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StudentTracker 3.0 FAQs

These FAQs are intended for StudentTracker secondary subscribers, meaning those of you who want to learn about postsecondary enrollment and completions for the students with whom you work and provide services to during their secondary education years.

Enhancements to StudentTracker for Colleges & Universities are scheduled to begin in 2023.  Any questions or comments can be sent to StudentTracker3.0@StudentTracker.org.

Introduction to StudentTracker 3.0

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StudentTracker 3.0

Simply put, the StudentTracker 3.0 project will bring all of the different StudentTracker services onto one consolidated platform providing all subscribers with the same experience, as appropriate.

The goal is to maintain parity with the current StudentTracker services that return postsecondary student data. Enhancements are being made based on subscriber feedback and changes in the outcomes provided and method of request. The report PDF packets will no longer be generated in their current format.

The entire project is scheduled to take up to 5 years.

  • New technology
  • A user-friendly interface with three key performance indicators immediately available on the landing page: Enrollment, Persistence/Retention, Completions
  • Current postsecondary data available for reporting (no more effective dates)
  • A consistent matching algorithm for all, as applicable
  • An Analysis-Ready report (ARR) with one row per student
  • Account transparency that lets you see the high schools that are in your service agreement along with their ACT codes, NCES codes and enrollment counts, as well as all users
  • Single student search functionality that is available for all

Below is the planned timeline as of December 5, 2022, which may change depending on the progress of development and testing efforts.

 

Task Dates
Development for Phase 1A:
Data, reports, and visualizations based on stored diploma records will be available in the new service.
Dependent on internal testing, spring 2023 – winter 2023
Targeting Spring 2023
Student data files are still submitted via your FTP account (High school class of 2021-2022 still submitted via FTP) Ongoing Until Tested
Beta testing of the new service will be performed by some current StudentTracker subscribers (will need a signed nondisclosure or a new agreement) Ongoing
Bug fixes/revisions to user interface Ongoing
Development for Phase 1B:
Visuals for trends, request files processing, file intake process and user interface, choose the high school
Late Fall 2023
Begin moving current StudentTracker subscribers onto the new service to access Phase 1A functionality (this will be a staggered approach) Begins Fall 2023
File intake processes (new format, new data elements, API, directly into the new service) beta testing and launch Summer 2023

Reports and Data

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StudentTracker 3.0 Reports and Data

At this time, the only new report is the Analysis-Ready report (ARR), which condenses the student-level detail report into one row per student.

The format/layout of how current data is returned will be changing.

Report Name Current Service: StudentTracker for High Schools
Student-level detail report The existing layout will remain as-is with new data elements added to the end of the rows:

  • CIP codes (major) associated with enrollment records
  • Class level (freshman, sophomore, etc.)
  • Degree mapping:

A consistent value to indicate the type of degree(s) a student earned

Specifics about the field sizes will be provided approximately June 2022.

Analysis Report This is new. The columns of data are still being considered.

The vision is to provide columns to indicate:

  • Whether a student is currently enrolled based on the date of the report and, if so, where?
  • Did the student enroll in the first fall after graduating high school (Y/N)
  • Did the student persist and, if so, where?
  • First, second, and third credential earned
  • Dual enrollment indicator
  • Optional data elements provided
Top 25 colleges first attended This will be revised.

The vision is to make the report interactive.

Specifics about the changes will be available in late summer 2022.

Enrollment report This report will contain the supporting data counts that are used to calculate the landing page visualizations.

A .csv file with all of the counts at the account level and for each high school and each high school class year will be available. This is still under analysis.

Retention/Persistence report This report will contain the supporting data counts that are used to calculate the landing page visualizations.

A .csv file with all of the counts at the account level and for each high school and each high school class year will be available. This is still under analysis.

Completers report This report will contain the supporting data counts that are used to calculate the landing page visualizations.

A .csv file with all of the counts at the account level and for each high school and each high school class year will be available. This is still under analysis.

It is functionality that enables you to search for one student at a time when you do not have time to submit a file or request a detail report. The student’s postsecondary enrollment and credentials are returned.

In StudentTracker 3.0, all users will have the benefit of this functionality.

Analysis is underway by a Clearinghouse data scientist and Research Center analysts, who are reviewing the current matching algorithm to determine what enhancements, if any, can be made.

Testing and review will be ongoing from fall 2021 through summer 2023.

The visualizations are a quick and easy way for you to see how your students are doing in their postsecondary progression. They save you the time of analyzing counts in an aggregate report or in the student-level detail report.

When you log onto the StudentTracker 3.0 application, you will see a landing page with three Key Performance Indicators (KPIs) for different high school classes:

  • Enrollment
  • Retention and Persistence
  • Completions

The postsecondary data that feeds into these visualizations will be updated daily.

The following screenshot provides a general picture of what this landing page may look like. While this is not the final version, we expect the final to be similar.

You will be able to click into each outcome, see more visuals and data, and choose a specific high school class and the optional demographic data elements (as long as you provide this data in your file submissions). In Phase 1A, only the demographic data elements will be available for filtering.

File Submission

The file format and submission process will be changing. More specifics will be provided in spring 2023.

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StudentTracker 3.0 File Submission

  • Ability to submit a file via API or directly into the new application (phase out FTP)
  • More flexibility, less structured format allowing you to input the Clearinghouse defined column name based on the data in that column
  • More optional data elements
  • User interface that displays file status and errors/warnings

Because this is still under analysis your suggestions are welcome. Please email us at StudentTracker3.0@StudentClearinghouse.org.

The following data elements (in no particular order) are currently under consideration. We anticipate they will require a Y/N value.

 

FAFSA completion Advanced classes AVID participant CTE student
Honor student Mentored student College intending First in my family
Homeless student Foster youth Single parent Incarcerated
Part of a grant      

API stands for Application Programming Interface. It allows two applications to talk to each other (yours and the StudentTracker application). APIs are used in many everyday activities, although you may not be aware that you are using them. A prime example is when you log onto your social media application to view and post messages, which is made possible by an API.

In StudentTracker 3.0, an API will be used to enable your application to “talk” directly to the StudentTracker 3.0 application.

Other

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StudentTracker 3.0 Other

In StudentTracker 3.0, you will be able to see important pieces of information about your StudentTracker subscription, including:

  • Subscription end date
  • Name of the organization that is paying for your subscription
  • All of the users on your account
  • List of all of the high schools included in your service agreement

FERPA stands for the Federal Education Right to Privacy Act. General information on FERPA is available on our website.

When students place FERPA blocks on their postsecondary records at a particular institution, StudentTracker cannot return any of this postsecondary data in the student-level detail report. Counts for students who have placed FERPA blocks on their records are included in the aggregate reports.

StudentTracker cannot disclose which students have placed blocks on their records. The decision to block their record is considered part of a student’s education record.

The StudentTracker product managers are working with our legal counsel to determine options, which will most likely require a new agreement.

The items below are on the StudentTracker roadmap, although we cannot commit to a timeline for them at this time.

  • Employment data
  • Enlistment data
  • Industry credentials
  • FERPA exempt detail report
  • Community groups
  • Create your own reports
  • Coordinate with SIS vendors
  • Third-party access