The Submission Tracker displays a summary status of submitted data, reports, and PDP dashboards for an institution, system of institutions (SOI) or education organization. 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.

You can only view information about the institutions to which you have access. Each institution’s information is displayed on one row.

• Data Submissions: The Submission Tracker provides a summary of the data that has been submitted for the institution(s) and identifies any actions the data provider or the Clearinghouse needs to take. This information includes data submitted directly by an institution or by an SOI on behalf of an institution.
• Analysis-Ready Files and Dashboards: The Submission Tracker shows when the PDP last generated analysis-ready files for the institution(s) and refreshed the data in the PDP dashboards.

Key Terms

• Data Provider: A user who submits data to the PDP. The user may represent an institution or SOI. Other users, such as third parties, may be able to view information on the Submission Tracker but not submit data files to the PDP.
• Current Submission Window: The Clearinghouse updates the submission window twice per year in the spring and fall (the spring and fall submission windows are not the same as the spring and fall terms). Data providers should submit their most recently completed cohort and course data files during the submission window. The spring and summer term data should be submitted during the fall submission window, and the fall and winter term data should be submitted during the spring submission window.
• Intake and Report Processes: After the data provider submits data, the PDP runs the data through these processes, which include validating the data, running quality checks, generating and sending analysis-ready files, and refreshing the data on the PDP dashboards.
• Value: The information populated for an institution in a column on the Submission Tracker.

Columns

System (ID)

If the institution is part of an SOI, this column will display the name of the SOI. If the institution is not part of an SOI, the value in this column will be “Null.”

Institution (ID)

The individual institution name and OPEID. The PDP uses OPEID, not IPEDS ID, for data tracking and reporting.

Current Submission Status

Indicates where the institution is in the PDP intake and report processes. Data providers should review this information along with the Action Required column. This column resets for each new submission window or if the data provider submits new data during the current submission window.

Values

• INITIAL SUBMISSION NOT STARTED: The institution is a new customer and has not yet submitted any data to the PDP.
• CURRENT SUBMISSION NOT STARTED: No data has been submitted for the institution during the current submission window.
• DATA LOAD IN PROGRESS: Cohort and/or course data has been submitted for the institution, but the PDP has not fully processed the data. The Action Required column will show if there are any issues with the data or actions the data provider needs to take. If there are no issues or actions required, the data load process will continue.
• DATA LOAD COMPLETE: The PDP has loaded the latest cohort and/or course data successfully and is ready to generate the analysis-ready files.
• REPORT IN PROGRESS: The PDP is currently generating the analysis-ready files. If there are any issues or actions the data provider needs to take, they will appear in the Action Required column.
• REPORT COMPLETE: The PDP has generated the analysis-ready files. After a waiting period of three to five days, the PDP will refresh the dashboards. This waiting period allows time for the data provider to review the analysis-ready files.
• DASHBOARD UPDATED: The PDP has refreshed the dashboards, and no new data has been submitted for the institution during current submission window.

Action Required

Indicates whether there are any actions the data provider or the Clearinghouse needs to take. The data provider can complete many of the required actions through the PDP secure portal or submit/replace data files through their secure FTP site.

Values

• No action required: Either the intake and report processes are currently running without issue, or they have completed for the current submission window.
• Data Provider setup in progress: The institution is a new customer that requires additional setup, and initial data has not yet been submitted.
• Data Provider needs to submit data: Cohort and/or course data has not been submitted for the institution during the current submission window. This value will appear if only cohort data or only course data has been submitted.
• Data Provider needs to review/resubmit data: The cohort and/or course data submitted for institution during the current submission window did not pass basic structural and field validations. The data provider should review the validation errors and correct any issues before resubmitting the data.
• Data Provider needs to certify submission: The cohort and/or course data submitted for the institution during the current submission window has passed initial structural and field validations and is ready to be certified. This value may appear if only the cohort data or only the course data is ready to be certified. The data provider should confirm that they have submitted all required data for the current submission window before certifying the data.
• Data Provider needs to resubmit data: The data provider has rejected all data they have submitted, and the PDP will not continue processing the data.
• Data Provider needs to review data quality errors: The data provider has certified the data, but it did not pass additional quality checks. The data provider should review the errors and determine whether to reject the data and submit new data or override the errors.
• NSC needs to review processing: A system error or delay occurred during the intake or report process, and the Clearinghouse must investigate and resolve the issue, usually by restarting the process. The PDP will also run audit checks to ensure that the data has processed successfully. If there are any errors or warnings, the Clearinghouse will review the data before sending the analysis-ready files.
• NSC needs to generate report: The PDP has successfully loaded new data and is ready to generate the analysis-ready files.
• NSC needs to refresh dashboards: The PDP has successfully generated analysis-ready files. After a waiting period of three to five days, the PDP will refresh the dashboards. The waiting period allows time for the data provider to review the analysis-ready files.

Current Submission Window

Displays the current submission window. For example, “SPRING_2022.”

Latest Cohort (Records)

The most recent cohort year and term for which data has been submitted for the institution and the number of records for the most recent term during that year. For example, “2019-20 Summer (158).”

Latest Course (Records)

The most recent course/academic year and term for which data has been submitted for the institution and the number of records for the most recent term during that year. For example, “2019-20 Summer (3541).”

Total # of Cohorts

The total number of cohort years for which data has been submitted for the institution, including partial years (e.g. if the data provider submitted data for the fall term but not for spring or summer). The PDP dashboards are limited to a certain number of cohort years (usually the most recent eight complete years).

Report Generated Date

The most recent date that the PDP generated analysis-ready files for the institution. If the institution is a new customer, the value in this column will be “Null.” If the institution is a continuing customer, this column will be populated even if the Current Submission Status column indicates that new data needs to be submitted or another intake or report process is in progress.

Dashboard Data Date

The most recent date that the PDP refreshed the dashboards for the institution. If the institution is a new customer, the value in this column will be “Null.” If the institution is a continuing customer, this column will be populated even if the Current Submission Status column indicates that new data needs to be submitted or another intake or report process is in progress.

Earliest Submission Date

The first date that data was submitted for institution, whether or not the data has been successfully processed.

Latest Submission Date

The most recent date that data was submitted for the institution.

Financial Aid Submission

Indicates whether financial aid data has been submitted for the institution.

Data Submitted Successfully

Indicates if at least one cohort and one course data file have been submitted for the institution and the data has passed data quality checks.

Filters

The filters are only applicable to SOIs and education organizations working with multiple institutions.

• Organizational Grouping: Education organizations can use this option to filter the information by organizational grouping.
• System: SOIs can use this option to filter the information by SOI name and ID.
• Institution: Filters the information by the name and ID of an individual institution.
• Current Submission Status: Filters the information by the value in the Current Submission Status column.
• Action Required: Filters the information by the value in the Action Required column.