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Transaction Set
in
X12 Release 008020

189 Application for Admission to Educational Institutions

Functional Group AF

X12F Finance Subcommittee

This X12 Transaction Set 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
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
N1 Loop
Repeat 2
0300
Party IdentificationMandatory
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.
0400
Additional Name Information
Max 1
To specify additional names
0500
Party Location
Max 1
To specify the location of the named party
0600
Geographic Location
Max 1
To specify the geographic place of the named party
0700
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
0100
Reference InformationMandatory
Max 1
To specify identifying information
The REF loop contains reference numbers for the applying student.
0200
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.
0300
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.
0400
Party Identification
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
0500
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.
0600
Individual Name Structure ComponentsMandatory
Max 10
To sequence individual name components for maximum specificity
0700
Reference Information
Max 10
To specify identifying information
0800
Demographic Information
Max 1
To supply demographic information
0900
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
1000
Immunization Status
Max >1
To provide the receiving school district or postsecondary institution with a notice of the immunization status of the student
1100
Health Condition
Max >1
To provide the receiving district with notice of the student's health condition status
1200
Language Use
Max >1
To specify language, type of usage, and proficiency or fluency
1300
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.
1400
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
N3 Loop
Repeat 5
1500
Party Location
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.
1600
Geographic Location
Max 1
To specify the geographic place of the named party
1700
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
1800
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.
1900
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
2000
Party Identification
Max 1
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.
2030
Party Location
Max 1
To specify the location of the named party
2040
Geographic Location
Max 1
To specify the geographic place of the named party
2050
Quantity Information
Max 1
To specify quantity information
EMS Loop
Repeat 5
2100
Employment Position
Max 1
To describe employment position
2130
Date or Time or Period
Max 2
To specify any or all of a date, a time, or a time period
2160
Quantity Information
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.).
2180
Monetary Amount Information
Max 1
To indicate the total monetary amount
ATV Loop
Repeat >1
2200
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
2300
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.
2350
Loop Header
Max 1
To indicate that the next segment begins a loop
AMT Loop
Repeat 15
2400
Monetary Amount Information
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.
2500
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.
2550
Loop Trailer
Max 1
To indicate that the loop immediately preceding this segment is complete
SSE Loop
Repeat 5
2600
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.
2700
Degree Record
Max 1
To provide information about an educational institution's academic award
2800
Field of Study
Max 5
To provide information about a course or field of study associated with an academic program
LQ Loop
Repeat 1
2850
Industry Code Identification
Max 1
To identify standard industry codes
2860
Payment Details
Max 1
To transmit information required to establish payment or remittance activity
RSD Loop
Repeat >1
2900
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.
3000
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.
3100
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.
3200
Quantity Information
Max 1
To specify quantity information
The QTY segment contains the length of time the residency type has been in effect.
3300
Reference Information
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
3400
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.
3500
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
3600
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.
3700
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
3800
Party Identification
Max 2
To identify a party by type of organization, name, and code
3900
Party Location
Max 1
To specify the location of the named party
4000
Geographic Location
Max 1
To specify the geographic place of the named party
4050
Communication Contact Information
Max 1
To specify a communication contact number
4100
Academic Summary
Max 5
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
4150
Message Text
Max 1
To provide a free-form format that allows the transmission of text information
SES Loop
Repeat 20
4200
Academic Session Header
Max 1
To identify the particular academic session in which the activity which follows took place
CRS Loop
Repeat 50
4300
Course Record
Max 1
To provide the receiving institution or organization with information about courses taken and the status of those courses
4400
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
TST Loop
Repeat >1
4500
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
4600
Subtest
Max 1
To provide information about subtests that the student has taken
4700
Test Scores
Max 3
To provide scores on tests that a student has taken
4800
Note/Special Instruction
Max 2
To transmit information in a free-form format, if necessary, for comment or special instruction
PCL Loop
Repeat 25
4900
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.
5000
Party Location
Max 1
To specify the location of the named party
5100
Geographic Location
Max 1
To specify the geographic place of the named party
5150
Communication Contact Information
Max 1
To specify a communication contact number
5200
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
5300
Academic Summary
Max 1
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
5350
Message Text
Max 1
To provide a free-form format that allows the transmission of text information
SES Loop
Repeat 1000
5400
Academic Session Header
Max 1
To identify the particular academic session in which the activity which follows took place
CRS Loop
Repeat 50
5500
Course Record
Max 1
To provide the receiving institution or organization with information about courses taken and the status of those courses
5600
Note/Special Instruction
Max 1
To transmit information in a free-form format, if necessary, for comment or special instruction
DEG Loop
Repeat 10
5700
Degree Record
Max 1
To provide information about an educational institution's academic award
5800
Academic Summary
Max 1
To provide summary information for an academic session, a postsecondary degree, or for the entire student academic record
5900
Field of Study
Max 30
To provide information about a course or field of study associated with an academic program
6000
Note/Special Instruction
Max 30
To transmit information in a free-form format, if necessary, for comment or special instruction
LX Loop
Repeat 1
6100
Transaction Set Line Number
Max 1
To reference a line number in a transaction set
6200
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
6300
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.
6400
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.
6500
Quantity Information
Max 1
To specify quantity information
The QTY indicates the length of time that the source of the recommendation has known the applying student.
6600
Communication Contact Information
Max 5
To specify a communication contact number
6700
Party Identification
Max 1
To identify a party by type of organization, name, and code
6800
Party Location
Max 1
To specify the location of the named party
6900
Geographic Location
Max 1
To specify the geographic place of the named party
7000
Letter of Recommendation Evaluation
Max 15
To provide evaluation information as part of a letter of recommendation
7100
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.
7200
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.