We are developing a new studentship data system to replace the Studentship Details Functionality on the Joint Electronic Submission (Je-S) system.
We are carrying out additional testing on the system which has delayed the launch date. The exact date will be confirmed once the testing has been completed.
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 ahead of the launch date. Access will be available until the end of the year.
Deadlines for adding and updating records
All new studentship records need to be created on the new system. Once the system is live research organisations should prioritise the creation of the new studentship records over the amendment of existing records.
The exact deadline to create records for students who started at the beginning of the 2025 to 2026 academic year will be confirmed when the system is launched. You will have six weeks to create the records once the system is live. 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 February 2026. The exact deadline will be confirmed when the system is launched.
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.
The final expenditure statement process will continue to be processed through Je-S and the UKRI Funding Service. The studentship details will be downloaded from the new system and attached to the final expenditure statement submission. Full guidance will be provided when the new system is launched.
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.
Training grant holders may not be able to report on all categories for the 2026 intake. You should make sure this is in place for the next recruitment cycle.
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: 24 October 2025