Interstate Passprt Services PassprtVerify Request File Frmatting and Submissin Guide Versin 1.0 Octber 2019 NATIONAL STUDENT CLEARINGHOUSE 2300 Dulles Statin Blvd., Suite 220, Herndn, VA 20171 www.studentclearinghuse.rg
Table f Cntents Passprt Services... 3 Which student ppulatins shuld be reprted in a PassprtVerify Request file?... 3 Hw is a PassprtVerify Request file submitted t the Clearinghuse?... 4 Hw des an institutin establish a Secure FTP Accunt?... 4 What steps are required fr a secure FTP PassprtVerify Request file transmissin t NSC?... 4 Hw d I knw that NSC successfully received my secure FTP file?... 5 Additinal FTP setup and/r trubleshting questins?... 5 PassprtVerify Request File File Frmatting and Data Validatins... 5 PassprtVerify Request File Validatin Results... 6 PassprtVerify Request File Frmatting Requirements... 7 Validatins... 7 Duplicate Data... 7 Wrng Data... 7 PassprtVerify Request File File Frmat... 8 PassprtVerify Request File Header Recrd Layut... 8 Sample PassprtVerify Request File Header Recrd... 9 PassprtVerify Request Detail Recrd(s) Layut... 10 Sample PassprtVerify Request File Detail Recrd... 10 Sample PassprtVerify Request File Trailer Recrd... 11 Respnse File Sample... 11 Passprt Services User Interface... 13 Passprt Services: File Submissin Summary Screen... 13 Passprt Services: File Submissin Summary Screen Detail Table... 14 Passprt Services: File Submissin Summary Screen Search Feature... 16 Using the Passprt Services Search Feature Helpful Tips... 18 Passprt Services: Validatin Errr Lg Screen... 19 Passprt Services: Validatin Errr Lg Fields... 21 1
Versin # Revisin Date Versin Histry Reasn 1.0 11/6/16 Initial draft f guide fr distributin n 11/6/16 deplyment date. 1.1 11/18/16 Fllw-up draft f guide fr Legal review fr distributin t Passprt institutins. 1.2 12/16/16 Update guide fr recent enhancements. 2
Passprt Services Interstate Passprt SM is a prgram designed t facilitate the transfer f student learning between participating higher educatin institutins, imprve graduatin rates amng member institutins, and prvide analysis f transfer students perfrmance data fr quality assurance. The prgram fcuses n lwer-divisin general educatin, the cmmn denminatr amng mst institutins cncentrating n it as a whle, nt n individual curses and allws fr a crss-brder match f utcmesintegrated general educatin fr blck transfer. The Natinal Student Clearinghuse prvides tw services t Interstate Passprt Netwrk member institutins: (1) PassprtVerify, thrugh which institutins submit data n students t whm they have awarded a Passprt and can als verify if an incming transfer student has earned a Passprt at a previusly attended institutin, and (2) Academic Prgress Tracking, in which institutins reprt t the Clearinghuse academic prgress n transfer students, bth with and withut a Passprt, and native students with a Passprt, and receive reprts frm the Clearinghuse n hw their previus students perfrmed after transfer. Fr these tw services, members f the Interstate Passprt Netwrk (Netwrk) will submit three types f files t the Natinal Student Clearinghuse: (1) Passprt Cmpletin File: (2) PassprtVerify Request File; and (3) Passprt Academic Prgress Tracking Data File. Intrductin This guide fr registrars and institutinal researchers at Netwrk member institutins/systems describes hw t send a PassprtVerify Request file t the Clearinghuse. The purpse f the request is t verify if incming transfer students at yur institutin have earned a Passprt Lwer-Divisin General Educatin (LDGE) at anther Netwrk institutin. Institutins will submit Passprt data t NSC, which will in turn be requested by partnering schls in a future Passprt verificatin. Fr this reasn, data quality and accuracy is essential. All participating institutins are encuraged t prvide as much infrmatin as pssible, which will imprve the efficiency and accuracy in hw each student s academic accmplishments are reprted. Please fllw these steps t prepare an PassprtVerify Request File fr submissin t NSC: 1. Read this guide and all exhibits thrughly. 2. Ensure all necessary data is captured accurately. 3. Verify the accuracy f the data cntained within each file. 4. After verifying data accuracy, submit the file t The Natinal Student Clearinghuse fr further prcessing. Getting Started The fllwing details shuld be reviewed befre any institutin participates in PassprtVerify: Which student ppulatins shuld be reprted in a PassprtVerify Request file? Netwrk member institutins may submit a request fr any student. 3
