Image courtesy of the University of Kent
This section provides a list of questions frequently asked by non-members concerning the HEAT Service. Click the + sign to the right of any title for a brief answer to that question.
Please note that the HEAT Service (including the Helpdesk) will close at 5:00 pm on Friday 18th December 2020 and re-open at 9:00 am on Monday 4th January 2020. During this period, should you have any general queries please contact your organisation's HEAT Administrator(s). In the case of a security emergency please call 07798920658 / 07803415866.
To access pages within the Members’ Area of the website, you will need to log in using your HEAT Live database credentials (this is completely independent of logging into the HEAT database).
We strongly recommend that you log into the Members’ Area at the beginning of each day to ensure you always have instant access. You will only need to re-enter your login credentials again when you restart your computer, close all your browser sessions or use the Log Out button (depending on your browser’s cookie settings). If you have never logged into the LIVE database (status of your User record is
Not Setup), you will need to contact your Coordinator or Lead before being able to access content in the Members’ Area.
Please note that when using a HEAT website link in and email or resource, if you are not already logged into the website Members’ Area, you will be redirected to the welcome page on the website Public Area and will need to use the Members Log In button to sign in.
For each member organisation, there is no cap imposed on the number of users that can be registered to access the database, nor how many users can be logged in simultaneously.
The HEAT Helpdesk is a ticket-based email support service operating between 9am to 5pm, five days a week, allowing members to email queries, report problems and ask for assistance. HEAT also has two members of staff in the field who are able to help with more in-depth enquiries.
Yes. HEAT delivers set-up training to top-level users for all new member organisations, which is then cascaded via these Coordinators and Leads to additional users within the group. Following set up, ongoing training is supported by a comprehensive suite of downloadable user guides, streaming videos, information webinars, remote online training sessions and a ticket-based Helpdesk. Face-to-face support can also be provided on request (but there may be a cost for this).
The HEAT Service is now open to non-English universities. The aim is to offer an equal data service to non-English universities - but this will require negotiating access to administrative datasets in devolved governments (which is an ongoing process). We encourage any non-English universities interested in joining HEAT to make contact so that you can be updated on these negotiations.
No. HEAT is also open to other organisations that deliver outreach and related programmes to students. However, decisions regarding non-university membership are taken on a case-by-case basis, so we ask such organisations to make contact with the HEAT Service in the first instance to discuss the application procedure.
Although HEAT subscription includes tracking, this is not the only component offered by the Service (see HEAT Service and HEAT Database sections for further details). HEAT members have developed a system which not only underpins tracking but also encompasses a wide range of other features and tools to help providers delivering access and student-success initiatives. In order for HEAT to continuously improve and evolve, it needs input from its members who own the Service collectively. This is why, currently, HEAT does not offer a differentiated service nor offer part of the Service at a different subscription level.
The purpose of the HEAT Steering Group is to provide an oversight of the collaborative service outcomes through a bi-annual review of the HEAT service plan. Through its membership the group will monitor service outputs and ensure that members are satisfied that the objectives of HEAT are being met.
Self-nomination for membership will take place every two years, limited to 25 attendees plus HEAT Central Team representatives. In the event of more than 25 nominations members will be decided by randomised selection. Nominees not selected in the lottery will be held on a reserve list. If an elected member leaves the Steering Group their institution will be asked to nominate a replacement for the remainder of the 2 year term of office. If the incumbent institution does not wish to take up the place a randomised selection will be made from the reserve list. Representation on the Steering Group is by institution and does not follow individuals.
In addition, the group will invite the following organisations to be in regular attendance (though without voting or decision making rights:
The group may invite other representatives to attend meetings when their expertise, input or judgement is required.
Formal meetings will take place twice a year in (approximately) December and July. For a meeting to be deemed quorate and agree decisions at least 1 more than fifty percent of representatives must be present (excluding the HEAT Central Team).
The Terms of Reference may be amended, modified or varied in writing following consultation and agreement by all HEAT members, and ratification by the Governance Board.
The role of the Governance Board is to provide strategic direction and leadership to the HEAT membership. The Board will meet twice yearly at the University of Kent, or by ‘virtual’ attendance.
The HEAT Governance Board sets out to deliver:
The Terms of Reference are effective from 1st January 2018, and will remain ongoing until terminated by agreement between the parties.
The HEAT Governance Board:
Nominated HEI members:
The Board is accountable for:
The membership of the Board will commit to:
Members of the Board will expect:
The Terms of Reference may be amended, varied or modified in writing after consultation and agreement by all members of the Governance Board.