HEI | Tuition & Fees Inventory

Tuition and Fees Inventory File

Files are submitted as .csv files through the HEI web portal (https://hei.ohiohighered.org) following the formatting for each field laid out in the file specifications below. Data fields should be submitted separated by commas. Commas cannot be included in the content of any text field unless the values are surrounded by double quotes (i.e., "Program fee applies to undergraduate, graduate, and non-credit students").Each csv file should have the column names in the first row (“header” row).

Template File with Header Row (.csv)

Submission Schedule

Typically, the window will be open from February through June 30 but for the inaugural data collection, the reporting window is August 19th – October 18th, 2019.

Capture Date

The data reported should reflect the amounts that will be charged in the upcoming academic year. For example, the data reported in March 2020 will reflect the charges for students attending in the 2020-2021 academic year.

Relationship to Other File Submissions

None.

Data Fields

Fields Names

Field Attributes and Procedures

Data Format

Required/Optional

Key 1 Campus

Enter a campus code from Institution/Campus Codes.

Alphabetic
4 characters
Required
Key 2 Admission Area

Report admission area that applies. For courses or programs, report the admission area for the majority of students in that course or program. Only report HGH if there are special fees that apply only to high school students.

High School (HGH): A student who is currently attending middle or high school and has not yet graduated while concurrently enrolled at this college or university.

Undergraduate (UND): A student who is a high school graduate who is currently enrolled in an undergraduate program of study at this college or university.

Graduate(GRD): A student who has earned a baccalaureate degree and is enrolled in a graduate program of study at this university.

Nondegree Graduate (NDG): A student who has earned a baccalaureate degree and is enrolled in graduate coursework but is not enrolled in a graduate program of study.

Professional (PRO): A student who has earned a baccalaureate degree and is enrolled in a program of study that awards the first professional degree (medicine, veterinary medicine, optometry, dentistry, professional psychology (Wright State only), and law).

Alphabetic
3 characters
Required
Key 3 Fee Code

Enter a code that identifies this fee:

TU Tuition – Instructional Fees (those fees uniformly charged to all students for educational and associated operational support of the institution, commonly referenced as tuition)

TG Tuition Guarantee (include cohort in the fee title below)

GF General Fee (uniformly charged to all students for non-instructional services )

RB Room and Board (report the most popular or common room and board rate)

PF Program Fee

CF Course Fee

SF Special Fees (previously reported as Auxiliary Fees – see definition below)

OD Out of District Surcharge

OS Out of State Surcharge

OT Other Fees (Tuition)

ON Other Fees (Non-Tuition)

Alphabetic
2 characters
Required
Key 4 Fee Title

Enter the fee title as it is presented in student or public information materials. Fee title must uniquely identify this fee.

Example titles include: Tuition Guarantee cohort 2018, Tuition Differential, Room and board, Program Fee, Course Fee, Assessment fee, Parking, Athletics, Computer Fee, Technology Fee, Upper level student fee, etc.

Alphanumeric
100 characters
Required
Min FT Hours

Minimum Number of Hours for Full-Time Status at the Institution or for the Program

Numeric
2 characters
Optional
Key 5 Course ID

If this is a course fee (CF), please report the Course ID as reported in the Course Inventory file to HEI

Alphanumeric
12 characters
Optional/
(Required for Course Fees)
Subject Code

Enter a code from Subject (CIP) Codes to describe the subject matter of the Course.

Alphanumeric
6 characters
Optional
Frequency

How often is this fee charged:

YR annual

TM term (such as course fees)

OO one time only

OT other

UK Unknown

Alphabetic
2 characters
Required

Mandatory

Is this fee mandatory for all students? Enter Y or N.

Mandatory in this case means all enrolled students must pay this fee - for example, general fee which is a required component of tuition that provides funding for non-instructional student services. This fee is charged to every student who is enrolled in at least one class and should be reported as "Y".  If the fee is assessed to a select group - such as students enrolled in a specific course - that is not considered a mandaroty fee and should be reported as "N."

Alphabetic
1 characters
Required
Fee Amount

Enter a dollar amount, rounded to the nearest whole dollar

Numeric
8 characters
Required
Increased Fee

Is the reported amount an increase over the prior year or most recent time the fee was charged to students? Y or N

Alphabetic
1 characters
Required
Reason Increase

Under what justification is the increase permitted?

RB - Room and Board

SH - Student Health Insurance

AG - Auxiliary goods or services provide to students at the cost incurred to the institution

PT - Fees assessed to students as pass-through for licensure and certification examinations

TX - Fees that offset the cost of proving textbooks to students, which may appear directly on a student's tuition bill as assessed by the bursar

TV- Fees in elective courses associated with travel expenses

EL - Elective services charges

FI - Fines

VS - Voluntary sales transactions

CH - Chancellor approved increase

CP - Tuition or Fee Increase within Cap (Applies to tuition increases within the cap, as well as fees that apply only to graduate or profesesional students)

Alphabetic
2 characters
Optional
Delete Switch

Enter Y if the record is to be deleted from the inventory. Otherwise enter N.

Alphabetic
1 characters
Required

Notes and Definitions:

  1. The Campus, Admission Area, Fee Code and Fee Title will serve as the key fields for all records with a Fee Code other than “CF – Course Fee”.
    • Notes:
      • Duplicate Campus/Admission Area/Fee Code/Fee Title combinations submitted in the same file will be rejected.

