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X12 transaction guide · Education

EDI 189 Application for Admission to Educational Institutions

The X12 document containing the information, other than official transcripts, that students use to apply for admission to institutions.

Sent by
Student or application service
Received by
Educational institution
Standard
ANSI ASC X12

What is an EDI 189?

The EDI 189 Application for Admission to Educational Institutions is the ANSI X12 transaction set that contains all the information, except official transcripts, that students use to apply for admission to educational institutions. Students may send it directly to the institution or through an application service.

The application carries the student's personal details, academic history, intended program and other answers. The official transcript follows separately, typically as a 130, and the institution combines both in its admissions decision. It reduces duplicate data entry.

How the EDI 189 worksDiagram of the EDI 189 Application for Admission to Educational Institutions. Student or application service sends it to educational institution. It usually starts the exchange. It is usually followed by 146 and 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 REF loop with REF (Reference Information) and the required IN1 loop with IN1 (Individual Identification) and IN2 (Individual Name Structure Components). 14 optional loops are listed by their first segment.How the EDI 189 worksApplication for Admission to Educational Institutions: who sends it, where it fits and what the standard marksrequired1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 189SENDERStudent or applicationserviceRECEIVEREducational institution997 or 999 acknowledgment back, if the partners agreeUSUALLY FOLLOWED BY146Request for StudentEducational Record(Transcript)997FunctionalAcknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDsISA … IEAFunctional group, ID code AFGS … GETransaction set 189ST … SEHEADINGBGNBeginning SegmentRequired loop N1 · repeats up to 2N1Party IdentificationDETAILRequired loop REF · repeats up to 15REFReference InformationRequired loop IN1 · repeats up to 10IN1Individual IdentificationIN2Individual Name Structure Components+ 14 optional loops, starting with:N3COMN1ATVAMTSSELQRSDRQSSSTTSTPCLLXLTBlue 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 189. Your trading partner's implementation guide adds its own requirements.
How the EDI 189 worksDiagram of the EDI 189 Application for Admission to Educational Institutions. Student or application service sends it to educational institution. It usually starts the exchange. It is usually followed by 146 and 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 REF loop with REF (Reference Information) and the required IN1 loop with IN1 (Individual Identification) and IN2 (Individual Name Structure Components). 14 optional loops are listed by their first segment.How the EDI 189 worksApplication for Admission to EducationalInstitutions: who sends it, where it fits andwhat the standard marks required1 WHERE IT FITSUSUALLY FOLLOWSStarts the exchangeEDI 189SENDERStudent orapplicationserviceRECEIVEREducationalinstitution997 or 999 acknowledgment back, if the partnersagreeUSUALLY FOLLOWED BY146Request for Student Educational Record(Transcript)997Functional Acknowledgment2 WHAT X12 RELEASE 008010 REQUIRESInterchange: sender and receiver IDs (ISA… IEA)Functional group, ID code AF (GS … GE)Transaction set 189 (ST … SE)HEADINGBGNBeginning SegmentRequired loop N1 · repeats up to 2N1Party IdentificationDETAILRequired loop REF · repeats up to15REFReference InformationRequired loop IN1 · repeats up to10IN1Individual IdentificationIN2Individual Name StructureComponents+ 14 optional loops, starting with:N3COMN1ATVAMTSSELQRSDRQSSSTTSTPCL…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 189. Your trading partner'simplementation guide adds its own requirements.

How to read this diagram: the top row shows who sends the 189, 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 189 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

  • Submitting admission applications
  • Sending applications through a central application service
  • Updating application details

Where it fits in the document flow

This document 189 Application for Admission to Educational Institutions
Usually followed by 146 Request for Student Educational Record (Transcript)997 Functional Acknowledgment

Structure

Mandatory segments in the 189 (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
  • REF
  • IN1
  • IN2
  • N3
  • COM
  • EMS
  • ATV
  • AMT
  • SSE
  • LQ
  • RSD
  • N4
  • RQS
  • SST
  • SES
  • CRS
  • TST
  • SBT
  • PCL
  • DEG
  • LX
  • MSG
  • LT
  • SE

Practical example

The 189 in practice

A student completes one online application through a central service and selects four universities. The service sends each university a 189 with the student's details and answers. Each university creates an applicant record and requests the transcript from the student's school with a 146.

Implementation

Implementation considerations for the 189

  • Protect applicants' personal data under privacy laws.
  • Map application questions to the institution's fields.
  • Link applications to transcripts when they arrive.
  • Handle updates to submitted applications.

How ECOM helps

Automate the 189 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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