Human Resources

Research Passports

Pre-Engagement Checklist

These notes should be read in conjunction with the “Research in the NHS: HR Good Practice Resource Pack”.

1. Employment screening checks

If the HR department is able to confirm that these pre-employment checks have already been completed at an earlier date, the pre-engagement process does not normally need to be repeated.

1a. ID with a photograph

In order to complete Section 5 of the Research Passport (RP) application, the HR department will need to confirm that an identity check has been completed.  Acceptable documentation to support this are:

  • photographic evidence supported by originals of either a passport or UK driving licence, and
  • proof of the researcher’s current address, such as a utility bill, a bank statement or the most recent council tax bill.  Utility bills and/or bank statements must be within the past three months.

In addition, where possible, electronic databases such as electoral roll information may be searched to verify identity.

Once HR confirms that these checks have been conducted, this stage does not need to be repeated.

1b. Two references & 1c Verification of permission to work/study in the UK

As the University routinely obtains two references and verification of permission to work/study in the UK as part of the recruitment process, these checks may be confirmed as having been conducted and do not need to be repeated.

1d. Exploration of gaps in employment

The NHS’ expectation is, as part of the RP application, that the University will check for gaps in employment/ study of more than six months in the past three years. The University will use the CV currently on file, submitted as part of the recruitment process, to identify any gaps.  If necessary, the HR Department may request a current CV. 

2. Evidence of current professional registration

Please supply original documentation to the HR Department to be certified as a true copy to be included with your Research Passport application. 

3. Evidence of qualifications

Please supply original certificates (if these are not held on file) to the HR Department to be certified as a true copy to be included with your RP application.