      • Subsequent Campus/Admission Area/Fee Code/Fee Title combinations submitted in the same year will result in an update to the existing record

  2. The Campus, Admission Area, Fee Code, Fee Title and Course ID will serve as the key fields for all records w/a Fee Code of “CF – Course Fee”.
    • Notes
      • Duplicate Campus/Admission Area/Fee Code/Fee Title/Course ID combinations submitted in the same file will be rejected.

      • Subsequent Campus/Admission Area/Fee Code/Fee Title/Course ID combinations submitted in the same year will result in an update to the existing record

  3. Admission Area: For courses or programs, report the admission area for the majority of students in that course or program. Only report HGH if there are special fees that apply only to high school students.
  4. For records with a Fee Code of “CF – Course Fee”, a Course ID must be provided.
  5. For records with any Fee Code aside from “CF – Course Fee”, a Course ID must NOT be provided.
  6. Each fee title must be unique.
  7. If commas are included in the fee title, the entire string must be surrounded by double quotes. For example: "Computer fee applies to undergraduate, graduate, and non-credit students"
  8. Since this is a comma delimited file, the header record includes the field names separated by commas – which is different than the other HEI Core files.
  9. Fee amount should be rounded to the nearest whole dollar.

Definitions of Types of Fees

TU & TG = Instructional Fees are those fees uniformly charged to all students for educational and associated operational support of the institution, commonly referenced as tuition.

GF = General Fees are uniformly charged to all students for non-instructional services. General/Other fees reported include mandatory fees charged to full-time students which meet each of the following criteria:  they are in fact mandatory, are not included in the general fee, and are charged each term. The latter may include facility fees, career services fees, technology fees, parking fees, or other mandatory fees. These would generally support student life activities and student services including locally financed student services facilities used for the benefit of enrolled students.

SF = Special Fees (including Service Charges) support services or benefits provided to individual students or specific categories of students and are not applied uniformly to all enrolled students.  These fees support a service or benefit to those students being charged and the revenue is used only for providing those services/benefits. These may include, but are not limited to, transportation, enrollment application fees, and other miscellaneous charges.  They do not include instructional or general fees uniformly assessed to all students.

CF = Course Fees are any fees directly related to a specific course, including laboratory fees, books, and supplies.

PF = Program Fees are charged to individual students or specific categories of students in a particular program.  These fees support a service or benefit to those students being charged and the revenue is used only to support those enrolled in the program.

RB = Room and Board rates vary depending on the options selected by the student so for purposes of this file, please report only the most popular or common room and board rate.

Fee Limitations

Limitations on increases in Instructional and General fees have traditionally been set by the General Assembly within biennial operating budgets.  This has been done each biennium with very few exceptions over the last 30 years.

2020-21 Biennial Authority

Per Am. Sub. HB 166 universities may increase instructional and general fees up to 2% per year for non-guarantee students.  Community colleges may increase instructional and general fees up to $5 per credit hour each year.

Increases in instructional and general fees for baccalaureate students included in tuition guarantee programs are authorized by ORC Section 3345.48.  Universities creating their first tuition guarantee cohort may increase instructional and general fees by 6% above the prior year’s tuition rate.  If the university already has an established tuition guarantee program, they may increase the rate for the new cohort by the five-year average consumer price index (CPI) plus any other cap enacted by the legislature.  For FY 20, a new cohort rate can be set 3.5% above the FY 19 cohort rate, based on the five-year average CPI (1.5%) and legislated cap (2%).  (HB 166 also amends ORC 3345.48 to change the CPI adjustment to the three-year average; this change will be effective October 2019 and will impact the rates set for the FY 21 cohorts.)

Per HB 166, Section 381.160, special fees may only be increased or created with approval of the Chancellor, except for the following exemptions listed below:

  • Room and board
  • Student Health Insurance
  • Fees for auxiliary goods or services provided to students at the cost incurred to the institution
  • Fees assessed to students as a pass-through for licensure and certification examinations
  • Fees in elective courses associated with travel experiences
  • Elective service charges
  • Fines
  • Voluntary sales transactions
  • Fees, which may appear directly on a student's tuition bill as assessed by the institution's bursar, to offset the cost of providing textbooks to students.

Fee Reporting

The Department of Higher Education administers the Annual Survey of Student Charges.  This survey is focused on instructional and general fees.  It provides cost information by term, per credit hour and annual cost.  It has been expanded recently to distinguish rates for continuing students from tuition guarantee rates.  The survey provides good summary information of the mandated fees uniformly charged to all students.  In addition, the annual surveys provide a convenient way to compare instructional and general fees from year to year.

Beginning in the FY’s 2016-17 biennium ORC Section 3345.39 requires institutions to report any increase in or additional “auxiliary” fees to DHE.  As defined in 3345.39 special fees would be included among auxiliary fees.  Prior to that biennium, colleges and universities were only required to annually report instructional and general fees.  With the expanding limitations on increases in these fees, DHE is now compelled to verify that any increases in fees from year to year are authorized by the exceptions listed in the budget bill; or, beginning in FY 20, or approved by the Chancellor.