When Shuld PassprtVerify Request Files be Submitted? NSC suggests that institutins submit a file fr each new registratin perid, hwever, there are n limits r restrictins n when and hw ften PassprtVerify Request files may be submitted t the Clearinghuse. Hw is a PassprtVerify Request file submitted t the Clearinghuse? The Natinal Student Clearinghuse supprts secure FTP t safely and securely cllect, stre, manage and distribute all sensitive data and infrmatin between participating rganizatins and the Clearinghuse. A secure FTP accunt must be established with the Clearinghuse at least tw business days befre the date f first file submissin. Hw des an institutin establish a Secure FTP Accunt? Once each Netwrk member institutin s Passprt Services Amendment t the Cre Agreement is delivered t the Clearinghuse and prcessed, a secure FTP accunt will be cnfigured t allw fr future submissin f Passprt data files. In mst cases, hwevernetwrk institutins already have service agreements with the Clearinghuse, s registrars and ther staff will cntinue t use their NSC credentials t lg int NSC s secure system fr Passprt services. Individuals and/r institutins that d nt already have NSC credentials will receive them frm NSC upn receipt f the institutin s Passprt Services Amendment. What steps are required fr a secure FTP PassprtVerify Request file transmissin t NSC? Participating Netwrk institutins will be required t use their Natinal Student Clearinghuse secure Passprt-specific FTP accunt in rder t transmit any Passprt data files t NSC. Key features f the NSC s secure FTP system include the fllwing: The system emplys an easy-t-use Web-brwser interface allwing users t quickly and securely send and receive data files Files are stred using the U.S. Federal Encryptin Standard, FIPS 140-2 validated AES encryptin Eliminates the need t encrypt r cmpress data files r enter cmplicated FTP line cmmands prir t each file transmissin Allws users with autmated envirnments t use n-cst r lw-cst secure FTP clients t exchange files ver encrypted FTPS and SSH cnnectins The Web-brwser interface is a quick and easy methd fr manual transmissin f data files. T use a Web-brwser interface, fllw the instructins belw r refer t the Secure FTP Help feature which can be fund at the Natinal Student Clearinghuse Help Center: http://help.studentclearinghuse.rg. 1. Frm a Web-brwser, navigate t the fllwing URL: https://ftps.nslc.rg 2. Enter yur Natinal Student Clearinghuse-prvided username and passwrd. (NOTE: Upn establishing a secure FTP accunt with the Clearinghuse, an email will be distributed cntaining all necessary access t PassprtVerify Requests.) 4
3. Review and ensure that the fllwing lgin requirements are met nce yur secure NSC FTP accunt is established: Usernames are NOT case sensitive; passwrds ARE case sensitive Accunts are suspended after numerus lgin attempts using an incrrect passwrd First-time users may be prmpted t update their passwrd upn initial lgin t the system New passwrds are required t abide by the fllwing security standards: Minimum length fr all passwrds is six characters Each passwrd must cntain at least ne alphabetical and ne numerical character Passwrds must nt resemble yur user name 4. Once lgged in, select Uplad a File Nw and fllw the prmpts. NOTE: Fr autmated envirnments, please refer t the Secure FTP Help feature which can be fund n the Clearinghuse Help Center website: http://help.studentclearinghuse.rg Hw d I knw that NSC successfully received my secure FTP file? The Clearinghuse will send a file receipt cnfirmatin t the email address prvided n the Passprt Services agreement. Additinal FTP setup and/r trubleshting questins? If yu have any questins r need assistance with secure FTP, cntact Clearinghuse Technical Supprt at secureftp@studentclearinghuse.rg PassprtVerify Request File File Frmatting and Data Validatins Upn receipt f each PassprtVerify Request file, the Clearinghuse will perfrm an initial structural validatin in rder t ensure each file is frmatted prperly. The structural validatin is fllwed by a field-level data validatin, ensuring that all field-level data is valid and represented as required: PassprtVerify Request File structural validatins: The structural validatin will ensure that each file is frmatted crrectly t allw fr further prcessing and validatin (e.g., all clumns are accunted fr, n blank rws, etc.). If PassprtVerify identifies a structural errr assciated with a file, the system will identify and ntify the user f the errr and stp any further prcessing. At that pint, users shuld address the file frmatting errr and resubmit the file. NOTE: Because the system cannt further prcess any files cntaining structural errrs, all structural validatin errrs are identified n an individual basis i.e., TWO OR MORE structural errrs wuld never apply t the same file submissin. PassprtVerify Request File field-level data validatin: If the file passes all structural validatins, it will then run thrugh a rigrus field-by-field validatin prcess t ensure that each field is ppulated crrectly accrding t established data requirements (e.g., required fields are ppulated, field lengths are crrect, prper date frmatting, etc.). Unlike structural validatins, all field-level validatins are prcessed and identified simultaneusly. S, althugh a file can nly cntain ne structural errr fr each submissin, the system culd uncver several field-level errrs fr each file. 5
