{"id":2094,"date":"2023-10-24T15:20:33","date_gmt":"2023-10-24T19:20:33","guid":{"rendered":"https:\/\/help.studentclearinghouse.org\/sths\/?post_type=ht_kb&#038;p=2094"},"modified":"2026-10-22T17:57:03","modified_gmt":"2026-10-22T21:57:03","slug":"implementing-your-service","status":"publish","type":"ht_kb","link":"https:\/\/help.studentclearinghouse.org\/sths\/knowledge-base\/implementing-your-service\/","title":{"rendered":"Implementing Your StudentTracker Service"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><strong>Welcome and thank you for choosing StudentTracker for High Schools.<\/strong> On this page, we will walk you through the steps to help you implement and start using your service, as well as provide helpful resources. We also recommend that you explore the rest of the<strong> <a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=5m2u9&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base&#038;otype=unknown&#038;oid=0&#038;source=block-content\">StudentTracker for High Schools knowledge base<\/a><\/strong>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 1: Create your graduates file.<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><span class=\"TrackedChange SCXW168834295 BCX0\"><span class=\"TextRun SCXW168834295 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW168834295 BCX0\">The first step<\/span><\/span><\/span> <span class=\"TrackedChange SCXW168834295 BCX0\"><span class=\"TextRun SCXW168834295 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW168834295 BCX0\">toward receiving your StudentTracker<\/span><\/span><\/span><span class=\"TrackedChange SCXW168834295 BCX0\"><span class=\"TextRun SCXW168834295 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW168834295 BCX0\"> outcome reports is to <\/span><span class=\"NormalTextRun SCXW168834295 BCX0\">submit<\/span><span class=\"NormalTextRun SCXW168834295 BCX0\"> a <\/span><\/span><\/span><span class=\"TrackedChange SCXW168834295 BCX0\"><span class=\"TextRun SCXW168834295 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW168834295 BCX0\">data file of your high school graduates<\/span><span class=\"NormalTextRun SCXW168834295 BCX0\">.<\/span><\/span><\/span><\/p>\n\n\n\n<p class=\"wp-block-hb-message is-style-note wp-block-paragraph\"><strong class=\"message-label\">Note:<\/strong> <a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=5idm5&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base%2Fformatting-and-submitting-a-graduates-file%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\" target=\"_blank\" rel=\"noopener\"><strong>Watch our tutorial and download the instructions<\/strong><\/a> for formatting and your student file.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">As a new subscriber<\/span><span data-contrast=\"auto\">, you can submit up to eight years of <\/span><span data-contrast=\"auto\">your <\/span><span data-contrast=\"auto\">high school graduates. <\/span><span data-contrast=\"auto\">If you have historical data that is not re<\/span><span data-contrast=\"auto\">a<\/span><span data-contrast=\"auto\">d<\/span><span data-contrast=\"auto\">i<\/span><span data-contrast=\"auto\">ly available, you can <\/span><span data-contrast=\"auto\">upload<\/span><span data-contrast=\"auto\"> it at any time<\/span><span data-contrast=\"auto\">.<\/span> <span data-contrast=\"auto\">You can submit graduate data all in one file, by graduation year, and for multiple graduation years. Districts can also <\/span><span data-contrast=\"auto\">submit<\/span><span data-contrast=\"auto\"> data by high school.\u00a0 <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:0,&quot;335559740&quot;:259}\">\u00a0<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Individual files should not exceed 250,000 student records<\/span><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:0,&quot;335559740&quot;:259}\">\u00a0<\/span><\/li>\n\n\n\n<li>Student records are stored in the National Student Clearinghouse database and pulled for reporting, so you do not have to resubmit your file.<\/li>\n\n\n\n<li><span data-contrast=\"auto\">Learn about <\/span><strong><a href=\"https:\/\/help.studentclearinghouse.org\/sths\/knowledge-base\/common-graduates-file-submission-errors\/\">Common Graduate File Submission Errors<\/a><\/strong>.<\/li>\n\n\n\n<li>Read our <strong><a href=\"https:\/\/help.studentclearinghouse.org\/sths\/knowledge-base\/frequently-asked-questions\/\">Frequently Asked Questions<\/a><\/strong>.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">You can <strong><a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=3rolu&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base%2Fsubmitting-a-test-file%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\">submit a test file<\/a><\/strong> to check for formatting issues and other <strong><a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=5d2br&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base%2Fcommon-graduates-file-submission-errors%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\">common errors<\/a><\/strong> before you submit your graduates file.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 2: Submit your files via FTP.<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><span class=\"TextRun SCXW132445610 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW132445610 BCX0\">Submit <\/span><span class=\"NormalTextRun SCXW132445610 BCX0\">your files <\/span><\/span><span class=\"TextRun SCXW132445610 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun SCXW132445610 BCX0\">to the <\/span><span class=\"NormalTextRun SCXW132445610 BCX0\">Clearinghouse<\/span><span class=\"NormalTextRun SCXW132445610 BCX0\"> via our secure FTP site. Remember that your FTP account is a shared login for your organization.