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M E M O R A N D U M
To: Financial Data
Reporters
HEI Liaisons
HEI Advisory Committee
From: Harold Horton
Date: July 17, 2000
Re: Reorganization of Financial Reporting
Cc: Course Sections Taught Data Reporters
Recall that unfortunately not many campuses were able to take advantage of the practice period for the financial files. Consequently, many of the issues and dilemmas inherent within financial reporting did not become apparent until the financial data went "live" last winter. Knowing that, Regents staff promised campuses that following the financial collection we would review the data submissions processes and find ways to improve the efficiencies of the data submission processes. The primary objectives of this review were to reduce campus workloads, eliminate files wherever possible, remove unnecessary dependencies between and among files, and reorder the submissions to reflect good campus business practices. To those ends Regents' staff propose the following changes to the financial data collection process.
FY 2000 Reporting
For fiscal year 2000 Regents staff propose the following:
1. Elimination of the Actual Data (AD) Cross Edit of the Changes in Current Funds (CF) file, Changes in Funds Balances (CB) file, and the Assets and Liabilities (AL) file. Each file would have its load programs and would not necessarily have to wait on the others for loading. Campuses would also be able to delete bad data more easily than in the current set-up. In this scenario, year-end data would be collected in two streams-one stream would be the CF file followed by the files that provide more detail about the current funds (CX , CP, FX, FF, IO, SR, EE, AU, and HP), the other stream would consist of the CB, AL, IT, and AF files.
2. Reorder the file
submission sequence for the financial files used in the Resource Analysis (RA)
from a bottom-up approach to a top down approach. Currently campuses are supposed
to submit (in order) the Faculty Funding (FF) file, the Funding Unit Expenditure
(FX) file, College Expenditure (CP) file (an optional file, used mainly by universities),
and then the Campus Expenditure (CX) file. The new format would simply reverse
the above and have the CX as the first submission, followed by the CP for those
campuses that submit it, the FX and then the FF. In this reporting scheme
each file would look to its predecessor to ensure that there are enough funds
in it to cover its costs.
FY 2001 Reporting
For fiscal year 2001 Regents staff propose the following:
1. Eliminate the
Funding Unit Inventory (FI) file, beginning Summer 2000, and use the FX file
as the master list of funding units.
2. Eliminate the link between the FI and the Course Sections
Taught (ST) file. The FX would have an edit to ensure that all funding units
reported in the ST file during the year are represented in the FX submission.
3. To facilitate FX reporting Regents staff will develop
a query that will relate the funding units used in the ST throughout the fiscal
year. These funding units will need to be in the FX file submission.
4. Add a "College" field to the FX file submission. A
"College" field would be required only if the campus reports a CP file
submission. If the campus does not submit a CP, then it need not submit a value
in this field.
Note that we will not be asking for any new data submissions nor any new data elements.
Please review each
proposal and provide any feedback you may have by August 1 to Chris Doll at
cdoll@regents.state.October 4, 2005lor="#000000" face="Times New Roman, Times, serif">Thanks.
To: HEI Liaison
From: Harold Horton,
Director of Information Services
Robert Sheehan,
Director of HEI
Date: January 13, 2000
Re: Submitting Financial Data Files
Cc: HEI Liaisons
HEI Advisory Committee
Financial Officers
We have corrected the specification documents for the Changes in Funds Balances (CB) File, Changes in Current Funds (CF) File, the Auxiliary Funds (AU) File and the Changes in Hospital (HP) File and these changes have been posted on the web. The window for submitting the financial files will open January 15, 2000 - February 15, 2000.
Previously, these files did not clearly indicate how transfers in or out should be reported in calculating the net change in fund balance. Resulting in possible overstating or understating the financial condition of campuses.
We recommend that all mandatory transfers-in should be reported as a negative number and mandatory transfers-out should be reported as a positive number. As for nonmandatory transfer, transfer-in should be reported as a positive number and transfer-out should be reported as a negative number. These changes in the submission rules should reduce the inconsistencies in reporting at the campus level and help ensure that the change in fund balance is calculated correctly for each campus.
We hope that these modifications
and extension will make the task of submitting these files easier and to ensure
that the HEI financial data files agree with your audited financial statements.