NOTE: The PassprtVerify Request File data requirements are fund belw in the sectin labeled PassprtVerify Request File Frmatting Requirements. PassprtVerify Request File Validatin Results After the PassprtVerify Request file runs thrugh the necessary validatins, an email ntificatin will be sent t the email address n recrd fr the crrespnding institutin; this email will prvide the data submitter with ne f three validatin results: PassprtVerify Request File Unable t Lad: Email ntificatins cntaining this validatin result within the subject line f the email indicate that the structural validatin has FAILED fr this particular file submissin. Structural errrs prevent the submitted file frm prperly uplading int NSC s repsitry fr further prcessing. All files returning this validatin result need t be crrected and subsequently resubmitted. Because structural errrs are identified individually, the email ntificatin will cntain details assciated with the structural errr alng with any recmmended reslutins. NOTE: If a structural errr is identified during the PassprtVerify file validatin prcess, the system will identify the errr and discntinue any further structural r field-level validatins. Any identified structural errrs need t be crrected and the file shuld be resubmitted fr further validatin. PassprtVerify Request File Needs Crrectin: Email ntificatins cntaining this validatin result within the subject line f the email indicate that while the initital structural validatin has passed, the secndary field-level validatin has FAILED fr ne r mre f the data fields cntained within the file. This email cntains directins fr and prvides data submitters with links t access NSC s Passprt Services in rder t review any errrs resulting frm the field-level validatin. Each errr ntificatin is accmpanied by a prpsed slutin fr further clarificatin and trubleshting. After all f the data errrs uncvered during the validatin prcess are crrected, the updated file needs t be resubmitted fr anther validatin. This prcess cntinues until NSC receives a prperly frmatted PassprtVerify Request file which des nt cntain any data validatin errrs. NOTE: Due t the fact that several field-level errrs culd exist fr each file submissin, these errrs are nt listed individually n the email ntificatin; users are required t access the Passprt Services applicatin fr field-level validatin errr infrmatin. PassprtVerify Request File Accepted: If the file structure and data field validatins all pass, an email ntificatin cntaining this validatin result within the subject line f the email will indicate that the file has passed all validatins and has been accepted by the Clearinghuse fr further prcessing. At this pint, n further crrectins t the file r resubmissins are necessary. Once a PassprtVerify Request file is successfully submitted, data will be laded int NSC s database fr future inclusin in Passprt verificatins and reprts. NOTE: Users are nt required t access the system when files pass validatin, as these files will nt assciate t any errr infrmatin in the system and n further user actin is needed. If necessary, hwever, users can reference summary details fr any successfully transmitted PassprtVerify Request file by accessing the Passprt File Submissin Summary screen. Each f the abve Passprt file validatin email ntificatins cntains a link t NSC s Web-based Passprt Services applicatin. Fllwing this link and prviding prper lgin credentials (when 6
prmpted) allws Passprt data submitters t directly access Passprt Services in rder t view the status f all Passprt file submissins fr the assciated user s accunt. Upn accessing Passprt Services, users will be directed t the Passprt File Submissin Summary screen, which prvides a detailed listing f all Passprt data files submitted t and prcessed by NSC. If a submitted Passprt data file cntains structural r field-level errrs, users will have the ability t view all f the errrs identified fr a particular file, alng with the ttal number and lcatin within the file f each errr. (NOTE: The lcatin f the errr is identified as the Line Number.) Each errr listed is als accmpanied by a prpsed slutin fr further assistance in trubleshting. PassprtVerify Request File Frmatting Requirements This sectin prvides the frmatting specificatins required in rder t prepare a PassprtVerify Request file fr submissin t the