Higher Education Information (HEI) System Nurse Education Assistance Loan Program (NEALP) and War Orphans Scholarship (WOS) User Overview

On January 22, 2018, ODHE released a major system upgrade to HEI On January 22, 2018, ODHE released a major system upgrade to HEI. The new version brings a new hardware architecture, updated user interface, improved turnaround and performance for file submission, and improved error handling. Along with the HEI upgrade, updated WOS and NEALP submissions and reporting are planned to follow shortly after the new HEI release. Projected release for WOS submissions and reporting is February 12, 2018. Projected release for NEALP submissions and reporting is February 26, 2018.  From January 22nd to February 2nd, you can submit WOS files for testing on this new site and from January 22nd to February 16th, you can submit NEALP files for testing on this new site. Please note that anything submitted during this timeframe will be purged before the go-live dates. The OCOG system is projected for a late summer 2018 upgrade. In the meantime, all OCOG file submissions and reporting will continue on the old HEI system.

New Higher Education Information (HEI) System - NEALP and War Orphans Financial Aid Files Overview will include  …  Creating and Maintaining HEI Accounts Setting up Academic Calendar Appeal for Extensions Updated File Formats File Submissions Manual Data Entry Submit File Reports Eligibility Disbursement Undisbursed/Unrecovered https://hei.ohiohighered.org/

Creating and Maintaining HEI Core Portal Accounts https://heiauth.ohiohighered.org All accounts are managed through the HEI Authorization site Institutional Administrators (Financial Aid Liaisons) have the role that allows creating or disabling an account for others at their institution Our office will set up all Financial Aid Liaisons into the new portal. Directions will be provided to the liaisons on how to give access to other users on their campus. Your username is the organizations email address. You will be able to create your own password. Only university/college 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 You will only see “Application Administration” if you have been given specific permissions.

NEW (HEI) System- https://hei.ohiohighered.org/ Full E-mail Address

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 You will only see “Application Administration” if you have been given specific permissions.

Welcome to the new Higher Education Information (HEI) System https://hei.ohiohighered.org/   The Home Screen will have useful links and announcements You will only see “Application Administration” if you have been given specific permissions.

Institution Management Select Institution Management

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

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

Institution Management- Setting up Academic Calendar cont’d Next: - Use the Edit option to open the selection box to complete the term type, start and end dates (using the calendar icon as needed). - Then select “Save”, your academic calendar is then set for that term.

Institution Management- Setting up Academic Calendar cont’d The submission windows are based on your academic calendar dates; they open 15 days after the start of your term and close 30 days afterwards. 

Institution Management- Requesting an Extension Appeal (request) for extension to reopen prior terms for adjustments or payment requests. Please review the extension request policy: https://www.ohiohighered.org/sgs/guidance-memos 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.

Institution Management- Requesting an Extension Cont’d Next you will see a confirmation page, ensure all information is correct, and select Confirm.

Institution Management- Requesting an Extension Cont’d The request will then be placed in queue to be approved by the Program Manager

Updated File Formats War Orphans (WO and OA) NEALP (NV, NT, and NA) There is only one change to the WOS and NEALP file formats: Across all submission files, all award amount fields are to be seven characters in length (including dollars and cents, but no decimal, e.g. 0150000 to represent $1,500.00). This eliminates an inconsistency (and source of errors) in the old file formats where some amount fields were six characters and some were seven characters.

WOS Certification (WO) File Field Names Field Attributes and Procedures Data Format Student Identifier Enter the identifier that uniquely relates to this student as provided in the War Orphans eligibility query. For most students, this will be the federally assigned Social Security Number (SSN). Alphanumeric 9 characters Columns 1-9 Student Rank Enter a code from Rank Codes which best describes the student's academic rank during the term indicated in the header record. Alphabetic 2 characters Columns 10-11 Uppercase Student GPA Enter the student's cumulative grade point average. This value may not be greater than 400. If using manual entry, please use a decimal. Numeric 3 characters Columns 12-14 Award Amount Enter the student's instructional and general fee charges (dollars and cents). If using manual entry, please use a decimal. Numeric 7 Characters Columns 15-21 Delete Switch Enter "Y" if the record is to be deleted from the database. Otherwise, enter "N". Alphabetic 1 character Column 22 Uppercase

WOS Adjustment (OA) File Field Names Field Attributes and Procedures Data Format Student Identifier Enter the federally assigned Social Security Number (SSN) whenever possible. If the SSN is unavailable, enter another identifier that uniquely relates to this student. For a given student, the same identifier must be used in all student related files. Alphanumeric 9 characters Columns 1-9  Adjustment Amount Enter the amount of the adjustment (dollars and cents) to the amount previously certified for the term. If using manual entry, please use a decimal. Numeric 7 characters Columns 10-16 Adjustment Type Enter the type of adjustment that the Adjustment Amount represents. R = reduction in amount previously certified. (The Adjustment Amount is to be subtracted from the Award Amount from the WO certification file.) I = increase in amount previously certified. (The Adjustment Amount is to be added to the Award Amount from the WO certification file.) Alphabetic 1 character Column 17 Uppercase

