Research and Innovation Services


Creating a new student record

This is a brief overview, for Administrators, of the process of creating a new student record on UKRI Je-S web portal. 

Before you start

Before you create new student records you need to: 

Register for a Je-S account via the UKRI Je-S portal:

Once an account has been set up, please email researchadministration@ucl.ac.uk and request access to the student records on Je-S. 

When you have been granted access, please refer to our detailed guide on setting up a new student record.

Guide to setting up a new student record in Je-S​ (Word)

Key considerations 

  • A student record must be completed for all UKRI Training Grant-funded studentships.  
  • The student's UKRI Je-S Record needs to be created and submitted prior to requesting payment using the UCL Portico system (Fund Management). 
  • Please enter the UCL MyFinance codes (e.g., Award/Project etc.) as part of the Je-S 'Your Reference' in the 'Documents Header' section. 

Ongoing maintenance 

Throughout the lifetime of the studentship, the record must be maintained as changes occur (Agreed Absence, Funding, Project Abstract etc.). 

We recommend you review the record at least annually then update it accordingly.


Abstracts should include the Council domain(s) appropriate for the project. The councils use this information to decide if the project is within their remit. 

Agreed student absences 

Councils expect the studentship to be completed without interruption, but in circumstances like Maternity, Paternity, UKRI authorised Internship extensions may be permitted. 

Absences should be notified to Registry and Award Services prior to the commencement.  

Once agreed with Award Services, then update student record.