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Human Resources

Research Passports and Honorary Contracts

The Research Passport is the system for issuing honorary research contracts or letters of access to Higher Education Researchers who need to undertake their research within the NHS. The research passport provides evidence of the pre-engagement checks undertaken on the researcher in line with NHS Employment Check Standards.

University employees who need access to NHS patients, data or tissue samples should start the Research Passport process as soon as research proposal is finalised.

Research Passports: the process

  1. Employee downloads the Research Passport Application (RPA) form: Word version here,?or pdf version here.
  2. Line manager completes the Research Passport Algorithm?to assess if any further checks are required.
  3. Employee completes any further checks (i.e. the Occupational Health Clearance and DBS check).
  4. Employee completes and signs Sections 1- 3 of the RPA.
  5. Line manager completes and signs Section 4 of RPA.
  6. Employee submits the RPA and all supporting documents and checks to HR by raising a ticket on ServiceNow.
  7. Once the RPA is signed by HR and returned, employee submits it along with all supporting documents to the NHS Trust's R&D team.

Information on the Research Passport process is available on the Researcher Portal.

Honorary Contracts

Honorary contracts in the NHS are?used for people who work for a Trust but are not directly employed by it. They clarify the accountability of the individual to the NHS organisation for their work.?They also allow the host organisation to conduct DBS and Occupational Health checks as part of the recruitment process.

The process:

  1. Employee obtains a copy of the Honorary Contract Form from their department, their NHS Supervisor or the HR department of the relevant NHS Trust.
  2. Once they have the form, they complete the section relating to their personal information, the nature of the work to be undertaken at the Trust premises.
  3. The NHS Supervisor then needs to complete their section.
  4. This form will then need to be submitted to UoS HR to complete the employment verification section of the form:
    1. Go to ‘I have a question’ - Human Resources on ServiceNow
    2. In the 'Short description – more information'?field, please input 'Honorary Contract Application Form Completion'.
    3. In the 'Please describe your issue below – more information'?field, please request the completion of the form and whether you want it returned to you so you can submit the form yourself?OR (in the case of University Hospital BOB体育登录网址_欧宝体育官网平台-APP|下载) you want us to submit the form to the trust.
    4. Attach a copy of the Honorary Contract Form by using the paperclip icon in the top right hand corner of the screen.
    5. Once all fields of the request are completed, submit the request.? The request will then be sent through to the HR Transactions Team to complete the employment verification section.
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