Author: Supervisor

Research in the NHS –
HR Good Practice Resource Pack
Process Flowcharts
Research Passport system: research at more than one site

Version 1.1, September, 2012

Research Passport system: research at more than one site

Process at NHS organisation

Process at Higher Education Institution

PI applies to lead NHS R&D office for permission.

Researcher

Human Resources (HR)
(or Registry for Students)

Occupational Health (OH)

Lead R&D office identifies need for pre-engagement checks and HRCs and LoAs for research team.

PI applies to other NHS organisations for permission and clarifies need for pre-engagement checks and HRCs for research team.

Each NHS organisation reviews project.

Approved?

NO

YES

Letter of permission for research sent to PI.

NO

Checks required?

YES

Research Passport already in place?

YES

NO

Lead NHS organisation assesses RP/HRC

Researcher completes RP form and collects relevant signatures.

New or additional checks required?
?

YES

NO

Substantive employer completes additional checks.

Researcher submits RP form and original copies of CV , CRB disclosure certificate, evidence of OH clearance.

RP updated/renewed.

Lead NHS organisation reviews updated/new RP and issues HRC or LoA as appropriate.

Lead NHS organisation issues HRC or LoA as appropriate.

Lead NHS organisation assesses RP form and supporting documents and validates RP. HRC or LoA issued as appropriate.

Researcher may then present the validated RP with supporting documents to other NHS organisations. Other NHS organisations may also choose to accept the following evidence:
a copy of the HRC issued by the lead site only, or
a photocopy of the validated RP only, or
the original validated RP only, or
the original validated RP with photocopies of supporting documents.
This should be confirmed with individual organisations.

Researcher completes RP form section 1 to 3 and passes to line manager or supervisor.

Line manager reviews CV and training needs, takes appropriate action on any training needs and completes section 4 and returns to researcher.

Researcher sends RP form to HR.

Researcher completes questionnaire/request and returns it to OH.
S/he also books appointment for OH. check.

Researcher completes and returns CRB application form.

Researcher supplies additional evidence.

Researcher receives own copy of CRB disclosure certificate.

HR sends researcher CRB application form (if needed) and OH questionnaire/request including information on immunisations.

HR initiates CRB disclosure request (± ISA barred list(s) check) as appropriate to the activity.
HR reviews personnel file and evidence of professional qualifications, and liaises with researcher to complete checks.

HR signs off RP form and returns to researcher.

OH copied into letter from HR to researcher.

Researcher undertakes additional tests and immunisations as deemed appropriate by NHS for the activity.

Evidence of OH clearance forwarded to researcher and copied to HR.

NHS organisations sends copy of signed HRC/LoA to researcher and their substantive employer.

Research may begin.

Key: CRB = Criminal Records Bureau; LoA = Letter of Access; OH = occupational health; PI = Principal Investigator; RP = Research Passport

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