Clearinghuse via secure FTP. It is essential that files are frmatted in accrdance with the Clearinghuse s specificatins t ensure a successful transmissin. Fllwing are the data recrd layut specificatins required fr successful submissin f a PassprtVerify Request file. Validatins When the clearinghuse receives a file, it runs tw types f validatins t ensure that nly valid data is stred in the data warehuse. Structural Validatins: Structural validatins check that a file is structurally valid. They lk t see that file has valid header, valid trailer, and at least ne recrd. These validatins ccur ne at a time, which means nce the system finds a prblem it will stp prcessing and send the errr and slutin via email t the sender. If the file has five structural errrs, the sender will receive them ne at time. Since the file prcessing stps as sn as the first errr is detected, the system is unable t send all the validatins at the same time. Field Validatins: Field validatins ensure that field level infrmatin, such as required fields, data type, length, frmats, etc., are valid. If a file fails due t field validatins, a link t an errr detail page will be sent. The user must then g t the UI t see the errrs and slutins. Duplicate Data Sending duplicate data is nt a cncern. If duplicate data is sent, the clearinghuse des nt need t be infrmed. Lgic is built int the system s that nly the mst recent data fr each unique recrd is saved in the system and reprted. If yu make an errr in the file submissin, the data can be crrected and re-upladed, and nly the crrectins will be added. N duplicates are created. Wrng Data 7
If wrng data is sent, infrm the clearinghuse with the submissin number and date. These recrds will then be marked as inactive and will nt be reflected in reprts. PassprtVerify Request File File Frmat PassprtVerify Request file frmats must adhere t the fllwing criteria: Files must be in cmma-delimited frmat Files must be in flat-file frmat Each file must cntain a valid Header, Bdy (Detail) and Trailer sectin in accrdance with NSC s file-frmatting guidelines PassprtVerify Request File Data Definitins The PassprtVerify Request file specificatins detailed in this dcument fr required/ptinal fields, data type cdes and additinal cmments are translated and/r explained as fllws: Data Type Cdes (fr Each Field): Required/Optinal: A = Only ALPHABETIC characters are permitted N = Only NUMBERS are permitted AN = Only ALPHABETIC characters and NUMBERS are permitted String = ALPHABETIC characters, NUMBERS and SPECIAL CHARACTERS (e.g., hyphen, underscre, ampersand, exclamatin pint, etc.) are all permitted R = Field is required fr validatin O = Field is ptinal and nt required fr validatin Filler fields: Each Passprt data file cntains several Filler fields; these fields are placehlders fr data elements which culd be added t the file in any future system enhancements. All Passprt Filler fields must be left blank. Required fields: Required fields need t be ppulated with a valid value fr the successful transmissin f any Passprt data file; required fields left empty will result in a validatin errr. (NOTE: Please d NOT enter the wrd Null as a value in any field.) Passprt data files cntain several fields requiring the entry f a pre-defined value t ensure a successful file submissin t NSC: Any applicable pre-defined data fields must be ppulated with the value indicated within single qutes and detailed in the crrespnding Additinal Cmments clumn (e.g., Detail Recrd Type = PD1 ). Single qutes ( ) are nly used t highlight the required pre-defined data entry and shuld NOT be included in the actual data field (see Sample PassprtVerify Request File Header/Detail/Trailer Recrd sectins belw fr examples). Other ntewrthy infrmatin: The Trailer Recrd in the file is always the LAST ROW in each file Files shuld nt cntain any blank lines PassprtVerify Request File Header Recrd Layut 8
All PassprtVerify Request files must include a prperly frmatted Header rw in rder t be prcessed successfully. The Header rw is the first set f data validated by the Clearinghuse. Field Name Required/ Optinal Max Length Data Type Additinal Cmments Recrd Type R 5 AN Header Recrd Type = PSAP2 Service Accunt R 15 N Passprt Services Accunt Number fr yur rganizatin/schl Organizatin Cde (OPEID, FICE) R 6 N Organizatin Cde f yur schl (OPEID, FICE) Branch Cde R 2 N Schl Branch Cde = 00 Filler 1 O 0 AN See Filler Field definitin abve under the PassprtVerify Request File Data Definitins sectin. All Passprt Filler Filler 2 O 0 AN fields must be left blank. Submissin Date (YYYYMMDD) R 8 N Term fr which recrds f students with Passprts are being requested. R 80 String Date that Passprt data is reprted/submitted by yur schl: YYYYMMDD frmat Cannt be future date (i.e., Submissin