Updating your Je-S Account Personal Details

Account Summary
Personal Details: Edit Personal Information
Contact Details
Post/Sector/Function
Qualifications
Unavailability

It would be very helpful to us if you would regularly review the personal information details which are held in your account. The councils use this information to contact you and in order to check that their policies and mechanisms do not discriminate against applicants. It is also useful for analysis of the structure of the research population.

Your Je-S account is linked to you as an individual, not your organisation, so if you move to another organisation you should not set up another account but use this facility instead to amend your contact details. If you are eligible to apply for funding from more than organisation (e.g employed by more than one organisation) then do not set up an account at the second organisation but amend your organisation details to reflect the organisation through which you will be submitting (this is only necessary if you are to be named as the Principal Investigator on the proposal -except for EPSRC which requires only one applicant to be at the submitting organisation).

Please note that councils have limited access to amend the details of Je-S Users and that any changes made to personal details in the councils grants system may not be applied and will result in an email being issued by the Je-S System asking you to make the changes in your account.

The Account Summary, Personal Details and Research Expertise sections can be accessed on the left hand side of the screen when you log into the Home page of your account as shown in the following screenshot:

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Further Information on how your data may be used by the councils is available in the Terms and Conditions of Use:https://je-s.rcuk.ac.uk/Handbook/pages/SystemRequirementsFormatsandSa/TermsandConditionsofUse.htm

 

Account Summary

This section allows you to view all your Personal Information and Contact Details on one page. You can also edit your details from this screen.

The system will prompt you to affirm your details are correct if they have not been updated for a year. Please select the ‘Affirm Details’ button. To upgrade your account to a verified account (only required for Principal, Co and Researcher Co Investigators on research proposals), please select the ‘Upgrade’ button. To edit your Personal Information or Contact Details please select the ‘Edit’ option and then ‘Save Changes’.

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Personal Details: Edit Personal Information

In this section you can update your personal information as necessary and then select 'Save Changes'.

PID (personal identifier): a unique (system generated) identifier for user accounts. It is used by the councils to help ensure that individuals are identified uniquely on the system. You will not be able to alter this data item.

Create or connect your ORCID identifier: Selecting the link 'Create or connect your ORCID Identifier' will direct you to the ORCID website where you can either ‘Sign In’ if you already have an ORCID ID or ‘Set Up’ an ORCID Identifier, and grant permissions for RCUK systems to access your account and write grants data to ORCID, before being automatically returned back to Je-S.

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Note The Open Researcher and Contributor ID (ORCID) provides a free registry to obtain a unique digital identifier for researchers and scholars, which allows them to manage a record of their research activities.  For further details please visit https://orcid.org/

For researchers, an ORCID identifier supports automated linkages between them and their professional activities to ensure their work is properly recognised. ORCID records hold information such as name, email, organisation and research activities. Individuals control how their data is shared through managing data privacy settings within their ORCID account.

The Research Councils collect ORCID identifiers in the Je-S System to allow Research Councils to link and share information across systems more easily.  

Former Surname: If you have had any previous interactions with the research councils, e.g. as a council funded student, and have changed your surname, please provide your former surname.

Date of Birth: Date can be entered in format dd/mm/yyyy or by selecting from the calendar icon (this information is required for a verified account i.e. to be named as an applicant).

Gender: A selection from the pre-defined list must be made (Male, Female, Not Disclosed)

Preferred Form of Address: Amend this if you wish a particular form of address to be used. This is the name combination to appear on address labels and may be amended when a particular style of address is required, e.g. RT Hon Joe Bloggs or if your name is longer than allowed in the other name fields.

Salutation: This is the form of address used for correspondence, may be amended if a particular style is required, e.g. (Dear) Sir Joe.

Country of Nationality: Please select from the pre-defined list - taken from the ISO country list - (you have the option to select 'Not Disclosed').

Ethnic Origin: Please select from the pre-defined list (you have the option to select 'Not Disclosed')

Disability: Select one of the radio buttons on this screen. If you check the Disability 'Yes' option to state that you have a disability then please select from the pre-defined list (you have the option to select 'Not Disclosed').

 

Contact Details

In this section you can update your information by selecting 'Edit'. If you have moved institution then please select the 'Add New Contact Details' option.

The screen displays details that cannot be changed immediately. By requesting a change and saving changes to your organisation or department details the system will revert your details back to the previous one. However, the system will send an automatic e-mail onto our contact at the newly selected organisation for them to confirm the change in details. Once we have received verification from the organisation we will accept the changes to your details.

To change your contact mail address you will need to click on 'no' against use department address, this will allow you to enter an address of your own.

Organisation/Department: Use the Select option on the right hand side. Organisation and department searches will appear in a new window. You can enter an alternative address eg home address and indicate which address you would prefer correspondence was sent to.

E-mail: your preferred e-mail address. Changing this will generate an e-mail to the new address with a link in it for you to activate the change. Until you activate the new e-mail Je-S will continue to use the previous address.

Telephone: please enter your preferred contact telephone number, whether static, mobile or work (including any extension number)

Fax: your preferred fax number (this is a historic field and is no longer required).

Website: please add a URL if you have an official site which contains information on your research expertise.

Effective from: This is the date from which the change should be implemented. Date can be entered in format dd/mm/yyyy or by selecting from the calendar icon.

 

Post/Sector/Function

In this section you can update your information by selecting ‘Edit’. If your post details have changed please select the ‘Add New Contact Details’ option.

Current Post: the title of your current job is required. The date can be entered in format dd/mm/yyyy or by selecting from the calendar icon.

Current Post Start Date: the date on which you started your current post.

Sector: Please select from the pre-defined list.

Function: Please select from the pre-defined list.

 

Qualifications

In this section you can update your information by selecting ‘Edit’ to change existing details or ‘Add Qualifications’ to add more details.

You can enter all qualifications at undergraduate, postgraduate and doctoral level. This is particularly relevant to students, and results in automatic selection and population of relevant Qualifications for Studentship Nominations and Proposals. 

Awarding Organisation:  Use the Select option on the right hand side. Organisation and department searches will appear in a new window. If you cannot find your organisation in the search results, please contact the Je-S Helpdesk.

Year Awarded:  select the year in which your qualification was awarded.

Qualification Type: select the appropriate qualification from the drop down menu. For qualifications gained from anywhere other than the UK please select ‘Foreign’ from the drop down menu then enter the title of the qualification in the box. Please give the qualification in the original language, e.g. Licence, Maitrise.

Qualification Subject: use the box to narrow the search eg Biol will return the Area of Biological Sciences and then the subjects associated with it. Alternatively leave the box blank and use the search option or select from the drop down options in the two boxes below.

Qualification Class: Please select from the pre-defined list

Qualification Description: . For qualifications gained from anywhere other than the UK please select ‘Foreign’ from the drop down menu then enter the title of the qualification in the box. Please give the qualification in the original language, e.g. Licence, Maitrise.

 

Unavailability

It would greatly assist the Councils if you record in Je-S your periods of unavailability to peer review applications or perform other Council duties.

Update your information by selecting ‘Add Unavailability Details’ to add new details or by selecting ‘Edit’ to change existing details.

Timescale: Please select from the pre-defined list.

Reason: Free text box to provide further information

Date From: The start date of your period of unavailability entered in the format dd/mm/yyyy or by selecting from the calendar icon.

Date To: The end date of your period of unavailability.