FAQs


> Submitting a Report Query

What are the different aggregate reports available to me?

When you generate a report query, you will need to select the aggregate reports that best address your interests or needs (see Make Your Query and Report Selections topic).

Enrollment in postsecondary education

Find graduates’ college enrollment. Select any of the three reports under the Enrollment in Postsecondary Education header (above). As you select a report option, you’ll see additional options appear: Standard, Institutional Characteristics, Demographics, and Academics.

  • Enrollment, first fall: These graphs display the percentage of a class’ graduates to enroll in a two-year or four-year postsecondary institution in the fall immediately following graduation from high school. The Clearinghouse defines the first fall semester as the term that immediately follows graduation. This refers to any term that occurs (begins, ends, or begins and ends) between August 15 and October 31 of the graduating year. The Clearinghouse only creates this report after setting the fall effective date (e.g., post October 31) of the graduating year. For example, the class of 2011 does not appear until some date after October 31, 2011.

Note: This report’s “Demographics” and “Academics” options are available for the most recent graduating class only. After fall 2012, access this report for all other classes (so long as data was submitted) in the batch.

  • Enrollment, first year: The graphs display the percentage of a class’ graduates to enroll in a two-year or four-year postsecondary institution within the first year following graduation from high school. The Clearinghouse defines the first year after high school as any collegiate term that occurs (begins, ends, or begins and ends) between August 15 of the graduation year and August 14 of the following year. The Clearinghouse only creates this report if a high school class completed the full “first year.” For example, the class of 2011 does not appear until the Clearinghouse sets the summer 2012 effective date (varies, but must be post August 14, 2012).

Note: This report’s “Demographics” and “Academics” options are available for the second most recent graduating class only. After fall 2012, access this report for all other classes (so long as data was submitted) in the batch.

  • Enrollment, first two years: The graphs display the percentage of a class’ graduates to enroll in a two-year or four-year postsecondary institution within the first two years following graduation from high school. The Clearinghouse defines the first two years after high school as any collegiate term that occurs (begins, ends, or begins and ends) between August 15 of the graduation year and August 14 of the second year. The Clearinghouse only creates this report if a high school class completed the full “first two years”.  For example, the class of 2010 does not appear until the summer 2012 effective date is established (varies, but must be post August 14, 2012).

Note: This report’s “Demographics” and “Academics” options are available for the third most recent graduating class only. After fall 2012, access this report for all other classes (so long as data was submitted) in the batch.

Persistence in postsecondary education

Of the students who pursue postsecondary education, this report indicates the percentage that returned for a second year of schooling. Select any of the three reports under the Persistence in Postsecondary Education header. As you select a report option, you’ll see additional options appear: Standard, Institutional Characteristics, Demographics, and Academics.

The graphs show the percentage of students who remained enrolled at any postsecondary institution, not retention at the same institution. The Clearinghouse only creates this report if a high school class completed the full “first two years.” For example, the class of 2010 does not appear until the summer 2012 effective date is established (varies, but must be post August 14, 2012).

Completion of postsecondary education

Examine student postsecondary completion. Select any of the three reports under the Completion of Postsecondary Education header. As you select a report option, you’ll see additional options appear: Standard, Institutional Characteristics, Demographics, and Academics.

This charts the percentage of high school graduates conferred any sort of postsecondary degree (including associate, bachelor, and advanced degrees). If the college or university participates in our DegreeVerify service, the Clearinghouse shares the corresponding degree information in the detail report.

These graphs only display high school classes with at least six years of postsecondary enrollment data available. It includes all students who have received an associate, bachelor, or advanced degree within this time frame. For example, the class of 2010 does not appear until after the summer 2016 effective date.

Time to graduation

Determine the years needed for students to finish college. As you select a report option, you’ll see one additional option appear: Standard. This graph tracks the length of time for a student to attain his first degree. Students are divided into five groups: individuals who completed college in two (or less), three, four, five, and six years of high school graduation.

