Student Educational Record (Transcript)

Student Educational Record (Transcript) transmissions convey comprehensive academic and health information about a student from educational institutions to requesting organizations such as employers, credential evaluators, or other schools. Educational institutions send these records; receiving parties include prospective employers, professional licensing bodies, and other educational institutions evaluating student qualifications. The transmission is typically sent in response to a student’s authorization or a third-party request for verification. Key segments include the ERP (Educational Record Purpose) segment, which specifies the reason for the transcript submission; the IN1 loop, which contains individual identification and name structure components for the student; and the SES loop, which organizes academic sessions and their associated courses, grades, and degree information.

When Madison State University receives an employment verification request from TechCorp Industries on behalf of alumna Jennifer Chen, it uses the X12 130 to transmit her complete academic record. The university’s registrar system populates the BGN segment with the submission date and identifier, the ERP segment indicating “employment verification” as the purpose, and the IN1 loop with Jennifer’s student ID and name. Under the SES loops representing each semester she attended, the system includes CRS segments for each course taken, populated with course codes, titles, and final grades via the MKS (Marks Awarded) segment. The DEG loop captures her Bachelor of Science degree with completion date and field of study, while the SUM segment summarizes her overall GPA. TechCorp receives this transaction set through an EDI connection, extracting the relevant academic credentials to support their hiring decision.