission Types > Select Type > Update) ❏ Verify the Name ❏ Verify the Category ❏ Verify the Entity Selection Rule ❏ Add Submission Instructions (add description if applicable)


http://www.epicenternow.org/2.4.1


❏ Add Resource Files (if applicable) ❏ Verify the Submission Tags/add or import new tags (if applicable)

(Administration > Submission Tags) ❏ Adjust the display order of the Submission Tags.

❏ Verify the Type (File Type or Certification of Completion) ❏ Verify the Filename Template ❏ Verify the Acceptable Formats (file type submissions only) ❏ Enable Narrative (if applicable) ❏ Turn on/off Review and Approval; add Instructions ❏ Turn on/off Acquiring Through Compliance requirement; set Days and other features ❏ Place submission in the appropriate Submission Group(s) ❏ Place submission in an email notification group(s) (if applicable) ❏ Flag as a Key Submission, Transparency or Include in the Board Packet (if applicable)

❏ Add new submission types that are missing (Administration > Submission Types > Add Submission Type)

In this step, you will be reviewing all the default submissions within your account. You will then work on adding any new submissions that are missing. You may need to get input from others within your organization regarding the submissions they need to collect for your schools. To help you keep track of the submission types you have reviewed, you can export the Submission Types - Simple List report found in the Submission Administration section of the reports menu. The process of adding and deactivating submissions will be ongoing during your usage of Epicenter.

Reference this table as you set up submissions

Submission Type Setup Fields Notes

*Submission Type Name Ex: Quarterly Financial Statements

This is the name of the submission. The name should be general and not include any dates, months, etc., so it can be reused.

Key Submission Ex: Yes/No

This is a checkbox. If it is selected, the most recent approved submission for that type can be quickly accessed from the Submissions tab of either Board or School Center. It will also be available in the Key Submissions link in Document Center. Submissions that are most frequently searched for should be flagged as Key. We recommend having only 6-8 submission types flagged as Key for quick access.

*Entity Type (School, Board or Management Organization) Ex: School

Decide if the submission will be uploaded by the board, school, or management organization.

*Category Ex: Financial

The Category groups submission types and is used to help when searching for submissions. There are default Categories set up in your account but you can rename and add additional Categories using the Manage Categories link found on the Submissions administration screen. We recommend limiting the number of Categories to less than 10.


*Entity Selection Rule Ex: Operating School Districts

Default Options: Operating School Districts, Operating School Buildings/Campuses

The Rule is dependent on the Classifications you have set up in School Center. Additional Rules can be added by contacting an Epicenter support specialist.

Description You can enter a description explaining the submission. The character limit is 500.

Submission Instructions Ex: Submit the Statement of Activities and Statement of Financial Position (for the period ending and year-to-date)

We recommend having instructions for all submissions. The more instructions you add, the fewer questions you will receive. Use the Rich Text Editor Formatting option when writing the instructions to draw attention to the important instructions. The formatting options include, but are not limited to, font, bold, italics, underline, URLs and bulleted/numbered lists. The character limit is 1000.

Resource Files Ex: QFS Template

If you have a template, form, guide or more than 1000 characters for the instructions, the files can be added by using the Add Resource Files link. Once selected, check the appropriate files to Add or select Upload New File. If a new file is uploaded, you will have an opportunity to rename the file before saving. You can rename and replace these resource files using the Submission Resources Administration page. You can only delete a resource once it is no longer linked to any submissions.

Submission Tags Ex: School Year Quarter

The Submission Tags are used for adding extra information along with a submission (like filling out a form). There are default tags available but you can modify and add new tags using the Submission Tags administration screen. We recommend adding at least one tag to all submissions; especially if the submission will be collected for an Entity more than once. You can reference the Submission Tag Defaults section below. You can arrange the order in which the tags will display by adjusting their “Display Order” number.

Type Ex: File Type

Options: File Type or Certification of Completion Type

A submission can either be a file upload (File Type) or a certification (Certification of Completion) which includes a checkbox, certifying that the requirement has been completed and a Comments area to enter additional data.

Once you set this field and select Save, it cannot be changed. You will need to create the submission again if you want the other type.

If the Certification of Completion is selected, the Filename Template, Acceptable Formats, and Enable Narrative options will no longer be displayed since a file is not being uploaded.


Please reference Appendix B to see examples of Document, Document/Narrative, and Certification of Completion submission upload pages.

*Filename Template (if File Type) Ex: [[School Year]] Quarterly Financial Statements [[Quarter]]

For File Type submissions, a Filename Template is required--it is the naming convention for this type of file (i.e. how you want the file to display in Epicenter no matter what the original title was). The filename is shown throughout the system. It is used for searching and when downloading the file(s). We recommend selecting the Copy Submission Name link first. This clears the Filename Template box and copies the name of the submission type into the box. You can embed the Submission Tag(s) into the Filename Template as shown in the example. Place your cursor where you want the tag in the Filename Template, click the Paste link for that tag, and it will insert the proper code for that tag into the template.

*Acceptable Formats (if File Type) Ex: MS Excel

Default Options: Adobe Acrobat, CSV Files, Image Files, MS Excel, MS Outlook Email, MS Word. You can select all formats or certain formats. Additional formats can be added onto your account by contacting an Epicenter support specialist. If the Submission Type will be flagged for Transparency, we recommend setting the acceptable file format to Adobe Acrobat (PDF) only.

Enable Narrative (if File Type) Ex: No (unchecked)

This is a checkbox. When File Type is selected as the type, you also have the option to Enable Narrative. This box will be unchecked by default. A narrative is a rich text field that allows the submitter to upload text. There is currently no limit to the number of characters that can be entered but if this type is flagged for Transparency, we recommend including a character limit in the Submission Instructions. When enabled, the submitter can either upload a file(s), enter the text in the Narrative box, or do both to complete a submission upload. For example, a narrative might be enabled when a File submission type is not applicable to a particular school/board. That entity can simply enter “Not Applicable” in the Narrative text field. For additional best practices with the Enable Narrative option, visit: http://support.EpicenterNow.org/customer/portal/articles/2348778.

Review Is Required Ex: Yes

This is a checkbox. It determines if the submission will go to a reviewing stage. This box will be unchecked by default.

Reviewer Instructions and Resources (if applicable) Ex: Complete the Financial Review sheet and attach to your task using the Add Resource Files link.

If there are certain verifications being completed by the reviewer, we recommend adding those instructions and including any resource documents. The character limit is 1000.


http://support.epicenternow.org/customer/portal/articles/2348778

Approval Is Required Ex: Yes

This is a checkbox. It determines if the submission will go to an approving stage. This box will be checked by default.

Approver Instructions and Resources (if applicable) Ex: Review the financials and the financial review sheet added by the Fiscal Reviewer.

If there are certain verifications being completed by the approver, we recommend adding those instructions and including any resource documents. The character limit is 1000.

Use Compliance to Acquire These Files Ex: Yes

● Notification Days (Before or After Event Date)

● Due Days (Before or After Event Date)

This is a checkbox. A submission needs to be flagged for Compliance in order to show up in the submission selector page when scheduling a requirement in Compliance Center.

You can also set the default Notification Days and Due Days based on the Event Date. These are used when scheduling a requirement for the submissions. Often the Event Date might be equal to the Due Date. In these cases, we recommend notifying the submitter at least 30 days before the Due Date (Event Date), if possible, and then setting the Due Days to 0 (in cases where the Due Date is equal to the Event Date). You can always adjust the number of days when scheduling the submission requirement in Compliance Center.

Include on Transparency Report Ex: Yes/No

This is a checkbox and only available on File Type submissions (excludes Certificate of Completion types). This box should be checked if the submission should be made available for public posting on a website. Once selected and compliance requirements have been scheduled, the Submission Type will be available for selecting when using the Transparency Report administration screen. Only approved compliance submissions will appear on the public website. If the submission is a file, when selected on a public website, it will download in the format in which it was uploaded (it is recommended to set the acceptable file format to Adobe Acrobat (PDF) only). For Narrative submissions, the text will only appear once the narrative File Type name on the public website has been selected.

Show original if revisions exist Ex: Yes/No

This checkbox only appears if the following three options are already checked: Use Compliance to Acquire These Submissions, Include on Transparency Report, and Allow Revisions Using Subtype. If checked, this will display the original file along with an indented list of any revisions underneath when viewing the submissions on a public website. If this checkbox is not selected, it will not show the original submission, but only show the revisions (not indented). The number of revisions is set within the Maximum Number Of Revisions to Show on Transparency Report.

Include in board packet (Entity must be set to Board) Ex: Yes/No

This checkbox is only available on File Type submissions for Board Entity Types (not Certificate of Completion types). It is used to display approved compliance board meeting related submissions within the Board Packet area of Board Center. It allows board members and others to quickly access their board meeting information.


