Clinical School Recruitment
Pre-Recruitment Checklist for Research Posts
Vacancy Number (FOR HR TO COMPLETE):
Department:
Title of Post:
Category: Research/Clinical Research
Grade:
Salary:
Part-time/Full-time:
Limit of Tenure:
Line Manager:
Checks required:
Does this post require any specific qualifications/professional registrations in advance of appointment? E.g.
NMC, GMC
Occupational Health – please see page 3 to highlight what hazards the occupant will come into contact with.
Security Check - Does this post require applicants to fill in Section 2 of the CHRIS application form? YES/NO
Does this post require a Research Passport? Please see page 5 & 6 to check if needed and if yes highlight as
appropriate on that page.
Does this post require a DBS disclosure1? Please refer to page 7 and if yes highlight as appropriate and fill in
pages 8 & 9.
1
Full guidance on eligibility for DBS checks, including other roles eligible for standard checks, is found
at:https://www.gov.uk/government/publications/dbs-check-eligible-positions-guidance.
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |2
Case of Need:


This is a new grant funded position to support the Department and PI in [specific research area]
Required to refill a post previously held by [previous occupant] as work is integral to the continuation of
the work/study.
Funding Code and type (Please specify Grant/ Central(UEF)/ Department):
Research Grant
Project Code
Tsk
Award
(e.g. AAAG/001)
(e.g. 01)
(e.g. RG12345)
Trans.
Code
% of
funding
From
mm/yy
To mm/yy
(e.g. ABAE)
/
/
Other Accounts
Cost Code.
% of
funding
Dpt CC
SOF TRANS
AA AABA ECAA ABAE 0000
From mm/yy
To mm/yy
0000
0000
Advertising
Media Publications in addition to University Job Pages, Reporter (for established posts) and Job Centre Plus
Closing Date (please refer to attached guidelines)
Interview Date:
(must be minimum of nine days after shortlist is supplied to Recruitment Office):
Additional documentation:
Advert and Further Particulars - please attach and return with this checklist
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |3
Occupational Health/Job Hazard Evaluation
Hazard
Information
Laboratory animal,
animal and insect
workers
Yes
No
Include anyone who may have indirect contact,e.g, through location of
office/laboratory in relation to the animal facility, include domestic (farm
animals and birds). Enrolment on the Laboratory Animal Allergy (LAA) health
surveillance programme will be necessary on commencement of employment.
Means if the person will be intentionally culturing or handling cultures of Hazard
Group 3 pathogens or GMOs classified as class 3 projects on the basis of their
risk to human health. Give the name of the pathogen(s):
An occupational health assessment is required prior to commencing this work.
Deliberate handling
of pathogens or
GMOs in categories
3
Yes
No
Unscreened human
tissue and/or blood
Yes
No
Work with unscreened human tissue and/or blood. The new worker should
either supply documented evidence of hepatitis B vaccination and immunity
(immunisation date and serology date and result) or contact Occupational Health
to arrange an appointment to commence a course of hepatitis B vaccination.
Contact with
patients
Yes
No
Classified Radiation
Work
Yes
No
‘Yes’ for staff working in clinical areas or laboratories where patients attend for
investigation and research purposes and require a Research Passport.
‘No’ for staff based on hospital sites but with no direct contact with patients.
Means work with radioactive substances or machine generators, that is, as
confirmed by a University Radiation Protection Adviser, likely to result in the
individual receiving, in any year, an ionising radiation dose three tenths that of
any statutory radiation does limit. A medical assessment is required prior to
commencing classified radiation work.
Respiratory/Skin
sensitisers
Yes
No
Means as identified through risk assessment. Depending on exposure enrolment
on the OH health surveillance programme may be necessary on commencement
of employment.
Toxic metals
Yes
No
Driving
Yes
No
Means as identified through risk assessment. Depending on exposure enrolment
on the OH health surveillance programme may be necessary on commencement
of employment.
Use of mechanised pallet trucks/fork lifts trucks, University Messenger Service
and Mini Bus drivers only.
Harmful Noise
Yes
No
Harmful hand arm
vibration (HAVS)
Yes
No
Night Work
Yes
No
Means as identified through noise measurement assessment undertaken by the
Safety Office. Depending on exposure enrolment on the OH health surveillance
programme may be necessary on
commencement of employment.
Means as identified through HAVS measurement assessment undertaken by the
Safety Office. Depending on exposure enrolment on the OH health surveillance
programme may be necessary on commencement of employment.
Means regular night work between 23:00hrs and 06:00hrs only not working late
in the evening.
Food Handling
Yes
No
Means that the person’s work involves the preparation of uncooked food, eg
chefs, not the handling of wrapped food, eg sandwiches and biscuits.
