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

3. Creating and Maintaining HEI Core Portal Accounts
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 address
Only university/college/district addresses should be used for accounts/usernames (as opposed to personal accounts).
ODHE staff will approve the account
An automated 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.

4. Creating and Maintaining HEI Core Portal Accounts
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 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.

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

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 Area File______________________________
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 Submission File Submission Order – Dependency Charts

13. File Submission
Submit File

14. File Submission Submit File options include:
Data Area, Year, Term, File
Data Area File______________________________
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 submitted confirmation box should appear
File Submission
Use ‘Choose File’ button to navigate to the saved file on your computer
Select Submit
File submitted confirmation box should appear

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

18. Click on the Summary Report
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. Add comments to explain any warnings
File Submission
Add comments to explain any warnings

21. The loads occur immediately after approval, no more waiting overnight!
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. Financial Files can now be loaded into a staging area
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. Use ‘search file’ option to see all status notes
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. Reports Enrollment Reports

25. Reports Enrollment 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. Reports Enrollment 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, , 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

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):
Dec 14 – 9 to 12 - Join WebEx meeting - Meeting number (access code):
Dec 19 – 9 to 12 - Join WebEx meeting - Meeting number (access code):
Dec 21 – 1 to 4 - Join WebEx meeting - Meeting number (access code):
The financial aid data area will start beta testing in December with a scheduled ‘go live’ for some scholarship programs in February 2018.

30. The HEI Core portal will keep evolving and improving
Final Thoughts
We welcome all feedback and questions!
Report bugs or issues here:
The HEI Core portal will keep evolving and improving