Research Passport
Introduction
The NHS Research Passport system establishes a common system of pre-engagement checks for University employees undertaking research in the NHS. The checks conform to the standards required of all NHS bodies, and are therefore transferable across NHS Trusts. The passports last for five years, and consist of a number of academic, research, health, employment, qualification and personal checks to ensure that the researchers employed on Research Contracts are professionally and personally checked for the level of work which they will undertake within the NHS.
The Research Passport procedure is the mechanism for obtaining an honorary research contract from the NHS for researchers who:
- will have a direct impact on patient care, for example, providing prevention, diagnosis or treatment of illness
- will have access to identifiable patient information
- will have indirect contact with patients/service users whose research has a direct bearing on the quality of their care, for example, some types of telephone interviews
- wish to access "with consent" identifiable patient data, tissues or organs with likely direct bearing on the quality of their care (with likely impact on prevention, diagnosis or treatment)
The research passport:
- lists the pre-engagement checks required to conduct the proposed research. These could include an up-to-date criminal records check (Disclosure Scotland) check and Occupational Health screening
- relies on assurances offered by those employers who have already conducted these checks, to be accepted by the NHS hosts as part of issuing honorary research contracts
- Avoids the need for duplicate checks at other NHS sites where the study is to be conducted
Please note:
- The output of the research passport process is an honorary research contract for an NHS Organisation / Trust. The passport must be presented to all research sites to obtain an honorary contract for each site
The following do not need a Research Passport:
- Clinical academics
- Researchers conducting research where the participants are NHS staff
- Researchers who already have an honorary research contract with the NHS
- Researchers whose research does not require any checks or an honorary research contract, that is, research which does not have a direct bearing on the quality of care. For example, forms of laboratory work and access to anonymous patient data, tissues or organs only.
Researchers who do not require an honorary contract may require additional pre-engagement checks to undertake permitted research activities in NHS organisations.
Procedure
The Principal Investigator must apply for permission to conduct the research in the NHS organisation. The Research Passport does not remove the need to apply to the R&D department of the NHS organisation for permission or to apply for ethical review.
How do I get a Research Passport?
Before completing Research Passport form, refer to the Research Passport Application Guidance (pdf 54KB), which outlines who is responsible for completing each section.
- ALL: Researcher obtains Passport form and completes Section 1-4 & Appendix 1
- For BU Staff: Provide HR with Research Passport form & original documentation for completion of Sections 5 & 7 (if applicable) OR For BU PGR/PGT Students: Collate all required documentation (refer to Guidance) and pass to DDRE to complete Sections 5 & 7 (if applicable)
- ALL: Research Passport form is returned to Researcher who completes Section 6
- ALL: Researcher sends completed Research Passport and project details to relevant NHS Trust, for example:
- ALL: NHS Trust assesses application & authorises Research Passport to Researcher.
For all questions/queries in relation to the procedure for obtaining a research passport/honorary contract or general queries in relation to pre-engagement checks:
Useful Links
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