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HR Good Practice Resource Pack

HR Good Practice Resource Pack

The guidance on this page is split into the following sections:

Update on the changes to the HR Good Practice Resource Pack

The HR Good Practice Resource Pack has been reviewed and updated in light of the Data Protection Act 2018 (DPA 2018) and the General Data Protection Regulation (GDPR) which came into force in the UK on 25 May 2018.

A Transparency Notice has been drawn up and is included in the HR Good Practice Pack. This informs and clarifies to the applicant the purpose of collecting their personal data, their rights relating to data processing, as well as fulfilling other GDPR transparency requirements.

The data requested in the Research Passport application form has been minimised following discussion with Data Protection and Information Governance Officers and Human Resource experts.

All references to the Data Protection Act 1998 have been updated to DPA 2018.

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HR Good Practice Resource Pack

The HR Good Practice Resource Pack contains information and documentation to support the process for handling HR arrangements for researchers, and provides a streamlined approach for confirming details of the pre-engagement checks they have undergone with the NHS/HSC.

It applies to NHS/HSC organisations and Higher Education Institutions (HEIs) in England, Scotland, Wales and Northern Ireland, and has been developed in parallel with other arrangements across the UK to streamline the process for setting up research in NHS/HSC organisations.

The Resource Pack includes details of:

  • a Research Passport system for issuing honorary research contracts (HRCs) or letters of access to HEI researchers who need to undertake their research within the NHS/HSC. The research passport provides evidence of the pre-engagement checks undertaken on the researcher in line with NHS Employment Check Standards; and

  • Arrangements for sharing and accepting pre-engagement checks between NHS/HSC organisations when NHS/HSC staff wish to undertake research within the NHS/HSC outside of their employing organisation.

The Department of Health and Social Care (DHSC) recommends the Research Passport to the NHS/HSC, to Higher Education Institutions (HEIs) and to other research employers working in partnership with the NIHR. The UK Clinical Research Collaboration (UKCRC) Partners endorse the routine use of the Research Passport.

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Further Advice

For advice on the use of the Research Passport, please see below for the relevant lead organisation and contact for each UK nation:

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Background Information

The HR Good Practice Resource Pack was initially developed with extensive support from the NHS R&D Forum working with the DHSC and partners in the UK Clinical Research Collaboration (UKCRC).

The package sets out guidance and good practice standards, underpinned by standard documentation, so that individual NHS bodies can be confident that the process used to carry out criminal record and other checks on honorary researchers is in line with NHS Employment Check Standards.

Over time since its implementation, the HR resource pack has been refined to reflect feedback from users of the scheme, including researchers, HR in the NHS and University sectors.

You can also use the interactive route map to gain an overview of how the scheme operates for University and NHS Researchers.

The Department of Education has published information on the scope of regulated activity in relation to children

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Documents: The HR Good Practice Resource Pack

HR Good Practice: Information for Researchers, R&D and HR staff in the NHS and HEIs (Due to technical difficulties the links to resources in this document do not work. However, all the resources can be accessed via the links below)

Flowchart 1: RP Research at a single site

Flowchart 2 RP research at more than one site

Flowchart 3 NHS to NHS arrangements
Please note that, for the purposes of the HR Good Practice Research Pack, Public Health England should be treated as an NHS employer and their staff provided access to the NHS in accordance with the NHS to NHS arrangements.

Documents: The Research Passport

The Research Passport: Algorithm of Research Activity and Pre-Engagement Checks

Research Passport form

NHS to NHS confirmation of pre-engagement checks

Instructions for completing the Research Passport form

CV template

Example Documents

Example honorary research contract and letter for university researchers

Example letter for university researchers, where the NHS site accepts an existing honorary research contract

Example letter of access for university who do not require an honorary research contract

Example NHS to NHS letter of access

Example letter of agreement between NHS organisations

Example evidence of occupational health clearance

Example confidentiality code of conduct

Example confidentiality agreement between researcher and GP practice

Documents: Frequently asked Questions

FAQs HR and contractual arrangements

FAQs Managing and monitoring the RP system

Documents: Background information Documents

Honorary research contracts principles and legal requirements

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Page last updated: 20 January 2021


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