Important Notice About NSC StudentTracker for Outreach and NCAN’s Umbrella Agreement

By Bill DeBaun, Director of Data and Evaluation 

I am reaching out today to provide you with some information about the National Student Clearinghouse’s StudentTracker for Outreach service and the NCAN umbrella contract related to this service. If your program is not currently covered by the NCAN umbrella contract, this notice may still have new information to you related to StudentTracker for Outreach pricing.

The Clearinghouse has been, is, and will continue to be an important partner for NCAN and our members. Their StudentTracker service has helped our members better understand their students’ postsecondary outcomes, and many NCAN members use this service. Five years ago, NCAN and the Clearinghouse agreed to a StudentTracker contract that would bring NCAN members under a single  umbrella agreement and provide a discounted rate for the service. A number of NCAN members (but not all) are currently covered by this umbrella agreement.

Over time, the Clearinghouse’s pricing structure for the StudentTracker for Outreach Programs service has evolved outside of the NCAN umbrella contract. It may now be a better value for many members, especially smaller and medium-sized programs.

Under the current NCAN umbrella contract, members pay a minimum of $425 per data submission and 24 cents per student record thereafter. The $425 fee covers the first 1,771 students in each StudentTracker data file submission. The NCAN umbrella contract does not allow you to look up individual students.

Under the current Clearinghouse StudentTracker for Outreach pricing structure, a small program pays $425 per year (not per file submission), and the $425 subscription includes 12 data file submissions, an annual limit of 5,000 records, and a maximum of five web user accounts. This contract type also permits programs to look students up individually. 

The StudentTracker for Outreach fee schedule also includes options for medium and large programs:

Medium Program

  • Data File Limit: 15 submissions
  • Annual Record Limit: 10,000 records
  • Maximum Web User Accounts: 10 users
  • $1,000 per year

Large Program

  • Data File Limit: 20 submissions
  • Annual Record Limit: 20,000 records
  • Maximum Web User Accounts: 15 users
  • $2,500 per year

Programs submitting more than 20,000 student records annually will continue to benefit from the NCAN umbrella contract, which is not changing at this time, and for which they may still sign up.

If your program meets the following criteria, you may be eligible for the StudentTracker for Outreach service:

  • Serves at-risk youth, first-generation college students, individuals with disabilities, low-income students, students from traditionally under-represented groups; and
  • Serves 20,000 students or fewer annually

Any program currently covered by the NCAN umbrella contract can convert their contract to an annual subscription directly with the Clearinghouse. For assistance with the conversion, contact Clearinghouse StudentTracker Services. StudentTracker Services is aware that NCAN members may be contacting them and are ready to assist you with the conversion. You’ll find more information comparing the options available to you below.

If you have any questions or concerns about which contract type is the best fit for your program, I would be happy to speak with you or another member of your staff. More general questions and concerns about StudentTracker should be directed to StudentTracker Services.

Comparison of Clearinghouse StudentTracker for Outreach Tiers

Clearinghouse StudentTracker for Outreach Tier

Small Program

Medium Program

Large Program

Annual Cost

$425

$1,000

$2,500

Annual Data File Limit

12

15

20

Annual Student Record Limit

5,000

10,000

20,000

Maximum Web User Accounts

5

10

15


Comparison of Fees by Submissions and Number of Students Submitted

# of Submissions/

Year

# of Students/

Submission

Total Annual Cost

(NCAN Umbrella Contract)

Total Annual Cost

(Clearinghouse StudentTracker for Outreach Fee Schedule)

2

250

$850

$425

2

500

$850

$425

2

1,500

$850

$425

2

2,000

$960

$425

2

5,000

$2,400

$1,000

3

250

$1,275

$425

3

500

$1,275

$425

3

1,500

$1,275

$425

3

2,000

$1,440

$1,000

3

5,000

$3,600

$1,000

4

250

$1,700

$425

4

500

$1,700

$425

4

1,500

$1,700

$1,000

4

2,000

$1,920

$1,000

4

5,000

$4,800

$2,500

6

250

$2,550

$425

6

500

$2,550

$425

6

1,500

$2,550

$1,000

6

2,000

$2,880

$2,500

6

5,000

$7,200

Exceeds Plan Limit, Talk to Clearinghouse