Higher Education Information System User Guide

1. Higher Education Information (HEI) System User Overview

2. New Higher Education Information (HEI) System • Overview will include • Creating and maintaining HEI Accounts • Review of each tab and their functions on the new HEI data input site • Institution Management (Academic Calendar & Appeal for Extension) • File Submission • Reports • Documentation of new file layouts • FAQs including: • Tips for creating files • Review of common errors • Navigation tips https://hei.ohiohighered.org/

3. Creating and Maintaining HEI Core Portal Accounts https://heiauth.ohiohighered.org • All accounts are managed through the HEI Authorization site • Institutional Administrators (liaisons) have the role that allows creating or disabling an account for others at their institution • Your username is the organization email address • Only university/college/district email addresses should be used for accounts/usernames (as opposed to personal email accounts). • ODHE staff will approve the account • An automated email will be sent to the user containing their username and a secure link to reset their password

4. Creating and Maintaining HEI Core Portal Accounts https://heiauth.ohiohighered.org Re-setting or Forgotten Passwords: Each HEIAUTH-managed application will contain a “Forgot Password” link on the login page, which will direct the user to the HEIAUTH “Forgot Password” page, which will in turn generate an email with a secure link to reset the password Passwords are automatically reset every 90 days Same user name and password as other Applications like CCP Portal, Action Fund, Or Choose Ohio First

5. Welcome to the new Higher Education Information (HEI) System https://hei.ohiohighered.org/ The Home Screen will have useful links and announcements

6. Institution Management • Institution Management has two functions: • View Academic Calendar • Appeal for Extension for Reporting

7. Institution Management • To establish the Academic Calendar: • Select View Academic Calendar from the menu drop-down • Then select academic year.

8. Institution Management • To establish the Academic Calendar: • Then use the Edit option to open the selection box to complete the term type, start and end dates (using the calendar icon as needed)

9. Institution Management • Appeal for Extension for Reporting • Select Appeal for Submission Window Extension from the drop down • Then Select the data area, year and term • Then select the length of the extension request and reason

10. Institution Management Options for Extension for Reporting Data AreaFile______________________________ Enrollment SE, SN, CI, CN, DC, AC, XR, OC, IC, TF, UF Facilities PS, AI, OS, CS, OR, FC Faculty Staff AM, ST, FD Financial BD, CF, SR, EE, CX, CP, IO, FX, FF Academic Programs AP

11. File Submission • File Submission menu options include: • Manual Data Entry – Financial and Facilities Data Areas Only • Submit File – used to upload data • Search File – find previously submitted files • File Submission Order (Dependency Charts) • File Approval

12. File SubmissionFile Submission Order – Dependency Charts

13. File Submission Submit File

14. File Submission • Submit File options include: • Data Area, Year, Term, File Data AreaFile______________________________ Enrollment SE, SN, CI, CN, DC, AC, XR, OC, IC, TF, UF Facilities PS, AI, OS, CS, OR, FC Faculty Staff AM, ST, FD Financial BD, CF, SR, EE, CX, CP, IO, FX, FF Academic Programs AP

15. File Submission • First selections: • Data Area • File Type • Year • Term

16. File Submission • Use ‘Choose File’ button to navigate to the saved file on your computer • Select Submit • File submitted confirmation box should appear

17. File Submission • Click on the file name to view the file details, download the file, Summary Report • Option to view the validation report

18. File Submission • Click on the Summary Report • Shows comparison of data submitted to the prior year • Use as a data quality check

19. File Submission • Once you have reviewed the warnings, select ‘Approval’ to send the file to the load queue

20. File Submission • Add comments to explain any warnings

21. File Submission • Most files with no warnings and no errors do not need ODHE approval to load • The loads occur immediately after approval, no more waiting overnight! • You can update non-key fields in each SE submission • No longer have to re-submit with the original header to update race, gender, SSID, etc.

22. File Submission • Financial Files can now be loaded into a staging area • This allows the dependences to be checked prior to the final request to load • The tolerance for the checks has been increased to $20 • You can use the staging area or load each file as in the past • The manual data entry option is still available

23. File Submission • Use ‘search file’ option to see all status notes Submission Status: • Deleted – File has been removed from submission request. • Structure Failed – File could not be submitted due to formatting errors in the text file. • Rejected – File could not be submitted due to errors or file approval has been denied. • Failed Validations – Error(s) on File – File needs to have any errors or warnings reviewed and corrected prior to approval. • Resubmitted – File has been submitted multiple times. • File Data Load to Database Complete – File has successfully been loaded into the HEI system. • Pending Approval – Staged for Financial Review - Financial files that have not received final approval for submission as they await review for amount comparisons.

24. ReportsEnrollment Reports

25. ReportsEnrollment Reports • “Combined” year and term enables you to choose Academic Year more easily. • “Separate” year and term enables you to choose a specific term for multiple years more easily.

26. ReportsEnrollment Reports • Once the report data is returned, there are options under the ‘Actions’ drop-down • Filter • Alter the number of rows displayed • Format – allows computations, aggregations, or charts • Save report – if you’d like to save the settings to run the report again • Reset – clears all selections • Download – options include csv, html, email, or PDF

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

28. FAQs Page https://www.ohiohighered.org/hei/faqs

29. Upcoming Support Meetings Open “Office” Webex with tech support and ODHE staff to answer questions on new site: These sessions are drop-in for as needed help, asking questions, or making recommendations to the site. They will be staffed by technical team members and ODHE. Dec 11 – 1 to 4 - Join WebEx meeting - Meeting number (access code): 314 872 330 Dec 14 – 9 to 12 - Join WebEx meeting - Meeting number (access code): 313 627 579 Dec 19 – 9 to 12 - Join WebEx meeting - Meeting number (access code): 319 575 003 Dec 21 – 1 to 4 - Join WebEx meeting - Meeting number (access code): 319 744 091 The financial aid data area will start beta testing in December with a scheduled ‘go live’ for some scholarship programs in February 2018.

30. Final Thoughts We welcome all feedback and questions! Report bugs or issues here: https://www.ohiohighered.org/content/hei_core_portal_bug_reporting_form The HEI Core portal will keep evolving and improving