Frequently asked questions
These are a few FAQS taken from the NIHR Research Passport web site where you can find many more frequently asked questions and their answers.
How does the Research Passport system apply to students?
The research activities of undergraduate and postgraduate students who conduct research as part of their healthcare placements will come under the memorandum of understanding between Newcastle University and the NHS organisation which governs healthcare placements. Therefore students conducting research as part of their healthcare placements should not apply for a Research Passport. Where students are undertaking research as part of a Masters or PhD, and that course is not subject to a healthcare placement agreement with clinical supervision, then they should apply for a Research Passport.
How does the Research Passport apply to visiting international researchers that are not formally employed by Newcastle University?
In situations such as these, Newcastle University would need to complete the Research Passport form. Where there is no formal employment contract in place between the researcher and the University, a suitable status (e.g. guest/visiting/honorary) should be put in place to ensure that there is clear accountability between the University and the researcher. We would then undertake the necessary pre-engagement checks to
support the completion of the Research Passport. Any associated cost would be allocated to the Institute/School.
What if I only need a Letter of Access rather than an Honorary Research Contract?
The research passport is what needs to be completed whether you require an Honorary Research Contract or a Letter of Access, the Trust will then assess the details on the Research Passport form and issue whichever document is appropriate to your work.
If I am unsure which section(s) on the Role Assessment Form my work falls under, who should I ask?
In the first instance ask your PI. If they do not know then contact the R&D office in the relevant Trust who will be able to look up the project details on their database.
Does the person named under ‘Manager in NHS organisation’ (Section 2.5) have to be an NHS employee?
Yes. Your PI should know who this is.
What do I write under ‘NHS organisation(s)’ (Section 2.5) if my research will involve work with various departments?
Write down the main department(s) where the responsibility lies and then put ‘various’ in brackets afterwards.
When should I apply for a research passport?
As soon as you know that you will need one so that all the relevant checks can be got underway, however, if you are not yet an employee of Newcastle University then we will not be able to sign off your Research Passport form until we have confirmation of your employment.
Can I send my form in even if I haven't got all the necessary evidence yet?
No, please gather all the evidence together before sending in your form—the exceptions are the OH and CRB clearances as they will come directly to HR from the relevant office.
Do I have to provide original evidence or will copies be alright?
You should provide either original evidence or copies of the originals—however, the copies must be made by your Academic Unit administrator and signed and verified by them as true copies of the originals. We would recommend that if you are providing originals that you either send them by secure post or deliver them by hand.
I had a Newcastle University OH check before I started my post here, do I need another check?
To comply with NHS occupational health (OH) assessment requirements, if it is identified that you require OH clearance for your research passport then an additional OH assessment may be required. You will therefore need to contact the Occupational Health Service (tel. 0191 222 7344) to ask if you have been cleared to research passport level.
How long does a CRB check take?
Usually the CRB aims to process 90% of Standard checks in 10 days and 90% of Enhanced checks in 4 weeks but there are some cases that have taken over 2 months. In other words it is best to apply for the CRB check as soon as possible as it could take a while to come through.
How long will a research passport level OH assessment take?
This could take up to four weeks depending on your immunisation status and which vaccinations and/or blood test results are missing and therefore need completing to meet the necessary NHS criteria for the particular post. It also depends on available OH appointments and the individual's availability as well as the speed that the pathology lab turns around the blood test results. In other words it is best to apply for the OH assessment as soon as possible as it could take a while to come through.
Who fills in section 5 of the form?
This is for the University's HR department to fill in, please do not ask anyone else to fill this section in.
Can I just apply for a research passport in case I need to use Trust facilities at some point in the future?
No. There has to be at least one identifiable study that needs to use Trust facilities in order to know which Trust should authorise the passport.
Is the research passport the way to get any type of Honorary Contract?
No. There are three types of honorary contract:
- General: this is for work such as unpaid work, observation, training etc. These are obtained directly from the Trust.
- Medical and dental: these are specifically for those engaged in medical and dental work such as Consultants and Junior Doctors.
- Research: these are for those involved in research projects where research needs to be carried out in the NHS. These are applied for via the Research Passport system.