Allow copy forward Ex: Yes/No

This is a checkbox. It is used when copying compliance requirements from one school year (or time period) to the next school year (or time period). By default, this checkbox will be selected. If unselected and you choose to copy forward compliance requirements, any requirements scheduled for the Submission Type will not be copied. Examples where this box might be unchecked include Application, Startup, Reauthorization, Probation, and Closure types.

Allow revisions using subtype Ex: Yes/No

This checkbox allows for revisions on a compliance requirement by using a subtype. If this checkbox is selected, you will then need to create a subtype under this parent type. The subtype itself doesn’t need to be flagged as acquiring through compliance. Typically, if there are revisions, you won’t have the ability to set a due date. Common examples for the submission type name for the subtype might include Revision or Amendment. Revisions can be uploaded using the original compliance requirement or via the Upload Submission area found in Document Center. When viewing the original submission, any revisions will be shown on the submission detail page. Therefore, it is recommended to setup revision subtypes for submissions that are common for revisions - such as budgets or contracts. After selecting this checkbox, you would then need to setup a subtype for the compliance revision. When setting up the subtype, you will then have the option to choose the Include on transparency report checkbox. When uploading a revision subtype, the user selects a previous compliance requirement. Therefore, the revision subtype itself doesn’t need to be scheduled as its own compliance requirement in order to meet the compliance requirement business rule for having the submission appear in the Transparency Reporting administration and therefore, on a public website.

Maximum number of revisions to show on transparency report Ex: 1

This option only appears if the following three options are already checked: Use Compliance to Acquire These Submissions, Include on Transparency Report, and Allow Revisions Using Subtype. If this is set at 0, the transparency report will show all revisions. If it is set at 1, then it would only show the most recent revision.

*Submission Type Groups Ex: General Access/School Staff Responsible/Fiscal Reviewer Reviews and Compliance Approves

Select the Submission Group appropriate for the submission type. The groups are typically structured based on view access, then the group responsible for uploading and then the departments responsible for reviewing and/or approving. Use the (Add Subgroup) icon to add additional subgroups. You will then need to update any necessary User Roles and User Groups when adding on new submission type subgroups.


Email Notification Group (if applicable)

You can identify a User Group that can receive a Submission Notification once a submission for this type has been uploaded and approved. This would be used to simply notify a group of users that a submission has been uploaded. A link to the submission will be provided in the email notification. An example of the Submission Notification email can be found in Appendix C.

* required Submission Tag Defaults Submission Tags are one of the fields you see as you set up your submissions. Submission Tags add metadata to the submission to allow the admin or user to type or select information to include with the submission as a form. This can also make it easier to search for the submission. The tags can be a Date, Defined List, or Text. We recommend using tags to help distinguish between any submissions that will be collected more than once for an Entity. You will have default tags available within your account as shown below. The School Year tag is the most often used tag. You can remove and add additional tags at any time.

Ex. For the submission “Quarterly Financial Statements,” you can add tags such as quarter (e.g. 1st Quarter) and school year (e.g. 2017-2018).

An optional “Data Tag” field is available when editing or adding new submission tags. A data tag is used when Epicenter needs to be able to look up a submission tag value no matter what it is named. Unless otherwise instructed, you should leave the System Name field blank.

Some submission tags are also “System Tags,” meaning they are the same tag used universally throughout all Epicenter organizations (e.g. School Year, Month, etc.). This allows information to be readable across Epicenter sites, if needed. If you would like to add ay of the system tags to your site, on the Admin > Submission Tags page, simply click the Import link at the bottom, and choose which ones to add.

Here are the default tags that you can use or replace:

Submission Tag Defaults

Name* Type* Search Classification* Data Tag System Tag

Approved Date Date Timeframe

Board Meeting Date Date Timeframe Yes

Budgeted Enrollment Text Other Budgeted Enrollment Yes

Collection Period Defined List Other Yes

Current Enrollment Text Other Current Enrollment Yes

Date Date Timeframe Yes

Current Enrollment Date Date Timeframe Enrollment Date

Expiration Date Date Timeframe Expiration Date Yes

Fall or Spring Defined List Other


Inspection Date Date Timeframe Yes

Issue Date Date Timeframe Yes

Letter Date Date Timeframe Yes

Management Organization Text Other Yes

Month Defined List Other Yes

Name Text Other Yes

Quarter Defined List Other Yes

School Year Defined List Timeframe Yes

Waiting List Text Other Waiting List Yes * required

Step 2.5: Group Related Submission Types as a Collection ❏ Watch Setting Up Submission Type Collections video: www.EpicenterNow.org/2.5 ❏ Create Submission Type Collections (if applicable)

❏ Create the collection (Administration > Submission Type Collections > Create Collection)

❏ Add submissions to your collections (Select Collection > Add)

Creating Submission Type Collections saves time with scheduling. A Submission Type Collection is a bundle of submissions that can be scheduled together in Compliance Center. Submission Type Collections will have one Event Date but can have different Due Dates for the individual submissions.

Here are some examples of Submission Type Collections: ● Application ● Pre-opening/start-up ● Contract ● Board meetings

○ Board packet ○ Monthly finances and enrollment

● Reauthorization ● Closure

Tips ● For more information see our help article: Setting up Submission Type Collections:

http://support.EpicenterNow.org/customer/en/portal/articles/2156118-setting-up-submission-type-collections.



http://support.epicenternow.org/customer/en/portal/articles/2156118-setting-up-submission-type-collections


● Setting Up Submission Type Groups ● Reviewing and Creating Submissions ● Creating Submission Type Collections

Did You? ❏ Review and update default submission categories

(Administration > Submission Types > Manage Categories) ❏ Delete unwanted default submissions

(Administration > Submission Types > Click Submission > Update button > Scroll to bottom > Delete)

❏ Complete Worksheet 2.2 ❏ Rename the <Department Approves> Submission Group (if not already completed)

(Administration > Manage Groups > Submission Type Groups > (Department Approves) > Update Group)

❏ Set up remaining Submission Type Groups and subgroups (if applicable) (Administration > Manage Groups > Submission Type Groups > Select Group > Add Subgroup)

❏ Review each default submission setup in your account (Administration > Submission Types > Select Type > Update)

❏ Verify the Name ❏ Verify the Category ❏ Verify the Entity Selection Rule ❏ Add Submission Instructions (add description if applicable) ❏ Add Resource Files (if applicable) ❏ Verify the Submission Tags/add new tags (if applicable)

(Administration > Submission Tags) ❏ Verify the type (File Type or Certification of Completion) ❏ Verify the Filename Template ❏ Verify the Acceptable Formats (file type submissions only) ❏ Enable Narrative (if applicable) ❏ Turn on/off Review and Approval ; add Instructions ❏ Turn on/off Acquiring Through Compliance requirement; set Days and other features ❏ Place submission in the appropriate Submission Group(s) ❏ Place submission in an email notification group(s) (if applicable) ❏ Flag as a Key Submission, Transparency, or Include in the Board Packet (if applicable) ❏ Add new submissions that are missing

(Administration > Submission Types > Add Submission Type) ❏ Create Submission Type Collections (if applicable) Create the collection

(Administration > Submission Type Collections > Create Collection) ❏ Add submissions to your collections

(Select Collection > Add)


Chapter 3 Scheduling Submission Requirements


● Step 3.1: Gather the Calendar of Submission Due Dates ● Step 3.2: Schedule Individual Submission Requirements ● Step 3.3: Schedule Submission Type Collection Requirements (if applicable)

Now that you have set up your Entities and submissions, the next step is to create any compliance requirements for the submissions. After you schedule a submission requirement, it can be edited at any time using the pencil icon available in the Summary tab and Detail tab. You can also edit Submission Type Collections using the Status tab.

For more information on editing scheduled requirements, please reference the help articles listed below: Editing an Individual submission requirement in Compliance Center http://support.EpicenterNow.org/customer/en/portal/articles/2156157 Editing a Submission Type Collection requirement in Compliance Center http://support.EpicenterNow.org/customer/en/portal/articles/2156122

Why This Is Important By scheduling a compliance requirement for a submission, it helps to ensure that the submission uploaded to Epicenter as a task will be put in the responsible group’s My Tasks queue. In addition, email notifications regarding the task will be automatically sent out by Epicenter to those responsible for uploading. An example of the email notifications for tasks can be found in Appendix C. Submissions can still be uploaded into Epicenter without setting up a compliance requirement.

Step 3.1: Gather the Calendar of Submission Due Dates ❏ Gather/create a list of all the submissions and their due date(s)

Before you schedule requirements, determine when submissions will be due. It may be helpful to reference a Master Calendar of Requirements if your organization has one.