<\/span><\/span><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>To log in, go to <strong><a href=\"https:\/\/www.studentclearinghouse.org\/\">studentclearinghouse.org<\/a><\/strong> and click <strong>FTP Login<\/strong> in the top menu.<\/li>\n\n\n\n<li>Whenever you upload a student data file to the FTP site, the system will send an email to all technical contacts on your account.<\/li>\n\n\n\n<li>Your file will then move into the Clearinghouse domain, where it will undergo a series of validations on the file format and each data element.<\/li>\n\n\n\n<li>Allow three to five business days to receive a response.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><a href=\"https:\/\/help.studentclearinghouse.org\/secureftp\/knowledge-base\/logging-on-to-your-account\/\">Click here<\/a><\/strong> for more information on logging into your FTP account.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Step 3: Access your StudentTracker reports.<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">You will receive an email when your reports are uploaded to your FTP account if:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-contrast=\"auto\">You have successfully submitted your student data files.<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">T<\/span><span data-contrast=\"auto\">he Clearinghouse <\/span><span data-contrast=\"auto\">has <\/span><span data-contrast=\"auto\">receive<\/span><span data-contrast=\"auto\">d<\/span><span data-contrast=\"auto\"> the<\/span><span data-contrast=\"auto\"> files without errors<\/span><span data-contrast=\"auto\">.<\/span><\/li>\n\n\n\n<li><span data-contrast=\"auto\">Y<\/span><span data-contrast=\"auto\">ou have <\/span><span data-contrast=\"auto\">paid the invoice<\/span><span data-contrast=\"auto\">.<\/span><\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><span data-contrast=\"auto\">Normally, this&nbsp;<\/span><span data-contrast=\"auto\">happens three to five<\/span><span data-contrast=\"auto\">&nbsp;business days after you<\/span><span data-contrast=\"auto\"> have <\/span><span data-contrast=\"auto\">successful<\/span><span data-contrast=\"auto\">ly uploaded your<\/span><span data-contrast=\"auto\"> files. <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:0,&quot;335559740&quot;:259,&quot;469777462&quot;:[720],&quot;469777927&quot;:[0],&quot;469777928&quot;:[1]}\">&nbsp;<\/span><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><span class=\"TrackedChange SCXW54501382 BCX0\"><span class=\"TextRun SCXW54501382 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW54501382 BCX0\">Additionally, StudentTracker o<\/span><\/span><\/span><span class=\"TrackedChange SCXW54501382 BCX0\"><span class=\"TextRun SCXW54501382 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW54501382 BCX0\">utcome reports are automatically generated and sent <\/span><\/span><\/span><span class=\"TrackedChange SCXW54501382 BCX0\"><span class=\"TextRun SCXW54501382 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW54501382 BCX0\">to your FTP account three times a year based on an <\/span><\/span><\/span><strong><a class=\"Hyperlink SCXW54501382 BCX0\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=m9mag&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base%2Fabout-effective-dates-and-academic-years%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"FieldRange SCXW54501382 BCX0\"><span class=\"TrackedChange SCXW54501382 BCX0\"><span class=\"TextRun Underlined SCXW54501382 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\"><span class=\"NormalTextRun CommentStart SCXW54501382 BCX0\" data-ccp-charstyle=\"Hyperlink\">effective date<\/span><\/span><\/span><\/span><\/a><\/strong><span class=\"TrackedChange SCXW54501382 BCX0\"><span class=\"TextRun SCXW54501382 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"auto\"><span class=\"NormalTextRun SCXW54501382 BCX0\">. For further information about your reports, see <strong><a class=\"Hyperlink SCXW54501382 BCX0\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=4t45p&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base%2Funderstanding-reports%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"FieldRange SCXW54501382 BCX0\"><span class=\"TextRun Underlined SCXW54501382 BCX0\" lang=\"EN-US\" xml:lang=\"EN-US\" data-contrast=\"none\">Understanding Reports<\/span><\/span><\/a><\/strong>.<\/span><\/span><\/span><\/p>\n\n\n\n<p class=\"wp-block-hb-message is-style-info wp-block-paragraph\"><strong class=\"message-label\">Information:<\/strong>The Clearinghouse cannot return StudentTracker outcome reports until we have received and processed your payment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><b>Download and save your StudentTracker reports to your computer<\/b>.&nbsp; Reports will remain in the&nbsp;<i>Receive<\/i>&nbsp;folder for 30 days and then be moved to the&nbsp;<i>Receive Archive<\/i>&nbsp;folder for an additional 15 days.&nbsp; After 45 days, reports are&nbsp;<b>deleted<\/b>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Answers to Common Questions<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><a href=\"https:\/\/www.thepayplace.com\/nsc\/payments\/st\/challenge.aspx\" target=\"_blank\" rel=\"noopener\">Where do I pay my StudentTracker invoice online? <\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/help.studentclearinghouse.org\/sths\/knowledge-base\/formatting-and-submitting-a-graduates-file\/\">How do I format and submit a graduates file?