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PDP Knowledge Base > Submitting Data
Submitting Data
Institutions are required to submit course and cohort data to the Postsecondary Data Partnership. Dashboards can be developed once an institution successfully submits data to the PDP.
ARTICLES
Data Submission Tools
Use our downloadable mapping tool (xlsx) to prepare your files for data submission.
This course covers the PDP data elements needed for the required data files, how to submit data files, and how to resolve errors during the validation process.
Using the Dashboards to Check Data Quality
Learn how to use the Data Quality Dashboard Check to help you determine if all the data your institution submitted is visible and the dashboards and filters are functioning correctly.
Learn how you can use the Submission Tracker to view the statuses of an institution’s data submissions, some information about the data files submitted for the institution to date, and relevant dates for data submission, analysis-ready files, and dashboards.
Creating Data Files
Formatting a Data File
Learn how to format a data file.
Formatting the Header Record
Learn about the fields that must be included in the header record for each data file and see samples.
Formatting the Trailer Record
Learn about the fields that must be included in the trailer record for each data file and see a sample.
Formatting the Column Header Record
Learn about the column header record and column headings for the fields in the data file and see samples.
Formatting the Detail Records
Learn about the detail records which contain the field values in the data files.
Formatting the Cohort File Detail Records
Learn about the three kinds of information you should include In the cohort data file.
Formatting the Course File Detail Records
Learn about the three kinds of information you should include In the course data file.
Formatting the Financial Aid File Detail Records
Submitting a financial aid data file is optional. Learn about the three kinds of information you should include in this type of file.
Sample Data Files
See samples of cohort, course, and financial aid data files to help guide you.
Valid State Codes
Find valid state codes for use in your data files.
Valid Country Codes
Find valid country codes for use in your data files.
Data File Templates
Use these data file templates as guides to help you format your data submission files.
CIP Codes Site
Creating PDP course data files includes knowing the program’s specific numeric code, or Classification of Instructional Programs (CIP).
Submitting Data Files
When to Submit Data Files
Find out when you should submit your data and more about the data submission timeline.
Submitting Data Files through Data Provider Intake Platform
Learn more about how to use the Clearinghouse’s Data Provider Intake Platform to submit your PDP data files (preferred method).
Submitting Data Files through FTP
Learn more about how to use your service account number and secure FTP credentials to submit your data files.
Submitting Data Files through API
Learn how you can submit files to the PDP using API, which allows you to automate your upload process.
Data File Updates
Updating Previously Submitted Data
Learn how to submit an updated data file if you need to make changes to previously submitted and successfully processed data.
Formatting an Update File
Although an update data file should be formatted the same as the original file, learn about the key differences in the requirements for each record.
Formatting the Cohort Update File Detail Records
Learn what values are either required, not required, or required based on certain conditions when formatting the cohort update file.
Formatting the Course Term Update File Detail Records
Learn what values are either required, not required, or required based on certain conditions when formatting the course term update file.
Formatting the Course Update File Detail Records
Learn what values are either required, not required, or required based on certain conditions when formatting the course update file.
Reviewing Update Results
Learn about the results file that you will receive after you submit updated data and the information it provides.
General Overview
Students to Include
Data files must include all of the necessary information and be properly formatted in order to be validated and processed by The Clearinghouse. The students you include in your data files are based on “cohorts.”
Academic vs. Cohort Years and Terms
An academic year is similar to a calendar year. It includes four terms and begins with the fall term. A student’s cohort year and cohort term are the academic year and term in which the student first enrolled at your institution.
Data File Types
There are two required data files that you may submit each year: the cohort data file and the course data file, as well as an optional financial aid data file.
Reverse Transfer Data
Reverse transfer is when a 4-year school allows the Clearinghouse to send a student’s course data to a 2-year school that the student previously attended so that the student can receive an associate’s degree from the 2-year school. Reverse Transfer data can be submitted through PDP, learn more here.