Submit a Graduates File

Once we receive and process your Graduates File, your student information will be stored in our database and you will not have to send it again. Going forward, you will only have to send us a file of your most recent high school graduates.

Following the instructions below:

  • Ensures that we can process your Graduates File most efficiently
  • Streamlines file processing, allowing us to keep your StudentTracker® subscription costs down
  • Improves our ability to find your students in our national postsecondary database, thus providing you with more accurate results and reports


 

> Graduates File Formatting Requirements

Use the specified formatting requirements below for all StudentTracker Graduates files, so that you can reduce errors and additional work while you prepare the files for submission.

Text Format

To ensure accurate processing, please format all non-date fields as text in order to retain leading zeroes. Also, you will need to keep the leading zeroes in the high school ACT code(s). You should follow these steps before you start.

1. Open a new Excel spreadsheet.

2. Highlight columns A through AB, then right-click your mouse and select “Format Cells.”

3. In the popup box, make sure the Number tab is selected. Under the Category menu, select “Text.”

4. Click OK.

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You must select Text in order to retain leading zeroes in the Social Security number and ACT code fields.

5. Next, see the Date Format topic below for additional formatting requirements in Excel.

Date Format

Format your date fields as YYYYMMDD. If your dates are already in this format, you do not need to do anything. If they are not, you will need to create a custom format in Excel as follows.

1. Highlight cell E1 and columns I & L (hold down the CTRL or Control key to make multiple selections), right-click your mouse, and select “Format Cells.”

2. In the Category menu of the Number tab, select “Custom.”

3. In the field under “Type,” enter “YYYYMMDD.”

4. Click OK.

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> Graduates File Step-by-Step Instructions

Once you have set up the correct formatting in Excel as shown above, there are five important steps to input, finalize, and submit your file to the National Student Clearinghouse.

Step 1: Enter Header Row (Row 1)

Columns marked with an asterisk (*) are required.

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Column A = enter PH3* (exactly 3 characters)

Column B = Your Account Code* – can be found on your account reference sheet (max. 10 characters)

Column C = Your Account Name* – can be found on your account reference sheet (max. 80 characters)

Column D = enter P* (exactly 1 character)

Column E = File Transmission Date* (date you are sending us the file – YYYYMMDD format) (exactly 8 characters)

Column F = Diploma Period* (date range for the diplomas you will be sending us – e.g., 2008-2009) (max. 9 characters)

Step 2: Enter Student Detail Rows (Beginning on Row 2)

You will enter each student’s information in its own row called a Detail Row. The first Detail Row should be placed in Row 2, directly under the Header Row. The spacing requirements for the Header and Detail Rows are different; do not be concerned that the Header and Detail rows don’t line up.

Be sure to follow the instructions for inputting the student detail rows.

> Enter Columns A-I

Columns marked with an asterisk (*) are required. Otherwise, if information is unavailable, leave the field blank.

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Column A = enter PD3* (exactly 3 characters)

Column B = Enter student’s nine-digit Social Security number (no dashes). If a student’s Social Security number is not available, please enter “NO SSN” in the field. (max. 9 characters)

Column C = Student’s First Name* (max. 40 characters)

Column D = Student’s Middle Name or Initial (no periods) (max. 40 characters)

Column E = Student’s Last Name* (Please do not include any suffix information in this field. There is a separate field designated for name suffixes – see Column F.) (max. 40 characters)

Column F = Student’s Name Suffix (use letters not numbers, e.g., Jr, I, II, III, IV, V) – do not include punctuation i.e. (.) periods. (max. 3 characters)

Column G = Previous Last Name (max. 40 characters)

Column H = Previous First Name (max. 40 characters)

Column I = Student’s Date of Birth* (YYYYMMDD format) — please see “Date Format” under the formatting requirements above, if needed. (exactly 8 characters)

> Enter Columns J-R

Columns marked with an asterisk (*) are required. Otherwise, if information is unavailable, leave the field blank.

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Column J = Student ID Number (ID number associated with this student by your school/district) (max. 15 characters)

Column K = Diploma Type* (You must enter one of the following “Diploma Types” when submitting Diploma files. Please make sure the diploma files are accurate according to the list below.)

