Summer 2024 Hotfixes

• The issue in Ambassador Expenses which caused a discrepancy between the values on the export and the values on the user interface has been resolved. The calculated cost for travel when the transport mode is ‘car’ in the export and the values on the system now correctly match
• The typographical error relating to trailing spaces that caused Activity imports to fail upon submission has now been amended, and these imports will now complete once validated
• Guidance information pertaining to required fields on the Ambassador Import Template (Training worksheet) has now been added, ensuring the templates are consistent across HEAT record types
• The searching issue which affected the ‘:Event Representative’ filter within the Users area of the database has been fixed, and results are now returning correctly and can be filtered by this specified value
• The language on the User Authentication modal (Multi-Factor Authentication) which appears upon logging into the system to request a code has been improved for clarity, from ‘MFA Challenge’ to ‘MFA Code’
• The redirect issue which caused an Internal Server Error to occur when attempting to navigate to the Students area when logged out of the database has been fixed. The system now correctly redirects users to the login page if they attempt to access the database once logged out
• Improvements to the Institution record Characteristics tab have been made to signpost access to the Institution Profile Source document from the ellipsis (overflow) menu
• Improvements to the way text within the Description column in File Store presents on the system have been made, where users can hover to read the full text on screen
• The error that caused Evaluation Plans to not generate correctly on the LIVE and DEMO databases has now been fixed, and users can create these without experiencing an Internal Server Error
• Improvements to the way information is presented on the Activity record have been made. If a field is hidden on the system using Field Settings, the section title and description relating to this field is also hidden for clarity
• The issue which occurred when attempting to re-index an individual record on the system has been fixed, and this now completes as expected

• Addressed the issue where the ‘Participant Count’ and ‘Interactions’ figures in the Infographic report were being sourced from the wrong column in the datasheet
• Amended the logic that allowed Users without sharing agreements to view Student activity information from other institutions on the Activities tab of Student records. Now, only Users with the appropriate permissions will be able to view this information
• Updated the File Store search logic to retain searched items after applying HEAT resources quick filters
• Fixed a bug that prevented all expected files from appearing in the File Store search grid when the ‘My Group Only’ option was unchecked
• From September 2024, HEAT will be including Student Ambassador records which have the ‘Permission to Track’ field marked as ‘Yes’ in the annual Higher Education/HESA Track, and those marked as ‘No’ will not be included (see Announcement for more information). To support the projected tracking of Ambassadors, there have been changes to field names that affect the Student Ambassador Programme settings within the My HEAT area of the database.

In the Ambassador Portal tab (members only) in Institution Settings, we have differentiated which fields affect the Ambassador Form (on the database) and which fields affect the Ambassador Portal, which we hope will assist members when placing the Privacy Statement on the different systems. Both the Ambassador Form and the Ambassador Portal have a ‘Privacy Statement’ field where members can include their own Privacy Notice and the HEAT Privacy Notice. The Ambassador Form ‘Terms and Conditions’ field can also be used for any specific terms and conditions members may wish Ambassadors to acknowledge.

The changes within Institution Settings in the My HEAT area of the system are as follows:

In the Student Ambassador Portal Settings section:

– The ‘Account Setup Statement’ field has changed to ‘Account Terms and Conditions Statement’

– The ‘Privacy Statement’ field has changed to ‘Account Privacy Statement’

In the Ambassador Application Form section:

– The ‘Consent Statement’ field has changed to ‘Form Terms and Conditions Statement’

– The ‘Data Protection Statement’ field has changed to ‘Form Privacy Statement’

• Fixed a bug in Ambassador Applications that prevented the ‘Disability’ field i-Button to display correctly
• Amended the logic used in the Survey results export, which caused data to become skewed due to unnecessary columns being included
• Fixed a bug which caused Students in the Retention area to not have their ‘Retention’ field checked on their record
• Improved number parsing for Institution import data from CSV files, ensuring values stored as strings with comma thousand separators are correctly processed

• Added a new ‘Complete’ field to the Ambassador record to indicate when the first name, last name, date of birth, and postcode fields are populated, to support the recording and evaluation of post-entry interventions
• Implemented warning messages for record-types that trigger the deletion of associated records when removed
• Resolved an issue that was preventing the Terms and Conditions statement from being disabled on the Ambassador Application Form
• Amended the logic for merging duplicate Student records, to ensure sessions are carried over to the master record during the merge
• New fields have been added to the HESA Report, which are as follows:
  • Contact Hours
  • Location
  • Activities Attended
  • Outreach/Partnership Activities Attended
  • Phase First Participated Outreach Partnership
  • Student Last Known Institution Name
  • Student Last Known Institution ID
  • Student Last Known Institution URN

• General performance improvements around the generation of the HESA Track Report

•  Introduced a purple message banner for Institution contact records to alert Users when a contact record does not have a ‘Current’ status
• Added a ‘Show on Calendar’ property to the HEAT API for Activity records
• Fixed a bug that prevented an additional Welcome Email from being sent to Ambassadors when they signed up for another Institution group
•  Implemented validation flagging for Ambassador Application Custom fields when the value in the ‘Identifier’ field matches an existing hardcoded ‘Identifier’ value on the database

• Fixed a bug that nullified the ‘Permission to Track’ and ‘Permission to Monitor’ fields when importing survey results to existing Student records
• Addressed the issue with the Institution Replacement Tool in the Student Import Template that caused outdated Institutions to appear on the Activity record Beneficiary table following replacement
• On the Reports page, the summary text for the Institution Profile Report has been updated
• To improve usability, the the number of Referees displayed in the dropdown field on the Event Programme Form has been increased
• The Postcode Profiler has been updated to implement the new Acorn methodology. This will impact the Postcode Profiler Report and the relevant geography Acorn fields on the system user interface. Please see the latest Data Update for further information pertaining to this update