To: State College and University Space Reporting Coordinators
Copies to: State College and University Fiscal Officers
From: Michael Long
Information Systems
and Research
The Ohio Board
of Regents
Date: September 13, 2000
Re: Survey of FY 2001 Space Changes for Plant Operation &
Maintenance (POM) Subsidy Reporting
We are in the process of updating the data needed to finalize FY 2001 instructional subsidy earnings. I am writing to ask you to review and update the projected FY 2001 POM inventory data we currently have recorded for your campus(es).
Please review the attached Tables 1 and 2. Table 1 provides the cumulative POM by Campus by Room Type used in the calculation of the Fiscal Year 2000 Instructional subsidy. Table 2 is our latest version of your projected FY 2001 Changes to FY 2000 Subsidy POM Inventory. (The "changes" referred to are actually those that have occurred or are projected to occur in calendar year 2000, from January 1, 2000 through December 31, 2000). Table 1 is final; we are asking you to review the data in Table 2 for your campuses and report any changes to us.
For those of you who have revisions to Table 2 to report, an electronic FY 2001 POM update form is located at:
http://regents.ohio.gov/forms/surveys/survey3.html
Please fill out the form as many times as you need, but report only one building per form. Please be sure to provide all of the requested information on the form.
When filling out the space update form, please remember that we continue the POM policy adopted in the last biennium. For POM subsidy purposes, we no longer update your Physical Structure and Area Inventories for all changes made to your Instructional and General (I&G) space. That is to say, not all new I&G space is subsidy-eligible. Instead, we use the final FY 1996 POM inventory totals as the base for determining each campus' POM inventory.
These base POM NASF may only be revised for the following qualifying reasons:
1) Additions
a) I&G space for which state capital appropriations for construction was made prior to January 1, 1995. Please be sure to identify the relevant capital appropriations bill in the space provided on the attached form.
b) I&G space for which a significant local commitment for construction was made prior to January 1, 1995. By "significant local commitment" we mean a formal action by the Board of Trustees to appropriate local funds for construction or renovation of institutionally owned space. We will consider commitments made before January 1, 1995 for the lease of space on a case-by-case basis. Please attach documentation describing the formal action taken by your Board that appropriated local funds. A Board of Trustees' resolution is acceptable for our purposes.
c) Any I&G space replacing similar I&G space that was recorded on the 1994 Building Inventory which has since been taken out of operation. Space in this category can only be added when the space it replaces is appropriately deleted (see 2a. below).
2) Deletions
a) Any I&G space which is taken out of operation to be replaced with new space should be deleted (see 1c. above).
b) For all other I&G space which is taken out of operation permanently (i.e., demolished, sold) the state will share the cost 50/50. Please report all of the space eliminated: we will reduce it to 50% of the total amount in our calculations.
3) Shifting space to and from alteration status
a) Otherwise qualified I&G space moved from active to alteration status (function code 082) is eligible for subsidy at storage rates. Please report these shifts as well as shifts from alteration status to I&G usage.
The FY 2000 subsidy POM inventory (Table 1) referred to above represents the cumulative effect, through December 31, 1999, of updating each campus' FY 1996 Base Subsidy-Eligible NASF for the changes described above.
This is the first stage of the verification process for FY 2001 POM inventories. After I have received, reviewed, and entered your data, I will share the results with you and your fiscal officer in a revised Table 2 in late September or early October.
Note about "Late Changes"
Please keep in mind that two years ago the Instructional Subsidy Consultation revised the procedures through which we collect POM inventory for subsidy purposes. Instead of verifying "late changes" reported in Calendar Year 2000 via a phone survey at the end of the calendar year, we accept and fund in the FY 2001 instructional subsidy allocation all qualifying changes you report as projected to occur through December 31, 2000. In early CY 2001, we will contact campuses with "late space" changes (i.e., changes projected to occur after November 1, 2000 and before January 1, 2001) to confirm that the changes actually did occur. If the projected late change did not materialize by the end of CY 2000, we will make a compensating adjustment to the campus' subsidy allocations in the calculation of the FY 2002 instructional subsidy.
Please review the attached tables and make changes via the update form mentioned above by Friday, September 29, 2000. If you have no changes or corrections, please e-mail or fax me a brief note informing me of your acceptance of these data. Feel free to contact me at (614) 644-6859 if you have any questions. My fax number is (614) 466-5866, and my e-mail address is mlong@regents.state.oh.us.