Date <= tday s date) Date must be valid (e.g., 20160231 will result in a validatin errr) Term fr which Passprt ppulatin is being requested (e.g., Histry 1980 1998, Spring 2000, Summer 2002, etc.). Nte: This is fr infrmatinal purpses nly. Individual award dates are indicated in each detail recrd. Please prvide a date range. Filler 3 O 0 AN See Filler Field definitin abve under the PassprtVerify Request File Data Definitins sectin. All Passprt Filler Filler 4 O 0 AN fields must be left blank. Client File ID O 50 String Filler 5 O 0 AN Filler 6 O 0 AN Filler 7 O 0 AN Filler 8 O 0 AN Client File ID is used by reprting schls t uniquely name each Passprt data file they submit t NSC (e.g., Fall 2016 PassprtVerify Requests ). NOTE: This field is fr infrmatinal purpses nly. See Filler Field definitin abve under the PassprtVerify Request File Data Definitins sectin. All Passprt Filler fields must be left blank. Sample PassprtVerify Request File Header Recrd 9
Please reference the fllwing PassprtVerify Request file Header rw as a sample: PSAP1,10028612,009333,00,,,20151027,SPRING 2015,,,1451564646,,,, PassprtVerify Request Detail Recrd(s) Layut All PassprtVerify Request files must include at least ne prperly frmatted Student Detail recrd in rder t be prcessed successfully. Field Name Required Max Length Data Type Additinal Cmments Recrd Type R 3 AN Value fr each detail recrd is "PD1" Student SSN O 9 N Numbers nly, n hyphens First Name R 60 A Student s first name Middle Name O 60 A Student s middle name r, if full name is nt available, middle initial. Last Name R 60 A Student s last name Name Suffix O 5 AN e.g., III, Jr, Sr, etc. Date f Birth R 8 N Date student was brn entered as YYYYMMDD. Date Passprt Awarded (YYYYMMDD frmat) O 8 N Date the Passprt was awarded Student ID O 20 AN Student ID f yur schl, this ID will be returned in the respnse file s that yu can match the student t yu recrds. Allwed values may include letters, numbers, hyphen, underscre and perid. (-, _,.) Filler 2 O 0 AN Filler Field fr changes r additinal infrmatin that is currently nt cllected. Must be left blank. Filler 3 O 0 AN Filler Field fr changes r additinal infrmatin that is currently nt cllected. Must be left blank. Filler 4 O 0 AN Filler Field fr changes r additinal infrmatin that is currently nt cllected. Must be left blank. Filler 5 O 0 AN Filler Field fr changes r additinal infrmatin that is currently nt cllected. Must be left blank. Sample PassprtVerify Request File Detail Recrd 10
PD1,471545612,BRITNEY,P,NATTANA,,1990112,,,,,, Trailer Recrd Layut All PassprtVerify Request files must include a prperly frmatted Trailer sectin in rder t be prcessed successfully. The Trailer sectin is the last set f data validated by the Clearinghuse. Field Name Required/ Optinal Max Length Data Type Recrd Type R 5 AN Trailer Recrd Type = PST1 Ttal Recrd Cunt R 10 N Filler O 0 AN Cmments Ttal Recrd Cunt in the Trailer rw indicates the number f student detail recrds cntained within the file, INCLUDING THE HEADER AND TRAILER ROWS (i.e., the number f student detail recrds + 2). Example: If a file cntains 10 student recrds, then the Ttal Recrd Cunt fr the file in the Trailer rw = 12. See Filler Field definitin abve under the PassprtVerify Request File Data Definitins sectin. All Passprt Filler fields must be left blank. Sample PassprtVerify Request File Trailer Recrd Please reference the fllwing PassprtVerify Request file Trailer rw as a sample: PSAP1,10028612,009333,00,,,20151027,SPRING 2015,,,1451564646,,,, PD1,471545612,BRIDNEY,P,NATTANA,,1990112 PST1,1, Sample PassprtVerify Request File PST1,1, Respnse File Sample Please see a sample f respnse file that yu will get back frm the Clearinghuse. Nte the frmatting n the sample is adujusted fr better readability. 11
Questins: Please cntact the Clearinghuse at PassprtSupprt@nslc.rg with any questins r cncerns. 12
Passprt Services User Interface Passprt data files submitted t the Clearinghuse are validated by the Passprt Services applicatin t ensure the file is prperly frmatted and the field-level data cntained within the file is valid. Once a file is submitted t and validated by NSC, an email ntificatin prviding the validatin status f the file submissin is distributed t the email address n recrd fr the submitting institutin. Passprt Services prvides access t Passprt data file submissin summary infrmatin fr each institutin n the File Submissin Summary screen. The Submissin Summary screen displays a listing f all Passprt data file submissins assciated with a particular institutin alng with the current validatin status f each file. Successfully submitted files with a PASSED status require n further actin. As mentined previusly, users can select submissin recrds which have FAILED validatin in rder