<\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/help.studentclearinghouse.org\/sths\/knowledge-base\/common-graduates-file-submission-errors\/\">What are common graduates file submission errors?<\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/help.studentclearinghouse.org\/sths\/knowledge-base\/viewing-reports\/\">How do I retrieve and view my StudentTracker reports?<\/a><\/strong><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Helpful Resources<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Register for a <a href=\"https:\/\/theclearinghouse.academy\/StudentTrackerSecondaryImplementationsWebinar\" target=\"_blank\" rel=\"noopener\"><strong>&#8220;Getting Started with StudentTracker for High Schools&#8221;<\/strong><\/a> webinar.<\/li>\n\n\n\n<li>Search the <strong><a href=\"https:\/\/help.studentclearinghouse.org\/sths\/\">StudentTracker for High School Knowledge Base<\/a><\/strong>.<\/li>\n\n\n\n<li>Watch the <strong><a href=\"https:\/\/www.studentclearinghouse.org\/academy\/courses\/studenttracker-for-high-schools\/\">StudentTracker for High Schools online course<\/a><\/strong>.<\/li>\n\n\n\n<li>Check out upcoming events and webinars and training resources on the <strong><a href=\"https:\/\/www.studentclearinghouse.org\/academy\/\">Clearinghouse Academy<\/a><\/strong>.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">DiplomaVerify: Getting Started<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">DiplomaVerify provides consent-based online verifications of high school diplomas using the graduate records you submit to us for StudentTracker for High Schools. See our instructions on <strong><a class=\"heroickb_exit_link\" href=\"?hkb-redirect&#038;nonce=a23a4559ca&#038;check=19141&#038;redirect=https%3A%2F%2Fhelp.studentclearinghouse.org%2Fsths%2Fknowledge-base%2Fformatting-and-submitting-a-diplomaverify-historical-data-graduates-file%2F&#038;otype=unknown&#038;oid=0&#038;source=block-content\">formatting and submitting a DiplomaVerify historical data graduates file<\/a><\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><b>When preparing your files, remember\u2026<\/b><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>You can send us data while your account is being activated.<\/li>\n\n\n\n<li>We can only verify diplomas for the years for which you send us graduate data, so you should send as much data as possible.<\/li>\n\n\n\n<li>There is no limit to the number of years of historical graduate data you can upload. If you have historical data that is not readily available, you can upload it at any time.<\/li>\n\n\n\n<li>If you already have eight or more years\u2019 worth of historical data stored in our database but would like to submit data from previous years, you can do so at any time.<\/li>\n\n\n\n<li>All student-level data is securely stored in our database.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">In order to take full advantage of this time-saving service, it is important that you and your staff direct verification requests from background screeners and employers to the Clearinghouse.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><a href=\"https:\/\/theclearinghouse.download\/dipverrefertips\" target=\"_blank\" rel=\"noopener\">Establish a referral policy<\/a><\/strong> and refer all verification requestors to DiplomaVerify for the graduate years for which you submitted graduate files to the Clearinghouse. You will need to assist requestors for other graduate years yourself.<\/li>\n\n\n\n<li>Educate your staff in the referral process. Make sure your staff know your <strong><a href=\"https:\/\/theclearinghouse.download\/dipverrefertips\" target=\"_blank\" rel=\"noopener\">referral policy<\/a><\/strong> and the benefits of referring requestors to the Clearinghouse.<\/li>\n\n\n\n<li>Put the Clearinghouse\u2019s verification website, <a href=\"https:\/\/www.degreeverify.org\" target=\"_blank\" rel=\"noopener\"><strong>degreeverify.org<\/strong><\/a>, and email address, <strong><a href=\"mailto:diplomaverify@studentclearinghouse.org\" target=\"_blank\" rel=\"noopener\">diplomaverify@studentclearinghouse.org<\/a><\/strong>, in a visible location so your staff can easily refer requestors.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Welcome and thank you for choosing StudentTracker for High Schools. On this page, we will walk you through the steps to help you implement and start using your service, as well as provide helpful resources. We also recommend that you explore the rest of the StudentTracker for High Schools knowledge&#8230;<\/p>\n","protected":false},"author":3,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"_kadence_starter_templates_imported_post":false,"footnotes":""},"ht-kb-category":[57],"ht-kb-tag":[],"class_list":["post-2094","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-getting-started"],"_links":{"self":[{"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/ht-kb\/2094","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/comments?post=2094"}],"version-history":[{"count":15,"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/ht-kb\/2094\/revisions"}],"predecessor-version":[{"id":2584,"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/ht-kb\/2094\/revisions\/2584"}],"wp:attachment":[{"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/media?parent=2094"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/ht-kb-category?post=2094"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.studentclearinghouse.org\/sths\/wp-json\/wp\/v2\/ht-kb-tag?post=2094"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}