Thank you for your cooperation in this effort.
SUPPORTING DOCUMENTATION
Allocation of Space for Subsidy Distribution
This historical document describes the methodology used to determine what constitutes I&G space, and the methodology that was used to determine campus Fall 1994 Base NASF that was listed in the final FY 1996 POM database. This document should answer any questions you may have regarding I&G space and how each square footage category is handled in the space-based POM calculation. It is located at:
http://regents.ohio.gov/financial/POM/pomdocuments.pdf
Area Type Clusters for POM Subsidy
The relationship between area type clusters and POM subsidy categories is discussed on page 6 of the Allocation of Space for Subsidy Distribution, located at
http://regents.ohio.gov/financial/POM/pomdocuments.pdf
From: Harold Horton, Director of Higher Education Information
Date: October 13, 2000
Re: Changes to HEI Financial Files Collection
Cc: HEI Advisory Committee
Having received positive feedback to our earlier proposal to reorganize the
financial data collection
(http://regents.ohio.gov/hei/datasubdoc/memos/genfinmemos.html),
we are proceeding with its implementation. We are also making one other change
in the collection of financial data. We are moving the submission dates of financial
files from December 1-31, 2000 to January 1-31, 2001 in order to give institutions
more time to prepare their data.
If you have any questions or comments, please contact Chris Doll at 614-728-8858 or at cdoll@regents.state.oh.us.
Thanks.
Chris D
To: HEI Financial Data Reporters
HEI
Liaisons
HEI
Advisory Committee
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
Date: December 20, 2000
Re: HEI Financial Files Edit Window
Cc: Chris Doll, Analyst, HEI
Suzanne Lewis, Analyst,
HEI
As we prepare to roll-out into production the revised financial file structure and the new financial data entry screens we are going to move the submission window for the HEI financial data area to January 15 through February 15, 2001. The data entry screen process will allow campus data reporters to key in data on our website in order to build submission files, rather than building them on their own system. We hope that this extra time should give institutions greater opportunity to further familiarize themselves with the new reporting structures while ensuring that all necessary programming changes will be in place by the beginning of the reporting window. It is our intention to make the process run smoothly and efficiently for all. Please be reminded that the summary of changes for FY 2000 and FY 2001 Financial Reporting are located at http://regents.ohio.gov/hei/datasubdoc/raq/finreorgraq.html. Also note that our generic data entry screen tutorial is located at http://regents.ohio.gov/hei/datasubdoc/general/data_entry_tutorial.pdf
If you have any questions about Financial Reporting or the data entry process please contact Suzanne Lewis, our new HEI analyst for the financial data area, at slewis@regents.state.oh.us or at (614) 995-7935.
Thanks.
To: Financial Data Reporters
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant
Director, HEI
RE: Financial Files Open for Submission, Data Entry Screen Training
cc: HEI Liaisons
Suzanne Lewis, Analyst, HEI
Chris Doll, Analyst, HEI
The financial files are now available for submission on the Data Input Site.
The edit window for the files is January 15th through February 15th. You may
want to review the summary of changes for this reporting period located at:
http://regents.ohio.gov/hei/datasubdoc/raq/finreorgraq.html
Suzanne Lewis, our new financial data analyst, will be processing these files. If you have any questions about your submission, please contact her at slewis@regents.state.oh.us or via phone at (614) 995-7935.
We have designed new financial data entry screens to help simplify the submission
process. You can find the screens inside the Data Input Site via the link entitled
"Data Entry Portal" (on the left side of your screen). A detailed tutorial for
the data entry screens can be found at:
http://regents.ohio.gov/hei/datasubdoc/general/data_entry_tutorial.pdf.
Please read this document carefully before attempting to use the screens. Please
note that you do not have to use the data entry screens to submit your files.
You can still submit your text files just as you always have on the Data Input
Site; the data entry screens are an alternative to the text file submission
process.
For those of you who would like a structured training on how to use the data
entry screens, we are tentatively scheduled to provide video conferences on
Friday, January 19th and on Friday, January 26th. Both conferences will be from
2:00 p.m. to 3:00 p.m. The same material will be covered in both conferences
so you will only need to participate in one of the two conferences. If your
institution has teleconference capabilities and you would like access to the
teleconference, we can work with you to bring the conference to your institution.