Tips ● Compliance requirements are set up and managed within Compliance Center. ● The requirements set up within the school year can be copied over into the next school year by the

Epicenter support team. ● When scheduling a recurring requirement, requirements can recur until the end of the school year,

and copied forward to repeat them next year if applicable.



http://support.epicenternow.org/customer/en/portal/articles/2156122

Step 3.2: Schedule Individual Submission Requirements ❏ For non-recurring requirements: Watch Scheduling Individual Submission Requirements video:

www.EpicenterNow.org/3.2.1 ❏ For recurring requirements: Watch Scheduling Individual Recurring Submission Requirements

video: www.EpicenterNow.org/3.2.2 ❏ Schedule individual submission requirements

(Compliance Center > Summary Tab > Schedule Requirement)

When scheduling submission requirements, it is recommended to be on the Summary tab in Compliance Center, so you can view them immediately after they are added.

To Change Time Period Since the Summary tab defaults to showing any requirements within the next 30 days (as well as any that are past due), we recommend changing the time period to the school year for which you are scheduling the requirements. (Compliance Center > Summary Tab > Time Period drop-down > Date Range Selector > Select School Year > Apply)

Tips ● You can schedule a new submission requirement from several locations. Just select the Schedule

Requirement button found on the Statistics, Summary, Detail or Status tabs. ● We recommend having the first submission requirements due after schools have been trained on

Epicenter.

Schedule Individual Submission Requirements Reference this table as you schedule individual requirements Compliance Requirement Fields Notes

*Requirement Title Ex: Board Meeting Schedule

The title defaults to the submission name. You can edit the requirement title by adding any additional information that will help you find the requirement for administration purposes. This is typically done for requirements due more than once during the school year. For example, if you schedule the quarterly financials, you might want to add 1st Quarter, 2nd Quarter, etc. to the title to help you find the requirements. The quarters will also most likely be added as a Submission Tag for submission filing.




*Tags Ex: School Year Set by Administration = 2016-2017

For the tags, they will be set to a default value determination which includes Set by Administration, Provided by Submitter, or Use Event Date (for Date Timeframe tags).

If you don’t know the tag value, you will want to use Provided by Submitter. If you do know the value for the tag, we suggest using the Set by Administration value determination and selecting/entering the value. That way the submitter knows what the tag information should be and cannot change it.

For Timeframe tags such as the School Year, if the value determination is Provided by Submitter, the Compliance Requirement Satisfy/Submission Upload page will default to the current year but can be changed by the submitter.

*Event Date Ex: 7/1/2015

The underlying date of an event. For example, the date of the board meeting or the end of the quarter. If you don’t have an Event Date, you can enter the Due Date as the Event Date.

Recurring Ex: No

Use this checkbox to schedule a series of multiple instances of this particular requirement ( daily, weekly, monthly, or quarterly). Clicking the box will pop up the Recurring Event window, which will allow you to customize the frequency, start date, and end date of the series. Click OK and now there will be a show event dates link where you can customize the individual instances within the series. Requirements can recur until the end of the school year for which they are being entered. This prevents duplication with events that are copied forward to the next school year.

*Notification Date Ex: 5/1/2015

This is the date the task will show up in the responsible user’s My Tasks area. If the task isn’t completed that day, he/she will receive a New Tasks email notification.

*Due Date Ex: 6/10/2015

This is the date and time by which the requirement must be satisfied to show On Time.

*Entities Ex: All Boards

These are the Entities assigned to the requirement. You can check the All entities for submission type checkbox or click the Select Entity button to choose individual Entities.

Compliance Administrator Notes Ex: Changed Due Date from 5/30 to 6/10 on 12/1/15.

This area can be used to record any notes on the master requirement. Only those who have Permissions to add compliance requirements can see these notes.

Submission Instructions Ex: You must hold at least 6 board meetings each school year. Include the date, time and location for each meeting on the schedule.

The Submission Instructions entered in on the submission will be listed. Please note that after the requirement is scheduled, any changes made to the Submission Instructions within the Submission Type administration screen will not be reflected in the requirements already scheduled. You will need to edit the requirement(s) and make any necessary changes to the Submission Instructions.


* required

Step 3.3: Schedule Submission Type Collection Requirements (if applicable)

❏ For non-recurring requirements: Watch Scheduling Submission Type Collection Requirements video: EpicenterNow.org/3.3.1

❏ For recurring requirements: Watch Scheduling Recurring Submission Type Collection Requirements video: EpicenterNow.org/3.3.2

❏ Schedule your Submission Type Collection requirements (if applicable) (Compliance Center > Status Tab > Schedule Requirement)

Submissions can be grouped as a collection to assist with scheduling. When scheduling a Submission Type Collection, there will be one Event Date for the collection but each individual submission can have a different Due Date.

Tips ● Notification Dates and Due Dates will default to dates that are based on the number of days set up

on the Submission Type. ● It is recommended to review and make any changes to the Notification Date, Due Date and each of

the Submissions Tags for every requirement in the Submission Type Collection requirement. This can be done by selecting the requirement which then displays that requirements dates and submission tags.

● The Status tab only displays Submission Type Collection requirements.

Schedule Submission Type Collection Requirements Reference this table as you schedule a Submission Type Collection in Epicenter

Compliance Requirement Fields Notes

*Requirement Title Ex: Hope Academy - Board Meeting

The title defaults to the Submission Type Collection. Edit the requirement title by adding any additional information that will help find the requirement for administration purposes. For example, if scheduling the board meeting requirements for an individual board, we recommend adding the board name to the title. This will help when finding the requirement.

*Event Date Ex: 8/14/2015

The underlying date of an event. For example, the date of the board meeting or the end of the quarter. If you don’t have an Event Date, you can enter the Due Date for the collection as the Event Date.

Recurring Ex: Yes

Use this checkbox to schedule a series of multiple instances of this particular requirement ( daily, weekly, monthly, or quarterly). Clicking the box will pop up the Recurring Event window, which will allow you to customize the frequency, start date, and end date of the series. Click OK and now, there will be a show event dates link for the master Event Dates for the collection series which can be customized. There will also be a show event dates link for




each requirement that can be selected to customize the individual dates for that requirement in the series.

*Assign To Ex: Hope Academy

These are the Entities assigned to the requirement. You can use the Apply to All checkbox or use the Select Entity button to select one or multiple Entities.

Next, you will see each submission that is included within the collection. All the fields will be filled out. Therefore, we recommend reviewing each of the dates and tags before saving the compliance requirement collection.

*Notification Date Ex: 8/1/2015

This is the date the task will show up in the responsible user’s My Tasks area. If the task isn’t completed that day, he/she will receive a New Tasks email notification.

*Due Date Ex: 6/10/2015

This is the date and time by which the requirement must be satisfied to show On Time.

*Tags Ex: Board Meeting Date Use Event Date School Year Set by Administration = 2015-2016

For the tags, they will be set to a default value determination which includes Set by Administration, Provided by Submitter, or Use Event Date (for Date Timeframe tags). If you don’t know the tag value, you will want to use Provided by Submitter. If you do know the value for the tag, we recommended using the Set by Administration value determination and selecting/entering the value. That way the submitter knows what the tag information should be and cannot change it. For Timeframe tags such as the School Year, if the value determination is Provided by Submitter, the Compliance Requirement Satisfy/Submission Upload page will default to the current year but can be changed by the submitter.

Assign To Ex: Hope Academy

This area will be filled out if you have already completed the required Assign To field found towards the top of the page.

* required

Step 3.4: Determine Rejection Settings

❏ For inaccurate submissions that you send back to the school so they can correct it, do you prefer the term "Rejected" or "Returned"? Your Epicenter Client Support Specialist can set this term for your site.

❏ When you reject a submission, if it was originally on-time, would you like a new due date to be set? If so, your Epicenter Client Support Specialist can turn on a feature that will automatically override the due date of the submission and add a specific number of days from the rejection date. Let your Epicenter Client Support Specialist know:

● How many days to add ● Whether to only include weekdays (so that the new due date will be on a weekday

Note: This override can still be manually adjusted if you want a different date for a particular requirement. It will not override if the new due date will be prior to the original due date.



● Scheduling Individual Submission Requirements ● Scheduling Submission Type Collection Requirements

Did You? ❏ Schedule your individual submission requirements

(Compliance Center > Summary Tab > Schedule Requirement) ❏ Schedule your Submission Type Collection requirements (if applicable)

(Compliance Center > Status Tab > Schedule Requirement) ❏ Pick your rejection settings

● “Rejected” or “Returned” ● Auto-revise due date for rejected items?

○ If so, how many days? ○ Weekdays only or weekdays and weekends?


Chapter 4 Setting up Security and Managing Users


● Step 4.1: Create User Groups ● Step 4.2: Review Default User Roles ● Step 4.3: Create New User Roles ● Step 4.4: Update User Role Permissions ● Step 4.5: Update User Role Responsibilities ● Step 4.6: Link User Roles and Entities to User Groups ● Step 4.7: Add and Update Users

Epicenter’s security allows you to grant the following level of security to your users: ● Allows you to give each user access to specific Entities which include schools, boards, and

management organizations. ● Assign specific Application Permissions for the Centers, Security Administration and Submission

Administration. ● Assign specific Submission Responsibilities ( Permissions).

