146 Request for Student Educational Record (Transcript)

Functional Group RY

X12F Finance Subcommittee

This X12 Transaction Set contains the format and establishes the data contents of The Request for Student Educational Record (Transcript) Transaction Set (146) within the context of an Electronic Data Interchange (EDI) environment. This transaction set is used by educational institutions to which a student has applied for admission. This request is then sent to the educational institution which the student is currently attending or previously attended.

Heading

Position
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 requested.
0400
Reference InformationMandatory
Max 10
To specify identifying information
The REF segment is used to indicate the student's identification numbers.
0500
Demographic InformationOptional
Max 1
To supply demographic information
0600
Additional Individual Demographic InformationOptional
Max 1
To provide additional demographic information to the receiving school, institution, or agency to assist in identifying the particular student
0700
Entry and Exit InformationOptional
Max 1
To provide information concerning the entry into or withdrawal from a school, school program, school district, or postsecondary institution
The SSE segment is used to indicate dates of attendance at the institution receiving the request.
0800
Student Academic StatusOptional
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 segment is used to indicate the date of high school graduation.
0900
Note/Special InstructionOptional
Max 15
To transmit information in a free-form format, if necessary, for comment or special instruction
N1 Loop
Repeat 2
1000
Party IdentificationMandatory
Max 1
To identify a party by type of organization, name, and code
The N1 loop identifies the sending and receiving institutions.
1200
Party LocationOptional
Max 1
To specify the location of the named party
1300
Geographic LocationOptional
Max 1
To specify the geographic place of the named party
1400
Administrative Communications ContactOptional
Max 1
To identify a person or office to whom administrative communications should be directed
IN1 Loop
Repeat 15
1500
Individual IdentificationMandatory
Max 1
To provide identification of an individual or entity
The IN1 loop indicates the name and address of the student.
1600
Individual Name Structure ComponentsMandatory
Max 10
To sequence individual name components for maximum specificity
1700
Party LocationOptional
Max 1
To specify the location of the named party
1800
Geographic LocationOptional
Max 1
To specify the geographic place of the named party
1900
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)

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