To participate in the conference on January 19th, please contact Suzanne Lewis
at slewis@regents.state.oh.us
by noon on January 18th. To participate in the conference scheduled for January
26th, please contact Suzanne by noon on January 24th. If your campus does not
have teleconference capabilities, but you would like access to the conference,
contact Suzanne so that we can try to find a host institution for you.
To: Basic Data Series (BDS) Recipients
From: Harold Horton, Director
Higher
Education Information System (HEI)
Date: January 11, 2001
Re: Basic Data Series (BDS) Financial
Reports
for Fiscal Year 1999
The BDS Financial reports for fiscal year 1999 are now available on the Ohio Board of Regents website in electronic format as PDF files, suitable for viewing with Adobe Acrobat Reader, and as Excel XLS files for use with Microsoft Excel. The reports can be viewed at the following address:
http://hei.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes
Or, you can link to them by starting at the Ohio Board of Regents website at: http://regents.ohio.gov/. Then, click on "For Ohio's Campuses", then click on "HEI", then click on "Reports", then on "HEI Data Publications".
These BDS Financial reports are the first to reflect financial data reported in the Higher Education Information (HEI) system. Previous versions used the agency's legacy information system, Uniform Information System (UIS). The reports included are intended to be comparable to previous publications of Basic Data Series (Financial section).
I hope that you will find these reports to be informational and helpful. If you should have any questions or if we can be of further assistance, please feel free to contact Mary Martin at (614) 728-8860 or e-mail at mmartin@regents.state.oh.us
Memorandum
RE: Netscape Communicator 6.0
Date: Thu, 18 Jan 2001
From: Harold Horton
HEI Contacts:
This is to inform you that some data reporters who are accessing HEI with Netscape Communicator version 6.0
have experienced problems with HEI facilities. Based upon our preliminary investigation of version 6.0, we have
discovered some incompatibility
issues and recommend that you do not use version 6.0 to access HEI. The
preferred web browser is still Netscape Communicator version 4.0 to 4.75.
We will continue to research this
issue and will inform all users when version 6.0 can be used to access HEI.
For your information the URL for downloading version 4.75 is
http://home.netscape.com/download/archive/client_archive47x.html.
Thanks,
Harold Horton
Director, HEI
Ohio Board of Regents
hhorton@regents.state.oh.us
To: Financial Data Reporters, HEI Liaisons, HEI Advisory Committee
From: Harold Horton,
Director, HEI
Stephanie McCann, Assistant Director, HEI
Suzanne Lewis, HEI Analyst
Re: IPEDS Spring 2001 Financial Data Download Features
Date: February 5, 2001
As most of you know, National Center for Education Statistics (NCES) is replacing the IPEDS paper survey forms that have been used in past yearswith a web-based data submission process similar to HEI. Campus staff will submit their IPEDS data files via the web to NCES or directly input their IPEDS data via web-based screens. The IPEDS data files will be edited and error reports will be generated. Once IPEDS data files are clean and free of errors they will be locked or loaded. A complete description of the IPEDS data submission process is located on the NCES home page http://www.nces.ed.gov/ipeds/webbase.html.
In the fall we created a feature in HEI that allowed campuses to download enrollment data previously reported in HEI into a file that could be submitted electronically to NCES for the fall 2000 IPEDS Completions Survey. We received positive feedback from campuses and many data reporters indicated that this HEI download feature saved them time and resources on IPEDS processing. In the same manner, we collect a significant amount of information in HEI that is required for completion of the IPEDS Finance F1 Survey for Public Institutions. Therefore, we are developing an HEI feature that will you to download data reported in various HEI financial files into a file that can be submitted electronically to NCES for the IPEDS Finance F1 Survey for Public Institutions.
Please note that we will not be able provide all information required for the IPEDS Finance F1 Survey for Public Institutions. Therefore, campus staff will need to manually enter this remaining information using the NCES data entry screens (see http://nces.ed.gov/ipeds/web2000/SpringScreens.html) after they have successfully imported and uploaded the HEI file to NCES. We have attached a table that displays HEI data we will provide for the IPEDS Finance Survey as well as the IPEDS fields not reported in HEI that will need to be manually inputted. Please review the table and let us know if you have any questions.
