Reviewing and reactivating Hwb accounts

Overview

There are 2 types of Hwb accounts. Accounts for learners and school staff are called MIS accounts. These are automatically created from the data in a school’s management information system (MIS).

Accounts for users whose data is not in the MIS, are called non-MIS accounts.

The category of account and the latest activity date determines how long an account remains activated.

MIS account lifecycle

MIS accounts remain active for as long as a learner or staff member is registered as a current learner or staff member.
When a leaving date is entered into a school MIS record, the user’s Hwb account will be automatically deactivated.
Learners’ accounts will be automatically reactivated if they move to another maintained school in Wales.
Please contact the Hwb Service Desk to reactivate a staff account.
Unless a learner or staff account is reactivated within 12 months of the leaving date, the account and all the content will be permanently deleted.

Non-MIS account lifecycles

Hwb Administrators have to manually create accounts for Hwb users who do not have a record in a school’s MIS. This includes:

temporary school staff
governors
regional education consortia staff
local authority staff
supply teachers
other education stakeholders, for example Estyn inspectors, resource suppliers
services such as printers or photocopiers to allow for scan to email functionality

Learners should not have a non-MIS account.

Managing non-MIS accounts

Hwb Administrators can create non-MIS Hwb accounts in the Hwb User Management Portal (UMP). They can specify how long a non-MIS account is required. The options are:

1 months
3 months
6 months
end of academic year

Hwb administrators must regularly review all non-MIS accounts they are responsible for. You can see the MIS accounts that are due to expire on the notification banner in the UMP.

The banner will tell you how many accounts are expiring and gives you a link to manage these accounts.

You can also see a list of all accounts that are due to expire in the next 8 weeks by clicking on Managing Expiring Accounts.

You must reactivate any accounts that are still needed. Any Non-MIS accounts that have not been extended past their expiry date will be automatically deactivated.

Annual review of non-MIS accounts

Hwb administrators must review all non-MIS accounts at the end of each academic year and reactivate all accounts that will be needed for the following year. Accounts must be reactivated within 12 months, or they will be permanently deleted.

Accounts that have not been used for 90 days

Non-MIS accounts without sign in activity during the last 90 days will be deactivated for security reasons. A Hwb administrator can reactivate an account at any time. This will not affect the account expiry date.

How to reactivate a non-MIS account

Hwb administrator

Log in to Hwb and go to User Management.
Click LA Name Users: Manage Local Authority Non-MIS accounts.
Change the filter Active to a N, this will list all expired LA Non-MIS accounts.
Locate the user you would like to reactivate.
Click View Details.
Click Manage User and select Activate.

This account will become active again after 30 minutes.