Health & Education Co-operative

To request accounts for a new cohort of learners you need to download and complete the template form and return it to us with the requested information below via an email to: support@hecooperative.co.uk.

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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 is:

• Cohort Name/identifier:

• 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 submit a list of 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/ID Reference for easier identification (this is optional, but advised).

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

Multiple Cohorts to upload?

For multiple cohort uploads, please submit one cohort per workbook (Google Sheets or Microsoft Excel file). Do not combine multiple cohorts into separate tabs within a single workbook. This allows us to better manage and track the uploads.

Extensions

Please email our Support Team with the student’s name and their student email address. If the extension will result in the student studying alongside a different cohort, please inform us which cohort that will be.

- If multiple students require extensions, we can create and assign them to a specific extension group on the system if necessary.

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.

- Attach your completed, password-protected VLE Cohort Upload Template to an email and send it to support@hecooperative.co.uk.

- Send the password(s) for the protected file in a separate email, referencing the cohort name/identifier.

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 referred to as "org admin") level accounts, which enable staff to monitor learner progress, access learning materials, and create SNAP assessments. As these accounts provide access to sensitive data such as student names, email addresses, results, and progress reports, it is essential that only authorised individuals are granted access. To maintain security and accountability, we adhere to the following policy:

An academic staff member with an active ADMIN Snap/HealthVLE account can request an Admin account on behalf of a new colleague or a colleague without existing Admin access. Email our support Team with the name and email address of the individual who requires an 'Admin' account. - You do not need to use the template/spreadsheet format for this request.

Requesting Accounts for External Examiners (SN@P)

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.