Also note that the HEI download feature for the Spring 2001 IPEDS Finance Survey for Public form is designed based upon the key value file specifications located at http://nces.ed.gov/ipeds/web2000/importsp.html
I ask that you circulate this memo
to the appropriate officials on your campus involved in the IPEDS Financial
reporting. Please do not hesitate to contact Suzanne Lewis at slewis@regents.state.oh.us
if you have any
questions or comments.
Thanks.
To: Financial Data Reporters, HEI Liaisons
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant
Director, HEI
Suzanne Lewis, HEI Analyst
Re: IPEDS Spring 2001 Financial Data Download Features
Date: March 8, 2001
As you may recall, a memo dated
February 5, 2001 introduced a new download feature planned for the financial
data area. This feature, similar to the enrollment IPEDS feature, would
allow financial data reporters to download a file that contains partial information
for the Finance F1 Survey that needs to be completed for the National Center
for
Education Statistics (NCES). As explained previously, this file would
only contain the information that we collect in HEI that must also be reported
to NCES. Campuses will have to input the remaining data through the NCES data
entry site.
The financial IPEDS download feature is now complete and we are asking for campuses to review the IPEDS financial download file and the data definitions in the attached file to verify that they are the same as what you intend to report to NCES. The IPEDS financial download (II) file can be downloaded from the HEI web site by choosing "Download your Institutions HEI data" under HEI Outputs.
If enough interest is generated, we can create a data input page in HEI that would allow you to input the missing financial data amounts that HEI cannot provide for IPEDS reporting. As a result, all data required for the financial IPEDS Survey would be contained in your HEI download file and you would not have to access the NCES data entry screens.
Please send your comments on the attached data definitions, as well as, your feedback concerning our proposed data input feature to Suzanne Lewis at slewis@regents.state.oh.us.
Thanks.
Subject:
Guidelines for HEI file changes and/or additions
Date: Fri,
16 Mar 2001 12:31:46 -0500
From: Harold Horton
<hhorton@regents.state.oh.us>
To:
"dracl_contacts@hei.regents.state.oh.us" <dracl_contacts@hei82.regents.state.oh.us>
HEI Contacts:
At our last meeting, the HEI Advisory Committee recommended that we post on the web Regents guidelines for HEI file
changes and/or additions. HEI staff
began using these guidelines over two years ago, but we are now making them
available on the Web for public access.
You can now access the guidelines
from the HEI home page at:
http://regents.ohio.gov/hei/guidelines.html.
Please note that we will make every attempt to adhere to the guidelines but
there may be certain legislative mandates,
requests or other circumstances that cause a departure from these guidelines.
Please also note that we have also
posted a summary of scheduled future and past file changes and/or additions
along with the guidelines. Please contact
me at hhorton@regents.state.oh.us
if you have any questions or comments.
Thanks.
To: Financial Data Reporters, HEI Liaisons, HEI Advisory Committee
From: Harold Horton,
Director, HEI
Stephanie McCann, Assistant Director, HEI
Suzanne Lewis, HEI Analyst
Re: IPEDS Spring 2001 Financial Data Download Features
Date: April 9, 2001
As you are probably aware, the Spring 2001 IPEDS submission window is now open for you to submit the Finance F1 IPEDS Survey to NCES via the web. A complete description of the IPEDS data submission process is located on the NCES home page (http://www.nces.ed.gov/ipeds/webbase.html).
We have created a feature in HEI that allows you to download data reported in various HEI financial files into a file that can be submitted electronically to NCES. Please note that we do not collect in HEI all of the data that are required for completion of the Finance F1 IPEDS Survey. Therefore, if you choose to use the HEI download feature, you will need to manually enter the remaining data using the NCES data entry screens (see http://nces.ed.gov/ipeds/web2000/SpringScreens.html) AFTER you have successfully imported and uploaded the HEI file to NCES.
To reach the IPEDS financial file
download, visit the HEI home page located at: http://regents.ohio.gov/hei/.
Under "HEI Outputs," click on the "Download your Institutions HEI data" link.
