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The HEAT Service

HEAT Service overview chart

Governance structure and reporting lines

HEAT governance organisational chart

HEAT Governance Board

The HEAT Governance Board sets out to deliver:

  • Successful monitoring and achievement of HEAT Service outcomes
  • Effective communication to the HEAT membership and stakeholders
  • Financial monitoring and efficient use of funds and resources
  • Effective data compliance and security
  • A future-proof service

The HEAT Director provides updates on:

  • Steering Group
  • Service progress
  • New and future development
  • Finance
  • Research Group
  • Member Forums and practitioner network

HEAT Steering Group highlights

HEAT Steering Group

The HEAT Steering Group sets out to deliver:

  • Governance of subscription income
  • Developmental steer of the HEAT Service
  • Links to forums and the Research Group
  • A service to fit the needs of a wide membership

HEAT central services

The HEAT Service will report to both the Steering and Governance Groups biannually. This will include an update of the development and activity of all member groups (Research Group, Data Development Panel, Data Users Network and Member Forums) as a fixed-agenda item.

HEAT central services highlights

HEAT Research Group highlights

HEAT Research Group

The HEAT Research Group is intended to help develop the research capacity within the HEAT membership and meets at intervals determined by its constituent members. The Group’s development and activity is reported to the Governance and Steering Groups by the HEAT Service as a fixed-agenda item.

HEAT Data Users Network

Summaries of Data Users Network discussions and recommendations are collated by the HEAT Service and reported back to both the Governance and Steering Groups as a fixed-agenda item.

HEAT Data Users Network highlights

HEAT Member Forums highlights

HEAT Member Forums

The HEAT Service leads and coordinates these forums which provide an opportunity for members to share problems, ideas and solutions. Member Forum development and activity is reported to both the Governance and Steering Groups as a fixed-agenda item.


HEAT Database Development Panel

Database Development Panel activity and recommendations are reported to both the Governance and Steering Groups as a fixed-agenda item.

HEAT Database Development Panel highlights

Steering Group Terms of Reference

Role / Purpose

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.



  • To provide strategic advice to the HEAT Central Team on longer term development and sustainability of the HEAT service
  • To receive and review information and examples of service outputs e.g. datasets and evidence and to ensure that this information is appropriate
  • To provide advice on future planning of the HEAT service
  • To review the HEAT budget and advise on budget spend
  • To review policy and receive updates from other partners such as OfS and DfE to ensure that the HEAT service remains fit for purpose
  • To ensure that HEAT positions itself and its outputs appropriately in relation to sector and government changes.


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:

  • A representative from Office for Students
  • A representative from the Department for Education (Data)

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).


Amendments, modifications and Variation

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.

Governance Board Terms of Reference


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:

  • Successful monitoring and achievement of HEAT Service outcomes against agreed KPIs
  • Financial monitoring and efficient use of funds and resource
  • Effective communication to funders and the wider HEAT membership
  • Effective data compliance and security
  • Manage the transition to a single sustainable model beyond HEFCE funding


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:

  • Georgina Randsley De Moura, Deputy Vice-Chancellor Academic Strategy Planning and Performance, University of Kent (Chair)
  • Anita Jackson, Director of Planning and Student Information, University of Kent
  • John Sotillo, Head of Information Services, University of Kent
  • Clare Allison, Head of Outreach and Participation, University of Kent
  • Sharon Smith, Director of HEAT, University of Kent


Nominated HEI members:

  • Samina Khan, University of Oxford
  • Mike Kerrigan, Nottingham Trent University
  • Liz Hurley, University of Leeds
  • Will Calver, University of Greenwich

Roles and Responsibilities

The Board is accountable for:

  • Removing obstacles to the successful delivery of the Service
  • Maintaining the focus of the Service at all times on the agreed scope and outcomes
  • Monitoring and managing factors outside the Service’s control that are critical to its success

The membership of the Board will commit to:

  • Champion the Service within the university and across the sector
  • Make timely decisions and take action so as to prevent delay or interruption to the Service
  • Notifying members of the group, as soon as practical, of any matter arising which may be
  • Deemed to affect the development of the Service
  • Attendance at all meetings and if necessary nominate a proxy

Members of the Board will expect:

  • To be provided with complete, accurate and meaningful information in a timely manner
  • To be given reasonable time to make key decisions
  • To be alerted to potential risks and issues that could impact the Service as they arise
  • Open and honest discussion, without resort to any misleading assertions
  • Ongoing ‘health checks’ to verify the overall status and ‘health’ of the Service


  • All meetings will be chaired by Georgina Randsley De Moura
  • A meeting quorum will be 4 members of the Board, comprising at least equal representation from the University of Kent (not including the chair) and nominated HEI members.
  • Decisions will be made by consensus (i.e. members are satisfied with the decision even though it may not be their first choice). Where consensus is not reached the Chair will make the final decision.
  • Meeting documentation will be provided by Sharon Smith, including:
    • Agendas and supporting papers
    • Meeting notes and information
  • If required, subgroup meetings will be arranged outside of Governance scheduled meetings, at a time convenient to subgroup members

Amendment, Modification or Variation

The Terms of Reference may be amended, varied or modified in writing after consultation and agreement by all members of the Governance Board.

Banner Image courtesy of the University of Kent