System & Service Overview

Field Lists

This functionality allows members to determine and manage a list of values for specific fields within the database, thus helping with consistent data capture and coding for future evaluation reporting.

Evaluation Plans Tool

This tool enables members to create evaluation plans integrated into the database. Aims, targets and methodologies can be recorded and seamlessly evaluated against data held on the system.

TASO’s Mapping Outcomes and Activities Tool

TASO’s MOAT is a practical evaluation resource that has been integrated into our Theory of Change builder to support members in selecting the most appropriate outcomes for their interventions, based on the available evidence.

Peer Evaluation

The Evaluation Plans Tool provides functionality for peer evaluation, allowing members to share their plans with named users from different institutions via a secure URL link. This draws on our strengths as a collaboration, providing a system to share knowledge and expertise across the membership.

Assessment of Performance Dashboard

This dashboard helps to visualise member’s Office for Students (OfS) Portal data, assisting in planning and monitoring an Access and Participation Plan (APP). 

Institution record

HEAT provides an up-to-date database of school and college Institution records to help members target activities where there is most need.

Institution Profile Report and Dashboard

This data and dashboard can be used to identify target schools based on background characteristics of the learners attending those schools and school-level performance and destination data, as easily as possible.

Postcode Profiler

This tool can be used to profile individuals by their postcode. Output tables provide a range of indicators for each postcode, including: TUNDRA and POLAR metrics, HESA Deprivation metrics and UK wide deprivation metrics.

Student Profiler

This tool allows members to see whether their organisation has already added an individual’s detail to the database and, subject to permission, whether they have participated in outreach delivered by other HEAT members.

Institution Coverage Data

Building on our strengths as a collaboration, HEAT members can view information about what other HEAT members have delivered in a school or college, allowing them to work collaboratively and identify hot and cold spots in coverage.

Activity, Student and Ambassador records

Members utilise three main types of records on the HEAT System which underpin their evaluation: Activity, Student and Ambassador.

Event Programmes

This tool can be used to invite individuals to sign up for an event, issue electronic invitations, receive online acceptances and capture detailed, high quality, data. It includes the option to work with referees to verify application information via a Referee Portal.

Surveys

This tool is an integrated questionnaire facility, allowing members to design and deliver electronic surveys that can be linked to participant and activity data for evaluation purposes.

Evaluation Group Field

Once students are recorded on the database, they can be assigned to an Evaluation Group, marking them as a participant or part of a comparison or control group. This functionality support members to meet higher standards of evidence, such as quasi experimental and experimental research designs.

Monitoring Dashboard

This dashboard is designed to help you monitor your data captured on the system, and the progress being made towards the evaluation of your outreach activities. It provides instant analytics based on Activity, Student, and associated data members have recorded on the database.

Infographic

This report provides a summary of member’s Activities with an individual Institution or a group of Institutions, along with Student characteristics of the cohort involved.

Delivery Report

This report provides a breakdown of Activity delivery and Student cohort characteristics for sharing with internal and external stakeholders. There are various filters available to configure bespoke reports as required.

Event Report

This report can be used to help members deliver Activities by providing a resource containing logistical information.

Surveys

This tool is an integrated questionnaire facility, allowing members to design and deliver electronic surveys that can be linked to participant and activity data for evaluation purposes. Using this integrated tool on the database captures responses alongside activity participation data, meaning all relevant data is in one place and linked together, making analysis much easier.

HEAT Track Data and Dashboards

HEAT members receive annual tracking datasets relating to attainment, higher education access and success, and employment of their tracked students, sourced from the National Pupil Database (NPD) and the Higher Education Statistics Agency (HESA). Each dataset is associated with a dedicated dashboard, through which members can access quick, interactive reporting on the outcomes of students registered to their interventions and tracked comparison groups. We track through the NPD to receive Key Stage 4 and 5 exam attainment, and through HESA’s entry database to access data on entry to and success in higher education.

Aggregate Research

The Student and Activity data members record on the database contribute to a rich longitudinal tracking dataset. This ‘aggregated’ dataset is used to conduct research on the impact of outreach on participants’ outcomes from Key Stage 4 through to access to higher education and subsequent employment, as well as generating thematic reports, and thereby furthering the sector’s knowledge and understanding.

Data Sharing

This functionality allows HEAT members to share data with each other and keep a single source, which all partners can access remotely. This sharing is highly secure and customisable.

Data Protection and Compliance

As data protection is a top priority, HEAT provides a suite of resources to support members ensure they comply with data protection legislation.

Student Duplicate Clean Tool

This tool helps members to identify duplicate Student records quickly and easily. By combining automation with manual final-verification control, this tool eases the burden of the often difficult – yet essential – task of maintaining the integrity of data.

Retention Tools

These tools help members to identify and delete Student and Ambassador records where the retention time period has expired. By combining automation with manual final-verification control, the tool eases the burden of maintaining the integrity of member data and ensures our members remain compliant with GDPR.

Custom Data Fields and Settings

This functionality allows members to collect and record additional bespoke data if they would like to. This helps to minimise the unnecessary use of other systems and ensure all relevant data are in one secure place.

Application Programming Interface (API)

The API allows members to synchronise and share data between the database and their own records systems, reducing duplication of effort and expanding the possible uses of the rich data available.

File Store

This integrated repository within the system provides a safe and convenient way to share files amongst our members. It is used by the HEAT Service to share files with members, who can also use it to share resources.

Student Ambassador Programme

The Student Ambassador Programme is integrated within the HEAT System to facilitate the recruitment and management of Student Ambassadors. It includes a portal through which Ambassadors can view and apply to Work Opportunities.