{"id":2085,"date":"2024-02-06T16:23:33","date_gmt":"2024-02-06T21:23:33","guid":{"rendered":"https:\/\/help.studentclearinghouse.org\/stcu\/?post_type=ht_kb&#038;p=2085"},"modified":"2026-02-17T15:28:20","modified_gmt":"2026-02-17T15:28:20","slug":"reviewing-submitted-batch-query-files","status":"publish","type":"ht_kb","link":"https:\/\/help.studentclearinghouse.org\/stcu\/knowledge-base\/reviewing-submitted-batch-query-files\/","title":{"rendered":"Reviewing Submitted Batch Query Files"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">StudentTracker instantly returns feedback via automated email notifications to users with the <em>ST Submissions<\/em> role, based on the formatting integrity of the batch query files you submit. You can also check the processing status of each of these files in the <em>File Submission Log<\/em> on the StudentTracker online interface.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When you submit a file to us, our system will run it through two levels of validation:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Structural:<\/strong> Checks for errors in your filename, layout, and formatting. Files that fail structural validations are rejected and must be corrected and resubmitted. The system sends an email notification for each specific structural error with instructions to correct it.<\/li>\n\n\n\n<li><strong>Field-Level:<\/strong> Checks for errors and possible data issues in your student detail rows. Files that fail field-level validation are rejected and must be corrected and resubmitted. The system sends an email notification for each specific field-level error with instructions to correct it. The system completes some field-level validations automatically and notes them in your file\u2019s validation results.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">For each file you submit to us, our system sends users with the ST Submissions role an email advising if the file passed or failed structural and\/or field-level validations. Review each of these emails closely, as some require you to take action on your submitted file.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The system sends file validation emails from <em>STAuto-Notify@StudentClearinghouse.org<\/em>. Do not respond to these emails, as they are auto-generated.<\/p>\n\n\n\n<h2 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">Sample File Validation Emails<\/h2>\n\n\n\n<h3 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">Accepted<\/h3>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"665\" height=\"642\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/samplevalidationemail1.png\" alt=\"Visual sample of an accepted file validation email.\" class=\"wp-image-2094\" style=\"aspect-ratio:1.0357247152730458;width:506px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplevalidationemail1.png 665w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplevalidationemail1-300x290.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplevalidationemail1-50x48.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplevalidationemail1-60x58.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplevalidationemail1-100x97.png 100w\" sizes=\"auto, (max-width: 665px) 100vw, 665px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">Rejected<\/h3>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"663\" height=\"665\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2.png\" alt=\"Visual sample of a rejected file validation email.\" class=\"wp-image-2095\" style=\"aspect-ratio:0.9970159073286496;width:507px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2.png 663w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2-300x300.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2-150x150.png 150w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2-50x50.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2-60x60.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/samplefilevalidationemail2-100x100.png 100w\" sizes=\"auto, (max-width: 663px) 100vw, 663px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h2 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">Reviewing Files<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You can review the status, errors, and warnings for each file you submitted using the StudentTracker user interface.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Visit <a href=\"http:\/\/www.studentclearinghouse.org\">www.studentclearinghouse.org<\/a>.<\/li>\n\n\n\n<li>Click <strong>User Login<\/strong> in the top-right.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full is-resized has-custom-border\" style=\"margin-bottom:var(--wp--preset--spacing--50)\"><img loading=\"lazy\" decoding=\"async\" width=\"1022\" height=\"216\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/userlogin2026.png\" alt=\"Red arrow pointing to User Login link on the Clearinghouse home page.\" class=\"has-border-color has-medium-gray-border-color wp-image-2583\" style=\"border-width:1px;aspect-ratio:4.693503387803906;object-fit:cover;width:610px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/userlogin2026.png 1022w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/userlogin2026-300x63.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/userlogin2026-768x162.png 768w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/userlogin2026-50x11.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/userlogin2026-60x13.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/userlogin2026-100x21.png 100w\" sizes=\"auto, (max-width: 1022px) 100vw, 1022px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Log in with your Web ID and password.<\/li>\n\n\n\n<li>Select the <strong>Research Services<\/strong> tab.<\/li>\n\n\n\n<li>Click <strong>File Submission Log<\/strong>.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"723\" height=\"447\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/filesubmissionlog.png\" alt=\"StudentTracker for Colleges &amp; Universities application home screen with arrow pointing to the File Submission Log button.\" class=\"wp-image-2086\" style=\"aspect-ratio:1.6147403685092128;width:516px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filesubmissionlog.png 723w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filesubmissionlog-300x185.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filesubmissionlog-50x31.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filesubmissionlog-60x37.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filesubmissionlog-100x62.png 100w\" sizes=\"auto, (max-width: 723px) 100vw, 723px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">Viewing the File Submission Log<\/h3>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"715\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-1024x715.png\" alt=\"File Submission Log page.\" class=\"wp-image-2088\" style=\"aspect-ratio:1.430836657310287;width:765px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-1024x715.png 1024w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-300x209.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-768x536.png 768w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-50x35.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-60x42.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1-100x70.png 100w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslog-1.png 1054w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The <em>File Submission Log<\/em> displays list of files you have submitted to us with their filenames, submission dates, and other details.