This guide explains how to request HealthVLE and/or SN@P accounts for a new cohort of students.
To submit a request, download and complete the HECO-OP Cohort Upload Template and email it to:
support@hecooperative.co.uk
Please allow 2-3 working days for your request to be processed.
1. Download Cohort Template
Complete one template for each cohort. If you are submitting more than one cohort, please use a separate workbook for each cohort rather than separate worksheets within the same file. The template is attached at the bottom of this article.
2. Complete the cohort information
Enter the cohort name/identifier, campus/site, cohort dates, required platform(s), HealthVLE course where applicable, and required access dates.
3. Add the student details
Enter one student per row, including their full name and university/work email address. A Student ID/reference is recommended where available. Use the Access Requirement field for any agreed adjustments, such as additional time, high contrast, large text or question audio.
4. Send the completed file
Send the completed template to support@hecooperative.co.uk
You may password-protect the file if required. If you do, send the password in a separate email and include the cohort name/identifier so we can match it to the correct file.
The information we need from you in the template/spreadsheet is:
| Cohort name/identifier | Use a unique name that includes the month/year, course and campus where applicable. Example: September 2026 – V300 – Main Campus |
| Campus | Enter the campus/site name. If this does not apply, enter N/A. |
| Cohort start date | Enter the date the course/cohort begins. |
| Cohort end date | Enter the date the course/cohort finishes. |
| Access start date | Enter the date students should be given access. If left blank, the cohort start date will be used. |
| Access end date | Enter the date students' access should end. If left blank, the cohort end date will be used. |
| Platform(s) required | Select which platform(s) the cohort need access to. |
| HealthVLE Course | Complete this only if HealthVLE access is required. |
Example:
| Name | Blank | Student Reference | Access Requirement | |
| Ian Smith | i.smith@my.trust.nhs.uk | T000921 | 25% additional time | |
| Sam Jones | S0092743@student.uni.ac.uk | S0092743 |
Academic and DPP Accounts
We have separate guidance for requesting Staff and DPP accounts.Please refer to the article linked below for more information.
Please do not include staff or DPP details in the same spreadsheet as your students, as these accounts are set up differently and combining them may cause confusion.
Multiple Cohorts to upload?
For multiple cohort uploads, please submit one cohort per workbook (Google Sheets or Microsoft Excel file).
Please do not combine multiple cohorts into separate tabs within a single workbook.
Student Extensions
You do not need to complete a new Cohort Upload Template for individual students who require an extension.
Email our Support Team with the student's name, email address and the cohort they are now studying with.
For larger groups, such as students returning to study, please send the details in a spreadsheet. We can also create a dedicated Extension Group where appropriate.
Document Security Advice
We recommend password-protecting your file before sending it to us.
How to password protect a Microsoft Excel file:
1. Click on the File tab.
2. Select Info from the left-hand menu.
3. Choose Protect Workbook, then click Encrypt with Password.
4. Enter your chosen password and click OK.
5. Save the file.
6. Email the file to us.
Please send the password to us in a separate email. Alternatively, you may agree a password that you will use for all files sent to us during the academic year. Password protection is highly recommended as an additional security measure, but it is not mandatory.
Both The HealthVLE and SN@P are owned, supported and maintained by The Health & Education Co-operative.
If you have any questions or need any assistance, our Support Team will be happy to help. Please email support@hecooperative.co.uk
Download the Cohort Upload Template
The latest cohort upload template is attached below.