The "IPEDS Financial Download" file is in the "File ID" menu. In order to access
this file, you must be authorized to submit the Changes in Current Funds (CF)
file for your institution. Please contact your campus liaison if you need access
to the CF file (a list of liaisons can be found at:
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22liaison%22).
During our testing phase, campus
representatives informed us that institutions with multiple campuses have to
report IPEDS data by campus. However, as you know, much of our data is collected
by institution. Therefore, we are able to provide more data for those institutions
that have only a single campus. If you are at an institution that is a single
campus we have supplied partial information for Parts A, B, H, and L of the
F1 Finance Survey. If you are at an institution that has more than one
campus, the file contains partial information for parts A and B of the Finance
Survey. Attached to this message, you will find two documents. The document
labeled "single campus" provides a mapping file of our assumptions for those
institutions with single campuses. The document labeled "multiple campus" provides
assumptions for institutions
with multiple campuses.
The HEI download feature for the Spring 2001 IPEDS Finance Survey is designed based upon the key value file specifications located at http://nces.ed.gov/ipeds/web2000/importsp.html
Please circulate this memo to those on your campus who are responsible for IPEDS Financial reporting. Also, do not hesitate to contact Suzanne Lewis at slewis@regents.state.oh.us if you have any questions or comments.
Thanks.
MEMORANDUM
To: Financial Data Reporters
HEI Liaisons
From: Michael Long, HEI Analyst, Ohio Board of Regents
Stephanie McCann, Asst. Director, HEI, Ohio Board of Regents
Harold Horton, Director, HEI, Ohio Board of Regents
CC: Rich Petrick, Vice Chancellor for Finance, Ohio Board of Regents
Date: January 14, 2002
Re: Financial Files Changes
The edit window for upcoming financial files opens January 16 and closes February
16, 2002. We are happy to report that we have implemented a number of changes
to the Financial files. Please note that not all of the changes will be in place
at the beginning of the edit window. They are being implemented over the first
two weeks of the edit window. The changes include:
1) The addition of summary edits to all of the financial files. As you may recall,
only a handfull of the files contained summary edits in previous years.
2) Improvements to many of the existing summary edits with the addition of tables
or table columns that provide a more comprehensive view of your data.
3) Most files will be automatically loaded to our database without being viewed
by an analyst here at HEI. We are currently installing an edit process that
will check the data that you submit this year against data submitted in 2001.
If the totals in the files differ by less than 10%, then (after you request
load) the file will be automatically loaded without being reviewed by an HEI
analyst. Because of this new feature, please be sure to thoroughly review your
data (as no HEI analyst will be looking at the data until it is time to run
the BDS reports). If the totals in the file differ by 10% or more, you will
receive a warning in the summary edits for the file. This will alert you to
closely check the data in the file. Also, only in the case of these warnings,
will an HEI analyst review the file.
Finally, as you are aware, all funding units reported in the Course Sections
Taught (ST) file throughout the fiscal year must be reported in the Funding
Unit Expenditure (FX) file. To facilitate FX reporting, the attached excel spreadsheet
contains a list of funding units, by campus, submitted in the ST files throughout
the year.
If you have any questions or comments, please contact Michael Long at mlong@regents.state.oh.us
or at (614) 644-6859.
MEMORANDUM
To: Financial Data Reporters
From: Michael Long, HEI Analyst
Date: April 19, 2002
Re: Financial Queries are now available
Cc: HEI Liaisons
Fiscal Officers
Harold Horton, Director, HEI
Stephanie McCann, Asst. Director, HEI
I am pleased to inform you that two financial queries are now available in HEI.
The queries were developed with help from campus staffs and
were recently demonstrated at the HEI Users Conference here in Columbus. These
queries will allow you to access expenditure and
revenue data from the HEI Financial Files.
The Expenditure Query contains expenditure information from the Changes in Current
Funds (CF), Education and General Funds Expenditure (EE), Instruction and General
Expenditures by Object (IO), Campus Expenditure (CX), College Expenditure (CP),
Changes in Auxiliary Funds (AU), Changes in Hospital Funds (HP), Funding Unit
Expenditure (FX), and Faculty and Instructional Non-faculty Funding (FF) files.
