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"). Eight fields have default values (see Data Fields below) if they do not apply to your institution, so no fields should be blank or empty in the file. Each csv file should have the column names in the first row (“header” row). A File Header Record should NOT be included in this file; the field names must be the first record.

Template File with Header Row (.csv)

Submission Schedule

Typically, the window will be open from February through June 30 but for the initial data collection of the new Inventory, the reporting window is July 1st – July 31st, 2022.

Capture Date

The data reported should reflect the amounts that will be charged in the upcoming academic year. For example, the data reported in July 2022 will reflect the charges for students attending in the 2022-2023 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

Fee Category Code

  • IN Instructional Fees: those fees uniformly charged to all students for educational and associated operational support of the institution.
  • GE General Fees: those fees uniformly charged to all students for non-instructional services.
  • SP Special Purpose Fees: support services or benefits provided to individual students or specific categories of students that are not applied uniformly to all enrolled students.

Alphabetic 2 characters

Required

Key 3 Fee Code

Enter a code that identifies this fee:

Instructional Fees

  • TU Tuition – Instructional Fees uniformly charged to all students
  • TG Tuition Guarantee - Instructional Fee uniformly charged to all students for educational and associated operational support of the institution, commonly referenced as tuition. (Include cohort year in the fee title below.)
  • (OT) Other (Tuition) – Instructional fees uniformly charged to all students in specific enrollment arrangements for educational and associated operational support of the institution. Fee received approval from ODHE to replace the instructional fee through tuition guarantee or waiver etc. and is below the cap for undergraduate students.

General Fees

  • GF Non-Designated General Fee – General fee uniformly charged to all students for non-instructional services. Any fees reported that are charged to all students and are charged each term are considered general fees. General fees may be charged for specific purposes and would generally support student life activities and student services.
  • CS Career Services – Support career advising and exploration activities, as well as internships and field experiences. (Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students.)
  • FC Facilities – Generally support locally financed student services facilities used for the benefit of enrolled students.
  • LI Library – Support the collections accessed through the library system to support the institution’s curriculum. (Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students.)
  • SA Student Activity – Support recreational and entertainment programming for the benefit of all students.
  • TE Technology – Support information technology services and other equipment and supplies utilized to enhance student learning. (Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students.)
  • TR Transportation- Support transportation to and around campus as well as maintenance of parking facilities. (Fee type can be either a General Fee, or Special Purpose Fee if not uniformly charged to all students.)
  • GG Guaranteed Non-Designated General – General fee uniformly charged to all students for non-instructional services, not otherwise designated, for students within a cohort guarantee. (Include cohort year in the fee title below.)
  • GC Guaranteed Career Services – Support career advising and exploration activities, as well as internships and field experiences for students within a cohort guarantee. (Include cohort year in the fee title below.)
  • GL Guaranteed Facilities – Generally support locally financed student services facilities used for the benefit of enrolled students for students within a cohort guarantee. (Include cohort year in the fee title below.)
  • GY Guaranteed Library – Support the collections accessed through the library system to support the institution’s curriculum for students within a cohort guarantee. (Include cohort year in the fee title below.)
  • GS Guaranteed Student Activity – Support recreational and entertainment programming for the benefit of all students for students within a cohort guarantee. (Include cohort year in the fee title below.)
  • GT Guaranteed Technology – Support information technology services and other equipment and supplies utilized to enhance student learning for students within a cohort guarantee. (Include cohort year in the fee title below.)
  • GP Guaranteed Transportation – Support transportation to and around campus as well as maintenance of parking facilities for students within a cohort guarantee. (Include cohort year in the fee title below.)

Special Purpose Fees

  • RB Room and Board - all existing room and board rates offered to students)
  • BG Room and Board Guarantee – Rates charged for student housing and meal plans of students within a cohort guarantee. (Include cohort year in the fee title below.)
  • Course Fee– Any fees directly related to a specific course, books, and supplies; they may also support liability insurance, background checks and certification exams. Include Course ID and six-digit CIP code.
  • LB Lab – Support the costs of lab supplies and equipment utilized in courses that include a lab experience. Include Course ID and six-digit CIP code.
  • FE Field Experiences – Support the institutional cost for placement and oversight in some clinical/internship/practicum settings.
  • FN Fines – Currently meet an exemption in HB 110, nonetheless, they are a type of special purpose fee.
  • IA Inclusive Access – Fees charged to provide texts and learning materials to students at the cost to the institution. These fees can be exempt from existing fee caps if they meet DHE criteria.
  • OL Online – Fees charged for online courses only to support the cost of delivering the course online.
  • AT Athletics – Provide support to athletics programs as a designated fee; this would not include admission charges, or other such revenue generated by athletic events.
  • AD Admission – Fees charged to students prior to admission to the institution, such as application fees, and pre-registration fees.
  • GR Graduation – Fees charged to students related to award of a certificate or degree, such as graduation application fees.
  • PF Academic Program – Fees 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. Include Program Code.
  • OD Out of District Surcharge - Additional charge beyond the instructional fee for students that are non-residents of the community college district.
  • OS Out of State Surcharge - Additional charge beyond the instructional fee for students that are non-residents of Ohio.
  • ON Other Fees (Non-Tuition) - Other non-instructional fees that do not meet a specific purpose listed above.
  • PC Prior/Transfer Credit – Fees charged for the awarding of credit earned through prior-learning or transfer from another institution.
Alphabetic
2 characters
Required
Key 4 Fee Title

Enter the fee title as it is presented in student or public information materials.

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
Required
Key 5 Course ID If this is a course fee (CF) or lab fee (LB), report the Course ID as reported in the Course Inventory file to HEI. Alternatively, the 6-digit CIP Code can be provided if the fee portends to multiple courses under the same CIP Code.

