This page explains how to make an application for HRA and HCRW Approval (England and Wales) and/or NHS R&D Permissions (Scotland and Northern Ireland) if your study is using NHS/HSC Staff as participants only.
The Health Research Authority (HRA) and the devolved administrations of Wales, Scotland and Northern Ireland are committed to removing barriers to research. Following a successful pilot in 2024-2025, we have been working together to develop this proportionate approach to staff studies.
The approach consists of:
- a reduced IRAS question set
- study specific guidance on a proportionate approach to Confirmation of Capacity and Capability (in England, Wales and Northern Ireland) and NHS Permission (in Scotland).
This should make applications quicker, and site set up more efficient, helping researchers to recruit participants more quickly and accelerate their research.
This proportionate route is only open to research applications in the following category which you should select at Project Filter question 4b:
- Research limited to involvement of staff as participants (no involvement of patients/service users as participants).
The guidance on this page is split into the following sections:
- How do I apply?
- How do I prepare my application?
- What happens once I have submitted?
- Will you expect anything else of me?
How do I apply?
By completing an IRAS application using the guidance set out on this page.
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How do I prepare my application?
You will be required to fully complete the following questions only in IRAS:
- Project filter questions
- A1 (full title)
- A3 (CI details)
- A4 (sponsor contact details)
- A5-1 (reference numbers - as applicable)
- A6-1 (summary of the study)
- A14-1 (public involvement)
- A50 (will the research be registered on a public database)
- A64-1 (sponsor details)
- A68-1 (lead NHS R&D contact details)
- A65 (funding arrangements)
- A69-2 (study duration)
- A71-2 (nations participating)
- A65 (funding arrangements)
- A76 (insurance)
- A77 (insurance)
- Section D (CI and sponsor declarations)
For studies taking place in Scotland and Northern Ireland, you will also be required to complete Section C (participating sites).
You should answer question A54 (peer review) with the following: “Not applicable - this application is testing proportionate approaches with the HRA and the Devolved Administrations of Wales, Scotland and Northern Ireland.
This will allow you to pass the verification step in IRAS. If this is not done, you will not be able to submit your application.
You should submit your completed IRAS form along with the following project documentation:
- research protocol (which should include Recruitment and Data Confidentiality sections)
- participant information sheet/informed consent form
- letters of invitation (if applicable)
- evidence of sponsor insurance or indemnity (non-NHS sponsors only)
- interview schedules/topic guides/questionnaires
- Organisation Information Document (if applicable)
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What happens once I have submitted?
Once you have submitted, we will allocate your application to a member of operational staff in your study’s lead nation. They will then conduct a study wide review. The operational team will contact you with any questions or change requests.
Once the review is complete:
- if you have sites in England or Wales, you will receive HRA and HCRW Approval
- if you have sites in Scotland or Northern Ireland, those sites will be notified of the completion of the Study Wide Review
Your approval/notification will provide guidance to the site on a proportionate approach to the confirmation of capacity and capability (in England, Wales and Northern Ireland) and NHS Permission (in Scotland).
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Will you expect anything else of me?
We ask that all NHS/HSC organisations you approach for your study complete a short survey after you have begun recruitment to your study. A link to the survey will be provided in your Letter of HRA and HCRW Approval/the outcome of your Study Wide Review in Scotland and Northern Ireland.
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Page last updated: 05 March 2026