The approval process | Research Passport
Research Passport
The Research Passport is a mechanism for non-NHS staff to more simply obtain an Honorary Research Contract or Letter of Access across multiple NHS sites, when the research they propose to carry out means that they will need to have direct or indirect contact with patients, patient data or tissues.
NHS R&D offices sign-off a Research Passport which researchers and their universities have completed.
The Research Passport lists the checks that the researcher's substantive employer has carried out, and so provides assurances to other NHS organisations about the researcher.
When completed, Research Passports can then be taken to other NHS organisations, removing the need for duplicate local checks, and so streamlines the application process: Minimising duplication, reducing delay and removing inconsistencies.
- NB: If you are conducting research only at this NHS Trust please contact the R&D Office (see below) - a Research Passport is not necessary for research involving only one NHS site.
Who needs a Research Passport?
A Research Passport will primarily be of use to researchers who have no contractual arrangements with the NHS and who wish to conduct research at multiple NHS sites which could have impact on patient care.
Who does not need a Research Passport?
- Researchers with substantive NHS employment contracts. The NHS has mechanisms for these staff to work across NHS organisations although in certain circumstances Research Passport can be an easy way to local access. Please contact the JRMO (see below) for advice on NHS to NHS clearance.
- Researchers with Honorary Clinical Contracts (e.g. Clinical Academics). These researchers have joint NHS/ university posts which enable them to conduct clinical duties including research, and to work across NHS organisations through the existing NHS systems.
- Researchers whose work will only take place at one NHS site. If you are conducting research only at our NHS Trust please contact the JRMO (see below).
Necessary checks, Honorary Contract or Letter of Access?
To determine the background checks (i.e. Criminal Records Bureau ("CRB") and Occupational Health ("OH")checks) that will be necessary before a Research Passport can be signed, and to assess whether the outcome locally will be an Honorary Research Contract or a Letter of Access, please see the Research Passport pathway Diagram.
From 2009 access to NHS patients, their identifiable data or tissues has been defined as a "regulated activity" under the Safeguarding of Vulnerable Groups Act, 2006. Consequently all CRB checks presented to R&D Departments to support Research Passports, Honorary Research Contracts or Letters of Access applications must but be Enhanced. All CRB checks presented to R&D Departments must be less than 6 months old at the time the Passport is issued; this de-risks the process for the NHS and often avoids the need for new checks.
As above, it should be noted that these are the arrangements for non-NHS employees. For substantive NHS employees the outcome will normally be a Letter of Access, and a Research Passport may be unnecessary.
If in doubt please contact the JRMO (see below).
Applying for a research passport
There is full guidance to the process on the NIHR website: Research in the NHS - Human Resources (HR) Good Practice Resource Pack
To apply for a Research Passport please use the following form (which when completed becomes your Research Passport):
Research Passport Form (Word version)
Research Passport Form (PDF version) (useful if completing the form by hand)
For those with a complete and signed Research Passport, who need to update their Appendix, this is separately available: Research Passport Appendix.
Please note completed and signed forms must be brought to the R&D office in person with relevant attachments. Forms cannot be emailed or posted.
For further information or to arrange a visit for form sign-off please contact Nick Good in the JRMO: nicholas.good@bartshealth.nhs.uk or (020) 7882 7274.
