12 minutes
Build the StudentTracker® Request using this
Excel file template 
. Only enter eight previous years' worth of high school graduation classes, ensure all required fields are filled, the correct values are entered, and that the format type has not changed from what is provided in the template (i.e. do not change a field from a numeric value to a text value).
Note: Only those with administrator access can create or make these changes. To learn more about educator access and permissions, read the article on Educator permissions.
File Structure Notes
- Ensure each required field is filled out. The following is the list of required fields:
- StudentID
- FirstName
- LastName
- DateOfBirth
- Diploma Type
- High School Graduation Date
- FERPA Block
- High School Name
- ACT Code
- Each field must be filled out with acceptable values. Use the tables below to follow the exact field validation requirements.
- Do not change the format type in the fields provided in the template.
Aggregate Report
The Aggregate Report focuses on enrollment data such as whether a student went straight to college after high school, if they took a break, or if they persisted, and whether they graduated. These reports are also broken down by 2-year college or 4-year college, if the college is public or private, and if it's in or out-of-state.
The Aggregate Report is the base for all three reports. All fields in this table are required and must be filled out correctly for Aggregate, Demographic, and Academic reports.
| Column Name | Format Type | Max Length | Acceptable Values | Description |
|---|---|---|---|---|
| Required fields for all reports | ||||
| StudentID | STRING | 15 | Max 15 characters | Unique student ID number. |
| FirstName | STRING | 40 | Max 40 characters | Student's first name. |
| LastName | STRING | 40 | Max 40 characters. Do not include suffix information in this field. | Student's last name. |
| DateOfBirth | NUMERIC | Exactly 8 | YYYYMMDD | Student's date of birth. |
| Diploma Type | STRING | 51 |
|
The type of diploma the student has graduated with. |
| High School Graduation Date | NUMERIC | Exactly 8 | YYYYMMDD | The date the student graduated. |
| FERPA Block | STRING | Exactly 1 | Y or N | Y = the student or parent has requested a FERPA Block
N = no FERPA Block |
| High School Name | STRING | 50 | Max 50 characters | The student's high school name. |
| ACT Code | STRING | Exactly 6 | Exactly 6 characters | ACT Code for the high school the student graduated from. |
Tip: If you're receiving an error message regarding the date of birth, the data cells may need reformatting. To do this, export your completed Excel file template to a .txt file. Then, using Notepad, open the .txt file you just exported. Copy the contents from Notepad and paste them back into your Excel sheet. Save the Excel file and try uploading to Xello again.
Demographic Report
The Demographic Report uses the same data as the Aggregate Report and breaks it down by demographic fields such as gender, race/ethnicity, economic disadvantage, disability, or English language learning.
Fill out the following fields to return a Demographic Report.
| Column Name | Format Type | Max Length | Acceptable Values | Description |
|---|---|---|---|---|
| Optional fields to generate Demographic Reports | ||||
| Gender | STRING | Exactly 1 | M or F | M = Male
F = Female |
| Ethnicity | STRING | Exactly 2 |
|
The general racial category which most clearly reflects the individual's recognition of his or her community or with which the individual most identifies.
|
| EDI | STRING | Exactly 1 | Y or N | Economically Disadvantaged Indicator. The student is identified as economically disadvantaged as dictated by the district/state.
Y = Economically Disadvantaged N = Not Economically Disadvantaged |
| DisabilityCode | STRING | Exactly 1 | Y or N | The individual is identified as being disabled (either physically or mentally) by the district/state. Y = Student is considered disabled as defined by the state education authority N = Student is not considered disabled |
| EnglishLearner | STRING | Exactly 1 | Y or N | The student is identified as an English Learner or is learning English as a Second Language as defined by the district/state. Y = English Learner or English as a Second Language Indicator N = Not English Learner or English as a Second Language Indicator |
Academic Report
The Academic Report uses the same data as the Aggregate Report and breaks it down by academic information, such as the kinds of classes your students took, including 8th grade Math assessment results, high school ELA assessment results, or dual enrollment indicator.
Fill out the following fields to return an Academic Report.
| Column Name | Format Type | Max Length | Acceptable Values | Description |
|---|---|---|---|---|
| Optional fields to generate Academic Reports | ||||
| Math8thGradeAssessmentResult | NUMERIC | Exactly 1 | 1, 2, or 3 |
A standardized exam utilized by the state across all subordinate districts for assessment of student math skills at the eighth grade level.
1 = Does Not Meet Standards 2 = Proficient / Meets Standards 3 = Advanced / Exceeds Standards |
| Reading8thGradeAssessmentResult | NUMERIC | Exactly 1 | 1, 2, or 3 |
A standardized exam utilized by the state across all subordinate districts for assessment of student reading / language arts skills at the eighth grade level.
1 = Does Not Meet Standards 2 = Proficient / Meets Standards 3 = Advanced / Exceeds Standards |
| MathHighSchoolGradeAssessmentResult | NUMERIC | Exactly 1 | 1, 2, or 3 |
A standardized exam utilized by the state across all subordinate districts for assessment of student math skills at the terminal high school level.
1 = Does Not Meet Standards 2 = Proficient / Meets Standards 3 = Advanced / Exceeds Standards |
| ReadingHighSchoolGradeAssessmentResult | NUMERIC | Exactly 1 | 1, 2, or 3 |
A standardized exam utilized by the state across all subordinate districts for assessment of student reading / language arts skills at the terminal high school level.
1 = Does Not Meet Standards 2 = Proficient / Meets Standards 3 = Advanced / Exceeds Standards |
| NumberOfMathSemestersCompleted | NUMERIC | 2 | Max 2 characters | The total number of semesters of math instruction the student has completed, regardless of the designated level of the mathematics courses being counted. Non-traditional terms (summer school, after school programs, etc.) count towards this as long as the classes completed awarded credit to the student. |
| DualEnrollmentIndicator | STRING | Exactly 1 | Y or N |
An indicator of whether the student is currently enrolled in post-secondary as well as secondary school coursework.
Y = Dual Enrollment Indicator N = No Dual Enrollment Indicator |
| ProgramCode | STRING | 50 | Max 50 characters | Enter the program code (do not enter any quotes, dashes or hyphens). This is a Requester Return field that allows for internal tracking of specific high school, district, or state programs. |
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