Postsecondary enrollment and progress

Examine a graduate class’ postsecondary enrollment profile. As you select a report option, you’ll see one additional option appear: Standard. This measures the progress of each class of students through postsecondary education. Each segment of the bar chart is divided to show: graduated, new to college, retained, returned after stop out, no longer enrolled and not graduated, and not in Clearinghouse data to date. Find each category definition on the Report Definitions page.

The various student terms are defined as follows:

  • Graduated: Any individual to earn an associate, bachelor, or higher degree (does not include certificates).  Once counted as a graduate, the system will not count the student again elsewhere in the report. The system counts graduate records before all other possible categories.
  • New to College: Represents the first year that the Clearinghouse found the student in its database.
  • Retained: A student who was enrolled during the previous year and continues to be enrolled in the current year. The graphs show the student’s continued enrollment at any postsecondary institution, not retention at the same institution.
  • Returned after Stop Out: The student was enrolled, did not appear in postsecondary education the following year, and then reappeared a year thereafter.
  • No Longer Enrolled and Not Graduated: The student was enrolled in postsecondary education, but currently is not enrolled and lacks a graduate record.
  • Not in NSC to Date: The student was not found in the Clearinghouse database. (Note: Institutions that participate in the Clearinghouse represent more than 93 percent of the nation’s two- and four-year postsecondary enrollment. Students enrolled in postsecondary institutions not participating in the Clearinghouse do not exist in the Clearinghouse database.)
Most common institutions

Find students’ most frequently attended postsecondary institutions. This lists the most popular postsecondary institutions initially attended by students.

How can I further narrow an aggregate report’s scope?

You can narrow the reports in any of four ways:

  1. Standard: Essentially a snapshot of each class of students, the Standard aggregate reports return the postsecondary overall outcomes by class in the following categories: enrollment, persistence, and completion.
  2. Institutional Characteristics: The Institutional Characteristics aggregate reports break down postsecondary overall outcomes by institutional type (two-year/four-year, public/private) and location (in-state/out-of-state) in the following categories: enrollment, persistence, and completion.
  3. Demographics: The Demographics box parses postsecondary enrollment, persistence, and completion outcomes in the following ways: gender, race/ethnicity, economic disadvantage, disability, and English language learner.
  4. Academics: The Academics aggregate reports break down postsecondary enrollment, persistence, and completion outcomes by 8th grade and high school math and reading assessments, as well as dual enrollment. The “semester of math completed” data element will be available in the future.

The “Demographics” and “Academics” options lack data. Why?

The Clearinghouse can only generate the Demographics and Academics reports if your institution supplied those data elements.  If submitted and they do not appear on your reports, please contact your StudentTracker® Client Coordinator by emailing StudentTracker@studentclearinghouse.org.

How do I access the Demographics and Academics aggregates?

Select the Demographics and Academics checkboxes. These are available under all three of the drop-downs for Enrollment in postsecondary education.  Also check these boxes for Persistence and Completion of postsecondary education drop-downs. Note that the Clearinghouse only returns Demographics and Academics information if the account supplied the information in their submissions.

Are there any limitations on the reports that can be generated for specific schools?

To run a Demographics or Academics inquiry, the system requires at least 10 students in a sample. If fewer than 10 students are included in the cohort, the reports will not be processed. For reports with multiple schools or cohorts with larger than 10 students, to ensure student privacy, if a subset of the data contains fewer than 10 students, this will appear as a *.  For example, if there are less than 10 Hispanic students for the demographic report, the bar will appear as a *.

Not all of my schools are listed. Where are they?

Since the high schools listed correspond to the schools associated with your account at report generation, the account’s list of schools may change from batch to batch. If the high school(s) for which you would like to request reports is unavailable, please email StudentTracker@studentclearinghouse.org.  Your coordinator will contact you regarding the request.


 

> Student Detail Reports

What can be found in the detail report?

Keep in mind that the detail reports can change from effective date to effective date based on postsecondary participation in the StudentTracker® and DegreeVerify services as well as updates to blocked information.

What is the “Unique ID?”

“Your Unique ID” corresponds to the student ID number provided to the Clearinghouse.

What is the “Requestor Return” field?

For request files, this field is returned as provided (column K in upload). For diploma files, it corresponds to the SSN (column B in upload).

Why was the system unable to find some students?

