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.
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.
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).
- Highlight columns A through AB.
- Right-click anywhere in the selected cells and select Format Cells.
- Select the Number tab.
- Select Text from the Category menu.
- 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.
- Highlight cell E1 and columns I and L (hold down CTRL to make multiple selections).
- Right-click anywhere in the selected cells and select Format Cells.
- Select the Number tab.
- Select Custom from the Category menu.
- In the Type field, enter YYYYMMDD.
- 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.
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.
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:
|
Yes |
| L | High school graduation date | YYYYMMDD | Yes |
| M | FERPA block | Accepted values:
|
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.
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
- Select Save as from the File menu.
- Browse to the location where you would like to save the file.
- Enter a name for the file.
Only use underscores ( _ ) and/or hyphens ( – ) in the filename. Do not use any other special characters.
- Select Text (Tab delimited) (*.txt) from the drop-down menu.
- Click Save.
- If a pop-up appears, click OK.
- 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.