t view any structural r field-level errr details assciated with the submissin. Errr details are accmpanied with reslutin guidelines which institutinal users can apply t make any apprpriate crrectins t the file befre resubmissin. Passprt institutins have access nly t their wn file submissins (i.e., Schl A will nt see any submissins frm Schl B and vice-versa). While the screen default view displays the mst recent submissin at the tp f the list, users can als reference lder Passprt data submissins if necessary via the Search feature prvided at the tp f the screen: https://secure.studentclearinghuse.rg/passprtui/faces/prtal Passprt Services: File Submissin Summary Screen Upn accessing NSC s Passprt Services applicatin, users are directed t the Passprt Services File Submissin Summary screen. This is essentially the Passprt Hme Page. The Summary screen displays all Passprt data file submissin recrds fr each institutin in a srtable and custmizable Detail Table. Users can search fr a particular submissin (r a gruping f submissins) using a selectin f Passprt file criteria that will filter the entire list int a smaller subset f submissins. 13
Figure 1: Passprt File Submissin Summary Screen this is the initial screen (i.e., the Passprt Hme Page ) presented t Passprt users. Passprt Services: File Submissin Summary Screen Detail Table The File Submissin Summary screen detail table prvides institutins with a summary listing f significant details fr each Passprt data file submitted t the Clearinghuse. Users can als utilize the View and/r Detach features lcated within the table in rder t custmize the table display t their preference. The Passprt File Submissin Summary screen detail table cntains the fllwing Passprt data file submissin infrmatin fr each participating institutin: Table Field Name Descriptin Additinal Details Submissin Number Clearinghuse-generated number used fr tracking Passprt submissin recrds Passprt Submissin Number is usually referenced and is a valuable identifier fr any ptential trubleshting issues Submissin Number appears as a hyperlink fr any files which d nt pass system validatin (i.e. any file which des nt have a PASSED Validatin Status) Clicking the hyperlink directs users t the Validatin Errr Lg screen fr that particular file submissin, which displays errr infrmatin fr the file 14
Table Field Name Descriptin Additinal Details Organizatin Name Submissin Type Validatin Status File Name Number f Recrds File Received Date Name f the institutin assciated t the submissin recrd and n recrd with the Clearinghuse as the fficial Organizatin Name Submissin Type field is an indicatr f which Passprt data file was transmitted t NSC as part f the data file submissin Validatin Status indicates the current status f all Passprt data files submitted t NSC Name f the Passprt data file submitted by the institutin t NSC Ttal number f recrds in the submitted file Date the file was received by the Clearinghuse If the file has zer errrs and has PASSED validatin, then this field appears as a static field (i.e. nt a hyperlink) and n further actin is necessary Because institutins can nly view their wn Passprt data file submissin details, this field always appears as the Organizatin Name f the schl which has submitted the file. The fllwing three types f Passprt files are currently submitted t and prcessed by NSC as part f Passprt Services: Passprt Cmpletin File PassprtVerify Request File Passprt Academic Prgress Tracking Data File Passprt data submissins assciate t ne f the fllwing three Validatin Status(es): PASSED: File has passed all validatins and has been prcessed by NSC; n further actin is required FAILED: File cntains errr(s) and has failed NSC s validatin; clicking n the Submissin Number hyperlink fr that recrd directs the user t the Errr Lg screen fr further details and reslutin guidelines PENDING: NSC is currently validating and prcessing the Passprt data file; users shuld check back later fr an updated PASSED r FAILED Validatin Status Passprt file names all require the FTP Mailbx Identifier (FTP Mailbx Name) as a prerequisite t the file name applied by the submitting rganizatin: File Names shuld nt exceed 200 characters Number f Recrds ALWAYS INCLUDES the required Header and Trailer rws n each file in the cunt prvided in this clumn; if an institutin submits 100 student recrds n a Passprt file, this number will appear as 102 (i.e., Number f Recrds always equals ttal # f student recrds + 2). Passprt default srts all file submissins by the mst recent File Received Date appearing at the tp. 15
