EDI 146 Request for Student Educational Record (Transcript)

Functional Group RY

X12F Finance Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of The Request for Student Educational Record (Transcript) Transaction Set (146) within the context of an Electronic Data Interchange (EDI) environment. This transaction set is used by educational institutions to which a student has applied for admission. This request is then sent to the educational institution which the student is currently attending or previously attended.

Heading

1. 0100 · ST · Transaction Set Header · Max 1 · Mandatory

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

2. 0200 · BGN · Beginning Segment · Max 1 · Mandatory

   To indicate the beginning of a transaction set

3. 0300 · ERP · Educational Record Purpose · Max 1 · Mandatory

   To indicate the type of educational record or information 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 requested.

4. 0400 · REF · Reference Identification · Max 10 · Mandatory

   To specify identifying information

   The REF segment is used to indicate the student's identification numbers.

5. 0500 · DMG · Demographic Information · Max 1 · Optional

   To supply demographic information

6. 0600 · IND · Additional Individual Demographic Information · Max 1 · Optional

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

7. 0700 · SSE · Entry and Exit Information · Max 1 · Optional

   To provide information concerning the entry into or withdrawal from a school, school program, school district, or postsecondary institution

   The SSE segment is used to indicate dates of attendance at the institution receiving the request.

8. 0800 · SST · Student Academic Status · Max 1 · Optional

   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

   The SST segment is used to indicate the date of high school graduation.

9. 0900 · NTE · Note/Special Instruction · Max 15 · Optional

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

10. N1 Loop Mandatory Repeat 2

    1. 1000 · N1 · Name · Max 1 · Mandatory

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

       The N1 loop identifies the sending and receiving institutions.

    2. 1100 · N2 · Additional Name Information · Max 1 · Optional

       To specify additional names

    3. 1200 · N3 · Address Information · Max 1 · Optional

       To specify the location of the named party

    4. 1300 · N4 · Geographic Location · Max 1 · Optional

       To specify the geographic place of the named party

    5. 1400 · PER · Administrative Communications Contact · Max 1 · Optional

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

11. IN1 Loop Mandatory Repeat 15

    1. 1500 · IN1 · Individual Identification · Max 1 · Mandatory

       To provide identification of an individual or entity

       The IN1 loop indicates the name and address of the student.

    2. 1600 · IN2 · Individual Name Structure Components · Max 10 · Mandatory

       To sequence individual name components for maximum specificity

    3. 1700 · N3 · Address Information · Max 1 · Optional

       To specify the location of the named party

    4. 1800 · N4 · Geographic Location · Max 1 · Optional

       To specify the geographic place of the named party

12. 1900 · SE · Transaction Set Trailer · Max 1 · Mandatory

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