Response data may not be available for all submitted students. Consider one or more of the following reasons for a failed match:

  • Student attended a school that does not report enrollment information to the Clearinghouse
  • Record blocked by either the school or the student (the student counts in the aggregate information presented on the Control Report, but the Detail Report does not include his individual record)
  • Student record in the database, but not within the search date
  • Student did not enroll in any other school
  • Match could not be found with the information provided (e.g., no date of birth, incomplete name, etc.)

What is the “High School Code?”

It refers to the ACT code of the school from which the student graduated.

What is the “High School Grad Date?”

It is the date of the student’s high school graduation.

Which school(s) did the students attend?

Students’ term-by-term enrollment is listed next to his name in the “College Code” and “College Name” fields.  The institution’s associated characteristics (state and type) are attached too.

What does the “L” mean in the “2/4 year” column?

Based on the designations assigned by the National Center for Education Statistics (http://nces.ed.gov/), the three types of colleges attended are four-year or higher institutions (designated as “4”), two-year institutions (“2”), and less than two-year institutions (“L”).

What is the “Period of Enrollment?”

It documents each institution’s term begin and end dates.

What is “Enroll Status?”

It describes the nature of a student’s studies during his term at the school.  If the enrollment status is not listed, it means that this information was either not reported to the Clearinghouse by the postsecondary institution or the enrollment status cannot be released due to FERPA.  Otherwise, these are the designations:  F (full-time), H (half-time), L (less than half-time), Q (quarter-time), A (leave of absence), W (withdrawn), and D (deceased).

Does the Clearinghouse share degree data?

Yes, but only for institutions that participate in the Clearinghouse’s DegreeVerify service through which they report degree data to us. If available, the degree data returned will include the graduate’s graduation date, degree title, and major.

Why are we only getting back degree information for some of our students?

We can only provide the degree information if the institution shared that with the Clearinghouse.  A significant portion of, but not all, colleges and universities participate with the Clearinghouse’s DegreeVerify (DV) service.  For a full list of DV active schools, refer to this link:  http://www.studentclearinghouse.org/colleges/degreeverify/dv_participating_schools.php

Can I request a new detail report?

Users cannot generate the detail report from the reports library.  Request these by emailing StudentTracker@studentclearinghouse.org.


 

> How to Retrieve Your Reports

Where do I retrieve my reports?

Once you’ve submitted a report query, you’ll be notified via email when the requested report is ready to be downloaded. To retrieve your report:

  1. Go to https://ftps.nslc.org and log in using your designated user name and password. Since users share a single FTP user name and password, ask other FTP users for the login information before requesting a password reset. Otherwise, you can request a password reset by emailing studenttracker@studentclearinghouse.org.
  2. Click on the “Home” folder, then select the “Receive” folder to locate the report.

How long does it take until reports can be retrieved in the FTP mailbox?

When the Clearinghouse receives the request, it processes on a first-come, first-serve basis.  Note that larger files and high volume season impact turnaround time.

How will I know when the reports have been processed?

The Clearinghouse sends an email notifying users to retrieve reports from the secure FTP site.

I received the new files notification. Can you explain the naming convention of the files in my FTP mailbox?

Read the File Naming Conventions help topic.


 

> Web Browser Support

What browsers do you support?

A list of the browsers that the Clearinghouse supports is available on our System Requirements page (beta versions of browsers are not supported). You will also find the version of Adobe Reader or Acrobat required to open PDF documents. The latest version of the free Adobe Reader can be downloaded from the Adobe website.

I am experiencing difficulties using and/or viewing your service on my IE browser. What should I do?

These types of issues are often related to browser incompatibility. Please check the following to ensure your Internet Explorer browser’s compatibility:

  • Set your browser’s security level to medium or medium-low. Select Tools, then Internet Options and click the Security tab to change the security level.
  • Disable the XMLHTTP support setting. Select Tools, then Internet Options and click the Advanced tab. Under the “Security” section, check the “Enable native XMLHTTP support” box, then close and reopen your browser.

If you continue to experience compatibility issues with your IE browser, you should consider using the Mozilla Firefox browser.

 

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