Figure 2: Passprt Services File Submissin Summary Screen Detail Table displays a summary listing f all Passprt data files submitted t the Clearinghuse fr each participating institutin. Schls will have access nly t the submissin recrds crrespnding t their individual Passprt accunt (i.e., schls cannt view Passprt submissins frm ther schls). Passprt Services: File Submissin Summary Screen Search Feature Passprt Services prvides users with the capability t search fr ne r mre attribute(s) f a file submissin in the Search sectin, which is displayed at the tp f the File Submissin Summary screen. Users can search fr a particular file r a grup f files by utilizing any f the available Passprt search criteria fund in the fllwing table. After entering r selecting search criteria, users simply click the Search buttn t execute the search. Search Field Name Descriptin Search Details Submissin Number Clearinghuse-generated number used fr tracking Passprt submissin recrds If it is knwn, users can search fr a particular Passprt submissin using the Submissin Number search field which is unique t each Passprt data file submissin: Submissin Number searches require a numeric entry which is an EXACT MATCH partial matches will nt return any transactins EXAMPLE: If the Submissin Number fr a file = 12345, then inputting 123 r 345 in the Submissin Number search will nt return any transactins (i.e., there are n wildcards in this search) 16
Search Field Name Descriptin Search Details Submissin Type Validatin Status File Received Date Submissin Type field is an indicatr f which Passprt data file was transmitted t NSC as part f the data file submissin Validatin Status indicates the current status f all Passprt data files submitted t NSC Clearinghuse-generated number used fr tracking Passprt submissin recrds In rder t find this particular file submissin recrd in a search, the user wuld have t enter 12345 in the Submissin Number search field and the system will return the exact recrd Entering a nn-numeric character in the search field will return an errr Search fr a submissin recrd by entering free-frm (numeric) text in the Submissin Number search bx; a maximum f ne submissin recrd is returned using this methd Users can filter searches t return a subset f Passprt submissin recrds by chsing ne f three Submissin Type(s) frm the drpdwn list. As previusly stated, the fllwing three types f Passprt files are submitted and likewise searchable in Passprt Services: Passprt Cmpletin File PassprtVerify Request File Passprt Academic Prgress Tracking Data File Users can filter searches t return a subset f Passprt submissin recrds by chsing ne f three Validatin Status(es) frm the drpdwn list. As previusly stated, nly ne f the fllwing three Passprt Validatin Status(es) applies t each file submissin and is likewise searchable in Passprt Services: PASSED FAILED PENDING If it is knwn, users can search fr a particular Passprt submissin (r grup f submissins) using the File Received Date search field: File Received Date searches can be executed manually by entering a specifc date (in the required frmat) r by using the prvided Select Date tltip which appears next t the File Received Date search bx: Manual date entry: Enter a date in the required frmat (e.g., 10/31/2016) Select Date tltip: Click the Select Date icn appearing beside the File Received Date search bx and select a date frm the calendar tltip t execute a search Entering a value nt matching the required date frmat in the search field will return an errr 17
Figure 3: Passprt Services File Submissin Summary Screen Search Feature Using the Passprt Services Search Feature Helpful Tips While the Passprt Services search feature is fairly straight frward, users can apply the fllwing helpful hints and reminders t simplify and enhance the search prcess: Multiple Field Searches: The search fields prvided in the list abve can be used individually t search fr Passprt submissin recrd(s). In cmplex searches (e.g., the need t search fr ne ut f several hundred recrds) hwever, any cmbinatin f the search fields can be used t filter ut recrds further if needed. Fr example, if a user wants t find all Passprt FILE submissins, which FAILED validatin, and were submitted n 12/12/15, all f the search fields wuld be used with the exceptin f Submissin Number. Match All/Match Any Indicatr: When mre than ne search field is used in a Passprt submissin recrd search, the Match All/Any indicatr is invked. Chsing the All r Any search type determines the type f search the system will execute. The system defaults t the Match All ptin: Match All: Passprt Services will nly return submissin recrds which jintly satisfy BOTH (if tw fields are used) r ALL (if mre than tw fields are used) f the search criteria Match Any: Passprt Services will return submissin recrds which individually satisfy EITHER (if tw fields are used) r ANY (if mre than tw fields are used) f the search criteria Match Any/All Indicatr Match ALL Search Criteria Submissin Type = PASSPORTVERIFY REQUEST Validatin Status = FAILED Search Results All f the institutin s submissin recrds currently residing in the Passprt system which meet BOTH OF THE SPECIFIED CONDITIONS are returned: ONLY PASSPORTVERIFY REQUEST file submissins with a Validatin Status = FAILED are returned. NOTE: This search type usually returns a SMALLER dataset because recrds are nly returned when ALL cnditins in the search are satifisfied (in this example, submissin recrds are returned when the tw cnditins selected in the search are met) 18
