T he c leaRinghouse
SPRING 2007 www.studentclearinghouse.org 703.742.4200
Inside: Clearinghouse Announces
New StudentTracker Major StudentTracker Enhancements
New Data Elements & Pricing Options Available
Spotlight On: New
Client Services Since 2004, the Clearinghouse has been working
with its Advisory Committee on ways to make its
Clearinghouse Advisory StudentTracker research service more valuable to the
Committee Members higher education community. At the urging of the
committee, as well as many of our collegiate partners,
Audit Resource we have increased the number of data elements that
Center Launches institutions can report to us.
According to David Yeh, chairman of the Clearing-
Meteor Data Integrated house Advisory Committee and assistant vice
With LoanLocator president and university registrar at Cornell
University, “This was a multi-year effort. We
Two New Regional regularly sought input from a wide range of schools
Directors Named through focus groups and other channels. This
approach ensured that our final selection reflected the
needs and desires of the diverse collegiate community,
representing institutional researchers and planners,
financial aid officers, and registrars.”
At the request of our collegiate partners,
the Clearinghouse has increased the number
of data elements that schools can report.
If you participate in StudentTracker, you will have the
Write for option to utilize a more robust data set, which can
significantly expand your research capabilities. Many
All colleges get a 17% discount when they sign up for or
renew StudentTracker. Colleges can also save an additional
The Record departments on your campus can benefit: admissions,
registration, enrollment management, financial aid,
50% or get StudentTracker for free.
If you or a colleague is and more.
interested in submitting
Costs Savings for All StudentTracker Schools
an article for publication
in The Record, contact
Along with adding new data elements, effective March Clearinghouse Audit
Kathleen Dugan at
1st, the Clearinghouse also substantially lowered its
StudentTracker fees. All educational institutions will Resource Center EW!
automatically receive a 17% discount when they sign up Have you visited our new Audit
for StudentTracker or renew their service. In addition, Resource Center yet? Try our
there are two options to save an additional 50% and even online tools and information at
a way you can get StudentTracker for free! www.studentclearinghouse.org/audit.
For some schools, the cost savings can add up to For additional assistance, contact
hundreds or even thousands of dollars a year. This is firstname.lastname@example.org.
the Clearinghouse’s way of thanking the higher
education community for its support of our For more on the Audit Resource Center,
StudentTracker service, which is now widely used see page 5.
by institutional researchers nationwide.
continued on page 2
Services You Need. People You Trust.
continued from cover
New Data Elements Eagerly Anticipated
The Clearinghouse announced its expanded data elements collection
and StudentTracker pricing at a special presentation during the 2007
AACRAO Annual Meeting in Boston. “For three years, we’ve worked
closely with our Advisory Committee and focus groups to identify data
elements to add to our database, so we knew colleges would be receptive
to our news,” said Jeff Tanner, vice president of Higher Education
Development, “In fact, during our session, it was standing room only.
Clearly, this is the kind of student information that administrators and
researchers have been waiting for.”
A Look at the New Data Elements
The following is a description of each new data element, why it has been
added, and how the element can be used.
• Current Major & CIP Code: The current major for each • Good Student Discount: A flag to indicate an individual
student your school reports to the Clearinghouse by CIP code student’s eligibility for good student discounts based on academic
or, if the CIP code is unavailable, title of the current major. performance: generally, a grade point average of “B” (3.0 or higher)
With this information, enrollment managers and researchers for the most recent term or cumulative, on dean’s list, or in top 10%
can gain greater insight into student transfer and career of class. This data element enables students to obtain “good student”
decisions. Additionally, it allows the Clearinghouse to verify certifications via Student Self-Service so they can qualify for discount
the enrollment of students without degrees for employers who auto insurance.
require the information.
• Middle Name: The student’s middle name, if available. The
• Institutional ID: The ID that your school provides to its students. Clearinghouse will use this data to help identify the student.
Reporting institutional IDs enables students without Social Security
numbers or TINs (e.g., international students) to benefit from
• High School Code: List of SAT/ACT high school codes. This
Clearinghouse services, like free Student Self-Service. Student IDs
information can bolster the matching logic used to identify students.
are used by the Clearinghouse for identification purposes only and
It can also reveal the migration of students as they move from
are not reported to third parties.
secondary through postsecondary education and graduation.
• Institutional Email Address: Your student’s school email address.
