Data collection

Information required

Details for all EPSRC-funded students should be submitted by the Research Organisation within one month of the student starting their doctoral studies. Each student record should also be checked and updated annually.

The conditions of training grants include the following: Information should be entered within one month of the student starting their studies and updated as soon as any changes occur. Failure to provide this information may result in sanctions being imposed on future payments.

The information to be provided about EPSRC-funded studentships includes: student information (name, date of birth, prior qualifications, gender and other characteristics); project information (project titles; summaries); funding (training grant the funding is drawn from; stipend; fees; any co-funding; dates for start, end and expected submission); where the student is being trained (university, department, supervisor name); and project partners.

Students supported through EPSRC training grants are also expected to report their outcomes using researchfish®. There is some further information about collection of research outcomes,

How to send the information

Using the Joint Electronic System

All Research Councils use the Studentship Details functionality within Joint electronic submission (Je-S) to gather information about the studentships funded by training grants including CASE Conversion.

Research Organisations are also required to return information via the Je-S submission rate survey on the date of submission of the student's thesis.

The Research Councils are also developing online systems to collect information on the outputs and outcomes of Training Grants and Studentships. The Research Organisation must ensure that information is returned in accordance with any guidance provided.

Offline Data Collection

EPSRC also collects data offline, through reports on the use of funds for Doctoral Prize and Vacation Bursaries. Examples of the forms used can be found at the bottom of this page. EPSRC will inform Research Organisations that we will be collecting such information and the Research Organisation will be responsible for maintaining off-line records. The type of information we require on the students, both for Doctoral prize and Vacation Bursaries, is

  • Student information i.e. name, age
  • Name of supervisor
  • Project titles
  • Project summaries

We also require Doctoral Prize information from Research Organisations about how the Doctoral Prize was allocated and some feedback regarding the Doctoral Prize scheme.

What we do with the data

Data that will be made available on the Research Councils' web sites and other publicly available databases, including Gateway to Research, and in reports, documents and mailing lists will include the following:

  • Student name (for students starting from 2015 onwards)
  • Name(s) of project partner organisations and supervisors
  • Project titles and topics
  • Project summaries
  • Registration and expected submission dates
  • Numbers of students in particular regions, universities or departments in context of the Training Grant funding announced.
  • Aggregated information regarding demographics, student numbers, stipend levels, qualifications, age at start, migration levels (from first degree university to another) and so on.

EPSRC uses the project title and summary to classify projects in terms of Engineering and Physical Sciences research areas, research topics, sectors and socio-economic themes. EPSRC will use this information to monitor the portfolio of doctoral research being supported through training grants and inform planning.

Information provided on Training Grants may be used for processing the proposal or in relation to the administration of the Training Grant.

Use of submitted data may include:

  • Registration and processing of proposals
  • Operation of grants processing and management information systems
  • Preparation of material for use by reviewers and peer review panels
  • Administration, investigation and review of grant proposals
  • Sharing proposal information on a strictly confidential basis with other funding organisations
  • To seek contributions to the funding of proposals
  • Statistical analysis in relation to the evaluation of postgraduate training trends
  • Policy and strategy studies.
  • Meeting the Research Councils’ obligations for public accountability and the dissemination of information.
  • Making it available on the Research Council’s web site and other publicly available databases, and in reports, documents and mailing lists.