Research Passport - Keele University
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Research Passport Scheme

The Research Passport Scheme

The Research Passport scheme is a streamlined procedure for issuing honorary research contracts or letters of access to researchers who do not have a contractual relationship with the NHS who carry out research in the NHS that affects patient care or requires access to NHS Facilities.  The research passport is a form (available from http://www.nihr.ac.uk/systems/Pages/systems_research_passports.aspx) that enables HEI employers to share pre-engagement information about a researcher with relevant NHS organisations in which that researcher will be conducting their research activity.  The research passport scheme provides:-

  • Clear guidance on relevant checks required
  • A robust process for HEI employers to document and evidence the checks that have been undertaken
  • Clear principles that enable NHS organisations to have a record and rely on those checks for the duration of the Research Passport.

Why was the Research Passport Scheme introduced?

Before the Research Passport scheme was introduced, researchers working across multiple NHS sites often needed to get a new contract from each host NHS organisation.   Each contract required several pre-engagement checks, for example occupational health checks.  The Research Passport saves valuable time and resources and speeds study start up times by relying on existing pre-engagement checks and assurances from substantial employers.

The Research Passport scheme benefits researchers, NHS organisations and Universities because it:-

  • Promotes the consistent use of honorary research contracts by the NHS
  • Provides clear guidance on their use
  • Clarifies responsibilites of NHS hosts and Higher Education Institution employers
  • One standard form is completed for each researcher
  • The form is completed by the researcher and his/her employer and validated by an NHS organisation
  • The completed and validated form is presented to all relevant NHS organisations
  • No duplication of checks
  • Faster study start up

Who needs a Research Passport?

Researchers will not need a research passport or honary research contract if:-

  • you are an NHS employee (substantive)
  • you are an independent contractor (eg GP) or employed by an independent contractor
  • you have an honorary clinical contract with the NHS (eg clinical academic)
  • you are a student on a formal healthcare placement
  • you are a commerical researcher

and different arrangements are needed for these categories, especially if the research is being undertaken at more than one NHS Organisation.  These arrangements are outlined in section 5 of the HR Good Practice Resource Pack.

If you are not in any of the above categories and you have no contractual relationship with the NHS, you will need a Research Passport if you are proposing to carry our research in the NHS.  If you are unsure whether you require a Research Passport please contact the University's Research Governance Officer on n.leighton@keele.ac.uk or 01782 733306. 

How do researchers get a Research Passport?

A Research Passport may be project-specific or may be valid for a period of three years for a number of projects. 

The University Research Governance Officer or the R&D contact at the host NHS Trust will be able to advise researchers which type of passport will be most suitable for the researcher and will also specify what pre-engagement checks are required as part of the research passport application form. 

There have been recent changes to disclosure and barring arrangements included in the Protection of Freedoms Act (2012), which came into effect on 10 September 2012 including:-

  • A new definition of regulated activity
  • Repeal of controlled activity
  • Repeal of rgistration and continuous monitoring

The HR Good Practice Resource pack has been revised to reflect these changes.  Researchers and employers should ensure that where applicable the new research passport applications are supported by an appropriate disclosure.  In particular, from 10 September 2012 onwards employers should only request a check against the ISA barred list(s) for positions that fall within the post-September definition of regulated activity.  Please note, anyone within the pre-September definition of regulated activity will remain eligible for enhanced CRB checks, whether or not they fall within the post-September definition of regulated activity. 

The 10 September 2012 changes are most likely to affect researchers who need Research Passport for the first time, or whose Research Passport needs renewa, or whose research activity changes significantly.  If researchers are already working under a current valid Research Passport or NHS to NHS proforma (with a Letter of Access), providing that their roles, responsiblities and level of contact with adults or children do not significantly change, they may continue working under the assurances provided by their employer until their research passport expires.

Following discussions with the University Research Governance Officer or NHS R&D contact Keele researchers  should

  • ensure arrangements for required pre-engagement checks are in place (Occupational Health and/or DBS disclosure)
  • Read the guidance for completing the Research Passport form.
  • Complete the Research Passport form (available from Nicola Leighton, Research Governance Officer, 01782 733306 or n.leighton@keele.ac.uk or from http://www.nihr.ac.uk/files/Research%20Passport%20Current/algorithm_v3.0.pdf).
    • Researcher to complete and sign sections 1-3
    • Researcher’s line manager (or other authorised person) to complete and sign section 4
    • For Staff – Human Resources to ensure that the necessary pre-engagement checks are initiated and undertaken.  Once all pre-engagement checks have been undertaken Human Resources to sign section 5
    • For students – Nicola Leighton, Research Governance Officer (01782 733306) to ensure that the necessary pre-engagement checks are initiated and undertaken.  Once all pre-engagement checks have been undertaken Nicola Leighton to sign section 5.
  • Researcher to take completed Research Passport form along with the necessary attachments (eg CV, evidence of occupational health clearance, researcher’s own copy of CRB disclosure) to lead NHS organisation.
  • NHS organisation to authorise and validate the Research Passport form.
  • Once authorised it becomes a valid Research Passport and can be provided along with the necessary attachments to other NHS organisations.

It is important to note that Researchers still need to gain R&D permission for individual studies through NHS R&D offices.

Student projects

It is important to note that students who are applying for a research passport will need to contact Nicola Leighton, Research Governance Officer, Research & Enterprise Services, Dorothy Hodgkin Building, n.leighton@keele.ac.uk or 01782 733306 to initiate the required pre-engagement checks and for signing off section 5.

Further information

If you have any queries, or would like more information regarding the Research Passport Scheme please contact.

Nicola Leighton
Research Governance Officer
Research and Enterprise Services
Dorothy Hodgkin Building
Keele University
ST5 5BG

Telephone : 01782 733306
E-mail : n.leighton@uso.keele.ac.uk

More information about the Research Passport Scheme can be found on the NIHR website or the UKCRC website