Cymraeg
Hwb

Managing expiring non-MIS accounts

As a school digital champion or local authority admin, you will see a notification banner on the top of the page when you have Non-MIS accounts due to expire in the User Management Portal. This banner will notify you of how many accounts you have expiring and will provide you with a link to manage those accounts.

Clicking on the Manage Expiring Accounts link will take you to a list of accounts due to expire in the next 8 weeks.  On this page you will have the following options:

Keep account

By clicking on keep account you will be given an option to chose for how long you wish this account to remain active. Click confirm to keep the account for the desired period.  The account will be removed from the list once you click confirm.

You can extend the account for the following durations:

  • end of next academic year
  • 6 months
  • 3 months
  • 1 month

Close Account

By clicking on close account, you will be given an option to close the account immediately or to close the account when it’s due to expire.  Click one of these options to close the account, the account will then be removed from the list of accounts to manage.

Account lifecycles

The category of account (i.e. MIS or non-MIS) that is created and the latest activity date will determine how long it will remain activated.

 

These accounts are automatically created from learner and staff data in a school’s Management Information System (MIS) i.e. SIMS or Teacher Centre. 

Only learners and staff with MIS accounts are able to access personalised assessments.

Lifecycle:

  • The Hwb provisioning client automatically creates a learner or staff account once a record is created in a school’s MIS.
  • The Hwb account will remain activated for as long as the school MIS record identifies the user as a current learner or a current 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.
    • Staff accounts are never automatically reactivated – please contact the Hwb Service Desk.
  • 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 (and not retrievable).

These accounts have been manually created by school Digital Champions and Hwb Administrators.  They may be required for:

  • Temporary school staff who do not have a record in a school’s MIS.
  • Services such as printers, Kindles etc.
  • Governors
  • Regional education consortia staff
  • Local authority staff
  • Supply teachers
  • ITE students
  • Other education stakeholders e.g. Estyn inspectors, resource suppliers etc.

No learners should have a non-MIS account.

Lifecycle

  • School Digital Champions and Hwb Administrators can create non-MIS Hwb accounts in the Hwb User Management Portal (UMP).
  • It is now possible to specify how long a non-MIS account is required, but this cannot exceed 31 August in an academic year.
  • Housekeeping:
    • Digital Champions and Hwb Administrators must review all non-MIS accounts they are responsible for before the end of an academic year.
    • Non-MIS accounts that have not been extended beyond their specified activation period or beyond 31 August will be automatically deactivated
  • Unless reactivated within 12 months, Hwb non-MIS accounts and all their content will be permanently deleted.
  • ITE student accounts must be set up  with an expiry date to reflect their placement. ITE students must be informed that they are responsible for transferring all their content prior to the placement's termination or they will be unable to access their resources.