Registration
Registering for the HESA data collection system
Accessing the data collection system
Registering for a new user account
Adding yourself to another data collection group
Logging in
Forgotten your username and/or password
Registration details
Changing your password
Changing your personal details
Transaction complete email notifications
Accessing the data collection system
To enter the data collection system a user account is required. Access and PIN codes are required in order to create user accounts on the data collection system.
HESA issues access and PIN codes to the nominated record contact at an institution. It is therefore imperative that any changes to contact details are notified to HESA immediately by contacting Institutional Liaison. It is the responsibility of the record contact to control issue these access codes to other colleagues within the institution who are involved in submitting data to HESA. These access and PIN codes can be used to register for a new user account, and also to add additional access rights to an existing user accounts. New access and PIN codes are issued each year for security reasons.
Registering for a new user account
To register for the HESA data collection system go to https://submit.hesa.ac.uk.
To create a new user account select the 'Register' option.
The website will then request you enter the access and PIN codes for the collection you have selected. Note that the codes are case-sensitive and need to be entered exactly. After entering these codes you will then be requested to choose a user name and enter your contact details (full name, telephone and fax numbers, and email address).
Usernames must be unique for the whole system; you cannot choose a username if someone else is already assigned to it. it is recommended that you choose a username from which you are easily identifiable to your colleagues. The details provided at registration time (with the exception of your password) will be made available to other users from your institution and to HESA staff involved in data collection.
Once you have registered for the system you will be emailed a password. To enter the data collection system users need to select the 'Login' option from https://submit.hesa.ac.uk and enter the username and password set up during the account registration procedure.
Adding yourself to another data collection group
You can use the same registration details (username and password) to submit files to other collections. You do this by logging on to the system, clicking the ‘Registration Details’ link followed by the ‘Add yourself to another data collection group’ link and then entering the access code and PIN for the additional collection.
Logging in
When you login to the system you will be prompted for the username and password.Note: If you get your username and/or password wrong three consecutive times, or you click the cancel button, you will have to go back to the home page in order to try again.
Please note that your browser might retain your login details even if you go to visit another web site. To ensure a complete "log out" from the system, you should close your browser. It is advised that you lock your workstation should you leave it unattended whilst logged into the HESA data collection system.
Forgotten username and/or password?
If you have forgotten your username and/or password you can request that these details are emailed out to you from the Request password function on the HESA data collection system.
Entering a data collection submission portal
The HESA data collection system deals with more than one data stream. After logging in you need to choose
the relevant collection from the list available. You do this simply by clicking on it. An example of
the list of available collections is shown below.
| Please select the collection you wish to administer, those for which you have registered are shown as links. | ||||||||||
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| Figure 1 - Available Systems | ||||||||||
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Note: The 'Available Systems' page on the data collection system displays all HESA data collections. Users are only able to access those collections for which they are registered. These collections will be displayed as blue hyperlinks.
Registration Details
Users can view their account information on the 'Registration Details' page. From here users can view both their own details and those of other users at the institution. From this page users also have the option to amend their user account details.
Changing your password
Users can update their personal details through the 'Change Password' link on the ‘Registration Details' page within the HESA data collection system.
Note: New passwords must be between 7 and 14 characters in length (inclusive) and contain at least three of the following character types:
- Upper case letters
- Lower case letters
- Numeric
- Non-alphanumeric characters - the following characters are acceptable [ ] ` ~ ! @ # $ % ^ & * ( ) _ + - = { } | \ : " ; ' < > ? , . /
Passwords must not be the same as usernames and must not be re-used.
Changing your personal details
To register for a user account the following information is required of the user: full name, telephone and fax numbers, and email address. Users can update their personal details through the 'Change Details' link on the ‘Registration Details' page within the HESA data collection system. It is essential that users keep this information up-to-date becuase these contact details are used by the system to email transaction complete notifications and by Institutional Liaison to contact users.
Transaction complete email notifications
From the ‘Registration Details' page users also have the option to configure their email notification settings. These settings enable users to receive notifications indicating the outcome of transactions (insert, delete or commit) processed on the system. By clicking on ‘Change Details' you will have the option to amend this setting to either notification when transactions processed by you are complete, or notification when transactions processed by all users at the institution (for a given collection) are complete.
This facility is a useful aid to management of work as it enables users to leave the HESA data collection system and continue with other tasks whilst transactions are processing, and at the same time receive instant feedback when transactions complete.