The features listed above are managed by the three links (User Security, User Roles, and Manage

Groups) found within the Security And Permissions section of the ADMINISTRATION area.


Here are the descriptions of each section:

User Security: The Users page is used to search for current and deleted user accounts. You can also use the All users… link to load a list of all users in your Epicenter. You can select a user account and complete many actions. From this page, you can also invite new users to access your Epicenter. For each new user, you will first either search for his/her contact record or create a new one. You will select the appropriate User Group(s) to grant the user his/her Permissions and then send an Epicenter Account Setup Invitation email to the new user. Lastly, from the Users page, you can also manage any invitations you have sent that have not yet been completed by using the Pending invitations… link.

User Roles: The User Roles page is used to create your User Roles which define the Application Permissions and Submission Responsibilities for a group of users. There will be default User Roles set up within your account which you will need to review. In addition, you will need to set up any User Roles that are missing - such as those for your internal departments/job titles.

Manage Groups: Sets up three different types of groups in Epicenter. They include User Groups, Entity Groups, and Submission Type Groups. These groups allow you to grant different levels of security to your users.

User Groups capture an Entity’s organizational structure. These groups are typically organized by:

*General Access - Read-Only Client Support Staff (Epicenter Support Team) Management Organization Staff (authorizers) Your Organization Field Reps (if applicable) Your Organization Staff/Departments School Staff

Each user subgroup will have different access and Permissions. You will use these groups to invite new users.

Entity Groups allow users to only access information within specific Entities. These are usually schools, boards, management organizations, and authorizers. You can give access to one Entity or all. These groups were set up in Chapter 1.

Submission Type Groups define which submissions a User Group will upload, review, or approve. This is used to set up workflow and Responsibilities.

For a recap of the information above, please watch the Security Overview video: www.EpicenterNow.org/4.0.

Why This Is Important The user security within Epicenter is very flexible and robust. Yet, you do not need to be an IT professional to be responsible for managing the users and security within Epicenter. The key to being a successful Epicenter security administrator is understanding how the security and Permission areas are linked together. You have already set up some areas of security when adding Entities and Submission Type Groups. This chapter covers the remaining steps of creating User Groups, User Roles and managing the individual users.



Step 4.1: Create User Groups ❏ Watch Setting Up User Groups video: www.EpicenterNow.org/4.1 ❏ Create department User Groups within your organization (if not already completed)

❏ Rename the (Department Names) User Group to your department name (Administration > Manage Groups > User Groups > within the Organization Staff (Basic Permissions)/Departments Parent Group, select the (Department Names) group > Update Group)

❏ Create User Groups for each of your remaining departments/roles (if applicable) (Administration > Manage Groups > User Groups > Select your Organization Staff (Basic Permissions) Parent Group > Select the Departments group > Add Subgroup)

❏ Enter “<Department Name>”, such as Finance, in Group Name field, select Save, ❏ Create User Groups for each school (if not already completed)

(Administration > Manage Groups > User Groups > Select School Staff Parent Group > Add Subgroup)

❏ Create a School Staff group for each school ❏ Enter “<School Name> - School Staff” in the Group Name field, select Save,

❏ Create a Board Member group for each school (if applicable) ❏ Enter “<School Name> – Board Member” in Group Name field, select Save,

❏ Create User Groups for each management organization (authorizers only) * (Administration> Manage Groups > Select Management Organization Staff Parent Group > Add Subgroup)

❏ Create a group for each management organization ❏ Enter “<Management Organization Name>” in the Group Name field, select Save

User Groups allow for customized experiences. Each group will have different access and Permissions to Entities as well as their defined submission Responsibilities (e.g. Read-Only, Submission Upload, Compliance Task, etc.). You will place your users into a User Group when inviting them to create a login to Epicenter.

An example of the default and customized User Groups as seen in Epicenter is described in the illustration below.

Tips ● There are default User Groups within your account. ● Add a description to each User Group or leave it empty. ● After you create the User Groups, link each group to their User Role and Entity Group in Step 4.6.

Tip for Authorizers Create one User Group for each management organization under the Management Organization subgroup.

Tip for Management Organizations Instead of using the Management Organization Staff user group, use the organization’s Staff user groups for your internal team members as it includes the Epicenter administrator, Epicenter security administrator, and department User Groups. You can then delete the Management Organization Staff user group.



Reference this illustration as you set up your User Groups in Epicenter

Default User Groups

Ex. of Customized User Groups


Step 4.2: Review Default User Roles ❏ Watch Setting Up User Roles video: EpicenterNow.org/4.2 ❏ Review default User Roles and delete roles that don’t apply

(Administration > User Roles > Select User Role)

There are default User Roles within your account. These User Roles are listed below. Review each of these User Roles and make any necessary changes to the Permissions. The User Roles include the Application permissions and Submissions Responsibility permissions. A listing of the possible Permissions is listed within Steps 4.3 and 4.4. Create any new User Roles for the departments/job titles that are missing. Reference this table of Default User Roles as you decide which roles apply to your organization

Default User Roles Description

Board Member Read-only User Role for board members.

Client Support Administrator Administrator Permissions to allow the Epicenter support specialists to assist with administration.

Client Support Basic Permissions Basic Permissions for the Epicenter support specialists.

General Access - Read-Only This role can be used for users outside of your organization that only need read only access to all your information in the centers (excluding the notes) and your General Access submissions.

Organization - (Department Name) Role used by departments that are responsible for uploading, reviewing, or approving submissions.

Organization Epicenter Administrator

Full administrator permissions which include creating and maintaining boards, schools, management organizations, note categories, compliance requirements, and all submissions.

Organization Epicenter Security Administrator

Security permissions for managing the users and security.

Organization Staff Basic Permissions

Basic Permissions for all of the organization’s users.

School Staff This role gives School and Management Organization users basic view permissions to Board, School, Management and Compliance Center. It also includes being able to satisfy tasks and receive notifications and view/update submission notes for the submissions they are responsible for uploading.

School Staff - Secured Data This role gives School and Management Organization users basic view permissions to Board, School, Management and Compliance Center. It also includes being able to satisfy tasks and receive notifications and view/update submission notes for only the submissions found in the Secured Student Data group.



Step 4.3: Create New User Roles ❏ Create new User Roles

(Administration > User Roles > Add Role)

User Roles define the Application Permissions and Submission Responsibilities for a group of users. Enabling your team to achieve their Responsibilities by creating roles for individual organization’s departments that are responsible for uploading, reviewing and/or approving submissions.

Tips ● The default User Role called Organization - (Department Name) can be used as a template

when creating internal department User Roles. In this User Role, there are no application Permissions because internal department staff will inherit any Permissions added to the Organization Staff Basic Permissions User Role. You’ll only need to update the Submission Responsibilities. Currently, this default User Role has been assigned the Responsibilities of uploading all the organization responsible submissions and approving all the School Staff Responsible submissions.

● If you have more departments or roles that are uploading, reviewing and/or approving submissions (those identified from worksheet 2.2), create a User Role for each of them, add each of their Submission Type Groups, and assign the Responsibilities (Permissions) in steps 4.4 and 4.5.

● If you are a smaller organization and only have one person, such as the compliance officer completing these Responsibilities, only update the User Role name to the name of that department or Role.

Worksheet 4.3 (Department User Roles) Below is a worksheet that will help identify all necessary User Roles.

User Groups Example (from Chapter 2)

Responsibilities Example (Uploading, Reviewing, Approving)

User Role Created (Yes/No)

Ex: Finance Department Ex: Uploading and Approving Submissions Ex: Yes

Ex: Operations Department Ex: Reviewing and Approving Submissions Ex: Yes

Ex: Academics Department Ex: Approving Submissions Ex: Yes

Ex: Governance Department Ex: Approving Submissions Ex: Yes

Ex: Field Rep/Consultant Ex: Uploading and Approving Submissions Ex: Yes


Step 4.4: Update User Role Permissions ❏ Update Permissions for each Role

(Administration > User Roles > Select User Role > Permissions tab)

Permissions define the parts of Epicenter to which users have access. If you don’t assign the right Permissions, users won’t be able to complete their tasks. See what this looks like in Epicenter in the screenshot below.

Tips ● To change the Name of the User Role, the Description, and/or to update the Application

Permissions, select the Update Permissions button. ● If you place your cursor over a Permission, a short description for the Permission will appear. ● School Staff typically have permission to view the Entities in Board Center, Management

Center, School Center and Compliance Center as shown in the image below. You may also prefer to give them permission to view the Notes within the Centers.

● For internal department User Roles, you most likely will not need to add any Permissions since they already inherit them from the Organization Staff Basic Permissions User Role. You will need to add the appropriate Responsibilities (Step 4.5).

Updating Permissions in a User Role ie. The parts of Epicenter to which you have access Below you can see all the possible permissions within a school staff user role example.


UPDATE PERMISSIONS...

