General Information

The Research passport initiative was developed by NHS R&D and UK Clinical Research Collaboration to streamline the engagement process for university researchers conducting research in the NHS. This is a national scheme which has been piloted and is now being implemented nationally.

The introduction of the research passport is to eliminate duplication using transparent links between Universities and NHS Trusts. This process is only for researchers with a contract of employment which requires them to engage in health related research in the NHS. The requirement of a research passport is determined by the nature of the research project.

Research passports

The Research Passport is a form issued by HR which verifies the following checks have been made against the researcher:

  • DBS (Disclosure and Baring Service) Clearance (previously CRB – Criminal Records Bureau / ISA – Independent Safeguarding Authority)
  • Occupational Health clearance
  • Verification of Identity (passport / birth certificate)
  • Two references (from normal recruitment process)
  • Verification of permission to work in the UK
  • Evidence of professional registration (if appropriate)
  • Evidence of qualifications

Further details on the above, including what is required and how forms should be completed can be found in the Research Passport - Frequently Asked Questions: HR and contractual arrangements, and, Managing and monitoring the RP system

NHS Trust

Once the Research Passport has been issued the NHS Trust in which research is to be conducted, will confirm receipt of the Research Passport and information will be exchanged in the form of either the issue of an Honorary Research Contract or a Letter of Access depending on the nature of the research project. The R&D department of the NHS Trust will forward this document to the University HR department for the researcher's personal file.

University Researchers

Existing researchers who are regularly engaged in research in the NHS can be issued with a generic research passport to cover a period of three years (although this can be increased subject to discussion and agreement with all parties). At the end of the three year period the research passport can be replaced and checks will have to be re-validated.

Where a researcher is engaged on a current project involving health related research and they have an existing honorary contract for that piece of research, a research passport will not be required as valid checks have already been made. When the honorary contract expires and a new research project commences an application should be made for a research passport.

Researchers employed for the purposes of research on a specific research grant, usually on externally funded FT contracts, would be issued with a project specific research passport. The duration of the Research Passport would be no greater than three years. If a project changed or a researcher's employment contract was extended the research passport would need to be replaced and checks re-validated. The requirements for a research contract would be built into the employment contract.

Clinical Academics

If a substantive and honorary contract is held by a clinical academic with the NHS Trust there is no requirement to issue a research passport. Where there is no joint arrangement in place a research passport would be necessary.

Portability

If a researcher moves from one university to another and continues working on an established project requiring a research passport, the new University should honour the checks already made by the previous HEI unless the research passport has expired or circumstances have changed (such as project scope or personal details).

Research Passport scheme in this area

The scheme has been introduced in this area by the Cumbria and Lancashire Comprehensive Local Research Network and reached agreement with the following Trusts and PCTs:

Trusts

  • 5 Boroughs Partnership Trust
  • Aintree University Hospitals NHS Foundation Trust
  • Alder Hey Children’s NHS Foundation Trust
  • Blackpool, Fylde and Wyre Hospitals NHS Trust
  • Calderstones Partnership NHS Foundation Trust
  • Central Manchester University Hospitals Foundation Trust
  • Cheschire and Wirral Partnerships NHS Foundation Trust
  • Christie Hospital NHS Foundation Trust
  • Clatterbridge Centre for Oncology NHS Foundation Trust
  • Countess of Chester Hospital NHS Foundation Trust
  • Cumbria Partnership NHS Foundation Trust
  • East Cheshire NHS Trust
  • East Lancashire Hospitals NHS Trust
  • Greater Manchester West Mental Health NHS Foundation Trust
  • Lancashire Care NHS Trust
  • Lancashire Teaching Hospitals NHS Foundation Trust
  • Liverpool Heart and Chest Hospital NHS Trust
  • Liverpool Women’s NHS Foundation Trust
  • Manchester Mental Health and Social Care Trust
  • Mersey Care NHS Trust
  • Mid Cheshire Hospitals NHS Foundation Trust
  • North Cumbria University Hospitals NHS Trust
  • North West Ambulance Service
  • Pennine Acute Hospitals NHS Foundation Trust
  • Pennine Care NHS Trust
  • Royal Bolton Hospital NHS Foundation Trust
  • Royal Liverpool and Broadgreen University Hospitals NHS Trust
  • Salford Royal NHS Foundation Trust
  • Southport and Ormskirk Hospital NHS Trust
  • St Helens and Knowsley Hospitals NHS Trust
  • Stockport NHS Foundation Trust
  • Tameside Hospital NHS Foundation Trust
  • Trafford Healthcare NHS Trust
  • University Hospital of South Manchester NHS Foundation Trust
  • University Hospitals of Morecambe Bay NHS Trust
  • Walton Centre for Neurology and Neurosurgery NHS Trust
  • Warrington and Halton Hospitals NHS Foundation Trust
  • Wirral University Teaching Hospital NHS Foundation Trust
  • Wrightington, Wigan & Leigh NHS Foundation Trust

