EDI 189 Application for Admission to Educational Institutions

Functional Group AF

X12F Finance Subcommittee

This Draft Standard for Trial Use contains the format and establishes the data contents of the Application for Admission to Educational Institutions Transaction Set (189) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set contains all the information, except for official transcripts, that students use to apply for admission to educational institutions. The individual student may send the application for admission directly to the educational institution. In addition, entities other than the student may route or handle the application for admission. These entities include high schools, high school counselors, admission application service providers and clearinghouses, other educational institutions, testing agencies, and recommenders.

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. N1 Loop Mandatory Repeat 2

   1. 0300 · N1 · Name · Max 1 · Mandatory

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

      The N1 loop provides information about the sender and the intended receiver.

   2. 0400 · N2 · Additional Name Information · Max 1 · Optional

      To specify additional names

   3. 0500 · N3 · Address Information · Max 1 · Optional

      To specify the location of the named party

   4. 0600 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   5. 0700 · PER · Administrative Communications Contact · Max 1 · Optional

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

Detail

1. REF Loop Mandatory Repeat 15

   1. 0100 · REF · Reference Identification · Max 1 · Mandatory

      To specify identifying information

      The REF loop contains reference numbers for the applying student.

   2. 0200 · DTP · Date or Time or Period · Max 2 · Optional

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

      The DTP segments contain issuance dates, or effective and expiration dates, where applicable, for the reference numbers supplied in the REF segment.

   3. 0300 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

      The N4 segment identifies the location for which the reference number is effective; for example, the port of entry for issuance of a visa.

   4. 0400 · N1 · Name · Max 1 · Optional

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

      The N1 segment identifies the organization, where applicable, that produced or issued the reference number; for example, the postsecondary institution that produced the State Department forms for an international student.

2. IN1 Loop Mandatory Repeat 10

   1. 0500 · IN1 · Individual Identification · Max 1 · Mandatory

      To provide identification of an individual or entity

      The IN1 loop provides name, address and other demographic information about the applying student and other individuals related to the student.

   2. 0600 · IN2 · Individual Name Structure Components · Max 10 · Mandatory

      To sequence individual name components for maximum specificity

   3. 0700 · REF · Reference Identification · Max 10 · Optional

      To specify identifying information

   4. 0800 · DMG · Demographic Information · Max 1 · Optional

      To supply demographic information

   5. 0900 · 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

   6. 1000 · IMM · Immunization Status Code · Max >1 · Optional

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

   7. 1100 · HC · Health Condition · Max >1 · Optional

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

   8. 1200 · LUI · Language Use · Max >1 · Optional

      To specify language, type of usage, and proficiency or fluency

   9. 1300 · III · Information · Max 10 · Optional

      To report information

      The III segment allows for additional codified information to be provided about the applying student or an individual related to the applying student. In particular, this segment is used to send religion information where it is appropriate.

   10. 1400 · NTE · Note/Special Instruction · Max 1 · Optional

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

   11. N3 Loop Optional Repeat 5

       1. 1500 · N3 · Address Information · Max 1 · Mandatory

          To specify the location of the named party

          The N3 loop contains address information for the individual (student, parent, guardian, spouse, etc.) in the IN1 loop. Multiple addresses, such as a mailing address and a home address, are possible for each individual.

       2. 1600 · N4 · Geographic Location · Max 1 · Optional

          To specify the geographic place of the named party

       3. 1700 · DTP · Date or Time or Period · Max 2 · Optional

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

          The DTP segments are the effective and expiration dates for each address.

   12. COM Loop Optional Repeat 10

       1. 1800 · COM · Communication Contact Information · Max 1 · Mandatory

          To specify a communication contact number

          The COM loop contains a contact number, such as home phone number, work phone number, or e-mail address, for the individual (student, parent, guardian, spouse, etc.) identified in an occurrence of the IN1 loop.

       2. 1900 · DTP · Date or Time or Period · Max 2 · Optional

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

          The DTP segments are the effective and expiration dates for each contact number.