The Revenue Query contains revenue information from the Changes in Current Funds
(CF), Sources of Education and General Revenues (SR), Changes in Auxiliary Funds
(AU), and Changes in Hospital Funds (HP) Files.
Please be reminded that these are restricted queries and you will need to acquire
authorizations for access. Contact your HEI liaison to
obtain authorizations for these queries. You can identify the HEI Liaison for
your institution by going to the HEI Liaisons Web page
located at:
http://hei.regents.state.oh.us/cgi-pub/hotlink?$people_page?@PAGE=%22liaison%22
Please contact me at mlong@regents.state.oh.us,
if you have any
questions.
To: Facilities, Faculty, and Financial Data Reporters
CC: HEI Liaisons
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
David Smith, Analyst, HEI
Date: May 12, 2003
RE: Facilities, Faculty, and Financial Email Addresses and Welcome David Smith
To expedite our response to your questions regarding facilities, faculty and financial data areas, we have established three new email addresses. When you have questions about any of these three data areas, please send those questions to the appropriate email alias below:
Facilities questions should be directed
to hei-facilities@regents.state.oh.us
Faculty questions should be directed to hei-faculty@regents.state.oh.us
Financial questions should be directed to hei-financial@regents.state.oh.us
Please use these email addresses when you have questions about:
Files being edited or loaded
File warnings or errors that you receive
Facilities, Faculty, or Financial queries or query results
Data Input Site
File Submission Schedules
Verification tables
File policy definitions or interpretations
Facilities, Faculty, or Financial Reports
By using these email addresses, we can be sure that your email gets to the appropriate person and that an answer gets back to you quickly.
I also want to introduce David Smith. David is our new analyst for faculty, facilities and financial files. He replaces Michael Long. David previously worked at Columbus State Community College in the IR department. We are very pleased to have him on our staff. He can be reached using any of the email aliases above, at his email address dsmith@regents.state.oh.us or by phone at 614 644-6859.
To: Financial File Data Reporters
Cc: HEI Liaisons
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
David Smith, HEI Analyst
Date: January 5, 2004
SUBJECT: 2003 Financial Files Edit Window
Financial Data Reporters,
The edit window for the 2003 Financial Files opens January 16, 2004 and closes February 16, 2004. Please note that many resources are available to guide you through the submission process such as the PDF based data entry tutorial located here: http://regents.ohio.gov/hei/datasubdoc/general/data_entry_tutorial.pdf and, new this year, narrated video tutorials located here: http://regents.ohio.gov/hei/training/videos.html
Additionally, as you may be aware, all funding units reported in the Course Sections Taught (ST) file throughout the fiscal year must be reported in the Funding Unit Expenditure (FX) file.
As you may recall from last year, to facilitate FX reporting, we created a query that data reporters can use to obtain an unduplicated list of funding units by campus submitted in the ST files throughout the year. Financial file data reporters can access this query within the Data Input Site from a link on the left side of the page or directly at: https://hei.regents.state.oh.us/cgi/st_query_cgi
If you have any questions about
the 2003 Financial Files Edit Window or the Funding Unit Query, please contact
David Smith at (614) 644-6859 or dsmith@regents.state.oh.us.
To: HEI Financial Files Data Reporters
Cc: HEI Liaisons
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
David Smith, HEI Analyst
Date: July 22, 2004
RE: Financial Files and GASB 34/35 for FY 2004 HEI Reporting
We want to verify that we will not be making any changes to the structure of the HEI files to reflect GASB 34/35. We found in your comments from our spring survey that most campus representatives believed we should keep the files in their current state. In addition, we at Regents do not need the changes for our purposes at this time. We very much appreciate your comments on this issue.
In addition, I am pleased to announce that our discussions at Regents have found that we no longer need to collect the following three financial files:
Changes in Auxiliary Funds (AU) File
Changes in Hospital Funds (HP) File
Beginning with FY 2004 (the reporting window will open in January), you will no longer be required to submit these three files. Please, however, be advised that you may be asked to produce this or similar data should legislators or other state officials need it.
To: Tuition Data Reporters
cc: HEI Liaisons
State College & University Fiscal Officers
From: Ryan Hoverman, HEI Analyst
Neal McNally, Assistant Budget Director
Date: August 3, 2004
RE: FY 2005 Survey of Student Charges
As you know, the Board of Regents annually conducts a Fall Survey of Student Charges. This year we are pleased to announce a web-based survey instrument that will allow users to submit tuition and fee data through the HEI system.
