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HEAT Registration Tool survey: full details

Thank you to all who participated in the Registration Tool survey. We have collated your feedback and the common themes are discussed here, alongside the HEAT team’s response. 67% of respondents said they were quite or very likely to use the tool to capture participant data. 71% said that, all things considered, they would like to see this tool being incorporated into the HEAT service. Providing we can still meet your basic requirements within budget, we hope that development will take place in the Spring Term, testing in the Summer Term and the tool will be available for the start of 2017-18.

You asked about data collection. The specification contains two approaches to data collection: first, a deliverer (outreach officer/ambassador) adds a register and confirms whether students have attended; second, a student enters their own personal details onto a page and upon ‘next’ the form is cleared to allow another student to register (providing all required fields have been completed).

You asked about registering students at large events. Registering students at any large event is always a challenge and we have asked for this to be addressed in the specification.

You mentioned data protection/security, including erasure of data after a time period, offline functionality, syncing back and data loss due to page refreshing. Feedback was mixed. For example, some suggested the data should be wiped after a set time whilst others were concerned with data loss. We have sought guidance on how best to deal with the issues raised with the aim of finding the optimum solution for all.

You asked about customisation. The plan is for the tool to have the required fields to track a student plus three to six additional fields of your choice. These additional fields will come from HEAT, either as a field that all HEIs have or a custom field that your organisation has created in the custom tab. The plan is for the tool to allow the upload of your organisation’s logo and a data-protection statement.

For those requesting full customisation with additional fields specific to institution, activity and/or evaluation, we suggest pursuing HEAT2’s API functionality. The API offers your organisation unlimited access to your information stored within HEAT and allows you to pull and process your data accordingly.

You asked about offline functionality. The need for secure, offline functionality was clearly identified and we will address this in the specification.

You asked about data submission. Questions raised included length of time to upload registers (this will be addressed in the specification) and duplicate records. Our aim is for the duplicate check and validation process to always mirror HEAT2 importing methodology.

You asked about pre-filled data prior to event. We are seeking clarification on this via the specification.

You asked about an online signature box. We are seeking clarification on this via the specification.

You asked about device compatibility. We are seeking compatibility with all standards devices, including PCs, tablets, iPads and smartphones.

You asked about cost. Initial development will be covered by the HEFCE roll-out funding. Maintenance costs thereafter are minimal and will be covered by subscription.

You asked about other software available, such as Qualtrics, SurveyGizmo and Eventbrite. We have looked at how other systems collect individual information and it has helped us understand what HEAT needs. We do not intend to replicate what other software offers. Instead, we want to make something that will work with HEAT and accommodate the membership as best it can.

What isn’t going to be covered by the Registration Tool. Initial development will not encompass:

  • Applications via registration – HEAT has potential ideas of providing an application platform on the wish list and this will be looked at in due course
  • Some of you asked about conditional logic, reporting values and layered drop-down menus – unfortunately, it is beyond our initial budget to include these features

Finally, the development of a Registration Tool will not affect the progress or performance of HEAT2 in any way. If it is to be developed, it will progress alongside HEAT2 and be compatible with it. Instructions regarding implementation will be available at the appropriate time.

Once again we would like to thank all those members who took part in this survey.