   13. N1 Loop Optional Repeat 5

       1. 2000 · N1 · Name · Max 1 · Mandatory

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

          The N1 loop provides job and employer information about the individual identified in the occurrence of the IN1 segment.

       2. 2030 · N3 · Address Information · Max 1 · Optional

          To specify the location of the named party

       3. 2040 · N4 · Geographic Location · Max 1 · Optional

          To specify the geographic place of the named party

       4. EMS Loop Optional Repeat 5

          1. 2100 · EMS · Employment Position · Max 1 · Mandatory

             To describe employment position

          2. 2130 · DTP · Date or Time or Period · Max 2 · Optional

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

          3. 2160 · QTY · Quantity · Max 1 · Optional

             To specify quantity information

             The QTY indicates the amount of time the individual worked within the time period (hour per week, months per year, etc.).

3. ATV Loop Optional Repeat >1

   1. 2200 · ATV · Student Activities and Awards · Max 1 · Mandatory

      To identify the activities in which a student has been involved, awards and honors the student has received, significant achievements, including employment, or publications

   2. 2300 · DTP · Date or Time or Period · Max 2 · Optional

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

      The DTP segments allow the applying student to report the beginning and ending dates for involvement in an activity, or the date an award was granted.

4. AMT Loop Optional Repeat 15

   1. 2400 · AMT · Monetary Amount · Max 1 · Mandatory

      To indicate the total monetary amount

      The AMT loop contains financial support and sponsorship information for international students. The AMT segment contains the amount and type of the financial source or sponsorship.

   2. 2500 · MSG · Message Text · Max 1 · Optional

      To provide a free-form format that allows the transmission of text information

      The MSG segment contains a qualifying comment or remark about the funding source in the AMT segment.

5. SSE Loop Optional Repeat 5

   1. 2600 · SSE · Entry and Exit Information · Max 1 · Mandatory

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

      The SSE loop provides information on the desired entry dates, majors, degree programs, and their relative priority according to the applying student.

   2. 2700 · DEG · Degree Record · Max 1 · Optional

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

   3. 2800 · FOS · Field of Study · Max 5 · Optional

      To provide the receiving institution or agency with information about a course or field of study associated with an academic program

6. RSD Loop Optional Repeat >1

   1. 2900 · RSD · Residency Information · Max 1 · Mandatory

      To provide information for establishing residency within a state for tuition purposes

      The RSD loop contains an applying student's responses to questions that will determine whether a student is a resident of a state or province for tuition purposes. The RSD segment contains the residency type question and a response.

   2. 3000 · N4 · Geographic Location · Max 1 · Mandatory

      To specify the geographic place of the named party

      The N4 segment contains the state, country or province about which the residency question applies.

   3. 3100 · DTP · Date or Time or Period · Max >1 · Optional

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

      The DTP segments contain the dates the residences type began or ended, or the date the supporting documents were issued.

   4. 3200 · QTY · Quantity · Max 1 · Optional

      To specify quantity information

      The QTY segment contains the length of time the residency type has been in effect.

   5. 3300 · REF · Reference Identification · Max 1 · Optional

      To specify identifying information

      The REF segment contains the reference number for documents used to support the student's response to the residency type question.

7. RQS Loop Optional Repeat >1

   1. 3400 · RQS · Request for Information · Max 1 · Mandatory

      To identify a question and a reply

      The RQS loop provides a means to ask a number of questions of the student. The RQS segment contains the question and the student's response.

   2. 3500 · MSG · Message Text · Max >1 · Optional

      To provide a free-form format that allows the transmission of text information

      The MSG segment contains a longer explanation of the student's response when needed; for example, explanatory notes associated with a criminal conviction.

8. SST Loop Optional Repeat 10

   1. 3600 · SST · Student Academic Status · Max 1 · Mandatory

      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 loop provides information about the high schools the student attended along with self-reported course work, credit hours, GPA, etc.

