New Student Checklist - Fall Term

Once the Enrollment Fee has been submitted, students will gain access to the New Student Checklist, beginning February 5th. You can view the checklist through your Student Portal under the “New Student Checklist” tab. Listed below is a description of each item that will need to be completed before you arrive on campus in August. If you have any questions, or experience issues logging into your portal, please contact the
Office of admission at 419.448.2330 or admission [at] hwfj-art.com.

Some of these checklist items will direct you to our Online Academic Support & Information System (OASIS). This system will primarily be used once you have started classes to view your schedule, check grades, register for classes and housing, set your Heidelberg email password and more. Login information for OASIS is included in the New Student Checklist information that was mailed/emailed to you.

Login to Your Student Portal

Login to OASIS

Net ID Activation / Email

All new students must set-up a Heidelberg email account. The Net ID is your username that provides access to various accounts on campus, including your University email account, your campus home drive, access to Canvas (the University's learning management system) and secure access to the University's wireless network. All communication from the university is sent to the Heidelberg student email account. 

You will need to log into your Heidelberg email and set up the 2-Factor Authentication within 6 months of paying your enrollment deposit. If you have not completed this within the 6 months, you will be locked out of your email account and need to contact our IT department at helpdesk [at] hwfj-art.com.

Final Transcript(s)

You will need to send us your final high school transcript after you graduate. It should come directly from your high school counselor. You can request a copy of your final high school transcript, with graduation date included, to be mailed or sent through Parchment/e-Script. If you have any previously completed college courses, Advanced Placement exam results, or International Baccalaureate, please submit official records as soon as possible to the Registrar's Office. Heidelberg must receive official transcripts/reports directly from the credit-granting bodies to confer credit - High School Transcripts are not sufficient for college-level classes. In order to not disrupt your first semester registration or the progress towards your degree completion, please have any transcripts in no later than the first day of classes. For questions or guidance, contact the Registrar’s Office at registrar [at] hwfj-art.com.

Email Forwarding

Starting in the summer, it's important to get in the habit of checking your Heidelberg email because that is where we’re going to send you updates about housing information and schedules. If you would prefer to connect your Heidelberg account with your current email account, you can forward all your emails through your settings > accounts and import > check mail from other accounts.

Important forms to be completed where needed and must be completed any time before arriving on campus for check-in.

Financial Aid Paperwork

Heidelberg is pleased to offer payment options for tuition, fees, housing and food. To see what paperwork and/or processes are unsatisfied please refer to the Financial Aid Checklist on your Student Portal. For questions about Financial Aid Paperwork, contact the Office of Financial Aid at financial-aid [at] hwfj-art.com or 419.448.2293.

My Housing Application

Heidelberg has a residency requirement. If you plan to live on campus, you will need to complete a housing application. An email will be sent to your Heidelberg email with the link to access the Housing system and application. This system is also used to choose roommates and to make room selections at specified times. Find more information on timelines and processes. For questions contact the Residence Life Office at 419.448.2058 or at reslife [at] hwfj-art.com.

Commuter Student Application

If you plan to commute, submit the Commuter Agreement & Good Neighbor Policy forms on your New Student Checklist to the Campus Life Office prior to arriving on campus for Check-In. Adult students are exempt from completing these forms.

New Student Health Forms

Login to the Heidelberg University Patient Portal to access your medical records and complete a series of health forms. Use your Heidelberg NetID and password to login. This item must be completed by all new students and will not be marked complete until after the information is reviewed. General information about health services and immunization requirements can be found here. For questions, contact the Health Center at healthcenter [at] hwfj-art.com or 419.448.2041

Accessibility Services (Optional)

Students with disabilities and other accessibility needs are encouraged to communicate with our Coordinator of Student Accessibility Services to discuss their rights and responsibilities in implementing appropriate academic, housing and/or dining accommodations. Email accessibilityservices [at] hwfj-art.com for assistance in completing these forms and to schedule a follow-up appointment.

Students are encouraged to begin all accommodation requests early. However, Housing Accommodation requests (including Emotional Support Animals) need to be submitted in full by June 15th by completing the accommodation forms listed here.

Academic and/or dining accommodations can be submitted anytime. To begin this process, please fill out this self identification form. Under “Incident Type,” please select “Accommodations Request” from the pull-down menu and select “Applicant” as Role. You will also need to meet with the Coordinator for a confidential discussion of your unique situation.

Emergency Contacts

Please update your emergency contacts in OASIS.

(Only required if you will be a Student-Athlete)

Athletic Participation Forms are required for all students participating in collegiate athletics at Heidelberg University.  The Athletic Participation Forms are separate from the general student Health Forms required by the Campus Health Center; both must be completed. You will receive an email with the subject header "Heidelberg University Athletic Participation Forms" in your Heidelberg email.  This email will contain your personal login and password information to gain access to the Athletic Training System: Student-Athlete Portal, where you will complete your forms and receive instructions on completing the Athletic Participation Form process. All forms are due by August 1st. If you do not complete the required sections/forms by the identified due date in the email, you risk not being eligible to begin athletic participation when team activities begin.

A physical will also be required for all incoming students and transfers. That will take place on campus pending your move-in date. Your Athletic Trainier will provide you with more information on that as move-in approaches. Athletes must have a physical from Heidelberg. No outside physical will be accepted.

In addition to the athlete health forms, all athletes competing on a varsity team are required to complete the NCAA Student-Athlete Statement and NCAA Sexual Attestation Form. Students will be unable to practice until these two forms are completed.

Sexual Violence & Hazing Awareness Training

Before arriving on campus in August, it is mandatory to complete two comprehensive training courses. These modules cover critical topics such as Consent & Sexual Violence, Bystander Intervention, Healthy Relationships, and Hazing & Bullying. An email with the training access link will be sent to your Heidelberg email address by mid-July. Please check your spam folder if you do not receive it in your inbox; the email will be sent from Vector. For any inquiries, please contact our Title IX Coordinator at tix [at] hwfj-art.com. If you have not received the email, you can access your training account by logging into your Heidelberg Google account and clicking on this link: http://heidelbergstudents-oh.safecolleges.com.