Once the Enrollment Fee has been submitted, students will gain access to the New Student Checklist. 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 January. If you have any questions or experience issues logging into your portal, please contact 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.
Orientation for all new students and their families will take place in January, the day before classes start! Orientation provides important information you need as a new student, as well as integrating you into the Heidelberg University community. Please contact us at orientation [at] hwfj-art.com (orientation[at]heidelberg[dot]edu) with any questions.
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 be sent a letter over the summer with your login information.
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. For questions or guidance, contact the Registrar’s Office at registrar [at] hwfj-art.com.
Email Forwarding
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.
Register for the January orientation session. For questions about Orientation registration, contact the Office of Admission at orientation [at] hwfj-art.com (orientation[at]heidelberg[dot]edu) or 419.448.2330
The items below will need to be completed before you can receive a class schedule and should be completed before December 16st. Students who gain access to this checklist after December 16th, should complete these items within a week of receiving access.
Math Placement
ALL STUDENTS MUST complete the assessment as soon as possible and no later than December 16. The ALEKS Math Placement Assessment will determine which math class you are best suited to take. All first-year students must complete this assessment, regardless of CCP/AP classes. The ALEKS Placement Assessment covers Basic Math through Pre-calculus and averages 90 minutes to complete. Questions may be answered using the Math Placement FAQ or by contacting the Owen Center. Call: 419.448.2301 | Email: owen-center [at] hwfj-art.com (owen-center[at]heidelberg[dot]edu)
Advising Survey
Students must complete the survey as soon as possible and no later than December 16. Your Spring Semester schedule will be built by a member of the First-Year Advising team. To help ensure we build a schedule that suits you, we need to verify your academic intentions, get an idea of your career aspirations, and get feedback on course preferences. For questions, contact the Owen Center. Call: 419.448.2301 | Email: owen-center [at] hwfj-art.com (owen-center[at]heidelberg[dot]edu)
Public Speaking Assessment (Optional)
The public speaking assessment will help advisors assess your comfort level with communication. This checklist item can take up to 48 hours to mark as complete. For questions, contact Dr. Heaton at rheaton [at] hwfj-art.com.
Financial Aid Paperwork
Heidelberg is pleased to offer three plans for payment of tuition, fees, and room & board. 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.
MCR Housing Application and Commuter Paperwork
If you plan to live on campus, visit your MCRHousing Portal to fill out the Spring Admit Housing Application. Students admitted during the spring semester will receive housing assignments in the beginning of January and will be placed by the Office of Residence Life in rooms based on availability. For questions or to request a specific roommate or accommodations, please contact the Residence Life Office at 419.448.2214 or at reslife [at] hwfj-art.com (reslife[at]heidelberg[dot]edu.)
Commuter Students must complete the Commuter Agreement and Good Neighbor Policy. These forms must be submitted to the Office of Residence Life by the first day of classes.
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. If you are using your NetID and password and still having issues logging into Medicat, please go to OASIS and reset your NetID password. Here are the directions for that procedure.
Please attempt to reset your password in Oasis. To do so, please follow these directions:
- Go to http://oasis.hwfj-art.com and log in with your UserID and PIN.
- If you do not have this information, please visit the Registrar's Office.
- Click on ‘Personal Information,’ then on ‘My NetID Information.’
- On the right, under ‘Activate your NetID or Change Your NetID Password,’ specify a new password. The password must between 8 and 16 characters and must not contain spaces, dollar signs ($), quote marks (") or slashes (/ or \).
- Click ‘Change Password.’
- Wait about 5 minutes
This item must be completed by all new students and will not be marked complete until after the information is reviewed. Athletic forms are in addition to the Stoner Health & Counseling Center forms- please be sure to complete both sets of forms. For questions, contact the Health Center at healthcenter [at] hwfj-art.com or 419.448.2041
Emergency Contacts
Please update your emergency contacts in OASIS.
Sexual Violence & Hazing Awareness Training
Before arriving on campus in January, 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. 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. The deadline for completion is January 5, 2025. If you have any questions, contact our Title IX Coordinator at 419.448.2594
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 (accessibilityservices[at]heidelberg[dot]edu) 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 November 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.
The items listed below will appear as optional on your checklist. While none of these items are mandatory for new students, these are very common items for most students.
Touchnet Online Payments Authorization
The payment gateway is a safe and secure way to make tuition payments either by ACH (electronic check) or by credit card (MasterCard, Discover or American Express). You may authorize individuals, such as a parent or guardian, to make payments and to receive ebills.
Vehicle Registration
All Heidelberg students bringing a car to campus must register their vehicles annually within the first five days of their first class. Upon completion of the registration in OASIS, the vehicle hanger is available in the Business Office by showing your picture ID.
Computer Recommendations
Students looking for personal computer recommendations should check out this informational page.
We understand that this process can be overwhelming, but we're here to help. Contact the Office of admission at 419-448-2330 or admission [at] hwfj-art.com.