How to update your HEF Profile if you change Universities

When a student switches from one institution to another (e.g., from JKUAT to UoN), their (Higher Education Funding) HEF profile must be updated to ensure that scholarships and loans are sent to the correct school. This process is officially known as an Inter-Institutional Transfer (IIT) Update.

How to Update Your HEF Profile After a University Transfer

1. Preparation Checklist

Before starting the digital update, ensure you have:

• The Formal Transfer Letter: Approval from the Kenya Universities and Colleges Central Placement Service (KUCCPS).
• The New Admission Letter: From the university you are moving to.
• Admission Number: Your new student ID from the second university.

Step 1: Confirm Your KUCCPS Transfer

The HEF portal is linked to the KUCCPS database. You cannot update your HEF profile until KUCCPS has officially approved your transfer.

1. Check your transfer status on the KUCCPS Student Portal.
2. Once approved, download your Official Transfer Letter.

Step 2: Log in to the HEF Portal

1. Visit the HEF Portal.
2. Log in using your ID Number and the password you created during your first application.

Step 3: Update Academic Details

1. Navigate to the “Academic Details” or “My Profile” section.
2. Select the option for “Change of Institution” or “Transfer Update.”
3. Upload your New Admission Letter and the KUCCPS Transfer Letter in PDF format.
4. Enter your New Admission Number and the Course Name at the new institution.

Step 4: Request Re-allocation of Funds

If your funds had already been disbursed to your old school:

1. You must notify the Registrar’s Office at your old university to return the funds to HEF.
2. On the HEF portal, click on “Contact Support” or “Raise a Ticket” specifically citing “Re-allocation of funds due to transfer.”
3. Attach your transfer approval to the ticket.

Frequently Asked Questions 

Q: Will my funding amount change?
A: Possibly. If you move from a private university to a public one (or vice versa), or if the new course has a different fee structure, your scholarship and loan amounts will be recalculated based on the new Fee Structure.

Q: What happens if the old school already spent my money?
A: This is why you must act fast. If the money was used for tuition at the old school, you may be required to pay the difference or wait for the next semester’s disbursement at the new school.

Q: Do I need to redo the whole application?
A: No. Your Means Testing Instrument (MTI) score (which measures your financial need) stays the same. You are only updating the destination of the funds.

Pro-Tip for Comrades

“Always visit the Financial Aid Office at your new university as soon as you report. They often have a list of ‘Transferred Students’ and can help push your HEF update through the system faster from their end.”