Health & Education Co-operative

This article explains the process for requesting accounts for a new cohort of students.

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Important Notes:

• The information in this guide applies to both the HealthVLE and SN@P platforms.

• All requests are processed within 2-3 working days (Mon-Fri, excluding public holidays).

• Renewals and individual student extensions do not require a new form submission.

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The information we need from you in the template/spreadsheet is:

• Cohort Name/identifier:

• Cohort Start Date:

• Cohort End Date:

• Platform Access Start Date: (if different from the cohort start date)

• Platform Access End Date: (if different from the cohort end date)

• Platform(s) (HealthVLE, SN@P, or both)

• Campus (if studying at a specific campus, please mention this in your email)

You also need to include the student names and student university email addresses.

The student name should include both forename(s) and surname in a single field.
We recommend including Student ID/Staff Number for easier identification (this is optional, but advised).

Example:

Please specify the platform(s) for cohort upload in your email (HealthVLE only, SN@P only, or both).

HealthVLE Course

Ensure you include the full name of the course when submitting your request for HealthVLE accounts.

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.

Extensions

If an individual student requires an extension, please email our Support Team with their student email address and confirm the cohort they are now studying with.
A spreadsheet is not required for one or two learners who need extensions.

If you have a larger group of students who require extended access (for example, those returning to study), we recommend submitting the details in a spreadsheet. We can also create a dedicated Extension Group to help you monitor their progress, if required.

Send the file

Send the Spreadsheet/Template to support@hecooperative.co.uk with the spreadsheet password in a separate email.

Document Security Advice

We recommend password protecting your file before sending it to us.

MS Excel Advice:

1. Click on the File tab.

2. Select Info from the left-hand menu.

3. Choose Protect Workbook and click Encrypt with Password.

4. Enter your password and click OK. (Make sure you remember the password as it cannot be recovered if forgotten).

5. Save your file.

Information

While password protection is recommended for security, it is not mandatory.

Following the guidance above ensures that all your students are successfully added to SN@P and HealthVLE with the correct access for their studies.

Both platforms are managed by The Health & Education Co-operative, and support is provided through their support team. For assistance, contact us at support@hecooperative.co.uk.

Requesting 'Admin' Accounts for Lecturers and Admin Staff

SNAP and The HealthVLE offer Admin (also known as Organisation Admin) accounts, which allow staff to monitor learner progress, access learning materials, and create assessments.

To maintain security and accountability, an academic staff member who already holds an active Admin account may request an account for a new or existing colleague. Alternatively, the Key Contact at your institution can make the request.
Please contact our Support Team with the name and email address of the individual who requires an Admin account. There is no need to use the spreadsheet or template for this type of request.

Requesting Accounts for External Examiners (SNAP Only)

On SNAP, we can create external examiner accounts that are restricted to prevent access to certain features, such as editing exams or student details. Any academic staff member can request the creation of an external examiner account by emailing us from their university email address. Please include the duration for which the examiner will need access when making the request.

* Admin (Org Admin) and External Examiner accounts do not count towards your organisation's licence.

Download Cohort Template 

Click the file below to download our cohort upload template...

*Alternatively, create a spreadsheet with the headings shown in the table above and provide the cohort and date information within your email.