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X12 transaction guide · Education

EDI 146 Request for Student Educational Record (Transcript)

The X12 document an institution to which a student has applied uses to request the student's transcript from the current or previous institution.

Sent by
Institution to which the student applied
Received by
Institution the student attends or attended
Standard
ANSI ASC X12

What is an EDI 146?

The EDI 146 Request for Student Educational Record (Transcript) is the ANSI X12 transaction set used by educational institutions to which a student has applied for admission. The request is sent to the institution the student is currently attending or previously attended.

Requesting transcripts electronically lets admissions offices obtain records for many applicants quickly. The holding institution answers with a 147 saying when the transcript will be sent or why not, and sends the transcript itself as a 130. Requests can name the term or level of the records needed.

How the EDI 146 worksDiagram of the EDI 146 Request for Student Educational Record (Transcript). Institution to which the student applied sends it to institution the student attends or attended. It usually starts the exchange. It is usually followed by 147, 130 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment), ERP (Educational Record Purpose), REF (Reference Information), the required N1 loop with N1 (Party Identification) and the required IN1 loop with IN1 (Individual Identification) and IN2 (Individual Name Structure Components). 0 optional loops are listed by their first segment.How the EDI 146 worksRequest for Student Educational Record (Transcript): who sends it, where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 146SENDERInstitution to whichthe student appliedRECEIVERInstitution the studentattends or attended997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY147Response to Request forStudent EducationalRecord (Transcript)130Student EducationalRecord (Transcript)997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code RYGS … GETransaction set 146ST … SEHEADINGBGNBeginning SegmentERPEducational Record PurposeREFReference InformationRequired loop N1 · repeats up to 2N1Party IdentificationRequired loop IN1 · repeats up to 15IN1Individual IdentificationIN2Individual Name Structure ComponentsBlue 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 146. Your trading partner's implementation guide adds its own requirements.
How the EDI 146 worksDiagram of the EDI 146 Request for Student Educational Record (Transcript). Institution to which the student applied sends it to institution the student attends or attended. It usually starts the exchange. It is usually followed by 147, 130 and 997. Inside the ISA, GS and ST envelopes, X12 release 008010 requires, in the heading: BGN (Beginning Segment), ERP (Educational Record Purpose), REF (Reference Information), the required N1 loop with N1 (Party Identification) and the required IN1 loop with IN1 (Individual Identification) and IN2 (Individual Name Structure Components). 0 optional loops are listed by their first segment.How the EDI 146 worksRequest for Student Educational Record(Transcript): who sends it, where it fits andwhat the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 146SENDERInstitution towhich thestudent appliedRECEIVERInstitution thestudent attendsor attended997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY147Response to Request for StudentEducational Record (Transcript)130Student Educational Record(Transcript)997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code RY (GS … GE)Transaction set 146 (ST … SE)HEADINGBGNBeginning SegmentERPEducational Record PurposeREFReference InformationRequired loop N1 · repeats up to 2N1Party Identification+ required IN1 (IN1)Blue 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 146. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 146, 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 146 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

  • Requesting transcripts for applicants
  • Requesting records for transfer credit evaluation
  • Requesting updated transcripts after a term ends

Where it fits in the document flow

This document 146 Request for Student Educational Record (Transcript)
Usually followed by 147 Response to Request for Student Educational Record (Transcript)130 Student Educational Record (Transcript)997 Functional Acknowledgment

Structure

Mandatory segments in the 146 (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
  • ERP
  • REF
  • N1
  • IN1
  • IN2
  • SE

Practical example

The 146 in practice

A university receives an application from a student at another college. Its admissions system sends that college a 146 requesting the student's transcript, with the student's identifying details. The college replies with a 147 that the transcript will be sent after final grades are posted, then sends the 130.

Implementation

Implementation considerations for the 146

  • Confirm the student's consent before requesting records.
  • Identify the student precisely to avoid mismatches.
  • Track requests until transcripts arrive.
  • Handle responses explaining delays or refusals.

How ECOM helps

Automate the 146 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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