   2. 3700 · 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

   3. 3800 · N1 · Name · Max 2 · Optional

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

   4. 3900 · N3 · Address Information · Max 1 · Optional

      To specify the location of the named party

   5. 4000 · N4 · Geographic Location · Max 1 · Optional

      To specify the geographic place of the named party

   6. 4100 · SUM · Academic Summary · Max 5 · Optional

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

   7. SES Loop Optional Repeat 20

      1. 4200 · SES · Academic Session Header · Max 1 · Mandatory

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

      2. CRS Loop Optional Repeat 50

         1. 4300 · CRS · Course Record · Max 1 · Mandatory

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

         2. 4400 · NTE · Note/Special Instruction · Max 1 · Optional

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

9. TST Loop Optional Repeat >1

   1. 4500 · TST · Test Score Record · Max 1 · Mandatory

      To provide information about national, regional, state, or local tests that a student has taken

      The TST loop provides self-reported information about which tests the student has taken or is planning to take and any associated scores.

   2. SBT Loop Optional Repeat >1

      1. 4600 · SBT · Subtest · Max 1 · Mandatory

         To provide information about subtests that the student has taken

      2. 4700 · SRE · Test Scores · Max 3 · Optional

         To provide scores on tests that a student has taken

      3. 4800 · NTE · Note/Special Instruction · Max 2 · Optional

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

10. PCL Loop Optional Repeat 25

    1. 4900 · PCL · Previous College · Max 1 · Mandatory

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

       The PCL loop provides information about other colleges and universities the student has previously attended or is applying to. Self-reported hours, GPA, and curriculum are also reported here.

    2. 5000 · N3 · Address Information · Max 1 · Optional

       To specify the location of the named party

    3. 5100 · N4 · Geographic Location · Max 1 · Optional

       To specify the geographic place of the named party

    4. 5200 · 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

    5. 5300 · SUM · Academic Summary · Max 1 · Optional

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

    6. SES Loop Optional Repeat 1000

       1. 5400 · SES · Academic Session Header · Max 1 · Mandatory

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

       2. CRS Loop Optional Repeat 50

          1. 5500 · CRS · Course Record · Max 1 · Mandatory

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

          2. 5600 · NTE · Note/Special Instruction · Max 1 · Optional

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

       3. DEG Loop Optional Repeat 10

          1. 5700 · DEG · Degree Record · Max 1 · Mandatory

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

          2. 5800 · SUM · Academic Summary · Max 1 · Optional

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

          3. 5900 · FOS · Field of Study · Max 30 · Optional

             To provide the receiving institution or agency with information about a course or field of study associated with an academic program

          4. 6000 · NTE · Note/Special Instruction · Max 30 · Optional

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

11. LX Loop Optional Repeat 1

    1. 6100 · LX · Assigned Number · Max 1 · Mandatory

       To reference a line number in a transaction set

    2. 6200 · MSG · Message Text · Max >1 · Mandatory

       To provide a free-form format that allows the transmission of text information

       The MSG segments provide for a student to write essays on a number of topics.

12. LT Loop Optional Repeat 15

    1. 6300 · LT · Letter of Recommendation · Max 1 · Mandatory

       To provide information about a letter of recommendation

       The LT loop provides for letters of recommendation and evaluations to be supplied. The LT segment contains the type and the source of the letter of recommendation.

    2. 6400 · DTP · Date or Time or Period · Max 1 · Optional

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

       The DTP contains the date of the letter of recommendation.

    3. 6500 · QTY · Quantity · Max 1 · Optional

       To specify quantity information

       The QTY indicates the length of time that the source of the recommendation has known the applying student.

    4. 6600 · COM · Communication Contact Information · Max 5 · Optional

       To specify a communication contact number

    5. 6700 · N1 · Name · Max 1 · Optional

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

    6. 6800 · N3 · Address Information · Max 1 · Optional

       To specify the location of the named party

    7. 6900 · N4 · Geographic Location · Max 1 · Optional

       To specify the geographic place of the named party

    8. 7000 · LTE · Letter of Recommendation Evaluation · Max 15 · Optional

       To provide evaluation information as part of a letter of recommendation

    9. 7100 · MSG · Message Text · Max >1 · Optional

       To provide a free-form format that allows the transmission of text information

       The MSG segments contain the text of the recommendation.

13. 7200 · 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)