Moving Hwb accounts

Learners moving from one school to another will be automatically transferred once they have been made a leaver in their old school’s MIS and admitted on roll in their new school’s MIS.  The Provisioning Clients must have run successfully in both schools.  A learner is identified in the system by their Unique Pupil Number (UPN).

Before beginning the process of transferring your Hwb account from your previous school to your new school, please note the following:

• Consider whether you wish to keep any emails, files, resources etc that you have saved in your new Hwb account. If so, ensure you have saved copies to another location before beginning this process.  This is because if your request is approved and the transfer process completed your new account will be de-activated and then deleted after 12 months.
• A SIMS or Teacher Centre administrator in your previous school must have added a leaving date to your staff record in the school's Management Information System (MIS).
• A SIMS or Teacher Centre administrator in your new school must have created your staff record in the school's Management Information System (MIS) and included your start date and staff code.
• The Hwb provisioning clients must have run successfully in both schools.
• You will need the following from a Hwb digital champion in your new school:
  • Your new Hwb login username and password.
  • The DfES number of your previous school.

School DfES numbers may also be found in the Address List of Schools on the Welsh Government website.   

1. Visit https://hwb.gov.wales/ and log in to your NEW Hwb account.
2. Click on User management.
3. You will be prompted to login again as an extra security measure.
4. Enter your username and password again and click on Sign in.
5. Click on My Profile in the top right-hand corner of the page.
6. On the Your Details page, click on the Account Transfer button in the top right.
7. Step 1 of 3 - Enter your Previous School DfES Number (7 digits). If correct, the name of your previous school will automatically display.
8. Enter your Previous School Hwb Username. the account you wish to transfer from your previous school to your new school.
9. Click on Next.
10. Step 2 of 3 – A message box is pre-populated with a note to your previous school’s headteacher, but you can personalise this with your own message.
11. Tick the box to confirm the headteacher’s details of your previous school.
12. Click on Next.
13. Step 3 of 3 – Check the information displayed and if you wish to proceed, click on Submit.

An email will be sent to your previous school’s headteacher asking them to approve or reject your request. You will receive an automatic email to your new Hwb account informing you of the outcome.  If your request has been rejected, there is no further action required and you should continue using the Hwb account created in your new school.

If your request has been approved, follow the instructions below:

1. Visit https://hwb.gov.wales/ and log in to your NEW Hwb account.
2. Click on User management.
3. You will be prompted to login again as an extra security measure.
4. Enter your username and password again and click on Sign in.
5. On the School Staff Dashboard page, in the top banner ‘Your Account transfer request has been reviewed’, click on the View Request
6. On the Account Transfer Status page, consider whether you wish to proceed or cancel the account transfer request.
   
   1. If you click on the Proceed with transfer button you will be automatically signed out of Hwb. The process has now been completed successfully and you should now use your transferred Hwb account to log back in.
   2. If you click on the Cancel Request button, no further action is required, and you should continue using the Hwb account created in your new school.

It is not possible to move governor accounts.

Moving accounts for ITE students is not offered due to the number of students and placements each year. All ITE students should download all necessary data before the end of each placement.