Understanding Your Reports
In this lesson you will learn more about the reports provided with the StudentTracker for Colleges & Universities service.
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Transcript Welcome. The purpose of this tutorial is to explain what's included in your StudentTracker for Colleges and Universities reports package. The reports package is made up of three separate reports: the control report, aggregate report and detail report. The control report is an HTM file that offers an overview of the information included in the aggregate and detail reports. It provides the count of students or applicants submitted in your request file and how many were matched. The count of records where no match was found. The count of records with blocks and a list of Institutions that do not participate in the Clearinghouse's Enrollment Reporting service that have enrollments of over 1,000 students. The bottom of the control report also indicates if you provided and should receive any additional data elements or degree information in your detail report. The aggregate report is a CSV file offering a summary of the most commonly attended schools by the students in your request file. All queries except for prior attendance only have the first school attended by the student after the search date displayed. For prior attendance queries, the most recent school attended prior to the search date displayed. This report also lists the number of students who attended these institutions, including those whose records are blocked. Since the individual student information is not shared in this report, this practice is compliant with FERPA. The aggregate report provides characteristics about schools attended and whether a student received a degree from those institutions. The detail report is a CSV file that shows the enrollment and credential information of each student based on the search and search type in the request file. A row displays for each of the student's enrollment terms and for each credential. Information is not provided for students who were not matched, do not have any records within the search window or in our database. Additionally, if the student record is blocked, institutional information will not be provided. Information in this file includes:
- student name
- requestor return field
- search date
- school name and OPEID
- school characteristics
- enrollment begin and end dates
- enrollment statuses (for example, full-time, half time, less than half time, withdrawn, etc.)
- additional data elements if available
- degree information if available
- and college sequence
Keep in mind only information considered directory information by individual institutions will be released. For a complete guide to the detail report, including all fields listed in the report, see the detail report guide and the StudentTracker user manual. When your reports are ready, an email notification will be sent to all of your users who have access to your Clearinghouse secure FTP mailbox from which your completed reports package can be downloaded. For more information, please view our other tutorials online.
