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X12 transaction guide · Education

EDI 132 Human Resource Information

The X12 document used to transmit employment, education, credential and experience records for employees of educational institutions.

Sent by
School district, institution or education agency
Received by
Another institution, district or state agency
Standard
ANSI ASC X12

What is an EDI 132?

The EDI 132 Human Resource Information is the ANSI X12 transaction set used to transmit current and historical records of employment status, education, teaching credentials, work experience and other significant information about employees in an educational setting.

School districts and state education agencies track teachers' credentials and assignments to meet certification rules and to report staffing. Exchanging staff records in a standard format supports state reporting and moves of staff between districts. Records can follow staff when they move between districts, and support checks that each teacher holds the credentials required for the subjects and grades taught.

How the EDI 132 worksDiagram of the EDI 132 Human Resource Information. School district, institution or education agency sends it to another institution, district or state agency. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment) and the required N1 loop with N1 (Party Identification) and detail: the required HL loop with HL (Hierarchical Level) and the required NM1 loop with NM1 (Individual or Organizational Name). 3 optional loops are listed by their first segment.How the EDI 132 worksHuman Resource Information: who sends it, where it fits and what the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 132SENDERSchool district,institution or educationagencyRECEIVERAnother institution,district or stateagency997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code HUGS … GETransaction set 132ST … SEHEADINGBGNBeginning SegmentRequired loop N1 · repeats many timesN1Party IdentificationDETAILRequired loop HL · repeats many timesHLHierarchical LevelRequired loop NM1 · repeats many timesNM1Individual or Organizational Name+ 3 optional loops, starting with:N3CQEMSBlue box: required loop. Optional loops are listed by the segment that starts them; when a loop is used, that first segment is required. Optional segmentsoutside loops are not drawn.Structure: required segments and loops in the X12 008010 listing for the 132. Your trading partner's implementation guide adds its own requirements.
How the EDI 132 worksDiagram of the EDI 132 Human Resource Information. School district, institution or education agency sends it to another institution, district or state agency. It usually starts the exchange. It is usually followed by 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment) and the required N1 loop with N1 (Party Identification) and detail: the required HL loop with HL (Hierarchical Level) and the required NM1 loop with NM1 (Individual or Organizational Name). 3 optional loops are listed by their first segment.How the EDI 132 worksHuman Resource Information: who sends it,where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 132SENDERSchool district,institution oreducationagencyRECEIVERAnotherinstitution,district or stateagency997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code HU (GS … GE)Transaction set 132 (ST … SE)HEADINGBGNBeginning SegmentRequired loop N1 · repeats manytimesN1Party IdentificationDETAILRequired loop HL · repeats manytimesHLHierarchical LevelRequired loop NM1 · repeatsmany timesNM1Individual orOrganizational Name+ 3 optional loops, starting with:N3CQEMSBlue box: required loop. Optional loops are listedby the segment that starts them; when a loop isused, that first segment is required. Optionalsegments outside loops are not drawn.Structure: required segments and loops in the X12008010 listing for the 132. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 132, to whom, and which documents usually come before and after it. The lower part shows what X12 release 008010 itself requires: the envelopes around the 132 and the segments and loops the standard marks as required, area by area. Optional loops are listed by the segment that starts them rather than drawn in full. This is the standard's minimum, not a trading partner's requirement: each partner's implementation guide usually makes some optional loops mandatory, restricts the codes and may use a different release.

Expand diagram Download SVG

When it is used

  • Reporting staff data to state education agencies
  • Transferring records when staff move between districts
  • Verifying teaching credentials

Where it fits in the document flow

This document 132 Human Resource Information
Usually followed by 997 Functional Acknowledgment

Structure

Mandatory segments in the 132 (X12 release 008010)

The segments X12 release 008010 marks as mandatory at their level, in order. Segments inside optional loops are needed only when the loop is used. This is the standard's requirement, not your trading partner's: each partner's implementation guide names the release it uses, adds the optional segments it requires and restricts the values. The requirement status comes from one published X12 reference listing and has not been checked against a second source.

  • ST
  • BGN
  • N1
  • HL
  • NM1
  • N3
  • CQ
  • DEG
  • CRS
  • EMS
  • N9
  • SES
  • WLD
  • SE

Practical example

The 132 in practice

A state education agency collects staffing data each fall. Each district's HR system sends a 132 with every teacher's assignment, credentials, degrees and years of experience. The agency checks that teachers are certified for their assignments and compiles statewide staffing statistics.

Implementation

Implementation considerations for the 132

  • Protect employees' personal data under applicable law.
  • Use the credential and assignment codes the agency defines.
  • Keep records current as credentials change.
  • Meet the state agency's reporting deadlines.

How ECOM helps

Automate the 132 with ECOM

Solution

Enterprise Integration

Any-to-any integration across partners, systems, protocols, security requirements, formats and ERPs, in batch or real time.

Solution

EDI Integration

Exchange X12 and EDIFACT documents with partners and integrate them directly with your ERP.

Solution

B2B Integration

Connect every customer, supplier, carrier and bank across EDI, API, file and portal channels.

More general questions about EDI are answered in the EDI FAQ.

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