We are developing a new studentship data system to replace the Studentship Details Functionality on the Joint Electronic Submission (Je-S) system.
The launch date for the new system to be operational is Tuesday 28 October,
Data migration
All active studentships will be migrated. This includes all students that have not yet submitted their thesis and been awarded a qualification. Completed studentship records will also be migrated where they are linked to an active training grant.
Other studentship records will be archived by UKRI in line with our retention policies.
We will not provide a download of the Je-S data to each research organisation. Any research organisation downloading records should complete it by Friday 24 October.
Deadlines for adding and updating records
All new studentship records need to be created on the new system. Once the system is live, we ask that ROs prioritise the creation of the new studentship records over the amendment of existing records.
You have until 10 December 2025 to create records for students starting at the beginning of the 2025 to 2026 academic year. Due to the transition, this is a change from the previous requirement of records being created within one month of registration.
We cannot guarantee that any changes made to existing records on Je-S after 31 July will be pulled through to the new system.
Any changes to existing records, required from 1 August 2025 until the launch date, should be added to the new system by 31 December, in line with the extended timeframes.
Final Expenditure Statement process for training grants due to end
There are a number of training grants ending over the next few months that will be impacted by the transition and we are working directly with those grant holders.
Research organisation lead accounts
The system is a different platform to the UKRI Funding Service but it has a similar design and build.
We will not be migrating accounts from Je-S, new accounts will be created for users. We will contact the Funding Service Lead account holders at each research organisation to provide nominations for the lead account holder for the studentship data system. Studentship Data System lead account holders will then have the ability to create user accounts for members of their organisations, based on their required access requirements.
Improvements to data capture
The data fields that we will collect have been reviewed and consolidated. Where possible, we have aimed to reduce the amount of information being requested as well as make it clearer in what we need. For example, we have reduced the number of ‘dates’ and ‘funding’ data that is required and strengthened guidance and validation in the system.
The diversity data question set has also been reviewed across UKRI, and we have aligned this with what HESA currently collects. These will be the questions used for the applicant pool data set in the UKRI training grant annual reports (2026 reports onwards). These questions should be built into your next recruitment cycles so that the data is available.
We will no longer collect information on the supervisors linked to the studentships.
We are currently recruiting external participants to test the system.
Student references
UKRI will be transferring from Je-S Personal Identifiers (PIDs) to a UKRI Studentship reference number (UKRI SRN). This reference should be used when entering details into the HESA data collection exercise. All existing studentships have a UKRI SRN and both the Je-S PID and UKRI SRN will be available on the new system.
The annual submission rate survey
This will no longer be a separate exercise.
The data request will form part of the main studentship record once it has been created. This gives the research organisation flexibility to update the records at any point in the year.
Research councils can take a snapshot of the data and use this to review the submission rates.
UKRI studentships funded through research grants
All UKRI-funded studentships will be captured on the new system so research organisations can link studentships to relevant research grants as well as training grants.
Full details on the studentships that should be included will be provided on the system.
Keep up to date with the studentship data project
This page will be updated regularly as the work progresses and we will be in direct communication with training grant holders.
For any questions email: studentshipdataproject@ukri.org
Last updated: 23 September 2025