HESA Identity System User Guide



The HESA Identity System (IDS) is a single-sign-on system and authorisation provider for all HESA web applications. This means that users have a single account to access all applicable HESA systems (Data collection system, Minerva, heidi and the seminar booking system).  

Contained within this document:

·         Creating an account

Registering an account from a role invitation

Full registration

·         Requesting a role

·        Inviting colleagues to roles and responding to requests

·         Forgotten your password?

Updating your password and/or recovery information

·         Staff Identifier permissions


Browser Compatibility

HESA is aware the Identity System is not compatible with Internet Explorer 7. Please try using an alternative browser, such as Firefox or Chrome to access the system. 

Creating an account

There are two ways to get an IDS account - you can register from scratch, or you will receive a role invitation email containing a link.

To create an account from scratch:

Go to https://identity.hesa.ac.uk

Click 'Register'.

Fill in the 'Create a new account' form and click 'register'. See full registration

You'll be sent a verification email, to prove that you have access to the email address you provided. This email will contain a link and once you have clicked this, the account will be verified and you will be able to log in.

At this point, the account will not have permissions attached to it and you may need to request a role if you wish to access the data collection system, Minerva or heidi.

Registering an account from a role invitation

Possession of certain roles bestows the ability to invite other users to a subset of roles for a particular organisation even if the invitee doesn't have an account yet. For example, the Data Collection Staff Record contact can invite other users to have access to the data collection system and/or Minerva for the Staff stream.

If you are invited to a role you will receive an email like the one below with the subject line 'You have been invited to one or more roles. Please log in to either accept or decline':

From: ids-no-reply@hesa.ac.uk  

Dear Sir/Madam,


You have been invited to one or more roles as below.


  • Data Collection Staff Record Contact


You will need to sign up for an account in order to access this role. Please follow the URL below in order to do this.






This is an automatic email sent by the HESA Identity Service. Please do not reply to this email. If you don't think you should have received

this email, please contact ids.admin@hesa.ac.uk to resolve the issue.

Full registration

Click the link and you'll be taken to the HESA IDS site and presented with a 'Create a New Account' form. You should then complete the registration form and click Register. You'll see a message which says 'Thank you for registering. You can now log on and accept any role invitations'.

When you register for the first time you will be asked to set up password.  To enable an account to be set up, the password you create must be Strong, incorporating a mixture of letters (upper and lower), numbers and non-alphanumeric characters [ ] ` ~ ! @ # $ % ^ & * ( ) _ + - = { } | \ : " ; ' < > ? , . /



You will then be asked to set up three recovery questions.  It is advisable you make the answers very memorable to you, as failure to remember all the answers can result in full resetting the account re registration, requiring permissions to various roles to be authorised by your institution HE contact again.



Once you have logged in to the system you will see a message like the one below:


To accept the role(s) that you have been invited to, select the Roles tab:



You can then accept the terms for the role by clicking the checkbox, and then click the green tick to accept the role. 

If the role is associated with any granting rights these will be shown at the bottom of this tab:



Requesting a role

Once you have created an account you are able to request one or more roles to enable you to access the various HESA systems.

To request a role go to the ‘Roles' tab in the account details screen; in the top right hand corner you will see a link that says ‘Request a role'. Selecting this will direct you to a page that contains the full list of roles that can be requested and a full organisation list. Choose the role and organisation relevant to you and then press the Request button. Your request will then be sent to the appropriate person within the organisation for approval.

Once your request has been approved or denied you will be sent an email notification from the system informing you of the outcome and whether any further action is required.

Inviting colleagues to roles and responding to requests

If your account has granting rights you are able to invite colleagues to have particular roles and respond to requests for roles.

To see whether you have granting rights select the ‘Roles' tab within the Account details page. Beneath the list of roles that you hold you will see a list of those that you have granting rights for.

To invite someone to a role, select the ‘My Orgs' tab in the top right-hand corner of the screen (note that this will only be visible if your account has granting rights).






This will take you to the following screen:



Amongst the options in the drop down menu you may find Query and Admin roles. The Query role allows the user to access the Minerva data quality database for a specific data stream. Users with the Record Contact or Admin role can grant the Query role to other colleagues enabling them to also access Minerva.

The Admin role allows the Record Contact to nominate another colleague to manage access to the data collection and Minerva systems on their behalf; however the main Record Contact will always maintain overall responsibility for governing access.

Once you have completed these three items press the ‘Invite' button and an email will be sent to the invitee to notify them. Until the invite has been accepted a record will be kept in the ‘Unaccepted role invites' tab and once accepted it will appear in the ‘Confirmed roles' tabs. This enables you to keep a record of the invitations issued.

To respond to a request for a role you will need to go to the ‘Unapproved role requests' tab. This will show a full list of outstanding requests requiring action and can be filtered to narrow down your search if desired:


To accept a request, select the green tick box alongside it. The request will then disappear from this screen into the ‘Confirmed roles' tab. To refuse a request you will need to select the red cross icon.

Forgotten your password?

If you have forgotten your password please select the link from the log in screen:



You will then be asked to enter your email address and answer some of your recovery questions before the password can be emailed to you.

Updating your password and/or recovery information

Within the IDS you are able to update your password and recovery information. Users can change their passwords within the ‘Contact details' tab of the Account details page. Recovery information can then be edited through the ‘Recovery details' tab.

Staff Identifier permissions


The IDS contains additional functionality allowing Staff Identifier and Staff Record contacts to instantly access other staff ID information without the needs to contact Liaison and wait for a file transfer.

Instant lists can be found on your front page along with your contact details, once you have logged in.  Simply click on the link, which will generate a report of all the current Staff Identifier contacts.



I cannot find my invitation email.

If you are the Record Contact, you may contact HESA to request that the invitation is reissued. If you are an additional user, please communicate with your Record Contact for permission or refer to Requesting a Role.

My invitation has expired.

Please contact Liaison@hesa.ac.uk for issues relating to access to the data collection and Minervasystems.

Invites have been sent, but I have not received the emails.

Please refer to Creating an account to attempt registration. Please note that invitations will be sent from ids-no-reply@hesa.ac.uk. If you experience any difficulties or would like to confirm the email details we hold for you, please contact Liaison@hesa.ac.uk

I need access to a particular role.

Please refer to refer to Requesting a Role.

I have registered an account but cannot see the roles I have been invited too.

Please refer to Creating an account and scroll down to the section describing how to view your roles.

How do I re-register and request my roles back?

Please refer to Creating an account and Requesting a Role.

How do I accept terms and conditions?

Please refer to Creating an account and scroll down to the part describing how to accept a role. 

I have forgotten my password.

Please refer to Forgotten your password?

The IDS or Minerva screen do not appear functional.

Please refer to Browser compatibility.