• First-Time/Full-Time Student: A flag that indicates which of your
This enables the Clearinghouse to deliver information to students at
undergraduate students is enrolled for the first time. Institutional
institutions that do not participate in Student Self-Service. (Student
researchers can use this information to establish cohort classes or
email addresses will not be used by the Clearinghouse or provided to
groups for aggregate-level research.
third parties for solicitation purposes.)
• Degree Seeking Student1: A flag that indicates whether or not a
student is seeking a degree. This information can help establish the
number of students who are taking non-degree courses, providing a
better context for graduation rate and pipeline research studies.
• Gender1: A flag indicating the student’s gender. This data field is
useful for developing a range of aggregate studies.
• Race/Ethnicity1: A student’s race/ethnicity according to the
categories used by IPEDS. This data field is useful for developing a
range of aggregate studies.
• Class Level: With this information (e.g., freshman, sophomore,
...master’s, doctoral, etc.), researchers can easily understand
persistence and differentiate between undergraduate and graduate
students. Additionally, it allows the Clearinghouse to verify the
enrollment of students without degrees for employers who require
To Learn More, Contact the Clearinghouse
Expanding the Clearinghouse data set also expands the research capabilities
of our StudentTracker participants. To learn how your school can benefit
from the new data elements and StudentTracker pricing options, contact your
Clearinghouse regional director or email@example.com today.
1Reported at aggregate level only.
Page 2 www.studentclearinghouse.org
New StudentTracker Pricing
Save 50% or Get StudentTracker for Free!
In appreciation of the higher education community’s support of StudentTracker, we are giving each of our member schools a substantial
discount on the service. The annual rate of 12¢ x enrollment has been reduced to 10¢ x enrollment – a cost savings of 17%!
(The $350 minimum has been reduced to $300.)
In addition, we are offering two ways to cut
your new StudentTracker fee in half. You
can even combine both options and get our
enhanced StudentTracker program for free.
The chart below outlines the new options.
Our free StudentTracker option yields the
greatest combination of time- and money-
saving benefits as well as substantially expanding
the research value of the data you receive. If you
choose not to take advantage of the free option,
consider one of our 50% discount offers. Do
nothing at all and you will still receive the
automatic 17% deduction to your annual fee
when you renew StudentTracker.
To take advantage of the free StudentTracker
offer or one of the 50% discounts, contact
your Clearinghouse regional director or
Annual Fee You Participate In... You Receive...
• 17% OFF StudentTracker
SAVE 17% 10¢ • Core Service (or $50 off the minimum fee)
AUTOMATICALLY x enrollment
• FREE Core Service
(or $300 min.)
• 50% OFF StudentTracker
(or $150 off the minimum fee)
• Core Service
• FREE Core Service
• FREE DegreeVerify*
• FREE EnrollmentVerify*
5¢ • FREE Student Self-Service*
50% OFF (or $150 min.)
• 50% OFF StudentTracker
• Core Service & report (or $150 off the minimum fee)
new data elements • Expanded StudentTracker Report
• FREE Core Service
• FREE StudentTracker
• Core Service & report • Expanded StudentTracker Report
new data elements
• FREE Core Service
• FREE DegreeVerify*
• EnrollmentVerify* • FREE EnrollmentVerify*
• FREE Student Self-Service*
*You must actively refer verification requests.
Page 3 www.studentclearinghouse.org
CSI:Herndon – On the Case
Herndon, Virginia, is not the latest host city of the wildly popular
crime series, CSI: Crime Scene Investigation. In this case, CSI
stands for Client Services Implementation: a dedicated team of
Clearinghouse employees responsible for the implementation
of new Clearinghouse services at colleges and universities. The
seven-member CSI team possesses an in-depth knowledge of our
Core, DegreeVerify, Student Self-Service, Transcript Ordering, and
international enrollment reporting services.
The CSI team works closely with school registrars, financial aid
directors, and their staff who use the Clearinghouse daily. Good
communication between the school and its CSI team member
during the implementation phase is critical. Often this determines
the character of the relationship between the Clearinghouse and
the school long after the service has been implemented.
Each Clearinghouse service has its own implementation process.
