List Studentships
This view shows all of the student data that the user has selected in their preferences. Data cannot be edited in this view, but by drilling down on the Open hyperlink users can access individual student records. Data on this page can also be saved as an Excel spreadsheet, by selecting the Save list as spreadsheet option. The data can be reordered by clicking on the column headings.
Edit Funding
Selecting this page allows users to edit the funding information for multiple students. The editable fields are: FTE %, Stipend, Fees and Funding %. If students are funded by more than one Research Council or through more than one Training Grant, then users will need to go into the individual student records to record this information.
When changes have been made the Save Changes button will become visible, and a pencil symbol will appear alongside the record that is currently being edited. Once the Save Changes button has been pressed, the pencil will change to a green tick symbol. If data is erased and Save Changes is pressed, a red cross will appear next to the edited record.
Edit HUSID/NUMHUS
This view allows the user to edit the HUSID and NUMHUS fields for multiple records. Research Organisations must enter this information on student records that are more than a year old.
When changes have been made the Save Changes button will become visible, and a pencil symbol will appear alongside the record that is currently being edited. Once the Save Changes button has been pressed, the pencil will change to a green tick symbol. If data is erased and Save Changes is pressed, a red cross will appear next to the edited record. Clicking Reset will clear any changes made since the last time the Save Changes button was pressed.
If the Auto-submit box is ticked, then any changes will be automatically resubmitted to council when the Save Changes button is pressed. If this option is not selected, then the student records will need to be resubmitted for the data to be sent to Council. This can either be done in bulk via the Resubmit page, or individually through the student records.
Resubmit Studentship Details
This page allows the user to select multiple records for resubmission. If records are not resubmitted, then any changes made will not be communicated to the Research Councils. Saving an edited record (using the Save Changes button on previous pages) does not resubmit the record unless the Auto-submit check box has been ticked.
Updated records can be resubmitted by ticking the box next to the record. Once a box is ticked, the Resubmit selected studentship details button will become visible.
A green tick will appear next to the record once it has been successfully resubmitted. If a red cross appears, this means that the record has failed validation and has not been resubmitted. Hovering over the failed record will produce a box listing the reasons for the validation failure.
Archive Studentship Details
Using this page, users can select multiple records to archive. Putting a record into archive means that it will not appear in any search results (unless specified). To archive a record, tick the box next to the record and press the Archive/reactivate studentships button.
Archived records can also be reactivated. To reactivate a record, you will need to ensure that you have selected the Include Archived Students tick box on the Filters page. The archived students will then appear in the list view. Select the tick box, and press the Archive/reactivate studentships button. The record has now been reactivated and will appear in the search results.
Confirm End Dates
This page enables the user to bulk confirm the status of students as either ‘finished’ (i.e. they have completed or terminated their studies) or ‘continuing’ but with a new end date. If a student has not finished, and is continuing with no amendment to the end date, then no action needs to be taken on this page.
When the option for continuing students is selected, a pop-up box will display the current end date of the grant. A new end date can be added here, if for example the end date has been extended due to maternity, illness or a placement.
Users will also need to add a reason for the end date change, selecting from Adoption, Maternity, Status Change (i.e. a student has changed from full to part-time), Suspension or Other. If Other is selected then further brief details must be added in the free-text field. This will not change the ‘Expected Submission Date’ so if this is also to be extended then the user needs to ensure that this is updated via the student’s record. To save the record and close the pop-up box, click Save. Cancel will close the box without saving any changes.
Once any changes have been made, the Save Changes button will become visible. Ticking the Auto-submit box will also ensure that any altered records will be resubmitted to council once Save Changes is pressed.
Delete Studentship details document
This view allows you to select student records for deletion, by ticking the box next to the student record and pressing the Delete Studentships button. A record may need to be deleted if, for example, the user has created a duplicate record in error, or if the studentship Scheme has been altered and the system has created a duplicate record.
Deleted records can be retrieved by the Je-S Helpdesk. In order to assist the Je-S Helpdesk, users should note the document ID number of the record prior to deletion.