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

Position
Segment
Name
Max use
  1. To indicate the start of a transaction set and to assign a control number

  2. To indicate the beginning of a transaction set

  3. N1 Loop Mandatory
    Repeat 2
    1. To identify a party by type of organization, name, and code

      The N1 loop provides information about the sender and the intended receiver.
    2. To specify additional names

    3. To specify the location of the named party

    4. To specify the geographic place of the named party

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

Detail

Position
Segment
Name
Max use
  1. REF Loop Mandatory
    Repeat 15
    1. To specify identifying information

      The REF loop contains reference numbers for the applying student.
    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.
    3. 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. 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. 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. To sequence individual name components for maximum specificity

    3. To specify identifying information

    4. To supply demographic information

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

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

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

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

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

    11. N3 Loop Optional
      Repeat 5
      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.
      2. To specify the geographic place of the named party

      3. 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. 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. 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. 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. To specify the location of the named party

      3. To specify the geographic place of the named party

      4. To specify quantity information

      5. EMS Loop Optional
        Repeat 5
        1. To describe employment position

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

        3. 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.).
        4. To indicate the total monetary amount

  3. ATV Loop Optional
    Repeat >1
    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

    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.
  4. To indicate that the next segment begins a loop

  5. AMT Loop Optional
    Repeat 15
    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.
    2. 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.
  6. To indicate that the loop immediately preceding this segment is complete

  7. SSE Loop Optional
    Repeat 5
    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.
    2. To provide information about an educational institution's academic award

    3. To provide information about a course or field of study associated with an academic program

  8. LQ Loop Optional
    Repeat 1
    1. Code to transmit standard industry codes

    2. To transmit information required to establish payment or remittance activity

  9. RSD Loop Optional
    Repeat >1
    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.
    2. 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. 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. To specify quantity information

      The QTY segment contains the length of time the residency type has been in effect.
    5. 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.
  10. RQS Loop Optional
    Repeat >1
    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.
    2. 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.
  11. SST Loop Optional
    Repeat 10
    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.
    2. To provide information concerning the entry into or withdrawal from a school, school program, school district, or postsecondary institution

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

    4. To specify the location of the named party

    5. To specify the geographic place of the named party

    6. To specify a communication contact number

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

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

    9. SES Loop Optional
      Repeat 20
      1. To identify the particular academic session in which the activity which follows took place

      2. CRS Loop Optional
        Repeat 50
        1. To provide the receiving institution or organization with information about courses taken and the status of those courses

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

  12. TST Loop Optional
    Repeat >1
    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.
    2. SBT Loop Optional
      Repeat >1
      1. To provide information about subtests that the student has taken

      2. To provide scores on tests that a student has taken

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

  13. PCL Loop Optional
    Repeat 25
    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.
    2. To specify the location of the named party

    3. To specify the geographic place of the named party

    4. To specify a communication contact number

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

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

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

    8. SES Loop Optional
      Repeat 1000
      1. To identify the particular academic session in which the activity which follows took place

      2. CRS Loop Optional
        Repeat 50
        1. To provide the receiving institution or organization with information about courses taken and the status of those courses

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

      3. DEG Loop Optional
        Repeat 10
        1. To provide information about an educational institution's academic award

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

        3. To provide information about a course or field of study associated with an academic program

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

  14. LX Loop Optional
    Repeat 1
    1. To reference a line number in a transaction set

    2. 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.
  15. LT Loop Optional
    Repeat 15
    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.
    2. 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. To specify quantity information

      The QTY indicates the length of time that the source of the recommendation has known the applying student.
    4. To specify a communication contact number

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

    6. To specify the location of the named party

    7. To specify the geographic place of the named party

    8. To provide evaluation information as part of a letter of recommendation

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

      The MSG segments contain the text of the recommendation.
  16. To indicate the end of the transaction set and provide the count of the transmitted segments (including the beginning (ST) and ending (SE) segments)

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