<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"176\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/submittedfileslist-1024x176.png\" alt=\"File Submission Log page area highlighting the files that have been submitted, their filenames, submission dates, and other details.\" class=\"wp-image-2089\" style=\"aspect-ratio:5.757083415890628;width:777px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist-1024x176.png 1024w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist-300x52.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist-768x132.png 768w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist-50x9.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist-60x10.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist-100x17.png 100w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/submittedfileslist.png 1048w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This page also displays your institution\u2019s subscription information, including when your subscription expires, your institution\u2019s billing contact (the individual with the ST Billing role), and your institution\u2019s user administrator (the individual with the User Administrator role).<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"365\" height=\"136\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/subscriptioninformation.png\" alt=\"Subscription information section display\" class=\"wp-image-2090\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/subscriptioninformation.png 365w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/subscriptioninformation-300x112.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/subscriptioninformation-50x19.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/subscriptioninformation-60x22.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/subscriptioninformation-100x37.png 100w\" sizes=\"auto, (max-width: 365px) 100vw, 365px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To filter the list, enter the information in the <em>Filters<\/em> section and click <strong>Apply Filter<\/strong>. To clear the filters and view all files, click <strong>Reset<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"716\" height=\"231\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/filters.png\" alt=\"Filter section showing those options and the Apply Filter button.\" class=\"wp-image-2091\" style=\"aspect-ratio:3.081640887693342;width:581px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filters.png 716w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filters-300x97.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filters-50x16.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filters-60x19.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filters-100x32.png 100w\" sizes=\"auto, (max-width: 716px) 100vw, 716px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<h3 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">File Statuses<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>In Process\/In Progress:<\/strong> The system is running the file through validations.<\/li>\n\n\n\n<li><strong>Passed:<\/strong> The file has passed both structural and field-level validations, and the system is generating reports. No further action is needed.<\/li>\n\n\n\n<li><strong>Passed with Warnings:<\/strong> The system auto-populated or auto-corrected fields and is generating reports. No further action is needed.<\/li>\n\n\n\n<li><strong>Failed: <\/strong>The file contains errors that must be corrected.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading has-open-sans-font-family\" style=\"font-style:normal;font-weight:500\">Viewing File Validation Results<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If your file is in <em>Passed with Warnings<\/em> or <em>Failed<\/em> status, click the number in the<em>&nbsp;Errors\/Warnings<\/em> column to the right of the file\u2019s <em>Submission ID<\/em> to access its validation results. You can also access this page by clicking the link in the file validation email.<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1004\" height=\"175\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/errorswarningscolumn.png\" alt=\"File Submission Log page area highlighting the File Validation results in the Errors\/Warning column.\" class=\"wp-image-2093\" style=\"aspect-ratio:5.678327144811413;width:737px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/errorswarningscolumn.png 1004w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/errorswarningscolumn-300x52.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/errorswarningscolumn-768x134.png 768w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/errorswarningscolumn-50x9.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/errorswarningscolumn-60x10.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/errorswarningscolumn-100x17.png 100w\" sizes=\"auto, (max-width: 1004px) 100vw, 1004px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The <em>File Validation Results<\/em> page displays the errors and\/or warnings in your file, where they are located in the file, and proposed solutions to resolve them.<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"535\" src=\"https:\/\/help.studentclearinghouse.org\/stcu\/new\/wp-content\/uploads\/2024\/02\/filevalidationresults-1024x535.png\" alt=\"File Validation Page with the error section highlighted showing the type of error, description, proposed solution, and affected records.\" class=\"wp-image-2092\" style=\"aspect-ratio:1.9101965682729602;width:741px;height:auto\" srcset=\"https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults-1024x535.png 1024w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults-300x157.png 300w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults-768x401.png 768w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults-50x26.png 50w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults-60x31.png 60w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults-100x52.png 100w, https:\/\/help.studentclearinghouse.org\/stcu\/wp-content\/uploads\/2024\/02\/filevalidationresults.png 1038w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">You must resolve all errors, but warnings are informational and include small formatting issues that the Clearinghouse system automatically corrects for your convenience.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Once your file passes all validations, our system will send the student records in your file to the Clearinghouse\u2019s matching service, and the submission status&nbsp;will display as <em>Matching<\/em>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>StudentTracker instantly returns feedback via automated email notifications to users with the ST Submissions role, based on the formatting integrity of the batch query files you submit.<\/p>\n","protected":false},"author":3,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":"","_links_to":"","_links_to_target":""},"ht-kb-category":[52],"ht-kb-tag":[],"class_list":["post-2085","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-querying-student-data"],"_links":{"self":[{"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/ht-kb\/2085","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/comments?post=2085"}],"version-history":[{"count":7,"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/ht-kb\/2085\/revisions"}],"predecessor-version":[{"id":2594,"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/ht-kb\/2085\/revisions\/2594"}],"wp:attachment":[{"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/media?parent=2085"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/ht-kb-category?post=2085"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/stcu\/wp-json\/wp\/v2\/ht-kb-tag?post=2085"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}