Is my data secure?
Data security is a top priority at the Clearinghouse. StudentTracker research files are exchanged between you and the Clearinghouse through an assigned, password-protected FTP mailbox. Data is never exchanged using email. The online manual, which is located on the log-in screen of the FTP site, provides additional information on how the encryption process works.
How does the Clearinghouse maintain data quality?
The student information in the Clearinghouse database is a collection of data submissions from our member institutions. Each submission is reviewed by our staff. If any errors or discrepancies are identified, the submitting institution is notified and given the opportunity to make corrections and resubmit their data. Like all processes utilizing student data, there is no single data cleaning procedure guaranteed to resolve all issues. However, the Clearinghouse’s policy of reviewing all incoming data before it is merged with our system enables us to provide the best data accuracy for all Clearinghouse services, including StudentTracker.
How do I submit batch data files using Excel?
Step-by-step instructions for preparing your query file using Excel or a flat file format are available online.
Why can’t I use commas in the requester return field of the query?
The Student Detail Report that you receive from the Clearinghouse always returns the information that you entered in the requestor return field just as you entered it. However, because the Student Detail Report is a CSV (Comma Separated Value) file, it will automatically insert a new field wherever you entered a comma. As a result, if you use commas in the requestor return field, it will be difficult for you to correctly import the response data into Excel, SPSS or SAS.
Sometimes I send multiple files at one time or multiple people at my institution send files. How can I find the name of the original file(s) that we sent?
1) Make note of the number of records you are submitting. This is always shown in the control report (this is the .htm report included in your StudentTracker results).
2) Each person who creates files should put the file name or his/her name in the requestor return field. This information will be returned in the detail return file, making it easier for you to identify and retrieve individual reports.
How do I submit a request for Concurrent Enrollment?
Enter “SE” as the inquiry type in your file’s header row or record. In the detail row or record, enter the term begin date as the search begin date. See the instructions for preparing your query file using Excel or a flat file format.
What is the requestor return field?
It is a field in which you can enter any identifier information to aid you in your analyses and that is returned to you in your StudentTracker response file. Multiple pieces of information, separated by periods, can be entered up to a maximum of 50 characters. (Note: if you use Excel to submit files, this information should be entered in column L.)
In the Excel file I submitted, I entered my own data in the requester return field (column L). However, column L of the file that the Clearinghouse returned to me contains “2 yr 4 yr.” Where is the information that I submitted?
The file layout used to send a query file to StudentTracker is different from that of the response file returned to you. In the response file, when you open the file in Excel, the requester return field data is displayed in column F. If you use SPSS or SAS code, the field is identified as the requester_return_field.
When can I submit a batch file with Social Security numbers?
FERPA has specific provisions protecting students who are enrolled at your institution. Therefore, you cannot use Social Security numbers for anyone enrolled in classes at your institution. You can only submit Social Security numbers for the following query type:
> Prior Attendance for Pending Admissions (PA)
How long does it take to get my StudentTracker response file?
You should allow three business days after you submit a query for your request to be processed. You will receive an email when your StudentTracker results are ready for retrieval from your secure FTP account.
How do I retrieve my StudentTracker query results?
You will receive a new files email when your StudentTracker results are ready for retrieval from your secure FTP account. Your StudentTracker research results include the following three reports:
1) Control Report:Overview of your original inquiry and the results. This is an .htm file.
2) Aggregate Report: Summary of the first schools attended by your cohort. This is a .csv file.
3) Student Detail Report: Specific enrollment information about your cohort. This is a .csv file.
Does The Clearinghouse sell student lists for commercial purposes?
No. The Clearinghouse only returns information to the institution that sent us the original student data request so that they can track students nationwide throughout their postsecondary education, including enrollment, persistence and graduation. All of our StudentTracker contracts require that the data be used only for research purposes.
Can I match a list of names that I bought from someone else?
No. The Clearinghouse does not match lists of names rented or purchased from a third party. A group of students submitted to StudentTracker should be based on a relationship that your institution has with them. Acceptable relationships include formally enrolled students, admitted students who did not enroll, and alumni.
Who do I contact with questions about my file?
Send an email to: studenttracker@studentclearinghouse.org. Please include your school code.