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Transaction Set
in
X12 Release 004040

130 Student Educational Record (Transcript)

Functional Group ED

This X12 Transaction Set 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.

Heading

Sequence
Segment
Name
Max use
0100
Transaction Set HeaderMandatory
Max 1
To indicate the start of a transaction set and to assign a control number
0200
Beginning SegmentMandatory
Max 1
To indicate the beginning of a transaction set
0300
Educational Record PurposeMandatory
Max 1
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 sent.
0400
Reference IdentificationMandatory
Max 10
To specify identifying information
The REF segment includes the student identification numbers.
0500
Demographic Information
Max 1
To supply demographic information
0600
Language Use
Max >1
To specify language, type of usage, and proficiency or fluency
0650
Additional Individual Demographic Information
Max 2
To provide additional demographic information to the receiving school, institution, or agency to assist in identifying the particular student
0660
Date or Time or Period
Max 1
To specify any or all of a date, a time, or a time period
0670
Requirement, Attribute, and Proficiency
Max >1
To identify requirements, attributes, and proficiencies of students and/or courses
0700
Previous College
Max 30
To provide the receiving educational institution or agency with information concerning the student's previous postsecondary education experience
0800
Note/Special Instruction
Max 100
To transmit information in a free-form format, if necessary, for comment or special instruction
N1 Loop
Repeat 2
1100
NameMandatory
Max 1
To identify a party by type of organization, name, and code
The N1 loop identifies the sending and receiving institutions.
1200
Additional Name Information
Max 1
To specify additional names
1300
Address Information
Max 1
To specify the location of the named party
1400
Geographic Location
Max 1
To specify the geographic place of the named party
1500
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed
IN1 Loop
Repeat 15
1600
Individual IdentificationMandatory
Max 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.
1650
Employment Position
Max 5
To describe employment position
1700
Individual Name Structure ComponentsMandatory
Max 10
To sequence individual name components for maximum specificity
N3 Loop
Repeat 5
1800
Address Information
Max 1
To specify the location of the named party
1900
Geographic Location
Max 1
To specify the geographic place of the named party
1950
Administrative Communications Contact
Max 10
To identify a person or office to whom administrative communications should be directed
2000
Reference Identification
Max 10
To specify identifying information
2100
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
SST Loop
Repeat 500
2200
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
2300
Entry and Exit Information
Max 1000
To provide information concerning the entry into or withdrawal from a school, school program, school district, or postsecondary institution
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.
2400
Name
Max 1
To identify a party by type of organization, name, and code
2500
Address Information
Max 1
To specify the location of the named party
2600
Geographic Location
Max 1
To specify the geographic place of the named party
ATV Loop
Repeat 100
2650
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
2670
Date or Time or Period
Max 2
To specify any or all of a date, a time, or a time period
The DTP segments indicate the beginning and ending dates for involvement in an activity or the date the award or honor was granted.
TST Loop
Repeat >1
2700
Test Score Record
Max 1
To provide information about national, regional, state, or local tests that a student has taken
SBT Loop
Repeat >1
2800
Subtest
Max 1
To provide information about subtests that the student has taken
2900
Test Scores
Max 3
To provide scores on tests that a student has taken
3000
Note/Special Instruction
Max 2
To transmit information in a free-form format, if necessary, for comment or special instruction
SUM Loop
Repeat 5
3100
Academic Summary
Max 1
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
3200
Note/Special Instruction
Max 50
To transmit information in a free-form format, if necessary, for comment or special instruction

Detail

Sequence
Segment
Name
Max use
LX Loop
Repeat 1
0100
Assigned Number
Max 1
To reference a line number in a transaction set
0200
Health Screening
Max 10
To provide the receiving school district with information about health screening activities
0300
Immunization Status Code
Max 1000
To provide the receiving school district or postsecondary institution with a notice of the immunization status of the student
HC Loop
Repeat 1000
0400
Health Condition
Max 1
To provide the receiving district with notice of the student's health condition status
0500
Name
Max 1
To identify a party by type of organization, name, and code
0600
Additional Name Information
Max 1
To specify additional names
0700
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed
0800
Address Information
Max 1
To specify the location of the named party
0900
Geographic Location
Max 1
To specify the geographic place of the named party
SP Loop
Repeat 30
1000
Special Program
Max 1
To provide the receiving educational institution or agency with information concerning the student's participation in special education programs or other programs and services
1100
Administrative Communications Contact
Max 1
To identify a person or office to whom administrative communications should be directed
1200
Address Information
Max 1
To specify the location of the named party
1300
Geographic Location
Max 1
To specify the geographic place of the named party
1400
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
The NTE segment provides additional information about special programs.
OPS Loop
Repeat 10
1500
Program Subject Area and Eligibility
Max 1
To provide the receiving educational institution or agency with information about the student's eligibility and participation in selected subject areas within other programs
The OPS segment provides subject area and other information for the special program identified in the SP segment.
1600
Placement Criteria
Max 2
To provide receiving educational institution or agency with information concerning the placement criteria or status of the student in a program
The OPX segment provides reasons for placing/removing the student in/from the program or subject area.
1700
Date or Time or Period
Max 10
To specify any or all of a date, a time, or a time period
The DTP segment provides dates associated with the program or subject area.
SES Loop
Repeat 1000
1800
Academic Session Header
Max 1
To identify the particular academic session in which the activity which follows took place
1850
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
1900
Note/Special Instruction
Max 50
To transmit information in a free-form format, if necessary, for comment or special instruction
2000
Name
Max 1
To identify a party by type of organization, name, and code
The N1, N3, and N4 segments specify the override institution.
2100
Address Information
Max 1
To specify the location of the named party
2200
Geographic Location
Max 1
To specify the geographic place of the named party
SUM Loop
Repeat 5
2300
Academic Summary
Max 1
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
This SUM segment is for the summary for the academic session.
2400
Note/Special Instruction
Max 5
To transmit information in a free-form format, if necessary, for comment or special instruction
CRS Loop
Repeat 50
2500
Course Record
Max 1
To provide the receiving institution or organization with information about courses taken and the status of those courses
2600
Reference Identification
Max 5
To specify identifying information
2700
Supplemental Course Data
Max 1
To provide supplemental information on a course or a particular instance of a course
2710
Language Use
Max 10
To specify language, type of usage, and proficiency or fluency
2720
Requirement, Attribute, and Proficiency
Max 5
To identify requirements, attributes, and proficiencies of students and/or courses
2800
Note/Special Instruction
Max 50
To transmit information in a free-form format, if necessary, for comment or special instruction
2900
Name
Max 1
To identify a party by type of organization, name, and code
The N1 and N4 segments specify the override institution.
3000
Geographic Location
Max 1
To specify the geographic place of the named party
MKS Loop
Repeat 10
3050
Marks Awarded
Max 1
To provide additional information to the receiving institution about the marks, or series of marks, a student was awarded in a particular course
3060
Language Use
Max 1
To specify language, type of usage, and proficiency or fluency
DEG Loop
Repeat 10
3100
Degree Record
Max 1
To provide information about an educational institution's academic award
3200
Academic Summary
Max 5
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
This SUM segment is for the summary for the degree.
3300
Field of Study
Max 30
To provide information about a course or field of study associated with an academic program
3350
Name
Max 10
To identify a party by type of organization, name, and code
The N1 segment specifies the institution awarding the degree.
3400
Note/Special Instruction
Max 30
To transmit information in a free-form format, if necessary, for comment or special instruction
3500
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.