EDI 130 Student Educational Record (Transcript)

Functional Group ED

X12F Finance Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of a Student Educational Record (Transcript) Transaction Set (130) for use within the context of an Electronic Data Interchange (EDI) environment. The student transcript is used by schools and school districts and by post-secondary educational institutions to transmit current and historical records of educational accomplishments and other significant information for students enrolled at the sending schools and institutions. The transcript may be sent to other educational institutions, to other agencies, or to prospective or current employers. When a student transfers from one educational institution to another, it is essential that the student's prior educational record be made available to the institution to which the student wishes to transfer. For students in Pre-Kindergarten through Grade 12, prompt records transfer will assist receiving schools in making an appropriate initial educational placement of student. It is important that this information be available on a timely basis. In some cases for post-secondary students, it is this record which determines whether the student will be accepted at the receiving institution. In all cases, it is important to know what course work the student has already completed so that the student may be properly placed in courses and educational programs at the next institution. When a student seeks employment or wishes to inform another agency of the student's academic accomplishments, the student transcript may be sent to a prospective employer, branch of the military, or another government agency. The student transcript contains personal history and identifying information about the student, the current academic status, dates of attendance, courses completed with grades earned, degrees and diplomas awarded, health information (Pre-Kindergarten through Grade 12 only), and testing information.

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Heading

Position
Segment
Name
Max use

  1. To indicate the start of a transaction set and to assign a control number

  2. To indicate the beginning of a transaction set.

  3. To indicate the type of educational record being requested or being sent and to specify conditions under which it is being requested or was sent

    The ERP segment is used to indicate what type of student record is being sent.

  4. To specify identifying numbers.

    The REF segment includes the student identification numbers.

  5. To supply demographic information

  6. To provide additional demographic information to the receiving school, institution, or agency to assist in identifying the particular student

  7. To provide the receiving educational institution or agency information concerning the student's previous postsecondary education experience

  8. To transmit information in a free-form format, if necessary, for comment or special instruction

  9. N1 Loop Mandatory
    Repeat 2

    1. To identify a party by type of organization, name and code

      The N1 loop identifies the sending and receiving institutions.

    2. To specify additional names or those longer than 35 characters in length

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

    5. To identify a person or office to whom administrative communications should be directed

  10. IN1 Loop Mandatory
    Repeat 15

    1. To provide identification of an individual or entity

      The IN1 and IN2 segments indicate the name(s) of the student or other individual agency.

    2. To sequence individual name components for maximum specificity

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

    5. To specify identifying numbers.

    6. To transmit information in a free-form format, if necessary, for comment or special instruction

  11. SST Loop Optional
    Repeat 500

    1. To provide information concerning the student's eligibility to return to the reporting institution, enrollment status, residency for fee purposes, and date and type or status of high school graduation

    2. To provide information concerning the student's entry and withdrawal from the sending school or school district or from prior schools or school districts

      The occurrence of the SSE segment indicates the dates of the PreKindergarten - Grade 12 student's entry and exit from the school or school district.

    3. To identify a party by type of organization, name and code

    4. To specify the location of the named party

    5. To specify the geographic place of the named party

  12. TST Loop Optional
    Repeat >1

    1. To provide information about national, regional, state, or local tests that the student has taken

    2. SBT Loop Optional
      Repeat >1

      1. To provide information about subtests that the student has taken

      2. To provide scores on tests that the student has taken

      3. To transmit information in a free-form format, if necessary, for comment or special instruction

  13. SUM Loop Optional
    Repeat 5

    1. To provide summary information for an academic session, a postsecondardary degree or for the entire student academic record

    2. To transmit information in a free-form format, if necessary, for comment or special instruction

Detail

Position
Segment
Name
Max use
  1. LX Loop Optional
    Repeat 1

    1. To reference a line number in a transaction set.

    2. To provide the receiving school district with information about health screening activities

    3. To provide the receiving school district or postsecondary institution with a notice of the immunization status of the student

    4. HC Loop Optional
      Repeat 1000

      1. To provide the receiving district with notice of the student's health condition status

      2. To identify a person or office to whom administrative communications should be directed

      3. To specify the location of the named party

      4. To specify the geographic place of the named party

    5. SP Loop Optional
      Repeat 10

      1. To provide the receiving school district with information concerning the student's participation in Special Education Programs

      2. To specify any or all of a date, a time, or a time period

      3. To identify a person or office to whom administrative communications should be directed

      4. To specify the location of the named party

      5. To specify the geographic place of the named party

    6. OP Loop Optional
      Repeat 30

      1. To provide the receiving educational institution or agency information about the student's participation in other programs

      2. To provide the receiving educational institution or agency information about the student's eligibility and participation in selected subject areas within other programs

      3. To provide the receiving educational institution or agency with information about dates relating to the student's participation in other programs not provided in the Special Education Program segment

        The OPX segment provides dates for the OP segment.
    7. SES Loop Optional
      Repeat 1000

      1. To identify the particular academic session in which the activity which follows took place

      2. To transmit information in a free-form format, if necessary, for comment or special instruction

      3. To identify a party by type of organization, name and code

        The N1, N3, and N4 segments specify the override institution.

      4. To specify the location of the named party

      5. To specify the geographic place of the named party

      6. SUM Loop Optional
        Repeat 5

        1. To provide summary information for an academic session, a postsecondardary degree or for the entire student academic record

          This SUM segment is for the summary for the academic session.

        2. To transmit information in a free-form format, if necessary, for comment or special instruction

      7. CRS Loop Optional
        Repeat 50

        1. To provide the receiving institution or organization with information about courses taken and the status of those courses

        2. To specify identifying numbers.

        3. To provide additional information about an academic course pertaining to institution or length of course, if different from that in the session header

        4. To transmit information in a free-form format, if necessary, for comment or special instruction

        5. To identify a party by type of organization, name and code

          The N1 and N4 segments specify the override institution.

        6. To specify the geographic place of the named party

      8. DEG Loop Optional
        Repeat 10

        1. To provide the receiving institution or agency notice of academic awards made to the student whose record is being transmitted

        2. To provide summary information for an academic session, a postsecondardary degree or for the entire student academic record

          This SUM segment is for the summary for the degree.

        3. To provide the receiving instituion or agency information about the field of study associated with the academic awards made to the student whose record is being transmitted

        4. To transmit information in a free-form format, if necessary, for comment or special instruction

  2. To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments).

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