Board Center: ❏ Board Add and

Delete ❏ Board Appointment

Details Update ❏ Board Appointment

Details View ❏ Board Member Add

and Delete ❏ Board Member

Contact Update ❏ Board Update ❏ Board View ❏ Board Notes

Administrator ❏ Board Notes

Category Administrator

❏ Board Notes Secured Notes Access

❏ Board Notes Update ❏ Board Notes View

Compliance Center:

❏ Compliance View ❏ Compliance Notes

Administrator Contacts:

❏ Contact Administration Add

❏ Contact Administration Update

❏ Contact Administration View

❏ Contact Role Administration

Export ❏ Export

Management Center:

❏ Management Organization Add and Delete

❏ Management Organization Contact Add and Delete

❏ Management Organization Contact Update

❏ Management Organization Update

❏ Management Organization View

❏ Management Organization Notes Administrator

❏ Management Organization Notes Category Administrator

❏ Management Organization Notes Secured Notes Access

❏ Management Organization Notes Update

❏ Management Organization Notes View

School Center: ❏ School Add and Delete ❏ School Contact Add and

Delete ❏ School Contact Update ❏ School Update ❏ School View ❏ School Finance View ❏ School Notes Administrator ❏ School Notes Category

Administrator ❏ School Notes Secured Notes

Access ❏ School Notes Update ❏ School Notes View

Security (Administration):

❏ Security Entity Administrator ❏ Security Read Access ❏ Security Roles Administrator ❏ Security Submission Types

Administrator ❏ Security User Administrator

Submission Types (Administration):

❏ Submission Type Collections Add and Delete

❏ Submission Type Collections Update

❏ Submission Type Collections View

❏ Submission Types Administrator

❏ Submission Types View


Step 4.5: Update User Role Responsibilities ❏ Update the Responsibilities for each Role

(Administration > User Roles > Select User Role > Responsibilities Tab)

Responsibilities are what you and others can do within Epicenter (view, upload, review and/or approve), and are given through Submission Type Groups. See what this looks like in Epicenter in the screenshot below.

Tips ● Select the Submission Group(s) name and update and view a listing of all the possible

Permission Responsibilities. ● If you place your cursor over a Permission, a short description for the Permission will show. ● School Staff typically have permission to a subgroup of General Access submissions called

“School Staff Responsible” as shown below. This provides the ability to upload, satisfy tasks and view/write notes on only the submissions for which they are responsible.

● For internal department groups, ensure they are linked to each Submission Group that has their department name (ie. Department Reviews or Department Approves). Within the Submissions Permission section of the Responsibilities section, you typically only need to select either the Submission Review or Submission Approval permission.

Updating Submission Responsibilities in a User Role ie. What you and others can do (view, upload, review, approve) Below you can see all the possible Submission Type Groups Responsibilities within a School Staff User Role example.


ADD SUBMISSION TYPE GROUP... Compliance

❏ Compliance Requirement Administration ❏ Compliance Requirement Satisfy Allowed ❏ Compliance Requirement Satisfy Task ❏ Compliance Requirement View

Compliance Notes (Administrators)

❏ Compliance Notes Secured Access ❏ Compliance Notes Update ❏ Compliance Notes View

Submission Notes ❏ Submission Notes Secured Access ❏ Submission Notes Update ❏ Submission Notes View

Submissions

❏ Submission Approval ❏ Submission Delete ❏ Submission Filing Properties Administration ❏ Submission Review ❏ Submission Upload Allowed ❏ Submission View

Step 4.6: Link Roles and Entities to User Groups

❏ Watch Adding Role Links to User Groups video: www.EpicenterNow.org/4.6 ❏ Add Role(s) and Entity Group(s) (Role Link) to each Management Organization Staff subgroup

(authorizers only) (Administration > Manage Groups > Select Management Organization subgroup > Add New Link)

❏ Add Role(s) and Entity Group(s) (Role Link) to each School Staff subgroup (Administration > Manage Groups > Select School Staff subgroup > Add New Link)

❏ Add Role(s) and Entity Group(s) (Role Link) to each new internal department User Group (Administration > Manage Groups > Select Department Group > Add New Link)

After the User Groups are created, select the groups and add the appropriate Role Link. This connects a User Role and the Entity Group(s) to the User Group. This adds the appropriate Permissions and Responsibilities within a specific Entity. If you don’t add a Role Link to a User Group, when the user logs into Epicenter, his/her page will be empty. Below are examples of adding the Role Links to the Management Organization Staff, School Staff, and New Department subgroups.

Tips ● Typically, the School Staff User Role is used for both Management Organization Staff

(Authorizers Only) and School Staff User Groups. This is because the users from the management organizations generally need the same Permissions as someone from the school.

● The Role Links within a group are passed down to any subgroups found under that group. This is shown in the example below of adding the Role Link to the Finance Department group. The Organization Staff Basic Permissions role link is being inherited from the Organization Staff (Basic Permissions) parent group.



Example of Linking the “School Staff” Role to a Management Organization Staff User Group (Authorizers-Only)


Example of Linking the “School Staff” Role to a School Staff User Group


Example of Linking the “Board Member” Role for Board Member User Group


Example of Linking the “Organization - Finance Department” Role for Finance Department User Group

Note for Future Board, School and Management Organization Setup In the future, when adding new schools, boards, and management organizations in the appropriate Center, create the User Groups and add the Role Link. Once the User Groups are created, invite the users from the school and/or management organization.


Step 4.7: Add and Update Users ❏ Watch Inviting and Updating Users video: www.EpicenterNow.org/4.7 ❏ Invite any remaining individuals from your organization who need access to Epicenter

(Administration > User Security > Invite New User > Search or Create New Contact > Add User Groups > Send Invitation)

❏ Make any necessary updates to the current users who have access to Epicenter from your organization (ie. add them to any new department User Groups that were created after they created their login) (Administration > User Security > Users Search (All users))

Now that your security is set up, invite any remaining team members to create a login for your organization that will be using Epicenter in preparation for deployment. When inviting individuals, select the groups found in the Organization Staff or Organization Field Reps groups.

For schools or management organizations, select from their groups. It is recommended to invite those from the schools and management organizations within a week from their first training.

You only need to enter the email address and name of the person you are inviting to Epicenter. The user will receive an email with a link to create his/her login. The invitation does not expire, but prior to its acceptance, you may modify it using the following steps:

1. On the Home page, click Administration 2. On the Admin page, click User Security 3. On the Users page, click Pending Invitations

4. On the User Invitations page, click the icon at the end of the person’s row. 5. On the New User Invitation page, edit the email address and/or the user group(s).

6. Click the button.

You can also delete the invitation using these steps:

1. On the Home page, click Administration 2. On the Admin page, click User Security 3. On the Users page, click Pending Invitations

4. On the User Invitations page, click the icon at the end of the person’s row.

If your team members already have Epicenter accounts, you will want to review the User Groups into which they have been placed and make any updates as needed.




● An Overview of Security and Permissions ● Creating User Roles and User Groups ● Inviting and Updating Users

Did You? ❏ Create department User Groups within your organization

❏ Rename the (Department Names) User Group to your department name (if not already completed) Administration > Manage Groups > User Groups > within the Organization Staff (Basic Permissions)/Departments Parent Group, select the (Department Names) group > Update Group)

❏ Create User Groups for each of your remaining departments/roles (if applicable) (Administration > Manage Groups > User Groups > Select your Organization Staff (Basic Permissions) Parent Group > Select the Departments group > Add Subgroup)

❏ Enter “<Department Name>”, such as Finance, in the Group Name field, select Save,

❏ Create user groups for each school (if not already completed) (Administration > Manage Groups > User Groups > Select School Staff Parent Group > Add Subgroup)

❏ Create a School Staff group for each school ❏ Enter “<School Name> - School Staff” in the Group Name field, select Save,

❏ Create a Board Member group for each school (if applicable) ❏ Enter “<School Name> – Board Member” in the Group Name field, select Save,

❏ Create User Groups for each management organization (authorizers-only; if not already completed)* (Administration> Manage Groups > Select Management Organization Staff Parent Group > Add Subgroup)

❏ Create a group for each management company ❏ Enter “<Management Company Name>” in the Group Name field, select Save,

❏ Review default User Roles and delete roles that do not apply (Administration > User Roles > Select User Role)

❏ Create new User Roles (Administration > User Roles > Add Role)

❏ Update Permissions for each new Role (Administration > User Roles > Select User Role > Permissions tab)

❏ Update the Responsibility (Submission) Permissions for each new Role (Administration > User Roles > Select User Role > Responsibilities Tab)

❏ Add Roles and Entity Group(s) (Role Link) to all the Management Organization Staff subgroup(s) (authorizers-only) (Administration > Manage Groups > Select Management Organization subgroup > Add New Link)

❏ Add roles and Entity Group(s) (Role Link) to all the School Staff subgroup(s) (Administration > Manage Groups > Select School Staff subgroup > Add New Link)

❏ Add roles and Entity Group(s) (Role Link) to all the new internal department User Group(s)


(Administration > Manage Groups > Select Department Group > Add New Link) ❏ Invite any remaining individuals from your organization that need access to Epicenter

(Administration > User Security > Invite New User > Search or Create New Contact > Add User Groups > Send Invitation)

❏ Make any necessary updates to the current users that have access to Epicenter from your organization (ie. add them to any new department User Groups that were created after they created their login) (Administration > User Security > Users Search (All Users))


Chapter 5 Board Member Management in Board Center


● Step 5.1: Gather Board Member Information ● Step 5.2: Set Up Board Seats And Terms ● Step 5.3: Set Up Board Candidates ● Step 5.4: Promote Board Candidates To The Board ● Step 5.5: Add Officer Roles ● Step 5.6: Departing And Reappointing Board Members

Board Member Management in Epicenter: Below is an image showing the board member cycle within a board that will be covered in this chapter.