Other work
requiring
health assessment
Yes
No
Answer ‘yes’ if the job requires a specific health assessment to meet the
requirements of a joint employer or work placement or specific infection control
measures.
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |4
Advertising
Resident Labour Market Test requirements
If the successful applicant for your vacancy requires a Tier 2 Certificate of Sponsorship, you will normally need to
meet the Resident Labour Market Test (i.e. to show that efforts were made to find a suitable person for the role
who is already a settled worker in the UK but none was found). In practice, this means that the following must have
been included in adverts in two UKBA approved media for your vacancy:
Job title.
Location of the job (e.g. Central Cambridge, West Cambridge).
Salary range, or indication of salary package (including any guaranteed allowances or market supplements).
Any terms of the offer such as limit of tenure.
Main duties and responsibilities of the job.
Essential skills, qualifications and experience required to perform the role. It is critical to identify all requirements
which will be used as justification to the UKBA for selecting a non-EEA national or for rejecting EEA candidates (as
required).
The closing date for applications (this will appear automatically when an advert is generated through RAS).
If your vacancy is an occupation which is below PhD level (i.e. not in a PhD level SOC code) and has a salary of less
than £71,000 then your advert must be advertised on Universal Jobmatch (formerly known as Jobcentre Plus) and
one other approved medium (e.g. the University's Job Opportunities pages, jobs.ac.uk or a medium which complies
with the criteria set out in the UK Border Agency's sponsor guidance) for a minimum of 28 calendar days.
If your vacancy is an occupation which is at PhD level or has a salary of £71,000 or more, you do not need to
advertise in Universal Jobmatch to demonstrate the Resident Labour Market Test but you must advertise in at least
two approved media (which include the University's Job Opportunities pages, jobs.ac.uk and media which comply
with the criteria set out in the UK Border Agency's sponsor guidance).
The University does however advise that a post is advertised for 30 days to cover any unforeseen circumstances
(e.g. Jobcentre Plus can take 2 days to process the advert which would impact on the advertising period).
Please note that if a Restricted Tier 2 Visa is required for the successful applicant, the application must be
submitted to the Compliance Team on the last Friday of each month for submission to the Home Office by the 5th
of the following month. The application will be considered on the 11th of that month and the outcome is declared
within 5 days.
Adverts for the position requiring the Tier 2 application are valid for 12 months if the job is at PhD level
otherwise it is 6 months.
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |5
Research Passport Assessment
Please highlight which of the following is applicable to this post:
Activity
Researcher is a health care professional providing health
care to an adult and/or child
Yes
No
Researcher provides health care to an adult and/or child
under the direction or supervision of a health care
professional
Yes
No
Researcher provides personal care to an adult or child
Researcher is a social care worker providing social work
which is required in connection with any health care or
social services to an adults who is a client or potential
client
Yes
No
Researcher undertakes the following activities
unsupervised: teach, train, instruct, care for or supervise
children, or provide advice/guidance on well-being, or
drive a vehicle only for children; with likely direct bearing
on the quality of care
Yes
No
Yes, if done regularly this is Regulated
Activity. Regular means carried out by the
same person frequently (once a week or
more) or on 4 or more days in a 30 day
period or overnight between 2am and 6am
Requires enhanced DBS + barred list check
If yes, will there be direct contact with
patients
Yes
No
Researcher has opportunity for any form of contact with
children in the same Children's Hospital (formerly a
specified place) but is not providing healthcare or other
types of regulated activity and has no direct bearing on the
quality of care
Yes
No
Yes, if done regularly enhanced DBS (preSept 2012 definition). No barred list check
If yes, will there be direct contact with
patients
Yes
No
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |6
Activity
Researcher has access to persons in receipt of healthcare
services in the course of their normal duties but is not
providing health care or other types of regulated activity
and has no direct bearing on the quality of care (‘Access’
relates to where individuals will have physical, direct
contact with patients e.g. observation, qualitative
interviews, focus groups)
Yes
No
Researcher has indirect contact with patients or service
users but is not providing healthcare or other types of
Yes
regulated activity and has no direct bearing on the quality No
of care (e.g some types of telephone interview)
Researcher requires access to identifiable patient data
Yes
derived from health records, tissues or organs with a likely No
direct bearing on the quality of care
If yes, will they be working with tissues or
organs in NHS facilities
Yes
No
Researcher requires access to identifiable patient data
derived from health records, tissues or organs with no
direct bearing on the quality of care
Yes
No
If yes, will they be working with tissues or
organs in NHS facilities
Yes
No
Researcher requires access to anonymised patient data
derived from health records, tissues or organs only
(including by research staff analysing data)
Yes
No
If yes, will they be working with tissues or
organs in NHS facilities
Yes
No
Researcher is working on NHS premises (e.g. laboratory)
only (no access to identifiable data)
Yes
No
If yes, will they be working with tissues or
organs in NHS facilities
Yes
No
Researcher requires direct contact with staff only but no
access to patients (e.g. staff interviews)
Yes
No
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |7
Activity
Researcher requires access to identifiable staff data only
Yes
No
Researcher requires access to anonymised staff data only
Yes
No
Eligibility for DBS Checks
Please highlight check needed
Type of DBS check
required
Type of Activity
Regulated activity with children
Teaching, training, instructing, caring for or supervising children or providing
advice/guidance on wellbeing or driving a vehicle solely for children – this is on a
regular 1 basis and is not supervised 2.
