Link Search Menu Expand Document

Update ECE Reporter by uploading an updated file

Table of contents

  1. Acceptable data template updates
    1. A new child record
    2. An existing child with updated birth certificate information
    3. An existing child with updated address
    4. A withdrawn child with ended enrollment
    5. An existing child with changed site
    6. An existing child with changed age group (with or without changed funding)
    7. An existing child with changed funding and/or space type
  2. Upload the updated data template file

Acceptable data template updates

At the moment, only the following are supported in the data template to be used for uploading updates into ECE Reporter:

  • A new child
  • An existing child with updated birth certificate information (Birth certificate type, Birth certificate ID #, Town of birth, and State of birth)
  • An existing child with updated address (Street address, Cty, State, and Zipcode)
  • A withdrawn child with ended enrollment (Enrollment end date, Enrollment exit reason, Last reporting period)
  • An existing child with changed site
  • An existing child with changed age group (with or without changed funding)
  • An existing child with changed funding and/or space type

Note: if your updated data template includes rows for children already in ECE Reporter with no changes, ECE Reporter will detect those as duplicates and not upload them into the system. You can verify this on the preview page prior to saving the updates to your roster.


A new child record

Enter a row for a new child who has enrolled in your program, with data in all required columns.


An existing child with updated birth certificate information

Enter a row for a child currently enrolled in your program, making sure that all of the following columns match the information in ECE Reporter:

  • First name
  • Last name
  • Date of birth
  • SASID or other unique ID (if you use one)

Then, enter in or edit the following columns:

  • Birth Certificate Type
  • Birth Certificate ID # (if applicable)
  • Town of birth (if applicable)
  • State of birth (if applicable)

An existing child with updated address

Enter a row for a child currently enrolled in your program, making sure that all of the following columns match the information in ECE Reporter:

  • First name
  • Last name
  • Date of birth
  • SASID or other unique ID (if you use one)

Then, enter in or edit the following columns:

  • Street Address
  • City
  • State
  • Zipcode

A withdrawn child with ended enrollment

Enter a row for a child who has withdrawn from your program, making sure that all of the following columns match the information in ECE Reporter:

  • First name
  • Last name
  • Date of birth
  • SASID or other unique ID (if you use one)
  • Provider
  • Site
  • Age group
  • Enrollment start date
  • Funding type
  • Space type
  • First funding period

Then, enter in the following columns:

  • Enrollment end date
  • Enrollment exit reason
  • Last funding period

An existing child with changed site

Enter TWO rows for a child currently enrolled in your program, making sure that all of the following columns match the information in ECE Reporter:

  • First name
  • Last name
  • Date of birth
  • SASID or other unique ID (if you use one)

In the FIRST of those two rows, make sure that the following columns for enrollment and funding match the information in ECE Reporter:

  • Provider
  • Site
  • Age group
  • Enrollment start date
  • Funding type
  • Space type
  • First funding period

Then, in that same row, enter in the following columns:

  • Enrollment end date
  • Enrollment exit reason
  • Last funding period

In the SECOND of those two rows, enter in the new site enrollment and funding by completing the following columns:

  • Provider
  • Site
  • Age group
  • Enrollment start date
  • Funding type
  • Space type
  • First funding period

An existing child with changed age group (with or without changed funding)

Enter TWO rows for a child currently enrolled in your program, making sure that all of the following columns match the information in ECE Reporter:

  • First name
  • Last name
  • Date of birth
  • SASID or other unique ID (if you use one)
  • Provider
  • Site

In the FIRST of those two rows, make sure that the following columns for enrollment and funding match the information in ECE Reporter:

  • Age group
  • Enrollment start date
  • Funding type
  • Space type
  • First funding period

Then, in that same row, enter in the following columns:

  • Enrollment end date
  • Enrollment exit reason (most likely “Aged out”)
  • Last funding period

In the SECOND of those two rows, enter in the new age group (and funding) by completing the following columns:

  • Age group
  • Enrollment start date
  • Funding type
  • Space type
  • First funding period

An existing child with changed funding and/or space type

Enter TWO rows for a child currently enrolled in your program, making sure that all of the following columns match the information in ECE Reporter:

  • First name
  • Last name
  • Date of birth
  • SASID or other unique ID (if you use one)
  • Provider
  • Site
  • Age group
  • Enrollment start date

In the FIRST of those two rows, make sure that the following columns for funding match the information in ECE Reporter:

  • Funding type
  • Space type
  • First funding period

Then, in that same row, enter in the following columns:

  • Last funding period

In the SECOND of those two rows, enter in the new funding and/or space type by completing the following columns:

  • Funding type
  • Space type
  • First funding period

Upload the updated data template file

  1. Find the File Upload page.
  2. Choose your updated data template file to upload.
  3. On the missing information page, if you have errors, either click “Cancel Upload” to fix your file for re-uploading OR click “Next” to fix errors in ECE Reporter. If you have no errors, continue by clicking “Next”.
  4. On the preview page, verify that the number of records added, updated, and/or withdrawn accurately reflect the changes in your data template file. Go back to re-upload the file OR continue to ECE Reporter by clicking “Save changes to roster”.