For those organizations utilizing Board Center, the setup of the board member information in Board Center can be done at any time during your setup or even after deployment with your schools. It really depends on whether or not you have all the required information to set up the board members in Epicenter, if you need to collect the information from your schools, or if you will be allowing the schools/boards to update their member information.

Typically, organizations choose to only set up current board members instead of adding the full board member history. In addition, you might decide to allow schools or board members themselves to be responsible for updating the board member information in Board Center. We recommend reviewing the setup steps below before making this decision.


Why This Is Important Once the board members are set up, there will be ongoing maintenance of adding, departing and reappointing the members (if Terms expire). You will need to make sure you have a process in place in regards to capturing any updates with the board members from your schools. This might include your field reps reporting or making the changes directly in Epicenter, or the schools uploading any revised board rosters to Epicenter.

Step 5.1: Gather Board Member Information ❏ Review the required setup information below ❏ Gather the board member information (rosters, spreadsheets, etc.) ❏ Contact your Epicenter support specialist to add custom appointment fields to your account (if

applicable)

Below is the information you will be asked to enter when adding each board member in Board Center. It includes the member’s Contact, Seat and Term, Appointment/Reappointment, and Officer Role information. Each board member is placed into a Seat before he/she can be promoted to the board. You can add custom appointment and reappointment data fields based on your process by contacting your Epicenter support specialist.

Please use these fields as you set up your board member contacts.

Board Member Contact Information Setup Fields Notes

E-mail Ex: [email protected]

First Name Ex: Nellie

*Last Name Ex: Williams

Middle Initial Ex: A

Courtesy Title Ex: Ms.

Generation Suffix (if applicable) Ex: Jr.

Preferred Name Ex: Nell

Maiden Name (if applicable) Ex: Rodgers

Spouse’s First Name Ex: Clark


Spouse’s Middle Initial Ex: E

Spouse’s Last Name Ex: Williams

Gender Ex: Female

Options: Unknown, Male, Female

Ethnicity Ex: Black or African American

Options: American Indian or Alaskan Native, Asian, Black or African American, Native Hawaiian or Pacific Islander, White, Hispanic or Latino

Address Ex: 1091 Alter Rd.

City Ex: Detroit

State Ex: MI



Highest Level of Education Ex: Bachelor’s Degree

Options: High School/GED, Trade/Business School, Associate’s Degree, Bachelor’s Degree, Master’s Degree, Doctor/Doctorate Degree)

Work Phone Ex: 313-542-0224 ext. 201

Cell Phone Ex: 313-222-5555

Home Phone Ex: 313-565-7005

Fax Number Ex: 313-542-0224

Preferred Ex. (Mobile) Yes

Checking 1 of these boxes will determine which number is shown on pages/reports where only 1 number is displayed. On pages with multiple numbers displayed, the Preferred number will be marked.

Image Ex: Saved on computer

This would be a picture of the board member. It must be a GIF, JPG, or PNG image. The recommended size is 150 x 150 pixels.

* required


Please use these fields as you fill out employer information.

Employer Information Fields Notes

Employer Name Ex: Hope Academy

Position/Title Ex: Principal

Employer Address Ex: 1091 Alter Rd.

City Ex: Detroit

State Ex: MI



Please use these fields as you set up your board seats and terms.

Board Seats and Terms Setup Fields Notes

*Seat Ex: 1

Each board member is placed into a Seat. You will need to create the number of Seats for the board. As you are creating the Seats, you will need to enter a Seat Number. The Seat Number sets the display order for the board members on the Members tab and allows tracking of the members in that Seat. The Seat Number can be edited if you would like to order the members based on the Officer Role and Deactivated status. We recommend creating as many seats as there are potential board members. For example, if the board can have up to 7 board members but only has 5 active members, create 7 Seats to show there are two vacancies on the board.

Created Date (optional) Ex: 7/1/2010

This is the date the Seat itself was created. It is not today’s date. If you do not know the date the Seat was created, you can leave this field blank or enter the date the board itself was created which is found on the Board Setup page.

*Last Term Start Ex: 7/1/2013

This is the start date of the current Term he/she is serving. If the member’s Term does not expire, this can be set to the original Start Date of the member who is serving in that Seat.


Last Term Expiration (if applicable) Ex: 6/30/2017

This is the date the Term is expiring for the board member, if applicable. This date will be automatically calculated by adding the number of years within the Term Length field on the board to the Last Term Start date. For example, if your Last Term Start date is 7/1/2012 and your board is set for 3-year Terms, the Last Term Expiration date will be calculated as 6/30/2015. You can adjust the auto-calculated date by selecting the Last Term link found under the Edit column.

If your board members Terms don’t expire or you don’t need to collect this information, ensure the Term Length field on the Board Setup page is empty. The Last Term Expiration Date column will not be listed.

* required Please use these fields as you appoint and reappoint board members.

Board Member Appointment and Reappointment Setup Fields

Notes

Application Date Ex: 5/1/2009

Depending on your organization, this can be the date the application was signed, submitted to the authorizer or received by the authorizer.

Nominated Date Ex: 1/15/2010

Depending on your organization, this can be the date of nomination or the date the nomination was received by the authorizer.

Interview Date Ex: 3/14/2010

This is the date the board member was interviewed or had a discussion with the authorizer or the board itself.

Interviewed By Ex: Robert Keith

This is the person that interviewed or had a discussion with the board member from the authorizer or the board itself.

*Seat and Term Ex: 7/1/2013 - 6/30/2016

This is the Seat and Term that the board member will be serving. If the board doesn’t have a Term Length, only the Term Start Date will be listed and no Term Expiration Date.

Oath Taken Date Ex: 7/1/2010

This is the date the board member took his/her oath.

Child Attends District Ex: No

If checked, this checkbox notes that the board member has a child (or children) who attend(s) the school district that the board is serving.

*Effective Start Date Ex: 7/1/2010

When setting up your members as new appointments, the Effective Start Date is the board member’s original Start Date with the board. It can be any date but not after the Term Expiration date. If you enter a future date, you cannot promote the member to the board until that day. You can edit the original Effective Start Date at any time, but it cannot overlap with another member’s service dates within that Seat.

For reappointments, the Effective Start Date will be set to the Start Date of the next Term. It cannot be any other date. If you need to show a gap in service, you will have to depart the member and add him/her as a new appointment.


<<Insert Custom Field>> Additional appointment data fields can be added to your account. Please discuss these with an Epicenter support specialist.

* required Please use these fields as you set up your board member roles.

Board Member Officer Role Setup Fields

Notes

*Officer Role Ex. President

You can customize the four default Officer Role options on the Board Setup page. A board member can have multiple Officer Roles (ie. President and Secretary). Board members who are not officers will have the Director role by default.

*Start Date Ex. 7/1/2010

This is the date the board member started his/her Officer Role. The date cannot overlap with another member’s date of the same Officer Role nor can it occur before the Created Date for that Seat.

End Date This is the date the board member ended his/her Officer Role. It has to be less than or equal to today. Therefore, it cannot be entered until the Officer Role has ended.

* required

Step 5.2: Add Board Seats and Terms ❏ Watch Creating Seats and Terms video: www.EpicenterNow.org/5.2 ❏ Add the Seats and Terms

(Board Center > Select Board > Members Tab > Manage Seats and Terms)

Once you have all the board member information, the first step is to create the members’ Seats and Terms. The purpose of a Seat is to track the history of board members replacing each other. You can deactivate Seats and create new Seats. Step 5.3: Set Up Board Members as Candidates

❏ Watch the Setting up Board Candidates video: www.EpicenterNow.org/5.3 ❏ Set up the board members as Candidates

(Board Center > Select Board > Members Tab > Add New Board Candidate) ❏ Contact your Epicenter support specialist for adding custom appointment fields to your account (if

applicable)

The Candidate section allows an organization to have a pool of possible board Candidates on deck. Before a member can be promoted to the board, he/she must be set up as a Candidate. This process requires creating his/her Contact Record and entering in his/her Appointment information. Additional Appointment/Reappointment fields can be added to match your processes by contacting an Epicenter support specialist.