PCTs

  • Ashton, Leigh and Wigan
  • Blackburn with Darwen
  • Blackpool
  • Bolton
  • Bury
  • Central and Eastern Cheshire
  • Central Lancashire
  • Cumbria
  • East Lancashire
  • Halton and St Helens
  • Heywood, Middleton and Rochdale
  • Knowsley
  • Liverpool
  • Manchester
  • North Lancashire Teaching
  • Oldham
  • Salford
  • Sefton
  • Stockport
  • Tameside and Glossop
  • Trafford
  • Warrington
  • Western Cheshire
  • Wirrall

Impact at UCLan

The Schools at UCLan which are most likely to be involved in the Research Passport scheme are:

  • Nursing and Caring Sciences
  • Public Health and Clinical Sciences
  • Institute of Post Graduate Dental Education
  • Social Work
  • Pharmacy
  • Psychology
  • Forensic and Investigative Sciences
  • Pharmacy and Biomedical Sciences

This is not to exclude the potential for activity by other schools – but rather to indicate the most likely candidates for application to the Research passport scheme.

What do I need to do to obtain a research passport?

Initial discussion should take place with Emma Hesketh in the Graduate Research School Office regarding the work to be undertaken, be it grant related research; research student related; or UCLan staff research independent of external funding but requiring access to the NHS. The Good Practice Guide - Information for researchers is a good starting point in determining whether or not a passport is required as well as the Research Passport Algorithm (see Table 1 at the rear of the document).

A Research Passport Application Form (version 3.0)can be obtained by following this link (Appendix is also required for multi-project applications). Once completed, it should be submitted to Emma Sandon-Hesketh,Head of Research Development and Support, Research and Innovation Office (RIO), who will advise on Human Resources verification processes; DBS (previously CRB) checks and also, Occupational Health pre-engagement checks. You will be required to complete applications for each of these processes, and provided with the necessary documentation, advice and contact links in order to do this. Each applicant for a Research Passport should anticipate that completion of the process will take around four to six weeks minimum, particularly in view of DBS procedures.

Undergraduate and Postgraduate Students

Academics who are Principal Investigators on research projects should carefully consider the research being undertaken by all involved in the project, including students. During the initial discussion with the Research Office and the R&D representative from the NHS Trust, the role of any students must be explored. As students are not university employees, any research passport applications relating to undergraduate students would have to be pursued within the department and via the Research Development & Support Team (part of RIO) for postgraduate students. Pre-engagement checks may be required whether or not a research passport is necessary in order to fulfil requirements of the NHS Trust.

The degree of supervision, either from an academic supervisor or a clinical supervisor will determine the level of checks required. Individual NHS Trusts will advise of their requirements.

As for staff applications, all research student applications should be directed for the attention of Emma Sandon-Hesketh, Head of Research Development and Support, Research and Innovation Office (RIO)

Appendices for further information:

1Flow Diagram for Application process

Further information relating to the NHS Passport can be found at