Overview
Purpose: This guide walks district administrators through the process of exporting approved CEU (Continuing Education Unit) hours from Proserva and uploading them to Minnesota's PELSB (Professional Educator Licensing and Standards Board) online licensing system.
Frequency: Recommended monthly (e.g., early January, February, etc.) to keep PELSB records current and allow teachers to renew their licenses.
Prerequisites
Required Access:
EDIAM (Education Identity and Access Management) login credentials for PELSB's online licensing system
District or Network Admin access in Proserva
Permission level: Must have access to the Teacher Renewal or Admin Renewal portal in Proserva
Important: If you don't have EDIAM access to PELSB, contact your superintendent or the district official designated for PELSB submissions to obtain the necessary credentials.
Export Process from Proserva
Step 1: Navigate to the Teacher Renewal Dashboard
When to use: When you need to export approved CEU hours for teacher license renewals.
Steps:
Log into Proserva as a District/Network Admin
Navigate to the District Portal
Click on the Licensing tab
Select Teacher Renewal
Step 2: Generate the CEU Export File
Steps:
On the Teacher Renewal page, locate the Export Clock Hours button
Click Export Clock Hours
The system will process all approved hours (this may take several minutes for large exports)
A confirmation dialog will show the number of new evidences since the last export
Click Continue to generate the CSV file
The CSV file will automatically download to your computer
Expected Result: A CSV file containing all approved CEU hours will be downloaded. The filename will include the export date.
Note: The system remembers which hours have been previously exported, so subsequent exports will only include new approved hours.
First-Time Exports: If this is your district's first export from Proserva, expect a large file (potentially 10,000+ lines if migrating from another system like Frontline). Subsequent exports will be much smaller.
Step 3: Repeat for Admin Renewals (if applicable)
Steps:
Return to the District Portal
Navigate to Admin Renewal (instead of Teacher Renewal)
Click Export Clock Hours
Download the CSV file
When to use: Only if your district manages administrator license renewals through Proserva
Upload Process to PELSB
Step 4: Access the PELSB Online Licensing System
Steps:
Go to the PELSB online licensing portal:
Log in using your EDIAM credentials
Navigate to the CSV Upload section
Step 5: Upload the CSV File
Steps:
In the PELSB system, click on CSV Upload
Click Choose File or Browse
Select the CSV file you downloaded from Proserva
Click Upload File
Wait for the system to process the file (processing time depends on file size)
Expected Result: PELSB will process the file line-by-line and display upload results
Review Upload Results and Address Errors
What to expect:
The system will show which records uploaded successfully
Any errors will be flagged with specific details
Successfully uploaded hours are immediately available in PELSB
Common errors:
Invalid File Folder Number: Teacher's file folder number in Proserva doesn't match PELSB records
Duplicate entries: Hours already exist in PELSB (usually safe to ignore)
Missing data: Required fields are blank
Troubleshooting:
For file folder number errors: Verify the correct number in PELSB and update in Proserva
For data issues: Contact Proserva support for assistance reviewing the export
If you need help interpreting errors: Schedule a quick call with Proserva support to review together
Important Notes
Things to remember:
Export and upload should be done monthly to keep PELSB records current
The system only exports approved hours—pending approvals won't be included
Each export includes only new hours since the last export (no duplicates)
Large first-time exports (10,000+ hours) may take 5-10 minutes to process
Some errors are expected with large uploads—focus on resolving critical ones
Successfully uploaded hours are immediately available for teachers to use for license renewal
Urgent Renewals: Blanket Approval
If a teacher has an overdue license and needs immediate renewal:
Alternative Process:
Verify the teacher has completed all required CEU hours in Proserva
Log into PELSB with EDIAM credentials
Navigate to the teacher's record
Use the 125-hour Blanket Approval button
This allows the teacher to renew immediately without waiting for the full CSV upload
Note: This is a manual override and should be used sparingly for urgent cases only.
Related Resources
Bulk Upload of CEUs from a CSV (importing CEUs into Proserva)
Proserva Admin Webinar - Willmar (includes walkthrough of PELSB upload process)
PELSB Online Licensing System:
FAQ
Q: How often should I upload to PELSB?
A: We recommend monthly uploads (e.g., first week of each month) to keep records current. This ensures teachers can renew their licenses without delays.
Q: What if I get errors during upload?
A: Some errors are normal, especially with large uploads. PELSB will still process the valid records. Review error messages for critical issues (like invalid file folder numbers) and contact Proserva support if you need help interpreting them.
Q: Will this create duplicate hours in PELSB?
A: No. Proserva tracks which hours have been exported and only includes new approved hours in subsequent exports.
Q: Can teachers see when their hours are uploaded to PELSB?
A: Teachers can check their PELSB account directly to see uploaded hours. Hours appear in PELSB immediately after successful upload.
Q: What if I don't have EDIAM access to PELSB?
A: Contact your superintendent or district official designated for PELSB licensing matters. They can grant you access or perform the upload themselves.