Human Resources Division

Checklist for submitting a Research Passport application

The Research Passport application and supporting documentation should be sent to the following contacts for completion of section 5 of the form:

School of Clinical Medicine

Sarah Hickling, HR Adviser or Caroline Newman, HR Adviser

School of Technology

Irene O'Flynn, HR Adviser

School of Biological Sciences

Louise Akroyd, HR Adviser

Board of Graduate Studies

Sarah Pickard

Please state in a covering note which activities your research will involve in relation to the categories specified on the pre-engagement checklist so we know which checks will be needed.

Checks

CRB

If you need CRB clearance please indicate on a covering note if you have applied for one via the HR Compliance Team or the Student Administration and Records Office or please enclose evidence of a recent (within the last 6 months) CRB check.

If your CRB clearance is over 6 months old or was applied for via an organisation other than the University of Cambridge then you should consult with the relevant NHS R&D department to see if they will accept your previous CRB check or if you will need to apply for a new one.

If you are coming directly from another country then you should bring the equivalent of a CRB clearance from your home country. The clearance must be deemed acceptable by the HR Compliance Team.

If you have been in the UK for less than 5 years but over 6 months then you should apply for a CRB check in the UK and also request an equivalent clearance from your home country.

ID with photograph

To comply with NHS ID checks you must supply either:

• 2 forms of photo ID and 1 form of address ID (3 separate pieces of evidence in total), or
• 1 form of photo ID and 2 forms of address ID (3 separate pieces of evidence in total).

Acceptable Photo ID

A current passport or a current photo-card driving licence.

Acceptable Address ID

A utility bill (not mobile phone) less than 3 months old, a bank, building society or credit union statement or passbook less than 6 months old, most recent mortgage statement less than 12 months old, current local council rent card or tenancy agreement or a court order.

Two references

If you are a member of staff your departmental administrator will need to send these directly to the HR Division. These should be the references your department received when you were recruited into the department. If you are a graduate student your references will already be on your file in the Board of Graduate Studies. If your original references are not available then you should obtain two current references.

Verification of permission to work in the UK

This is the same evidence which has been required for new appointments by the University of Cambridge since 2004. If we have this evidence on your personal file then we will use that, otherwise we will contact you to provide this. If you would like to be sure that we have the appropriate documents as soon as possible (please note that personal files are not kept at the Clinical School so when Research Passports are administered from there, there will be a delay in checking your file for this evidence) then please provide this evidence when you submit the form.

If you are a graduate student registered with the Board of Graduate Studies this evidence will be on your file there.

Please see below links for acceptable documentation:

• List A: Documents which provide an ongoing excuse
• List B: Documents which provide an excuse for up to 12 months

Exploration of any gaps in employment

Please provide an up-to-date CV. You should ensure that it clearly states your job/study history with dates (month and year). You can use the CV template provided by the NIHR if you wish but it is not compulsory.

Current professional registration

Documentary evidence showing any current professional registrations stated in Section 1.3. of the Research Passport application.

Qualifications

Certificate(s) or confirmation from the awarding body(s). We only need to see your highest academic qualification. If you have any professional qualifications we will need to see evidence of these too.

Occupational Health assessment

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 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. Please indicate in your covering note to HR/Board of Graduate Studies whether you are in the process of applying for an OH assessment.

Please note, when submitting evidence to the HR Division/Board of Graduate Studies you should:

• Submit originals or photocopies signed off by your departmental administrator verifying that they are true copies of the original documents. If you are submitting originals rather than copies then it is recommended that you send them by secure post or hand deliver them.
• Supply an official translation of documents, if you are supplying documents written in a language other than English.