Procedure for obtaining Research Passports
Researchers will need to complete a Research Passport application form (scroll down and see under The Research Passport) and obtain authorisation from their line manager (often the Principal Investigator of the project) as well as Human Resources in order to obtain the Research Passport.
Please see the Guidance pack for more information on completing the application form.
The roles of the Principal Investigator, the Researcher and Human Resources in obtaining the Research Passport are set out below.
The Principal Investigator must apply for permission to carry out research in the relevant NHS organisation and to apply for an ethical review of the research project. The NHS organisation will determine whether an honorary research contract or a letter of access is required and will advise on whether or not pre-employment checks are necessary. Where pre-employment checks are needed, the Researcher will be required to document these by applying for a Research Passport. The Principal Investigator, or a suitably qualified signatory such as a line manager or College Dean, should complete section 4 of the Research Passport application form before the Researcher makes an appointment with Human Resources.
In order to minimise any delay in starting the research project, it is advisable to complete the application for the Research Passport in good time and, preferably, before the Researcher is scheduled to start the research project.
Where the Principal Investigator is advised that it will be necessary for the Researcher to apply for a Research Passport, the Researcher will be required to complete sections 1 – 3 of the Research Passport application form and to supply original copies of all relevant supporting documentation such as qualification certificates and professional registration to the NHS organisation responsible for processing the application.
Where a DBS check is required, an existing CRB/DBS check – if conducted by the University of Exeter in the six months prior to the application for the Research Passport - may be used. Where CRB checks are more than six months old, a new DBS check will be required and the cost of this should be charged to grant, if allowable. The Researcher will be required to supply her or his own copy of the DBS Disclosure certificate to the NHS organisation when making the Research Passport application.
The Researcher will be required to make an appointment to meet with the College’s HR Business Partner in order to complete the Research Passport application form.
A member of Human Resources will complete part 5 of the Research Passport application to confirm that the appropriate pre-employment checks have been carried out. The Researcher will need to make a specific appointment with the relevant HR Business Partner to complete this process especially where Human Resources has not been involved in the recruitment selection process. The Researcher will be required to provide evidence of their current professional registration and qualifications as well as proof of identity and eligibility to work in the UK. If a DBS check is required, it will be necessary to apply for and obtain this before the HR Business Partner can complete section 5 of the Research Passport application form.
The HR Business Partner will meet with the Researcher to carry out the following checks prior to signing section 5 of the Research Passport application form and will require sight of all original documentation and certificates:
- ID checks;
- Reference checks;
- Confirmation of eligibility to work in the UK;
- Check cv for gaps in employment of more than 6 months in the previous three year period;
- Take copies of evidence of professional registration;
- Take copies of qualification certificates;
- Confirm pre-employment occupational health screening has been carried out.
Pre-employment occupational health screening is carried out as a matter or routine for all University of Exeter appointments but it may be necessary for more extensive occupational health screening to be carried out for certain research activity. In some instances it may be appropriate for the NHS organisation to carry out additional occupational health checks where this is required.
For occupational health clearance please visit the occupational health webpage.