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Creating an account

There are two ways to get an IDS account: you can register for an account and then request roles, or you will receive a role invitation email containing a link.

Creating an account without a role invitation

To create an account if you have not received role invitations:

This process will create an account, but you will not have any permissions attached to it. You will need to request a role to access our Data collection system or Minerva data quality database.

Registering an account from a role invitation

Users are able to grant colleagues permissions in our systems, even if those colleagues don't yet have accounts. If you are invited to a role by a colleague, 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: [email protected]  

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.

https://identity.hesa.ac.uk/Account/Verify/23cc668a-3b37-4542-a227-c3ad3...

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 [email protected] to resolve the issue.

Clicking the link you receive will take you to our IDS site where you will be able to create a new account. See below for advice on passwords and security questions.

Accepting role invitations

Once you have created an account and logged in, you will see a message telling you you have been invited to a role.

To accept the role(s), select the Roles tab:

Creating an account in HESA's IDS system
You can then accept the role's terms by clicking the checkbox, and then 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:

Creating an account in HESA's IDS system

Setting up a password and security questions

When you register you will need to set a password. The password must be strong and contain a mixture of letters (uppercase and lowercase), numbers and non-alphanumeric characters [ ] ` ~ ! @ # $ % ^ & * ( ) _ + - = { } | \ : " ; ' < > ? , / .

You will also be asked to set three recovery questions. These should be memorable to you. If you fail to remember all the answers, your account will have to be fully reset if you forget your password. This will delete all the roles you previously held.