The timeframe varies by service, but also depends on the
institution’s available resources. Before starting the implementation
process, the CSI team member identifies any specific issues
requiring special or individualized resolution by the school. One
of the hallmarks of the CSI team is knowledge sharing within the group. (L to R): Diana Loy, Stephanie Fowler, Ross Myers, Adriene
Because the team works in such close physical proximity, ‘thinking out loud’ Doray-Franklin (supervisor), David O'Brien, Renee Patrick,
is encouraged and has resolved many implementation challenges. Liz Herrera
and out, enabling us to respond with confidence,” according to CSI team
“The CSI team is used to thinking on their feet. They regularly field supervisor, Adriene Doray-Franklin, “That is not to say we don’t get stumped
questions from every direction, in every shape and form, during start-up from time to time, but team members know when to call for backup ... kind
and strategy calls with schools. This group understands our services inside of like those guys on TV.”
The Clearinghouse Advisory Committee
Current Members James F. Murphy, Joseph R. DeCristoforo, Patrick Perry,
AVP of Enrollment, CUNY AVP & University Registrar, Dean of Information Systems,
Angela R. Anderson,
Bernard M. Baruch College University of Texas - San Antonio CA Community College System
Asst. Vice Chancellor & Registrar,
East Carolina University Anders M. Nilsen, Suzanne Dmytrenko, Brenda Selman,
Director of Financial Aid, Registrar, San Francisco Registrar, University of
Susie C. Archer,
Manatee Community College State University Missouri - Columbia
Asst. to Provost & Director,
Vanderbilt University Vincent A. (Van) Novack, Robert Dunning, Gail Stephens,
AVP of Institutional Research, former Registrar, Senior Associate Registrar,
California State Univ. - Long Beach Sam Houston State University Univ. of South Carolina - Columbia
Registrar, University of Chicago
Dr. Jeffery Seybert, Peter S. Fong, Jeff Tanner,
Dir. of Research, Eval. & Instructional Dean of Admissions & Records, former Assoc. Dean of Admissions &
Director of Admissions & Records,
Dev., Johnson Co. Comm. College Fullerton College Records, Brigham Young University
Cuesta College - San Luis Obispo
Howard Shanken, Kathryn Forbes, J. James Wager,
Calvin D. Coleman,
Registrar, Grand Rapids Associate Registrar, former Asst. Vice Provost &
Community College University of New Hampshire Registrar, Pennsylvania State Univ.
North Carolina Central University
David S. Yeh (Chairman), Gary Gibson, W.W. “Tim” Washburn,
Mary Ellen Flaherty,
AVP & University Registrar, Registrar, Vanderbilt University AVP of Enrollment Services,
Registrar, The Catholic Univ. of America
Cornell University University of Washington
William R. Haid,
Registrar, Washington Jan Williamson,
Executive Director of Enrollment
Services, Colorado State University
Past Members State University Registrar, Indiana Univ. Southeast
Richard Backes, Sr., Carolyn Parham, Richard L. Yount,
Kathleen M. Jones,
Associate Registrar Registrar, Univ. of South Alabama Registrar, Univ. of North
AVP of Enrollment & Registrar,
Washington State University Carolina - Charlotte
Iowa State University Ron Pennington,
Lorraine A. Kitchner, Anita Cotter, Director of Institutional Research,
Associate Registrar, St. Charles Co. Community College
Registrar, Saint Mary’s College
University of California Los Angeles
Page 4 www.studentclearinghouse.org
Clearinghouse Audit Resource Center Launches
Online and One-On-One Audit Assistance Available
Launched at the end of 2006, the Clearinghouse Audit Resource Center and our role in improving the enrollment data flow from schools to the
includes a team of operational experts and online tools to address schools’ Department of Education, guarantors, lenders, and servicers,” said Donna
audit needs and questions. In its first six months, the center has assisted Knauff, AVP of Operations Management, who heads the Audit Resource
nearly 50 colleges with all types of audit inquiries. Center. “I’m pleased to say, it’s working.”
“Having [the Clearinghouse] available to discuss Audit Resource Center staff regularly work one-on-one with schools
the particulars about several of the students and auditors. “This provides us with an opportunity to share successful
and the regulatory requirements was valuable.” approaches and information between schools,” added Knauff. All types
of assistance is provided, from researching individual student records and
Bucknell University, for example, requested assistance responding to recommending changes to a school’s transmission schedule to reviewing
auditors that questioned the compliance of specific student records. complex federal regulations.
