StudentTracker for High Schools Knowledge Base

A DiplomaVerify historical data graduates file is a text file of historical diploma data that you can submit to The Clearinghouse for use with DiplomaVerify. It allows you to submit diploma data for additional years beyond those covered in your StudentTracker for High Schools graduates file so that the Clearinghouse can perform verifications on your behalf for those years. If you have already submitted a graduates file for StudentTracker for High Schools reports, you do not need to re-submit the same data for DiplomaVerify.

For example, if you have submitted a graduates file containing diploma data for the years 2015 to 2022, and you want the Clearinghouse to handle verifications going back to 2000, you can submit a historical data graduates file for the years 2000 to 2014.

Because the historical data graduates file is only used to process diploma verifications and not to generate StudentTracker for High Schools reports, you do not need to include data elements such as demographic data or reading assessments, which are not returned as part of a diploma verification.

Note: The instructions below are only for formatting and submitting an historical data graduates file for DiplomaVerify. For instructions on formatting and submitting a StudentTracker for High Schools graduates file, see Formatting and Submitting a Graduates File.

Click the link below to download a sample graduates file.

Sample Graduates File

Step 1: Prepare the File

You can create the graduates file in Microsoft Excel and save it as a text file. Create a new spreadsheet in Excel and follow the steps below to prepare it.

Format All Cells as Text

To ensure accurate processing, format all non-date fields as text to retain the leading zeroes in the high school ACT code(s).

1. Highlight columns A through AB.
2. Right-click anywhere in the selected cells and select Format Cells.
3. Select the Number tab.
4. Select Text from the Category menu.
   
   

   

5. Click OK.

Format the Date Cells

Format date cells as YYYYMMDD. If this format is not available in Excel, you can create a custom format.

1. Highlight cell E1 and columns I and L (hold down CTRL to make multiple selections).
2. Right-click anywhere in the selected cells and select Format Cells.
3. Select the Number tab.
4. Select Custom from the Category menu.
5. In the Type field, enter YYYYMMDD.
   
   

   

6. Click OK.

Step 2: Format the Header Row

The header row is the first row in the file and indicates the beginning of the diploma records.

Important:All fields are required.

Column	Description	Format
A	Enter PH3	3 characters
B	Account Code (from your account reference sheet)	Up to 10 characters
C	Account Name (from your account reference sheet)	Up to 80 characters
D	Enter P	1 character
E	Date you are submitting the file	YYYYMMDD
F	Year or range of years for the diploma records you are submitting	YYYY or YYYY-YYYY

Step 3: Format the Student Detail Rows

Each student’s information should be included in its own row called a student detail row. The student detail rows start at the second row in the file.

Important:You must populate all required fields. You may leave optional fields blank.

Column	Description	Format	Required
A	Enter PD3	3 characters	Yes
B	Social Security number	9 digits with no dashes (if not available, enter NO SSN)	Yes
C	First name	Up to 40 characters	Yes
D	Middle name or initial	Up to 40 characters with no punctuation	Yes
E	Last name	Up to 40 characters with a space, hyphen ( – ), or apostrophe ( ‘ )	Yes
F	Name suffix	Up to 3 characters with no numbers or punctuation	No
G	Previous last name	Up to 40 characters	No
H	Previous first name	Up to 40 characters	No
I	Date of birth	YYYYMMDD	Yes
J	Student ID	Up to 15 characters	No
K	Diploma type	Recommended values: Endorsed/Advanced Diploma General Education Development (GED) Credential High School Equivalency Credential (other than GED) International Baccalaureate Modified Diploma Regular Diploma Vocational Certificate Other	Yes
L	High school graduation date	YYYYMMDD	Yes
M	FERPA block	Accepted values: Y = Student or parent has requested a FERPA block N = No FERPA Block or FERPA status unknown	Yes
N	High school name (from your account reference sheet)	Up to 50 characters	Yes
O	ACT code (from your account reference sheet)	6 characters	Yes
P	LEAVE BLANK
Q
R
S
T
U
V
W
X
Y
Z
AA
AB	Enter ED	2 characters	Yes

Step 4: Format the Trailer Row

The trailer row is the last row in the file and indicates the end of the diploma records.

Important: All fields are required.

Column	Description	Format
A	Enter PT3	3 characters
B	Excel row number for the trailer row	Up to 8 characters

Step 5: Save the File

1. Select Save as from the File menu.
2. Browse to the location where you would like to save the file.
3. Enter a name for the file.

Important:Only use underscores ( _ ) and/or hyphens ( – ) in the filename. Do not use any other special characters.

4. Select Text (Tab delimited) (*.txt) from the drop-down menu.
5. Click Save.
6. If a pop-up appears, click OK.
7. If another pop-up appears, click Yes.

Step 6: Submit the File

Submit the file through your Clearinghouse secure FTP account. See our Secure FTP Knowledge Base for more information.