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Transaction Set
in
X12 Release 004010

189 Application for Admission to Educational Institutions

Functional Group AF

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

Sequence
Segment
Name
Max use
010
Transaction Set HeaderMandatory
Max 1
To indicate the start of a transaction set and to assign a control number
020
Beginning SegmentMandatory
Max 1
To indicate the beginning of a transaction set
N1 Loop
Repeat 2
030
NameMandatory
Max 1
To identify a party by type of organization, name, and code
The N1 loop provides information about the sender and the intended receiver.
040
Additional Name Information
Max 1
To specify additional names or those longer than 35 characters in length
050
Address Information
Max 1
To specify the location of the named party
060
Geographic Location
Max 1
To specify the geographic place of the named party
070
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed

Detail

Sequence
Segment
Name
Max use
REF Loop
Repeat 15
010
Reference IdentificationMandatory
Max 1
To specify identifying information
The REF loop contains reference numbers for the applying student.
020
Date or Time or Period
Max 2
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.
030
Geographic Location
Max 1
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.
040
Name
Max 1
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.
IN1 Loop
Repeat 10
050
Individual IdentificationMandatory
Max 1
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.
060
Individual Name Structure ComponentsMandatory
Max 10
To sequence individual name components for maximum specificity
070
Reference Identification
Max 10
To specify identifying information
080
Demographic Information
Max 1
To supply demographic information
090
Additional Individual Demographic Information
Max 1
To provide additional demographic information to the receiving school, institution, or agency to assist in identifying the particular student
100
Immunization Status Code
Max >1
To provide the receiving school district or postsecondary institution with a notice of the immunization status of the student
110
Health Condition
Max >1
To provide the receiving district with notice of the student's health condition status
120
Language Use
Max >1
To specify language, type of usage, and proficiency or fluency
130
Information
Max 10
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.
140
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
N3 Loop
Repeat 5
150
Address Information
Max 1
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.
160
Geographic Location
Max 1
To specify the geographic place of the named party
170
Date or Time or Period
Max 2
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.
COM Loop
Repeat 10
180
Communication Contact Information
Max 1
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.
190
Date or Time or Period
Max 2
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.
N1 Loop
Repeat 5
200
Name
Max 1
To identify a party by type of organization, name, and code
The N1 loop provides current job and employer information about the individual identified in the occurrence of the IN1 segment.
203
Address Information
Max 1
To specify the location of the named party
204
Geographic Location
Max 1
To specify the geographic place of the named party
EMS Loop
Repeat 5
210
Employment Position
Max 1
To describe employment position
213
Date or Time or Period
Max 2
To specify any or all of a date, a time, or a time period
216
Quantity
Max 1
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.).
ATV Loop
Repeat >1
220
Student Activities and Awards
Max 1
To identify the activities in which a student has been involved, awards and honors the student has received, significant achievements, including employment, or publications
230
Date or Time or Period
Max 2
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.
AMT Loop
Repeat 15
240
Monetary Amount
Max 1
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.
250
Message Text
Max 1
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.
SSE Loop
Repeat 5
260
Entry and Exit Information
Max 1
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.
270
Degree Record
Max 1
To provide the receiving institution or agency notice of academic awards made to the student whose record is being transmitted
280
Field of Study
Max 5
To provide the receiving institution or agency with information about a course or field of study associated with an academic program
RSD Loop
Repeat >1
290
Residency Information
Max 1
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.
300
Geographic LocationMandatory
Max 1
To specify the geographic place of the named party
The N4 segment contains the state, country or province about which the residency question applies.
310
Date or Time or Period
Max >1
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.
320
Quantity
Max 1
To specify quantity information
The QTY segment contains the length of time the residency type has been in effect.
330
Reference Identification
Max 1
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.
RQS Loop
Repeat >1
340
Request for Information
Max 1
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.
350
Message Text
Max >1
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.
SST Loop
Repeat 10
360
Student Academic Status
Max 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
The SST loop provides information about the high schools the student attended along with self-reported course work, credit hours, GPA, etc.
370
Entry and Exit Information
Max 1
To provide information concerning the entry into or withdrawal from a school, school program, school district, or postsecondary institution
380
Name
Max 2
To identify a party by type of organization, name, and code
390
Address Information
Max 1
To specify the location of the named party
400
Geographic Location
Max 1
To specify the geographic place of the named party
410
Academic Summary
Max 5
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
SES Loop
Repeat 20
420
Academic Session Header
Max 1
To identify the particular academic session in which the activity which follows took place
CRS Loop
Repeat 50
430
Course Record
Max 1
To provide the receiving institution or organization with information about courses taken and the status of those courses
440
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
TST Loop
Repeat >1
450
Test Score Record
Max 1
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.
SBT Loop
Repeat >1
460
Subtest
Max 1
To provide information about subtests that the student has taken
470
Test Scores
Max 3
To provide scores on tests that a student has taken
480
Note/Special Instruction
Max 2
To transmit information in a free-form format, if necessary, for comment or special instruction
PCL Loop
Repeat 25
490
Previous College
Max 1
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.
500
Address Information
Max 1
To specify the location of the named party
510
Geographic Location
Max 1
To specify the geographic place of the named party
520
Entry and Exit Information
Max 1
To provide information concerning the entry into or withdrawal from a school, school program, school district, or postsecondary institution
530
Academic Summary
Max 1
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
SES Loop
Repeat 1000
540
Academic Session Header
Max 1
To identify the particular academic session in which the activity which follows took place
CRS Loop
Repeat 50
550
Course Record
Max 1
To provide the receiving institution or organization with information about courses taken and the status of those courses
560
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
DEG Loop
Repeat 10
570
Degree Record
Max 1
To provide the receiving institution or agency notice of academic awards made to the student whose record is being transmitted
580
Academic Summary
Max 1
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
590
Field of Study
Max 30
To provide the receiving institution or agency with information about a course or field of study associated with an academic program
600
Note/Special Instruction
Max 30
To transmit information in a free-form format, if necessary, for comment or special instruction
LX Loop
Repeat 1
610
Assigned Number
Max 1
To reference a line number in a transaction set
620
Message TextMandatory
Max >1
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.
LT Loop
Repeat 15
630
Letter of Recommendation
Max 1
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.
640
Date or Time or Period
Max 1
To specify any or all of a date, a time, or a time period
The DTP contains the date of the letter of recommendation.
650
Quantity
Max 1
To specify quantity information
The QTY indicates the length of time that the source of the recommendation has known the applying student.
660
Communication Contact Information
Max 5
To specify a communication contact number
670
Name
Max 1
To identify a party by type of organization, name, and code
680
Address Information
Max 1
To specify the location of the named party
690
Geographic Location
Max 1
To specify the geographic place of the named party
700
Letter of Recommendation Evaluation
Max 15
To provide evaluation information as part of a letter of recommendation
710
Message Text
Max >1
To provide a free-form format that allows the transmission of text information
The MSG segments contain the text of the recommendation.
720
Transaction Set TrailerMandatory
Max 1
To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.
Stedi is a registered trademark of Stedi, Inc. Stedi's EDI Reference and Mapping Guides are provided for marketing purposes and are free of charge. All names, logos, and brands of third parties listed on our site are trademarks of their respective owners (including “X12”, which is a trademark of X12 Incorporated). Stedi, Inc. and its products and services are not endorsed by, sponsored by, or affiliated with these third parties. Our use of these names, logos, and brands is for identification purposes only, and does not imply any such endorsement, sponsorship, or affiliation.