HEDSLive FAQ

How do I log into HEDSLive?

 

How do I get a user id and password? 

  • You should submit a ticket from nysed.gov 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? 

  • You should submit a ticket from nysed.gov 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? 

  • You should submit a ticket from nysed.gov 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, you can submit a ticket from nysed.gov 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, you can submit a ticket from nysed.gov 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? 

  • To find the due date for a form, go to the following webpage: http://www.highered.nysed.gov/oris/forms/. In addition, when you are logged into HEDSLive, if you go to your “HOME” page, a list of all the forms within HEDSLive will be listed with the due dates, and form status of the forms that are due for your institution.

 

Where do I find the instructions for the forms? 

 

Admissions and Academic Preparation for First-Time Freshman (In-Program) (NYSED-1)

 

Do I include transfer students in this report? 

  • No, only include first-time freshmen.

 

Can I report all students in unknown Race/Ethnicity? 

  • No, only if a student did not identify with a race.

 

Do I report students who apply as Full-Time students but end up enrolling as Part-Time students? 

  • Report them in Part 3, Part-Time.

 

Coordinators Survey (NYSED-SUR-1)

 

Why do I need to submit a SUR-1? 

  • The contact information provided on the SUR-1 is used by various offices within the Education Department to correspond with the institution for various business needs. The data are stored in NYSED’s SEDREF directory which can be found at  https://portal.nysed.gov/abp.  
  •  Additionally, the information listed in you SUR-1 for the Chief Executive Officer and the Director of Institutional Research are what drives the SEDDAS accounts for your institution to access the IRS Data Exchange (IDEX) where several of the forms are collected.

 

What institution contacts are collected on the SUR-1? 

  • Chief Academic Officer, Chief Executive Officer, Chief Financial Officer, College Assessment Contact, Contact for Students with Special Needs, Designated Teacher Education, Contact, Director of Institutional Research, HEDS Packet Coordinator, Campus Chief Safety/Security Officer, and Campus Hazardous Materials Safety Officer.

 

After I certify my SUR-1 report will I still be able to access it if I need to make any changes throughout the year? 

  • Yes, you will always be able to make any changes to this report at any time. The report does not have to be unlocked.


Should I report personnel changes on the SUR-1 after the due date as they occur at my institution?

  • Yes, changes to the SUR-1 should be made year-round.

 

Can a HEDS Coordinator see who has access to the HEDSLive System on the SUR-1? 

  • Yes, under the User Accounts Tab.

 

Can an institution report more than one HEDS Coordinator on the SUR-1? 

  • Please designate a single HEDS Coordinator.

 

How do new personnel obtain a HEDSLive Account? 

  • The Coordinator can request a User Name and Password in HEDSLive under the User Account Tab, or the HEDS Coordinator or other designee can submit a request by submitting a ticket from nysed.gov 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. We will respond and set up your account.

 

Can an institution change its name, address, or SEDcode in HEDSLive? 

  • No, requests for these types of changes should be directed to the Office of College and University Evaluation (OCUE) at ocueinfo@nysed.gov.


Is there a lag between the date a change of personnel is submitted on the SUR-1 and the date it appears in SEDREF?

  • Yes, usually about 3 business days.

 

Directory of Off-Campus Instructional Locations (NYSED-8)

 

“Exceptions to the reporting requirement should not be reported on the NYSED-8 report.”  Every site that we have submitted in the past, except one, falls under the exceptions, and the remaining site did not have credit-bearing courses this year, just non-credit workforce training.  Does that mean that I should check the box that we operate no off-campus sites? 

  • The NYSED-8 report has been aligned with applicable regulations and is only for reporting extension centers and sites with credit bearing registration. If your institution has none to report, then you would check the box indicating such.

 

How should an institution report extension sites or extension centers that are inactive, but not closed? 

  • The institution should report the number of courses approved and zero for registration.

 

I get an error when I try to submit 0 registered for one of the courses we offer

  • You should submit a ticket from nysed.gov 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 are having trouble with and we will assist you in getting past this error.

 

What do I do if a yellow warning flag appears, yet the data submitted are accurate? 

  • Add an explanation in the notes field that you have reviewed the data and it is accurate on the review and submit page, then Certify the data.


Where can I find an explanation of the difference between a branch campus, extension center, and extension site? 

  • These definitions can be found in our Instruction Manual listed both within the instructions for the Directory of Off-Campus Instructional Locations (NYSED-8) and within the Definitions section.

 

Fall Degree-Credit Enrollment (NYSED-2.4)

 

Do I include the Spring term in this report? 

  • No, only include the Fall term.

 

Should Line 7 (Full-Time First-Time and Part-Time Students) on the NYSED-2.4 match the totals reported on NYSED-1, Section A, Columns 3, 6 and 9 and the Part-Time Section 3 of the NYSED-1?

  •  Yes


Do I report transfer students on Line 7 of the NYSED 2.4?

  •  No

 

Do I count students enrolled only for the summer semester as First-Time Students on the NYSED-2.4? 

  • Report them only if they are enrolled as Full-Time Freshmen in the Fall Term. 

 

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 must equal 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.

 

Institutional Activity (NYSED-2R)

 

Do I need to save each page of the form as I go or save when I have completed the full report? 

  • Save each page when it is completed.

 

Performance Measures for Credit (CTEA-1) and Non-Credit (CTEA-2) Bearing Career and Technical Education Programs

 

Do I certify each submission in September and February or only after the final outcome update? 

  • Please certify your September submission of CTEA data. We will reopen the collection again prior to February to allow you to submit your outcome data, which will require you to recertify.

 

What is the difference between CTEA 1 and 2? 

  • CTEA-1 reports on students enrolled in credit bearing Career and Technical education programs. CTEA 2 reports on students enrolled in non-credit Career and Technical education programs of 100 contact hours or more in the academic year preceding the collection year.

 

What is a CIP Code? Where can I find these codes? 

  • Classification of Instructional Programs Code. This field must be filled out using the current 2010 (or most recent) Federal (IPEDS) 6 digit program code (in Text Format: xx.xxxx you MUST INCLUDE the decimal point and BOTH leading and trailing zeroes). A list of CIP codes can be found at the following link: https://www.napequity.org/nontraditional-occupations-crosswalk/

 

What is an IRP Code? Where can I find these codes? 

  • Classification of Instructional Programs Code. This field must be filled out using IRP codes, which is a listing of approved programs offered at Institutions of Higher Learning in New York State by the New York State Education Department Office of College and University Evaluation. These codes can be found at the following link: http://www.nysed.gov/heds/irpsl1.html

 

What are Contact hours? 

  • Indicate the total number of contact hours creditable towards program completion. One contact hour is 50-70 minutes of instruction.