This new survey format generally requests the same data collected in prior years (i.e., instructional & general fees, nonresident surcharges and other fees based on 15 credit hours). One notable change is the addition of instructional and general fees on a credit hour basis, which will improve the Regents’ ability to conduct enrollment audits as required by state law.
The new web-based survey may be accessed at: https://hei.regents.state.oh.us/cgi/survey_of_costs/survey_input using an HEI user name and password. Please note that in order to report your institution’s tuition data, users must first obtain authorization from your institution’s HEI Liaison (must request access to Fall Tuition Survey).
An instruction guide for using the survey is located at http://regents.ohio.gov/hei/Fall_Tuition_Training_Guide.doc It is strongly recommended to read through the guide before using the system.
The reporting window for the Survey of Student Charges will be open from August 3rd through August 25th. We again anticipate that the price of tuition at Ohio’s public campuses will be of great interest to the General Assembly, the governor and other state leaders, as well as the media and the general public. Therefore, it is important that the survey be concluded by August 25th.
Should you have any questions, please contact Ryan Hoverman (614/644-9603) or Neal McNally (614/752-9531). Thank you.
Note: Through August 9th Neal and Ryan will be out of the office (Ryan will be checking email). If you have any questions on using the web site itself, please contact Melissa Sponseller (614/728-8858).
To: Financial File Data Reporters
Cc: HEI Liaisons
From: Harold Horton, Director, HEI
Stephanie McCann, Assistant Director, HEI
David Smith, HEI Analyst
Date: October 10, 2004
Re: 2004 Financial Files Edit Window
Financial Data Reporters,
The edit window for the 2004 Financial Files opened October 1, 2004 and will close on February 3, 2005. Please note that many resources are available to guide you through the submission process such as the PDF based data entry tutorial located at http://regents.ohio.gov/hei/datasubdoc/general/data_entry_tutorial.pdf and narrated video tutorials located at http://regents.ohio.gov/hei/training/videos.html .
Additionally, as you may be aware, all funding units reported in the Course Sections Taught (ST) file throughout the fiscal year must be reported in the Funding Unit Expenditure (FX) file. To facilitate FX reporting, we have created a query that data reporters can use to obtain an unduplicated list of funding units by campus submitted in the ST files throughout the year. Financial file data reporters can access this query within the Data Input Site from a link on the left side of the page or directly at: https://hei.regents.state.oh.us/cgi/st_query_cgi .
Finally, please note that the data entry portals (web form entry screens) for the AF, AL, AU, BD, CB, CF, CP, CX, EE, FF, HP & RE files have been updated for compatibility with more recent versions of Web browsers such as Internet Explorer 6.x and Netscape 7.x.
If you have any questions about the 2004 Financial Files Edit Window, please contact David Smith at (614) 644-6859 or dsmith@regents.state.oh.us.
To: |
Financial Data Reporters |
From: |
Harold Horton, Director, HEI |
Cc: |
HEI Liaisons |
Date: |
3/17/2005 |
Re: |
2004 Basic Data Series (BDS) Financial Reports |
The BDS Financial reports for 2004 are now available on the Ohio Board of Regents Report Viewer website in electronic format as PDF files, suitable for viewing with Adobe Acrobat Reader, and as Microsoft Excel XLS files. The reports can be viewed at the following address: http://qry.regents.state.oh.us/cgi-pub/site_map?name=bds_sid&jsflag=yes You can also locate the report by starting at the Ohio Board of Regents website http://regents.ohio.gov/ . Then, click on "Higher Education Information", then under HEI Outputs click on "Reports", then on "Basic Data Series", and finally on the plus box next to "2004" under the heading BDS Financial Reports. If in reviewing the data you spot any errors please contact me by March 25, 2005 . If you do not respond by that time the reports will be considered final. I hope you find these reports to be informational and helpful. If you have any questions, please contact David Smith at (614) 644-6859 or by e-mail at dsmith@regents.state.oh.us |
Return to Financial Memos Page
http://regents.ohio.gov/hei/datasubdoc/memo/genfinmemos.html
Last updated
October 4, 2005