{"id":9185,"date":"2023-06-27T17:03:05","date_gmt":"2023-06-27T21:03:05","guid":{"rendered":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/?post_type=ht_kb&#038;p=9185"},"modified":"2026-10-22T12:50:49","modified_gmt":"2026-10-22T16:50:49","slug":"excel-text-file-format","status":"publish","type":"ht_kb","link":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/knowledge-base\/excel-text-file-format\/","title":{"rendered":"Excel\/Text File Format"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=cf94397aa5&#038;check=7ckbr&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fcompliancecentral%2Fknowledge-base%2Ffile-formats-and-field-values%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\">Return to File Formats &amp; Field Values<\/a><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Excel\/text enrollment reporting files can be in fixed width or in flat file, tab delimited format.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Fixed Width Format:<\/strong> Records are 1250 bytes. Fields with no value (aka &#8220;fillers&#8221;) are filled with spaces.<\/li>\n\n\n\n<li><strong>Tab Delimited Format:<\/strong> Records are 109 columns. Fillers are left blank. Each field is separated by a tab, including blank fields and fillers. A carriage return or line feed signals the end of a record.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Records &amp; Data Fields<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Each file contains one header record, one detail record for each student, and one trailer record. We recommend listing the student detail records in order of Social Security number.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Name suffixes (e.g., Jr, Sr, III) have an assigned field. If your system includes them as part of the last name, parse the suffix from the last name and move it into the suffix field.<\/li>\n\n\n\n<li>We store data fields with alphanumeric characters in our database in all uppercase except for email addresses, which are stored in mixed case.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Filename<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Files should be named according to the following format:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>School Code + Branch Code + three-letter file extension <\/em><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Example:<\/strong> <em>12345600.CLR<\/em><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Excel Format<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>In Microsoft Excel, create a new spreadsheet.<\/li>\n\n\n\n<li>Highlight columns <strong>A<\/strong> through <strong>DF<\/strong>.<\/li>\n\n\n\n<li>In the <em>Cells<\/em> menu on the Ribbon, click <strong>Format<\/strong>.<\/li>\n\n\n\n<li>Select <strong>Format Cells <\/strong>from the drop-down.<\/li>\n\n\n\n<li>Select the <strong>Number<\/strong> tab.<\/li>\n\n\n\n<li>Under <em>Category<\/em>, select <strong>Text<\/strong>.<\/li>\n\n\n\n<li>Click <strong>OK<\/strong>.<\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\"><a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=cf94397aa5&#038;check=7ckbr&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fcompliancecentral%2Fknowledge-base%2Ffile-formats-and-field-values%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\">Return to File Formats &amp; Field Values<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Return to File Formats &amp; Field Values Excel\/text enrollment reporting files can be in fixed width or in flat file, tab delimited format. Records &amp; Data Fields Each file contains one header record, one detail record for each student, and one trailer record. We recommend listing the student detail records&#8230;<\/p>\n","protected":false},"author":6,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[135],"ht-kb-tag":[],"class_list":["post-9185","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-file-formats-and-field-values"],"_links":{"self":[{"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/ht-kb\/9185","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/comments?post=9185"}],"version-history":[{"count":12,"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/ht-kb\/9185\/revisions"}],"predecessor-version":[{"id":12031,"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/ht-kb\/9185\/revisions\/12031"}],"wp:attachment":[{"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/media?parent=9185"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/ht-kb-category?post=9185"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/compliancecentral\/wp-json\/wp\/v2\/ht-kb-tag?post=9185"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}