According to Dennis Hopple, Bucknell’s associate registrar, “Having [the
Clearinghouse] available to discuss the particulars about several of the The Audit Resource Center is available
students and the regulatory requirements was valuable … Thank you for all to assist with all types of audit inquiries.
the time you've spent these past few weeks assisting me and guiding me as
I worked through student statuses and time lines in response to our auditor An audit checklist and FAQs to help you prepare for upcoming audits
and controller.” are available online at www.studentclearinghouse.org/audit. You’ll also
find a copy of our most recent annual audit and links to Department
“Our goal was to provide schools with a single source for their audit of Education regulations. A member of our Audit Resource team is also
questions and review how to use the Clearinghouse to document and available to provide guidance and assistance as well as answer questions
maintain compliance. We also wanted to educate auditors, many of whom for you and your auditors. If you need help with an audit, contact
are unfamiliar with the intricacies of enrollment reporting compliance firstname.lastname@example.org.
LoanLocator Enhanced with Meteor Data
The Clearinghouse recently enhanced
LoanLocator to incorporate Meteor data. This
enables financial aid directors at participating
StudentTracker schools to access a student's real-
time loan information through LoanLocator.
Financial Aid directors can use
LoanLocator to obtain real-time
student loan information.
LoanLocator is available on the StudentTracker
tab of the Clearinghouse secure web site. Once
you enter the student’s Social Security number,
all award information available via Meteor is
displayed, including award summary, repayment
summary, and claim and default details. Any
additional lender information provided by
LoanLocator but not available from Meteor
is displayed at the bottom of the award
Are You Eligible to Use LoanLocator? Meteor data is now available through LoanLocator.
If your institution participates in StudentTracker
and has a financial aid director contact with
authorized access to our school secure site, he or she already has LoanLocator access. To check your Clearinghouse contacts, log on to the school secure site
and select “Our current list of Clearinghouse contacts at your school” from the home page. You can add or change a contact using the Secure Web Access
Agreement located in the Resource Center on the home page.
You can see a sample of the data available through LoanLocator, as well as other online StudentTracker queries, at www.studentclearinghouse.org/colleges/
Tracker/demo.htm. To sign up for StudentTracker or learn more, contact your Clearinghouse regional director or email@example.com.
Page 5 www.studentclearinghouse.org
Clearinghouse Names Two New Regional Directors
The Clearinghouse recently named two new Joe Roof has more than 30 years of experience
regional directors. On January 8, Dannette within the Florida community college system.
Sullivan became regional director for Alaska, Before joining the Clearinghouse, he was the
Arizona, Idaho, Montana, Nevada, Utah, and associate vice president for enrollment and
Washington. On April 2, Joe Roof became the senior provost at Daytona Beach Community
regional director for Florida. College (DBCC). Prior to DBCC, Joe was the
director of Enrollment Services and Technology
Dannette has more than 30 years of experience at Seminole Community College. He began his
in registration, enrollment management, career as the assistant director (later director) of
Dannette Sullivan admissions, and student affairs. Before joining the Joe Roof admissions at Edison Community College. Joe is
Clearinghouse, she was the associate vice chancellor an active member of AACRAO and has served as
and director of Student Affairs at the University of Washington Bothell. its president, vice president of Finance, and on the board of directors.
Prior to that, Dannette was the assistant provost for Enrollment Services He is also a past president of two regional associations, FACRAO and
and Student Success at Seattle University, where she worked for almost SACRAO, and a past chair of Florida Community College Registrars
20 years. She has also served as the registrar at Carroll College. Dannette and Admissions Officers (FCCRAO).
is an active member AACRAO and one of its regional associations,
PACRAO. She is a past president of PACRAO and the founding Joe can be reached at firstname.lastname@example.org
chairperson for the Private Registrars of Washington (PROW). or 386-740-0146.
Danette can be reached at email@example.com
Are you going to the 2007 AIR Forum in Kansas City, MO, June 2-6? If so, stop by
See You at the the Clearinghouse booth to learn more about StudentTracker. And don’t miss our two
presentations: “StudentTracker for Institutional Research” (session E03) on Monday,
2007 AIR Forum! June 4, at 11:40 am and “Disappearing Students: A Reality Check and an IR Endeavor,”
(session 407) on Tuesday, June 5, at 3 pm.
T he c leaRinghouse
PERMIT # 9
WOODBRIDGE, VA www.studentclearinghouse.org
PAID Herndon, VA 20171
US POSTAGE 13454 Sunrise Valley Drive, Suite 300
FIRST CLASS National Student Clearinghouse