Human Resources Division

Research Passports

What is the Research Passport?

A Research Passport is the mechanism for non-NHS staff to obtain an Honorary Research Contract or Letter of Access when they propose to carry out research in the NHS. This replaces the previous Honorary Research contract process. The Research Passport system provides:

  • One set of checks on a researcher conducting research in the NHS.
  • One standard form completed by the researcher and his/her employer, and validated by an NHS organisation.
  • A completed Research Passport which is presented to all the relevant NHS organisations.
  • Faster study start-up.

Who does not need a Research Passport?

You will not need a Research Passport or an Honorary Research Contract if:

  • You are employed by an NHS organisation; or
  • You are an independent contractor (e.g. GP) or employed by an independent contractor; or
  • You have an honorary clinical contract with an NHS Trust e.g. clinical academics. In this situation if you wanted to research in another NHS Trust you would need to apply to their R&D department directly for a Letter of Access ; or
  • You are a student on a healthcare placement.

Who needs a Research Passport?

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 out research in the NHS. If you are unsure whether you require a Research Passport please contact the Research and Development office at the Trust where you intend to carry out your research for clarification.

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

Pre-engagement Checks

In the first instance please consult the pre-engagement check table to determine whether you require a standard or enhanced CRB check and/or Occupational Health clearance. If you are in doubt, please contact your lead NHS Trust R&D department to discuss the activities you will be undertaking so that they can advise what level of checks are necessary.

CRB Checks, Standard or Enhanced

To apply for a CRB check you will need to contact your Departmental Administrator who will provide you with the CRB application form, instructions on how these must be completed and guidance on the documentation which must be returned with the form. Completed forms must be checked by the Departmental Administrator before forwarding to the University Compliance Team in HR (tel. 01223 768808, email complianceteam@admin.cam.ac.uk) for checking, signature by the HR Division's CRB Countersignatory and submission to the CRB. A copy of the standard or enhanced disclosure certificate will be sent out to the individual and the HR CRB Countersignatory and your department will be notified by the Compliance team when the CRB check has been completed satisfactorily.

If you are a student registered with the University and you require a CRB check for your Research Passport then you should apply via the Student Administration and Records Office.

The Department is responsible for the costs of a CRB check. The Compliance Team will recharge costs by internal invoice.

Occupational Health checks

To comply with NHS occupational health (OH) assessment requirements, if it is identified that you require OH clearance for your research passport then an additional OH assessment may be required on top of the University of Cambridge pre-employment OH assessment. If you are new to the University of Cambridge, when you fill in your pre-employment OH questionnaire you need to clearly indicate on it that you will be applying for a research passport. If you have already had your University of Cambridge OH assessment then you will need to contact OH (tel. 01223 336594, email occhealth@admin.cam.ac.uk) and ask if you have been cleared to research passport level.

How do I get a Research Passport?

  1. Read the guidance for completing the Research Passport form and see the flowchart.

  2. Contact the R&D department in your lead NHS Trust to confirm which pre-engagement checks you need.

  3. Complete the necessary occupational health assessments and/or a criminal record disclosure application as detailed in the What type of pre-engagement checks table.

  4. Complete sections 1–3 of the Research Passport form.

  5. Ask your University line manager/supervisor to complete section 4.

  6. Send form, coversheet and documentary evidence to the HR Division. For employees and visiting students/researchers:

    • Sarah Hickling (at the Clinical School offices) for Departments within the Clinical School (tel. 01223 769257, email slc46@medschl.cam.ac.uk)
    • Irene O'Flynn (at 25 Trumpington Street) for Departments within the School of Technology (tel. 01223 765809, email irene.o'flynn@admin.cam.ac.uk)
    • Louise Akroyd (at the Old Schools) for Faculties/Departments within Biological Sciences (tel. 01223 760343, email louise.ackroyd@admin.cam.ac.uk)
    • Sarah Pickard (at the Board of Graduate Studies) if you are a graduate student registered with the University (tel. 01223 338387, email sarah.pickard@admin.cam.ac.uk)

    Please provide details of the type of research you will be conducting as defined in the pre-engagement checks required table.

  7. The HR Division/Board of Graduate Studies will sign off their part of the form and return it to you.

  8. Take the completed Research Passport form with your CV, orginal CRB and Occupational Health clearance together with a synopsis of what your research will involve to the lead NHS organisation. For Addenbrooke's NHS Trust please contact Val Sparks, R&D HR Manager on 01223 348496 (Internal number 58496), or Debbie Richards, HR Advisor on 01223 274660 (Ext 4660).

  9. Once the form has been authorised by one NHS organisation it becomes a valid Research Passport that you can provide to other NHS organisations when you require an Honorary Research Contract or Letter of Access.

You may only start your work within an NHS Trust when that Trust has issued you with either an Honorary Research Contract or a Letter of Access. Please note that the Research Passport is only the mechanism to apply for these, it is not in itself permission to work in an NHS Trust.

We are implementing the Research Passport initiative in accordance with the arrangements set out in the NIHR ‘Research in the NHS: HR Good Practice Resource Pack’ and the West Anglia CLRN ‘Guidance for HEIs’.