Step 5.4: Promote Board Candidates to the Board ❏ Watch Promoting Board Candidates to the Board video: www.EpicenterNow.org/5.4 ❏ Promote board Candidates to the board

(Board Center > Select Board > Members Tab > Select Board Candidate > Promote To A Board Member)

You can only promote a board Candidate to the board once all the required Appointment information has been entered. This includes the Effective Start Date, Seat and Term, and any other required custom Appointment fields added to your account. A board Candidate can also not be promoted until the Effective Start Date is equal to or less than today’s date. Once you promote a Candidate to the board, if you need to remove him/her from the Term, you can use the Remove Board Member button found on the member’s Board Member Detail page. This removes the member from the Term and puts him/her in the Board Candidates area for Future Appointment or Reappointment.

Step 5.5: Add Officer Roles

❏ Watch Adding Officer Roles video: www.EpicenterNow.org/5.5 ❏ Add Officer Roles

(Board Center > Select Board > Select Board Member > Update (within the Board Officer Roles section)

Once a board Candidate is promoted to the board, you can add his/her Officer Role. By default, board members who are not officers will have the Director role. If you use a term other than “Director,” let your Epicenter Client Support Specialist know, and he/she can customize what the non-officer role is for you.

Step 5.6: Depart and Reappoint Board Members

❏ Watch Departing and Reappointing Board Members video: www.EpicenterNow.org/5.6 ❏ Depart board members when applicable

(Board Center > Select Board > Select Board Member > Departure Update) ❏ Reappoint board members when applicable

(Board Center > Select Board > Select Board Member > Set Up Candidate for Reappointment)

After you add all the board members to each board, the ongoing maintenance will include updating any Contact or Officer Role changes and adding notes to the board or board members. It will also include departing board members and reappointing if you are tracking the Term expirations.

When departing board members, you will need to know the date and the reason. The options for reasons include: Deceased, Left Board - Reason Unknown, No Longer Qualified To Serve, Removed By Authorizer, Removed By Board Action, Resigned, Term Expiration. You may set a future date if you know when a board member will be departing.






● Adding Board Members In Board Center ● Departing And Reappointing Board Members

Did You? ❏ Gather your board member information (rosters, spreadsheets, etc.). ❏ Contact your Epicenter support specialist if you would like to add custom appointment fields

(Pre-Appointment Data, Appointment Data, Post-Appointment Data, etc.) when setting up board members.

❏ Contact your Epicenter support specialist if you would like to customize the non-officer board member role title.

❏ Complete the following steps for each board: ❏ Add the Seats and Terms

(Board Center > Select Board > Members Tab > Manage Seats and Terms) ❏ Set up the board members as Candidates

(Board Center > Select Board > Members Tab > Add New Board Candidate) ❏ Promote board Candidates to the board

(Board Center > Select Board > Members Tab > Select Board Candidate > Promote To A Board Member)

❏ Add Officer Roles (Board Center > Select Board > Select Board Member > Update (within the Board Officer Roles section)

❏ Depart board members when applicable (Board Center > Select Board > Select Board Member > Departure Update)

❏ Reappoint board members when applicable (Board Center > Select Board > Select Board Member > Set Up Candidate for Reappointment)


Chapter 6 Deploying to Your Organization


● Step 6.1: Prepare and Deploy to Your Organization

Why This Is Important Congratulations! Your Epicenter setup is now complete and you are ready to deploy Epicenter within your internal team. The deployment can include watching training videos and/or attending online trainings with your Epicenter support specialist. The trainings consist of a general overview of all the Centers in Epicenter, how to complete Review/Approval Submission tasks, how to satisfy compliance requirements, upload and search for submissions. Therefore, this will be the time when you gather everyone together within your organization that will be using Epicenter.

The deployment of Epicenter to your internal team is a crucial step. Your goal is to engage the team, leverage Epicenter, emphasize the values, and create feedback loops.

Step 6.1: Prepare and Deploy to Your Organization ❏ Determine dates and times for online trainings ❏ Review training agenda with Epicenter support specialist (sample agenda provided below) ❏ Send out training communication and links for online trainings ❏ Verify that all team members have access to Epicenter ❏ Attend trainings with your internal team

You will need to discuss your internal deployment training plan with your Epicenter support specialist. Your plan should provide relevant scenarios that can be covered during the trainings. You can also provide your team with the training resources below to view on their own time.

Helpful resources for you and internal team members ● Basic Training Video Series: www.EpicenterNow.org/basic-training-video-series ● Completing Submission Review/Approval Tasks: www.EpicenterNow.org/6.1.2 ● Editing an Individual Requirement in Compliance Center (System Administrators):

http://support.epicenternow.org/customer/portal/articles/2156157-editing-an-individual-requirement-in-compliance-center

● Editing a Collection Requirement in Compliance Center (System Administrators): http://support.EpicenterNow.org/customer/en/portal/articles/2156122-editing-a-submission-collection-requirement-in-compliance-center

● Setting up the Board Packet Area in Board Center (System Administrators): http://support.EpicenterNow.org/customer/portal/articles/2156125

● How to Use the Transparency Report Administration Link (System Administrators): http://support.EpicenterNow.org/customer/en/portal/articles/2156156-how-to-use-the-transparency-report-administration-link


http://www.epicenternow.org/basic-training-video-series




http://support.epicenternow.org/customer/en/portal/articles/2156122-editing-a-submission-collection-requirement-in-compliance-center

http://support.epicenternow.org/customer/en/portal/articles/2156122-editing-a-submission-collection-requirement-in-compliance-center


http://support.epicenternow.org/customer/en/portal/articles/2156156-how-to-use-the-transparency-report-administration-link

http://support.epicenternow.org/customer/en/portal/articles/2156156-how-to-use-the-transparency-report-administration-link

● How to Test the Transparency URLs (System Administrators): http://support.EpicenterNow.org/customer/en/portal/articles/2291199-how-to-test-the-transparency-urls

Tips Help your staff and schools get comfortable uploading submissions by creating a few practice submission requirements in the school’s queue. Delete any practice submissions after training so they won’t affect On-Time or Accurate percentage statistics.

Sample Internal Team Training Agenda

Topic Est. Length

Introductions and Agenda Review 5 minutes

General Overview of the Home Page 10 minutes

Compliance Center 20 minutes

Document Center and Generating Reports 10 minutes

Completing Submission Review/Approval and submission requirement Tasks 15 minutes

Overview of Board Center, Management Center, and School Center 10 minutes

<<Additional administrative areas if applicable (ie. Compliance Requirement Administration)>>

15 minutes

Q&A 5 minutes


http://support.epicenternow.org/customer/en/portal/articles/2291199-how-to-test-the-transparency-urls

http://support.epicenternow.org/customer/en/portal/articles/2291199-how-to-test-the-transparency-urls


● Preparing and Deploying Epicenter to Your Organization

Did You? ❏ Determine dates and times for online trainings ❏ Review training agenda with your Epicenter support specialist ❏ Send out training communication and links for online trainings ❏ Verify that all team members have access to Epicenter ❏ Attend trainings with your internal team


Chapter 7 Deploying to Your Schools


● Step 7.1: Prepare and Deploy to Your Schools

Why This Is Important The deployment of Epicenter to your schools is a crucial step. Your goal is to engage schools, leverage Epicenter, set expectations, emphasize the benefits, and create feedback loops.

Step 7.1: Prepare and Deploy to Schools ❏ Determine dates and times for the trainings ❏ Review training plan and agenda with your Epicenter support specialist (sample agenda provided

below) ❏ Determine who from your organization will be conducting the trainings along with your Epicenter

support specialist ❏ Receive online training registration links from your Epicenter support specialist (if applicable) ❏ Send out communication to schools regarding Epicenter and trainings (sample email provided

below) ❏ Send out user invitations to those from the schools and management organizations (if applicable)

that need access prior to the first training ❏ Review the User Organization Structure report to make sure at least one person from each

school has created his/her user account (Reports > Security Information > User Organizations Structure)

You will need to discuss your school deployment training plan with your Epicenter support specialist. The number of trainings offered will depend on your number of schools/users. Typically, both your live site and a demo site that has dummy data will be used for the online/onsite trainings.

In addition, for those that cannot attend the trainings or need a refresher, they can access the Basic Training Video Series found in the Training Resources section of the Support Center: www.EpicenterNow.org/basic-training-video-series


http://www.epicenternow.org/basic-training-video-series

Sample Communication Email Dear <<School Staff>>, <<Insert Organization>> is excited to announce that we are implementing a software tool called Epicenter as of <<Insert Date>> which will assist with automating and streamlining our compliance and performance processes. In order to prepare your team, we will be providing online training so you can interact directly with Epicenter’s support team and leave the session feeling confident with using the new tool. You will only need to attend one of the training sessions. To register for an online training, which will last approximately one hour, select one of the scheduled dates and times listed below. Please forward this email to any others at your office.

