New HEI: Frequently Asked Questions (FAQs)

Announcements

  • The new HEI Portal is live and you may submit files for the following data areas: Enrollment, Facilities, Financial, Faculty/Staff, Academic Programs, and Financial aid.

  • New file specifications for the SE, AP, CN, and CU files must be used from this point forward, even if you are re-opening a prior year/term for corrections or updates.

  • HEI Institution Liaisons can set up user accounts for the new HEI Portal through the HEI Authorization site. Once you have an account, your user name is your full email and the password is one you select.

  • If you received a password set-up or reset email with a link that expired, you can go directly to the forgot your password page: https://heiauth.ohiohighered.org/ap/FORGOT_PASSWORD

  • Financial Aid files: The transition to the new HEI Portal for the WOS (WO, OA) and Nurse Education Assistance Loan Program (NV, NT, NA) and Ohio College Opportunity Grant (OG) files is complete.

  • To send a secure file for audit purposes or because there is PII in the information, please use the HEI SEcure File Exchange Site (this requires separate permissions): https://heifx.ohiohighered.org 


Important Dates:

Standard Submission Windows

  1. Academic Programs
    • AP File: (see Enrollment Area Term-Based Files)
  2. Enrollment Area
    • Term-Based Files
      • Summer Term: Jun 1 – Oct 1
      • Autumn Term: Oct 1 – Mar 1
      • Spring Term: Feb 1 – Sep 1
    • Annual Files
      • DC File: Oct 1 – Sep 1
  3. Facilities Area
    • All Facilities Files: Dec 1 – Feb 6
  4. Faculty-Staff Area
    • AM File: Dec 1 – Feb 3
    • FD File: Oct 1 – Feb 3
    • ST File: (see Enrollment Area Term-Based Files)
  5. Financial Area
    • BD File: Jul 15 – Oct 1
    • All Other Financial Files: Oct 1 – Feb 3

File Structure & Specifications Changes

Please note that in the new HEI System, several file formats have been updated or changed that will affect the structure of your submissions.  Click on the links provided for the detailed documentation.

  1. Academic Programs (AP) File
    • Expanded Program Title from 100 to 250 characters
    • Moved Delete Switch to the end of the file
  2. Student Entrance (SE) File
    • Added First Name field (from NF File)
    • Added Middle Initial field (from NF File)
    • Added Last Name field (from NF File)
    • Added Suffix field (from NF File)
    • Added US Armed Forces field (from SP File)
    • Added Individual with a Disability flag  (from SP File)
    • Added Under-prepared for College Math flag  (from SP File)
    • Added Under-prepared for College English flag  (from SP File)
    • Moved Delete Switch to the end of the file
  3. Course Enrollment (CN) File
    • ​​​​​​​​​​​​​​Modified Course Outcome to only accept descriptions of course outcomes, but not the GPA points.
    • Added Course Grade field - this captures the GPA points
    • Moved Delete Switch to the end of the file
  4. Course Update (CU) File
    • ​​​​​​​​​​​​​​Modified Course Outcome to only accept descriptions of course outcomes, but not the GPA points.
    • Added Course Grade field - this captures the GPA points
    • Moved Delete Switch to the end of the file​​​​​​​​​​​​​​
  5. ​​Files that are not continuing: Financial Area: AL, CB. Enrollment Area: NF, SP (Consolidated into the SE file). Distance Learning (DL) file - will still be collected but through OhioLink for participating institutions - now called the DLCS file.
  6. Accounts now maintained through the HEI Auth User Management System. User name is your full email address and passwords (establishing and re-setting) are now self-service.

Data Upload Site

 

HEI Overview

 

HEI User Guide

 

Usability Tips

  • Use your browser’s save username and password feature to avoid having to re-type your credentials every time you log in

 

Navigation

  • You can use either the navigation header or the navigation header dropdown menus to view the sub-pages underneath each functional category

  • Instead of using your browser’s “Back” button, use the application’s “Cancel” or “Back” buttons to close an open dialogue without action or navigate back to a previous page

 

Fields & Buttons

  • Be sure make an entry/selection for all required fields before engaging a function – all required fields are marked with a red asterisk (*)

  • When entering/selecting, work through the fields from top to bottom, then left to right to ensure all dependent fields are handled in order

  • Use the “Clear” button to reset all of the entry/selection fields if you want to start over on a page – you can also navigate away and back or click on that page again from the menu to start over

  • In some cases, a button may be disabled (greyed out) when certain conditions prohibit a function from occurring, e.g. Re-submitting or Deleting a file in Loaded status

  • On interactive grid pages, e.g. Search File, Reports, you will see a Search bar – these can be used to search in any of the available fields using the magnifying glass selector, or all fields on that page (default)

  • On interactive grid pages, you will see an “Actions” button – from here you can filter, sort, download, or perform a number of other dynamic report functions

  • Some dropdown-select fields have a feature enabled that allows you to start typing to find the selection you want; this is not “fuzzy-search” or Google-like, and you will want to type the first several characters accurately as possible, e.g. “Ohio Sta” will bring up “Ohio State University” but “Ohio Stt” will not.

 

Tips and Tricks

  • This spreadsheet was created to help troubleshoot data files and create new data files in the new system for the files that were updated. 

  • The old programming would clean up any extra spaces in the data rows. The new programming will not do this. Therefore, be certain that each row of data is the exact length as specified in the data submission document for the file.

  • Forgot Password link