Research passports

What is a Research Passport?

A Research Passport is the mechanism for non-NHS staff to obtain an Honorary Research contract or Letter of Access (LoA) 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

Only once the Research Passport application has been authorised by an NHS organisation does it become a valid Research Passport.

Who needs a Research Passport?

As a student, you will need a research passport if you are proposing to carry out research in the NHS. Examples of where a Research Passport will be needed are as follows: 

  • will have a direct impact on patient care, for example, providing prevention, diagnosis or treatment of illness
  • will have access to NHS patient data
  • 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)
  • will have access to NHS premises

All students at the University of Cambridge will need a research passport if they are proposing to carry out research in the NHS.

How to Get a Research Passport as a student – documents you need to provide

A student registered at Cambridge (recorded as a student on CamSIS) is responsible for sending the following (only) to the Student Registry:

1. Research Passport application form

Please ensure Sections 1-4 have been completed and that Section 5 has been left blank. View the guidance for completing the application form.

2. Current criminal records check (if required)

The student must provide the original copy of the DBS certificate (or other criminal records check)

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 whether this check will be needed.

If you need DBS clearance please indicate on a covering note if you have applied for one via University of Cambridge, or please enclose evidence of a recent (within the last 12 months) DBS check.

If your DBS clearance is over 12 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 DBS check or if you will need to apply for a new one.

If you have spent less than six consecutive months in the UK, within the past five years, you must provide original copies of criminal records checks from any country (or countries) you have lived in for at least six consecutive months in the past five years. If you have been in the UK for less than five years but more than six months then you should also apply for a DBS check.

Please note, if you require a DBS check for your research passport application, it is your responsibility to contact the Student Registry to get the DBS check started. Please email dbsstudents@offices.admin.cam.ac.uk.

3. Occupational Health Clearance Certificate (if required)

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 whether this check will be needed.

To comply with NHS occupational health assessment requirements, if it is identified that you require  clearance for your research passport, please contact the Occupational Health team directly for advice on obtaining clearance: occhealth@admin.cam.ac.uk

How to get a Research Passport as a student – steps to follow

The following applies to all groups of students:

  1. The student needs to download and complete the Research Passport (RP) application form from the HR website. Human Resources Division: Research Passports
  2. The student needs to contact Occupational Health for advice on how to obtain Occupational Health Clearance: occhealth@admin.cam.ac.uk
  3. If the student requires a Disclosure and Barring Service (DBS) check (previously CRB) please have the departmental administrator contact the Student Registry directly to request this (dbsstudents@offices.admin.cam.ac.uk).
  4. The student must ensure sections 1-3 of the Research Passport form are completed.
  5. The student must ensure that their supervisor or an appropriate member of the Department/Faculty completes section 4 and clearly indicates if regulated activity is or is not required.
  6. The student is responsible for sending the appropriate documentation to the Student Registry to take forward their Research application.
    Please be advised that some documentation must be originals only (see above for full details) – if you send copies we will not be able to process your application until we have seen the originals.
  7. The Student Registry will complete Section 5, then check, sign and return the Research Passport application to the student, together with any original documents as submitted.

Take the completed Research Passport form with your CV, original DBS 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 Debbie Richards on 01223 274660 or Gayle Lindsay on 01223 348496.

Contacts

For Addenbrooke's NHS Trust

Debbie Richards, R&D HR Manager on 01223 274660 or cuh.rdhonorary@nhs.net

For DBS Enquiries

DBS Team at the Student Registry dbsstudents@offices.admin.cam.ac.uk

Cambridgeshire and Peterborough NHS Foundation Trust R&D Department

Email: R&D@cpft.nhs.uk

School of Clinical Medicine HR Department (for staff and other non-student applications):

Email: csrecruitment@medschl.cam.ac.uk

Only once the form has been authorised by an NHS organisation does it become a valid Research Passport.