● <<Wednesday, February 5th at 10:00 am EST>> ● <<Thursday, February 6th at 3:00 PM EST>>

Please email me the names and email addresses of those who will be needing access to Epicenter. Prior to the first training session, those needing access to Epicenter will receive an email invitation to create a login from [email protected]. Please try to set up your account as soon as possible. If you do not receive your email to create an Epicenter account once the trainings have started, or have other team members that need access to your school’s Epicenter, please contact me.

To learn more about Epicenter, please visit www.EpicenterNow.org. If you have any questions, feel free to contact me.

Again, we are looking forward to implementing Epicenter and appreciate your support! Thank you, <<Signature>> Sample School Staff Training Agenda

Topic Est. Length

Introductions and Agenda Review 5 minutes

General Overview of the Home Page 10 minutes

Compliance Center and Satisfying Requirements 20 minutes

Document Center and Generating Reports 10 minutes

Overview of Board Center, Management Center and School Center (read-only) 10 minutes

Q&A 5 minutes



http://www.epicenternow.org/


● Preparing And Deploying Epicenter To Your Schools

Did You? ❏ Determine dates and times for the trainings ❏ Review training plan and agenda with your Epicenter support specialist ❏ Determine who from your organization will be conducting the trainings along with your Epicenter

support specialist ❏ Receive online training registration links from your Epicenter support specialist (if applicable) ❏ Send out communication to schools regarding Epicenter and trainings (sample email provided) ❏ Send out user invitations to those from the schools and management organizations (if applicable)

that need access prior to the first training ❏ Review the User Organization Structure report to make sure at least one person from each

school has created his/her user account (Reports > Security Information > User Organizations Structure)


Appendix A: Epicenter Terminology Glossary Approver: Someone that receives submissions via a task and does verifications on the submissions. If there is not a reviewer set up for a submission, the approver will complete both the higher level verifications and more detailed verifications such as verifying the content within the submission.

Due Date: The date and time by which a compliance requirement needs to be satisfied in order to be on time.

Entity: Something that is set up to collect submissions in Epicenter. Entities include schools, boards, and management organizations. Entities are set up and managed within School Center, Management Center, and Board Center.

Entity Group: Is a group to which Entities are added when they are created in School, Board, or Management Center. Users then get access to the Entities in these groups through their User Group’s Role Link.

Entity Type: Is the general term for the types of Entities that are set up in Epicenter to collect submissions. This includes Schools, Boards, and Management Organizations.

Notification Date: The date on which the compliance requirement will appear within the responsible team member’s My Tasks queue accessed from the Home page. If the requirement is not satisfied on this day, a New Tasks email will go out the following morning approximately 3:00 am EST.

Permissions: What access users are given within Epicenter. Permissions By Center And Administration:

● Board Center: Board Add and Delete, Board Appointment Details Update, Board Appointment Details View, Board Update, Board View, Board-Notes Administrator, Board-Notes Category Administrator, Board-Notes Secured Notes Access, Board-Notes Update, Board-Notes View

● Compliance Center: Compliance View, Compliance-Notes Administrator ● Contacts: Contact Administration Add, Contact Administration Update, Contact Administration View, Contact

Role Administration ● Management Center: Management Organization Add and Delete, Management Organization Update,

Management Organization View, Management Organization-Notes Administrator, Management Organization-Notes Category Administrator, Management Organization-Notes Secured Notes Access, Management Organization-Notes Update, Management Organization-Notes View

● School Center: School Add and Delete, School Update, School View, School-Notes Administrator, School-Notes Category Administrator, School-Notes Secured Notes Access, School-Notes Update, School-Notes View

● Security: Security Entity Administrator, Security Read-Access, Security Roles Administrator, Security Submission Type Administrator, Security User Administrator

● Submission Types: Submission Type Collections Add and Delete, Submission Type Collections Update, Submission Type Collections View, Submission Types Administrator, Submission Types View

Responsibilities: What your users can do with submissions.

Submission Responsibilities: ● Compliance: Compliance Requirement Administration, Compliance Requirement Satisfy Allowed,

Compliance Requirement Satisfy Task, Compliance Requirement View


● Compliance Notes: Compliance - Notes Secured Access, Compliance- Notes Update, Compliance- Notes View

● Submission Notes: Submission - Notes Secured Access, Submission - Notes Update, Submission- Notes View

● Submissions: Submission Approval, Submission Delete, Submission Filing Properties Administration, Submission Review, Submission Upload Allowed, Submission View

Reviewer: Is someone who receives submissions via a task and does verifications on the submissions. Typically a reviewer does a higher level check of the submissions which can include making sure the document opens, the school or board name matches and they have uploaded the right document.

Role Link: Is the linkage between a User Role and an Entity Group found within a User Group. The Application Permissions within the User Role are then granted to the Entities within the User Group via this linkage.

Submission Resource: A document such as a template, form, or guide that assists a submitter, reviewer, or approver with his/her task.

Submission Tag: A way of collecting extra data as a form within a submission that can collect info outside of a file. Often they are used to help you search for and identify particular submissions. Examples of Submission Tags include dates, quarters, months and names.

Submission Type: A structure that defines the parameters of how any submission (document, certification of completion, and/or narrative) can be uploaded to Epicenter. The name of a Submission Type is general and should not include any specific information such as a school year or dates so that it can be reused in the future.

Submission Type Group: A grouping of submission types that all have the same permissions for viewing, uploading, and reviewing/and/or approving. These groups allow you to quickly set these permissions as you create submission types. Users get assigned the Responsibilities to the Submission Group(s) within the User Roles.

User Group: Provides the location of the users and where the users get assigned the Permissions from the User Role(s) linked to the Entity Group(s) .

Example List of User Groups in Epicenter

User Groups ● *General Access - Read-only ● Client Support Staff

○ Administration Support ○ Security Administration Support

● Management Organization Staff ○ (Management Organization)

● Organization Field Reps ○ (Field Rep Name)

● Organization Staff (Basic Perms) ○ Departments

■ (Department Name) ○ Epicenter Administrators ○ Epicenter Security Administrators

● School Staff ○ (School Name) - Board Member


○ (School Name) - School Staff

User Role: Provides the application Permissions and/or Responsibilities on Submission Type Groups. The User Role is linked to the Entity Group(s) within the User Group(s). The individual users are then added to the User Groups which give them the appropriate application Permissions to the Entities and Responsibilities to the submissions.

Appendix B: Submission Upload Examples Document Submission Below is an example of the Submission Upload page for a Document Only requirement.



Document/Narrative Submission Below is an example of the Submission Upload page for a Document and/or Narrative requirement.


Certification of Completion Submission Below is an example of the Submission Upload page for a Certification of Completion requirement.


Appendix C: Epicenter Generated Email Examples New Tasks When a new task is added to a user’s queue, a New Tasks email as shown in the example below will be sent out to the user. If the user has their Task Notification Settings set to Immediate, then they will receive the New Tasks email within 5 minutes of the task being added to their queue. If the user has their Task Notification Settings set to Daily, then a consolidated listing of any new tasks queued the day before will be sent out around 3:00 am EST. If the user has their Task Notification Settings disabled, then they will not receive a New Tasks email.


My Tasks - Weekly Remember If a compliance requirement task has not been completed and is due within 14 days, the user will start to receive a Weekly Reminder email on Mondays as shown in the example below. In addition, if a user has any pending review or approval tasks, they will receive a Weekly Reminder email on Mondays. The Monday email will include a listing of tasks due in the next 14 days only and any review/approval tasks. If a requirement is past due, the user will continue to receive a Monday Weekly Reminder email until the past due requirement has been submitted.


Rejection/Returned Submission When a submission is rejected/returned, the original submitter and anyone included in the Cc field will receive an email. Below is an example. Epicenter stores the rejected file in case it is needed for future reference.


New User Invitation Below is an example of the email that is sent to an individual to create a login to Epicenter. If the individual already has access to Epicenter and is now receiving a user invitation to access another organization’s Epicenter, upon selecting the hyperlink, he/she will be directed to the Sign In page. Once he/she enters his/her login information, he/she will be granted access to the organization’s Epicenter listed in the email.

New User Welcome

Below is an example of the email that is sent to an individual after logging in for the first time.


Discussion Note Activity Users can subscribe to Discussion Notes by Entity and by an individual note topic. Whenever a new note is created or a follow-up note is written, the subscriber will receive the email notification as shown in the example below. In addition, the author will receive the email for all notes he/she records and is automatically subscribed to the note topic.

Submission Notification User Groups can also be set up to receive an email notification once a submission has been submitted to Epicenter and approved. The setup of the Submission Notification emails is done within the Submission administration screen. Below is an example of a Submission Notification email.


Password Reset An Epicenter password can be reset by selecting the I Forgot My Password link on the Sign In page. An email will then be sent to the user. Below is an example of a Password Reset email.


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