Research Passport application

If you need to apply for a research passport you will need to complete a Research Passport Application Form and complete it following the instructions below.

In order to minimise any delay in starting the research project, we advise that you complete the application for your Research Passport in good time and, preferably, before you are scheduled to start your research project.

Sections 1 to 3

The individual is required to fully complete and to sign off in wet ink. 

Please note that in the majority of cases it is recommended to apply for a three year multi-project passport with the start and end date being 3 years apart, e.g. 1 April 2018 to 31 March 2021 and detailing the projects to be undertaken in an appendix. If only one project is initially being undertaken, this can be detailed on page 1 section 5.

Section 4

The University Principal Investigator or Line Manager is required to fully complete and sign off in wet ink. It is not acceptable for anyone who not employed by the University of Leicester to sign off this section.

The Principal Investigator must apply for permission to carry out research in the relevant NHS organisation and to apply for an ethical review of the research project prior to processing any Research Passports for staff.

Section 5

Staff will need to forward their fully completed (sections 1-4) and signed RP form along with the appropriate evidence to Lesley Clissold for completion and wet signature of section 5.

Students will need to forward their fully completed (sections 1-4) and signed RP form with the appropriate evidence to David Parker for completion and wet signature of section 5.

The following evidence is required to sign off section 5:

  • Verified confirmation of eligibility to work in the UK – normally passport/visa
  • Verified evidence of address - current council tax, or current water rates, or a bank/building society statement or household bill dated within the last 3 months
  • Verified evidence of professional registration, where required
  • Verified copies of qualification certificates required for the role
  • Two references
  • Evidence from your CV that any gaps in employment of more than 6 months in the previous three year period have been verified at recruitment
  • If appropriate, confirmation of Occupational Health clearance via Occupational Health Nurse
  • If appropriate, DBS clearance at correct level (enhanced or standard) and for required population i.e. vulnerable adult/children or both

If any of the verified documents from the list above were not provided via the recruitment/registration process for your role, they will need to be verified by your department and sent to the appropriate staff or student team detailed above.

Once your form has been wet signed by the appropriate person detailed above, it will be returned to the individual.

Section 6

The individual completes the checklist and adds the appropriate documentation.

The individual submits their signed Research Passport, along with their CV, and evidence Occupational Health and DBS (where required) to the lead Trust Research and Development office (identified via the National Directory of NHS Research Offices). For UHL, please email your documents to Lisa Wann.

Section 7

The Trust will then validate the Research Passport and issue the appropriate Honorary Research Contract or Letter of Access and return the completed RP to the applicant.

Where individuals are working with more than one Trust, they are then required to submit their fully signed off Research Passport and documentation from Section 6 to the other Trusts to obtain the appropriate Honorary Contract or Letter of Access.

Copies of honorary contracts and letters of access should be sent by the issuing Trust to the individual and to the person who signed off section 5 of your application.