Cymraeg
Hwb

Creating Hwb accounts

Hwb accounts for all school staff and learners are automatically created when the required user data is recorded in their school’s Management Information System (MIS) i.e. SIMS or Teacher Centre, and the Hwb provisioning client has run successfully.

It is critical that schools ensure that the data in their MIS is accurate and up-to-date.

Accounts for governors, other education stakeholders and some school services e.g. printing, which are not created automatically from the data in a school’s MIS, are called ‘non-MIS accounts’ and may be created manually in the Hwb User Management Portal (UMP) by a school’s digital champion or an organisation’s Hwb administrator.

Initial Teacher Education (ITE) students will have limited ‘introductory’ accounts created by their provider, but placement schools may also wish to create temporary non-MIS staff accounts for ITE students.

Further resources

Guidance for schools to implement the information management strategy

Hwb accounts for new learners will be automatically created when at least the following data fields are populated in their school’s Management Information System (MIS) i.e. SIMS or Teacher Centre.

Field name

Notes

Legal surname

Hwb usernames and email addresses are created from a user’s legal surname and legal forename.

Important note: any changes made to a learner’s name in a school’s MIS after a Hwb account has been created will not automatically update in Hwb or any systems dependent on Hwb data e.g. Personalised Assessments.  There are two options for schools to consider: 

1.    If a learner wishes or is required to be known by another name, schools should decide on a case-by-case basis whether or not to manually change the learner’s display name and/or username in the Hwb User Management Portal. 

If a new username is generated, a new account password and @hwbcymru.net e-mail address is also generated, but the learner’s current e-mail address is retained as an alias to ensure messages are redirected to the new e-mail address.  The learner will continue to be able to access their school work, emails and personalised assessment feedback and reports and their previous name may still be visible to them in historical records.

2.    If a learner has a new identity that requires no link to be retained between the original and new pupil record, there is important guidance available (see the Unique pupil number ‘Children at risk’ section in the ‘Guidance for schools to implement the information management strategy’).  Creating a new pupil record in the school’s MIS will facilitate the creation of a new Hwb account for the learner and remove any link to their current Hwb account.

A new record and UPN in the school’s MIS is the only way of ensuring that the learner’s previous name and email address are no longer associated with them in the Hwb and personalised assessment systems.

Before creating a new pupil record, schools should understand what this means in the Hwb and personalised assessment systems i.e. loss of school files, emails and historical personalised assessment feedback and reports.  However, the learner’s previous name should no longer be visible to them.

Legal forename

 

Same as ‘Legal surname’ above.

UPN

[unique pupil number]

 

A learner must have a permanent UPN issued or added to their school MIS record for a Hwb account to be created or transferred between schools.  The UPN is not stored, but encrypted instead. 

Learner accounts cannot be created from temporary UPNs.

Admission number

This number is unique to the learner in their current school only.

Admission date

A Hwb account is created once a learner’s admission date has been added to their MIS record and the Hwb provisioning client has run successfully.

Note: A Hwb account is not automatically created for learners in pre-admission or new intake groups.

 

Information

Personal information that schools share with the Welsh Government through the Hwb provisioning client is listed in the Hwb privacy notice.

Hwb accounts for staff will be created automatically when they are added to a school’s Management Information System (MIS) i.e. SIMS or Teacher Centre.

It is possible to continue using an existing account when staff move from one organisation to another. 

Governor accounts may only be created by a school’s Digital Champion and Hwb administrators.

All governors are entitled to have a Hwb account, which gives them access to tools such as Office 365, including a @hwbcymru.net e-mail address.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click View Users > View Governors.
  3. Click Add new user +.
  4. A warning message will appear: “Are you sure? Staff and learner accounts will be automatically created based on the information in your school's MIS. Please only use this feature for users who are not maintained in your MIS. Please note: Any non-MIS user accounts you create will need to be managed manually”.
  5. Click I understand to continue (or click Take me back to cancel the command).
  6. Type the forename and surname of the governor in the relevant fields and either:
    • Manually type a password of your choice (providing it adheres to the Hwb password policy i.e. mix of upper and lowercase letters and numbers).
    • Click Generate Learner Password (word followed by numbers).
    • Click Generate Password (random mix of upper and lower case letters and numbers).
  7. Click Add User.
  8. The user account will appear in the View Governors list within the next hour.

Regional Education Consortia (REC) and Local Authority (LA) Hwb administrators are able to manually create accounts for REC and LA staff.

  1. Log in to Hwb and navigate to the User Management Portal.
  2. Click Manage Local Authority Non-MIS Users.
  3. Click Add New User +.
  4. Type the forename and surname of the user in the relevant fields and either:
    • Manually type a password of your choice (providing it adheres to the Hwb password policy i.e. mix of upper and lowercase letters and numbers).
    • Click Generate Learner Password (word followed by numbers).
    • Click Generate Password (random mix of upper and lower case letters and numbers).

There are optional fields for Organisation, Job Title, Work Email and Contact Number (which will help you identify the user once the account has been created).

  1. Click Add User.
  2. The user account will appear in the user list within the next hour.

ITE SSO accounts will be provided via ITE providers at the start of ITE courses.

ITE school accounts may only be created by a lead school’s Digital Champion, school’s Digital Champion and Hwb administrators.

All ITE student are entitled to have a Hwb account, which gives them access to tools, resources, staff and pupils within their placement school.

Creating non-MIS user accounts

As Digital Champion, you can manually create a non-MIS user account for Student teachers. Please do not create non-MIS user accounts for any staff or learners who are listed in your MIS as this will lead to duplicate accounts.

To create a non-MIS user account, click on the ‘View Users’ dropdown and select ‘View Non-MIS’. This will show you a list of existing non-MIS user accounts in your school. You can then select ‘Add new user’ to create the account.

Any non-MIS user accounts you create will need to be managed manually.

Deactivating non-MIS user accounts

When a non-MIS user leaves your school, you will need to manually deactivate their account. To do this, click on the ‘View Users’ dropdown and select ‘View Non-MIS’. Find the relevant user and click ‘View Details’. Click on the ‘Manage User’ dropdown and select ‘Deactivate’.

  • Last updated 08 August 2023