  • Endorsed/Advanced Diploma
  • General Education Development (GED) Credential
  • High School Equivalency Credential (other than GED)
  • International Baccalaureate
  • Modified Diploma
  • Regular Diploma
  • Vocational Certificate
  • Other

Column L = Student’s High School Graduation Date* (YYYYMMDD format)  – please see “Date Format” under the formatting requirements above, if needed. (exactly 8 characters)

Column M = FERPA Block* (exactly 1 character)

  • Y = FERPA Block indicates that the student or parent has requested a FERPA block
  • N = No FERPA Block

Column N = High School Name* (can be found on your account reference sheet) (max. 50 characters)

Column O = 6-digit ACT Code* for the high school from which the student graduated (can be found on your account reference sheet) (exactly 6 characters)

Column P = Gender (exactly 1 character)

  • M = Male
  • F = Female

Column Q = Ethnicity: The general racial category which most clearly reflects the individual’s recognition of his or her community or with which the individual most identifies. (exactly 2 characters)

  • AM = American Indian or Native Alaskan
  • AS = Asian
  • BL = Black or African American
  • HI = Hispanic/Latino
  • PI = Native Hawaiian or Pacific Islander
  • WH = White
  • MU = Two or more races

Column R = Economically Disadvantaged Indicator: The student is identified as economically disadvantaged as dictated by the district/state. (exactly 1 character)

  • Y = Economically Disadvantaged
  • N = Not Economically Disadvantaged
> Enter Columns S-AB

Columns marked with an asterisk (*) are required. Otherwise, if information is unavailable, leave the field blank.

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Column S = 8th Grade State Assessment Result, Math: A standardized exam utilized by the state across all subordinate districts for assessment of student math skills at the eighth grade level. (exactly 1 character)

  • 1 = Does Not Meet Standards
  • 2 = Proficient/Meets Standards
  • 3 = Advanced/Exceeds Standards

Column T = 8th Grade State Assessment Result, ELA/Reading: A standardized exam utilized by the state across all subordinate districts for assessment of student reading / language arts skills at the eighth grade level. (exactly 1 character)

  • 1 = Does Not Meet Standards
  • 2 = Proficient/Meets Standards
  • 3 = Advanced/Exceeds Standards

Column U = High School Assessment Result, Math: A standardized exam utilized by the state across all subordinate districts for assessment of student math skills at the terminal high school level. (exactly 1 character)

  • 1 = Does Not Meet Standards
  • 2 = Proficient/Meets Standards
  • 3 = Advanced/Exceeds Standards

Column V = High School Assessment Result, ELA/Reading: A standardized exam utilized by the state across all subordinate districts for assessment of student reading / language arts  skills at the terminal high school level. (exactly 1 character)

  • 1 = Does Not Meet Standards
  • 2 = Proficient/Meets Standards
  • 3 = Advanced/Exceeds Standards

Column W = English Learner or English as a Second Language Indicator: The student is identified as an English Learner or is learning English as a Second Language as defined by the district/state. (exactly 1 character)

  • Y = English Learner or English as a Second Language Indicator
  • N = Not English Learner or English as a Second Language Indicator

Column X = Number of Semesters of Math Completed: The total number of semesters of math instruction the student has completed, regardless of the designated level of the mathematics courses being counted. Non-traditional terms (summer school, after school programs, etc.) count towards this as long as the classes completed awarded credit to the student. (max. 2 characters)

Column Y = Dual Enrollment Indicator: An indicator of whether the student is currently enrolled in post-secondary as well as secondary school coursework. (exactly 1 character)

  • Y = Dual Enrollment Indicator
  • N = Not Dual Enrollment Indicator

Column Z = Disability Code: The  individual is identified as being disabled (either physically or mentally) by the district/state. (exactly 1 character)

  • Y = Student is considered disabled as defined by the state education authority
  • N = Student is not considered disabled

Column AA = Program Code: Enter the program code (do not enter any quotes, dashes or hyphens). This is a Requester Return field that allows for internal tracking of specific high school, district, or state programs. (max. 50 characters)

Column AB = ED*: This is the end of student detail records; please enter ED for all student records in column AB. (exactly 2 characters)

Step 3: Enter Trailer Row

Columns marked with an asterisk (*) are required.

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Enter the following characters in the Trailer Row, which follows the last line of student data and is the last row of the file. This line indicates that there are no additional student records included in the file.

Column A = enter PT3* (exactly 3 characters)

Column B = enter the Excel row number for the Trailer Row* (max. 8 characters)

Step 4: Save the Excel File

1. In the File menu on the main toolbar, select “Save As.

2. On the “Save As” window, select the drive and/or directory where you would like to save the file.

3. Enter a file name (You can use underscores in your file name, but you should NOT use spaces or the following characters in your file name: ! @ # $ % ^ & * ( ) +)

4. Select “Text (Tab delimited).

5. Click Save.

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You may find a popup window in Excel, stating that “the selected file type does not support workbooks that contain multiple sheets.” If so, click OK to save the active sheet.

IMPORTANT: Do not use these characters in your file name: ! @ # $ % ^ & * ( ) +

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You may also see a popup window that your file “may contain features that are not compatible with Text (Tab delimited).” Click Yes to keep this format. Your file is now saved as a text, tab-delimited file (*.txt) in the location you selected.

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Step 5: Submit the File

Go to https://ftps.nslc.org/ to transmit your file to the Clearinghouse via your secure FTP account.

Do not email your files to the Clearinghouse. This is not a secure method of transferring data.

If you have questions or need further assistance, please see our secure FTP help or contact studenttracker@studentclearinghouse.org.

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