Match Any/All Indicatr Match ANY Search Criteria Submissin Type = PASSPORTVERIFY REQUEST Validatin Status = FAILED Search Results Sample: Recrd 1: PASSPORTVERIFY REQUEST FAILED Recrd 2: PASSPORTVERIFY REQUEST FAILED Recrd 3: PASSPORTVERIFY REQUEST FAILED Recrd 4: PASSPORTVERIFY REQUEST FAILED All f the institutin s submissin recrds currently residing in PassprtVerify which meet EITHER OF THE SPECIFIED CONDITIONS are returned: ALL PASSPORTVERIFY REQUEST file submissins are returned regardless f the Validatin Status ALL FAILED SUBMISSIONS are returned regardless f the Submissin Type NOTE: This search type usually returns a LARGER dataset because recrds are returned when ANY cnditins f the search are satisfied (in this example, submissin recrds are returned if either ne f the search cnditins are met) Sample: Recrd 1: PASSPORTVERIFY REQUEST FAILED Recrd 2: PASSPORTVERIFY REQUEST FAILED Recrd 3: PASSPORTVERIFY REQUEST FAILED Recrd 4: PASSPORTVERIFY REQUEST PASSED Search Reset: The Reset buttn is lcated beside the Search buttn; clicking the Reset buttn clears all f the search criteria fields and returns the screen t the default setting, which displays all file submissins fr the institutin. N Data t Display: If a Passprt file search des nt return any submissin recrds, r if there are n submissin recrds in the system, the fllwing message is displayed: N data t display. Execute Search : After entering r selecting search criteria, click the Search buttn t execute the search. Passprt Services: Validatin Errr Lg Screen Users can search fr and select submissin recrds which have failed validatin in rder t view any structural r field-level errr details assciated with a submissin. File submissin errr details and assciated reslutin guidelines are fund n the Validatin Errr Lg screen. The Validatin Errr Lg prvides detailed infrmatin fr each submissin errr encuntered during the Clearinghuse s data validatin prcess. Each errr is accmpanied with a prpsed slutin which can be used fr trubleshting and crrecting any errrs prir t a subsequent resubmissin f the file. 19
Passprt data files with Validatin Status f Failed assciate t hyperlinked Submissin Numbers. Clicking the link directs users t the Validatin Errr Lg. Figure 4: Passprt Services File Submissin Summary Screen displaying the mst recent PassprtVerify Request File submissin recrds fr a participating institutin. This particular example shws an even mix f bth PASSED and FAILED validatin statuses. All file submissins which have FAILED NSC s submissin validatin are accmpanied with a hyperlinked Submissin Number. Clicking a Submissin Number link directs the user t the Validatin Errr Lg fr that particular submissin. Figure 5: Passprt Validatin Errr Lg Screen displaying errr details fr Submissin Number: 1325. 20
Passprt Services: Validatin Errr Lg Fields Field Field Name Errr Message Errr Cunt Prpsed Slutin Affected Line Number Descriptin Name f the field which failed the Passprt data validatin Validatin errr messages prvide detail as t why a field failed a particular data validatin; fr example if a field is a required field and is left empty n the file, the subsequent errr message will indicate that the field is missing frm the submissin. Users will have t ppulate the field with a valid value and resubmit. Indicates the number f times the particular data validatin failed fr the assciated field Each errr message is accmpanied by a prpsed slutin t assist users in trubleshting any errrs; prpsed slutins prvide further clarificatin n field requirements such as data types (e.g., numeric) and frmats (e.g., YYYYMMDD), whether r nt a field is required, alng with any ther unique data requirements which were nt met during the previus file submissin. The Affected Line Number is a listing f all f the lines in a file which cntained the particular errr; single line numbers are identified individually (e.g., 1, 4, 9, 11 indicates that the errr was returned n Rws #1, 4, 9 and 11) while any range f line numbers is identified as a grup (e.g., 1-15 indicates that the errr was returned n all 15 rws, Rws #1 thrugh 15). Questins: Please cntact the Clearinghuse at PassprtSupprt@StudentClearinghuse.rg with any questins r cncerns. 21