HEDSLive FAQ

How do I log into HEDSLive?

 

How do I get a user id and password? 

  • Please submit a higheredsupport ticket by clicking the “? Help” icon in the lower right of the screen. Within the ticket please provide us with the name of the person needing an account, the person’s title, and role within HEDSLive (Coordinator or End User), the name of the institution, phone number, and physical address.

 

What are the password requirements? 

  • Your password should conform to these rules:
  • Must be at least eight (8) characters long, one of which must be a numeric character;
  • Must not contain more than two repeating characters;
  • Cannot be a password used in the last 1000 days; and
  • Cannot be one of your entries in the NYeNET Central Directory Service, such as your name or email address.

 

What if I forget my user id or password? 

  • Please submit a higheredsupport ticket by clicking the “? Help” icon in the lower right of the screen. Within the ticket please provide us with your name, the name of your institution, and specifics regarding what you need help with.

 

What if I do not see my institution listed in HEDSLive? 

  • Please submit a higheredsupport ticket by clicking the “? Help” icon in the lower right of the screen. Within the ticket, please provide us with the name of the institution you cannot find listed and what form you need to submit for that institution. We will need to go into HEDSLive and set up the institution and add the form.

 

I am having trouble certifying my HEDSLive form?  What could be wrong?

  •  Make sure you are using either the Google Chrome browser or the Mozilla Firefox browser. Our systems do not seem to work well with Microsoft Internet Explorer.
  • Did you complete the Form Processing Information section of the form? It must be completed before a successful submission/certification of the form can occur.
  • Are you set up in HEDSLive to be a Coordinator? A person designated and setup in HEDSLive as a Coordinator is the only person who can successfully submit a form in HEDSLive.  Non-coordinator type users may enter and save data but cannot Certify data.

 

What HEDSLive forms have a Form Processing Information section?

  •  All HEDSLive forms have a Form Processing Information section that must be completed.

 

Who can complete the Form Processing Information section?

  • Any type of HEDSLive user can enter and save information in the Form Processing Information, however, a HEDSLive Coordinator must Certify the form for a successful submission.

 

In HEDSLive, how can I revise a previously submitted/certified report before the due date? 

  • If you have submitted/certified a form and wish to make changes, you will have to contact us to open your form. To do this, please submit a higheredsupport ticket by clicking the “? Help” icon in the lower right of the screen. Within the ticket, please provide us with the name of your institution and what form you need opened.

 

Can I still submit data after the due date? 

  • In HEDSLive, if you have not submitted and certified a form before the due date, you will still be able to submit after the due date. HEDSLive highlights the due date in RED, if the form is overdue.  Within the form, an OVERDUE notation highlighted in RED appears.

 

In HEDSLive, how can I revise a previously submitted/certified report after the due date? 

  • If you have submitted/certified a form and wish to make changes after the due date has passed, you will have to contact us to open your form. To do this, please submit a higheredsupport ticket by clicking the “? Help” icon in the lower right of the screen. Within the ticket, please provide us with the name of your institution and the name of the form you need opened.

 

How does my form status change? 

  • Your form, in its original state (before entering any data) will be in a REQUESTED status.
  • After you have entered and saved data, your status will change to STARTED.
  • Once your data is ready to be finalized, data must be CERTIFIED.
  • Once your data is in a CERTIFIED status, IRS will review it and ACCEPT the data.

OR

  • Some forms are uploaded. Once forms are uploaded successfully, the status is changed to a SUBMITTED status.  Institutions should then go into HEDSLive and review data, then CERTIFY the data.
  • Once data has been reviewed and CERTIFIED by the Institution, then IRS will go in and ACCEPT the data.

 

When are forms due? 

 

Where do I find the instructions for the forms? 

  

Graduation Rate and Retention Report -

Full-Time Undergraduates (NYSED-2.9)

 

Do all sections need be completed? 

  • Only sections that pertain to your institution.

 

Where do I report students who dropped out of the cohort? 

  • Report Drop Outs in Column 16 “Other”.

 

Does my graduation cohort data need to be consistent with the data reported on the NYSED-1 from the previous cohort year? 

  • The total number of Full-Time First-Time Students on the current year's NYSED-2.9 should be equal to the total number reported on the NYSED-1 for the cohort year (3 Years earlier for Associate Degrees in Section B and 6 Years earlier for Bachelor’s Degrees in Section A).


What if our institution does not use the SAT/ACT and/or the HS GPA? 

  • Report the total under Unknown.