Alphanumeric
12 characters

Optional/
(Required for Course and Lab Fees)

Default/Empty Value NA

Academic Program

If this is an academic program fee (PF), report the program code as reported in the Academic Program file to HEI. Alternatively, the 4-digit CIP Code can be provided if the fee portends to multiple programs under the same CIP Series.

Alphanumeric 15 characters

Optional

Default/Empty Value NA

Subject Code Enter a code from Subject (CIP) Codes to describe the subject matter of the Course. If a Course/Lab Fee (CF/LB), the 6-digit CIP Code should be used. If a Program Fee (PF), the 4-digit CIP Code should be used.

Alphanumeric
6 characters

Required

Default/Empty Value NA

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.

Note: if student can opt out, the fee is not mandatory.

Alphabetic
1 characters
Required
Fee Amount

Enter a dollar amount, to two decimal places to include cents.

Numeric
8 characters
Required

Per Credit Switch

Is the reported amount per credit hour? Y or N

Alphabetic
1 character

Required

Minimum Credit

Minimum credit hours enrolled at which fee applies?

Numeric
2 characters

Required

Default/Empty Value 00

Maximum Credit

Maximum credit hours to which fee applies?

Numeric 2 characters

Required

Default/Empty Value 99

Student Rank

If fee varies by academic year, identify the rank of students for which the fee is charged

Alphabetic 2 characters

Required

Default/Empty Value NA

Student Division

If fee varies by credit hours earned, identify the lower or upper division rank of students for which the fee is charged.

Alphabetic 2 characters

Required

Default/Empty Value NA

Cohort Year

For fees based on cohorts, identify the cohort year for which the fee applies. Cohort year should be the fiscal year the fee was implemented.

Numeric 4 characters

Required

Default/Empty Value 0000

Delete Switch

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

Alphabetic
1 character

Required

Notes and Definitions:

  1. The combination of the Campus, Admission Area, Fee Category Code, Fee Code Fee Title, Per Credit Switch, Min/Max Credits, Student Rank, Student Division and Cohort Year will serve as the key fields for all records with a Fee Code other than “CF – Course Fee/LB – Lab Fee/PF Program Fee”.

    Notes:
    • Duplicate combinations submitted in the same file will be rejected.
    • Subsequent combinations submitted in the same year will result in an update to the existing record.
       
  2. The combination of the Campus, Admission Area, Fee Category Code, Fee Code, Fee Title, Per Credit Switch, Min/Max Credits, Student Rank, Student Division, Cohort Year, Course ID and 6-Digit Subject Code will serve as the key fields for all records w/a Fee Code of “CF – Course Fee” or “LB - Lab Fee”.

    Notes:
    • Duplicate combinations submitted in the same file will be rejected.
    • Subsequent combinations submitted in the same year will result in an update to the existing record.
       
  1. The combination of the Campus, Admission Area, Fee Category Code, Fee Code, Fee Title, Per Credit Switch, Min/Max Credits, Student Rank, Student Division, Cohort Year, Academic Program Code and 4-digit Subject Code will serve as the key fields for all records w/a Fee Code of “PF – Program Fee”.

    Notes:
    • Duplicate combinations submitted in the same file will be rejected.
    • Subsequent combinations submitted in the same year will result in an update to the existing record.
       
  2. Admission Area: For courses, labs 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.
  3. For records with a Fee Code of “CF – Course Fee” or “LB – Lab Fee”, a Course ID or a 6-Dgit CIP Code must be provided.
  4. For records with a Fee Code of “PF – Program Fee”, an Academic Program Code or a 4-digit CIP Code must be provided.
  5. For records with any Fee Code aside from “CF – Course Fee/LB – Lab Fee/PF – Program Fee”, a Course ID or Academic Program Code must NOT be provided.
  6. 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"
  7. 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.
  8. Fee amount should be provided down to the cent (in the format 0000.00).
     

Definition of Major Fee Types

  • Instructional Fees = TU, TG, OT: are those fees uniformly charged to all students for educational and associated operational support of the institution, commonly referenced as tuition. Please note that this includes differential tuition rates that may be assessed to similarly enrolled students for an approved tuition guarantee plan, an approved tuition waiver, distinct graduate or professional programs, or under another law permitting different rates such as College Credit Plus.
  • General Fees = GF, CS, FC, LI, SA, TE, TR, GG, GC, GL, GY, GS, GT, GP: are uniformly charged to all students, or similarly enrolled students as described above, for non-instructional services. General fees support student life activities and student services, generally provided at the institutional level. They may be identified as a General Fee or be further delineated as facility fees, career services fees, technology fees, transportation fees, or other institution-wide required fees. 
  • Special Purpose Fees = SF, RB, BG, CF, LB, FE, FN, IA, OL, AT, AD, GR, PF, OD, OS, ON, PC: (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 to students paying the fee. These may include, but are not limited to, academic program fees, course-related fees, room and board, parking, enrollment application fees, and other miscellaneous charges. They do not include instructional or general fees uniformly assessed to all students.

Fee Limitations

Limitations on increases in Instructional and General fees have traditionally been set by the General Assembly within biennial operating budgets. 

2022-23 Biennial Authority

Per Am. Sub. HB 110 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 may increase the

rate for the new cohort by the three-year average consumer price index (CPI) plus any other cap enacted by the legislature.

Per HB 110, Section 381.160, special fees may only be increased or created with approval of the Chancellor, except for the following exemptions listed below:

  • 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

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 distinguishes rates for continuing students from tuition guarantee rates at the universities. 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.

 

Fees Inventory File Changes Process