NEALP Verification (NV) File Field Names Field Attributes and Procedures Data Format Student Identifier Enter the federally assigned Social Security Number (SSN) for this student. Alphanumeric 9 characters  Columns 1-9 Student Rank Enter a code from Nursing Grade Level Codes which best describes the student's academic rank during the term indicated in the header record. Numeric 1 character Columns 10 Current Enrollment Status Enter the following codes: F = Full time H = Half time L = Less than half time Alphabetic 1 character Column 11 Satisfactory Progress Is the student making satisfactory progress toward the degree? Enter “Y” or “N” Alphabetic 1 character Column 12 Award Amount Enter the student's loan amount for this term (dollars and cents). Numeric 7 characters Column 13-19 Projected Graduation Date Enter the date the student is expected to graduate with the degree in their nursing program. Enter date as MMDDYYYY. Numeric 8 characters Column 20-27 Delete Switch Enter "Y" if the record is to be deleted from the database. Otherwise, enter "N" Alphabetic 1 character Column 28

NEALP Certification (NT) File Field Names Field Attributes and Procedures Data Format Student Identifier Enter the federally assigned Social Security Number (SSN) for this student. Alphanumeric 9 characters  Columns 1-9 Student Rank Enter a code from Nursing Grade Level Codes which best describes the student's academic rank during the term indicated in the header record. Numeric 1 character Columns 10 Current Enrollment Status Enter the following codes: F = Full time H = Half time L = Less than half time Alphabetic 1 character Column 11 Satisfactory Progress Is the student making satisfactory progress toward the degree? Enter “Y” or “N” Alphabetic 1 character Column 12 Award Amount Enter the student's loan amount (dollars and cents) for this term. Numeric 7 characters Column 13-19 Projected Graduation Date Enter the date the student is expected to graduate with the degree in their nursing program. Enter date as MMDDYYYY. Numeric 8 characters Column 20-27 Delete Switch Enter "Y" if the record is to be deleted from the database. Otherwise, enter "N" Alphabetic 1 character Column 28

NEALP Adjustment (NA) File Field Names Field Attributes and Procedures Data Format Student Identifier Enter the federally assigned Social Security Number (SSN) for this student. Alphanumeric 9 characters  Columns 1-9 Adjustment Amount Enter the amount of the adjustment (dollars and cents) to the amount previously certified for the term indicated in the Adjustment Term below. Numeric 7 characters Columns 10-16 Adjustment Type Enter the type of adjustment that the Adjustment Amount represents. R = reduction in amount previously certified. (The Adjustment Amount is to be subtracted from the Award Amount from the NT certification file.) I = increase in amount previously certified. (The Adjustment Amount is to be added to the Award Amount from the NT certification file.) Alphabetic 1 character Column 17 Uppercase

File Submission Info. File Submission menu options include: Manual Data Entry – Financial Aid Data Areas – Data Entry Portal Submit File – use this option to choose a file (upload notepad data) and NOT using manual entry. Search File – find submitted files File Submission Order- Shows Flow chart of New System (Informational Purposes Only) File Approval- Management use only

File Submission - Manual Data Entry Select Institution Management, Data Area, File Type, Submission Year, and Term. Then select “Go to Data Entry Page.”

File Submission - Manual Data Entry cont. Select “Add Record”

File Submission - Manual Data Entry cont. *In new system you will need to use 7 Digits and a decimal for Award Amount. For WO File, you will need to use a decimal for GPA. Hit create.

File Submission - Manual Data Entry cont. *In new system you will need to use 7 Digits and a decimal for Award Amount. Hit create.

File Submission - Manual Data Entry cont. After you have created the file, you will see view/edit the record or Delete. Select “Save Records To Data File” Delete View/ Edit

File Submission - Manual Data Entry cont. Once saved, you will see “Draft saved successfully”. Next, Select Submit Data file to Edit.

File Submission – Submit File Submit File- use this option to upload a saved file

File Submission – Submit File cont. First selections: Data Area, File Type, Year, and Term. Select Choose File, to upload.

File Submission – Submit File cont. Select Submit File submitted confirmation box should appear

File Submissions At this point, rather submitted by Manual Entry or Submit File, an auto-generated email is sent to show Data Validations (Errors), which will display the following: File was approved or rejected Errors, warnings, or repeat submissions A link to click within the email to view file

File Submissions - Emails Immediately after the file is approved by Program Manager, an email showing file approved is sent to submitter.

File Submissions - Emails Email showing File Rejected. This means file will not be in queue for Program Manager approval. Email will show Number of Data Validations. Use the link below to find out the errors. Data Validations By clicking this link you can view file and select File Validation report to see what those errors. Another way to view errors will be explained next.

File Submissions - Finding Files Search for the file you created by going to File Submission, and then Search File. The file is in queue regardless of approval or rejection. This tab will show Institution, Data Area, File Type, Yr., Term, Filename, Submission Status, Date, give the option to Download, and who submitted the file.

File Submissions - Finding Errors on Rejected File Under File Submission and after selecting Search File, find file and click on file name. Select File Validation report to show errors. For financial aid files, warnings will not prevent a file from loading, only errors.

File Submissions - File Validation Report File Validation Report is shown below. After correcting errors, resubmit file by manual entry (as shown before) or by Submit File.

File Submission File Submission Order – Dependency Charts Financial Aid Files

Reports Find Eligibility, Disbursement, and Undisbursed/Unrecovered reports on Core Portal/Home Page. Select Reports and then WOS Reports or NEALP Reports.

Eligibility Report Select your institution, then “Go” to view list of Eligible students.

Disbursement Report Select “Go” to view students who have been paid from current or prior award year.

Undisbursed/Unrecovered Report Select “Go” to view students who have an outstanding disbursement or refund owed

Please visit: https://www.ohiohighered.org/hei/