Working as a paid employee in a specified place 3 (i.e. school, pupil referral unit,
academies, nurseries, childcare premises, children’s detention centres, children’s
homes, children’s centres) with the opportunity for contact with children – this is
on a regular basis and may be supervised or unsupervised.
Working as a volunteer in a specified place (see above) with the opportunity for
contact with children where this is on a regular basis and is not supervised.
Health care provided by, or under the direction or supervision of a regulated
health care professional (please note that this only needs to be on one occasion to
be regulated activity).
Personal care involving hands-on physical assistance with washing and dressing,
eating, drinking and toileting; prompting and supervising a child with any of these
tasks because of their age, illness or disability; or teaching someone to do one of
these tasks (please note that this only needs to be on one occasion to be regulated
activity).
Regulated activity with adults
Healthcare provided by, or under the direction/supervision of a regulated health care
professional.
Personal care for adults involving hand-on physical assistance with washing and
dressing, eating, drinking and toileting; prompting and supervising an adult with
any of these tasks because of their age, illness or disability; or teaching someone
to do one of these tasks.
Provision by a social care worker of social work which is required in connection
with any health services or social services.
Assistance with an adult’s cash, bills or shopping because of their age, illness or
disability arranged via a third party.
Assisting in the conduct of an adult’s own affairs under a formal appointment.
Conveying adults for reasons of age, illness or disability to, from, or between
places, where they receive healthcare, personal care or social work arranged via a
Yes
No
Yes
No
Yes
No
Yes
No
Enhanced DBS
check with
children’s barred
list check
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
1
Enhanced DBS
check with an
adults’ barred list
check, even if the
role holder will
only carry out the
activity once
Regular means carried out by the same person frequently (once a week or more) or on 4 or more days in a 30 day period or overnight between 2am
and 6am.
2
Supervised means regular and day-to-day supervision by someone who is in regulated activity. See http://www.homeoffice.gov.uk/agenciespublicbodies/crb/about-crb/crb-pofa-2012/ra-children/ for further details
3
The individual must be an employee of the specified place rather than a University employee conducting some work within a specified place, e.g. as a
visitor. This option is expected to apply rarely within the University.
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |8
third party.
Supervising regulated activity
Day-to-day management or supervision of any person engaging in any of the regulated
activities listed above.
Yes
No
Enhanced DBS
with the
appropriate
barred list check
Formerly Regulated Activity
Does the role involve activities which were deemed to be regulated activity before the
coming into force of Section 64 of the Protection of Freedoms Act on 10 September
2012? 1
If you believe activity in your post comes under this section, please indicate in the box at the top
of page 8.
Health Care (where not carrying out regulated activity)
Employment or other work concerned with the provision of health services and
which is of a kind as to enable the individual concerned to have access 2 to persons
in receipt of such services in thecourse of his/her normal duties.
Yes
No
Yes
No
Enhanced DBS
check with no
barred list check
Standard DBS
check
DBS Form
Please complete this section where a DBS is needed for the post.
1. In the box below, please provide a summary of the duties of the role which you believe create eligibility for a
DBS check and how frequently they will be carried out (e.g. “The role holder will teach children at least once per
week and will not be supervised”). Alternatively, please attach a role description or HR7 Further Information
document and highlight the relevant section.
Risk Assessment for New Employees
2. Is it a regulatory requirement of a professional body that the post holder cannot commence employment prior
to checks being cleared?
Yes
No
If yes, please go to Question 5 and ensure that the DBS check requirement for this post has been recorded as
‘Essential’ in CHRIS3. If no, please go to Question 3.
3. Would the department/institution like the new employee to be able to start work if his/her DBS check has not
been completed before the intended start date?4
1
Examples of this are teaching, training, instructing, caring for or supervising vulnerable adults/children on a frequent/intensive basis whilst being
supervised; working as a supervised volunteer in a specified place on a frequent/intensive basis; working in adult care home or children’s hospital with
the opportunity for contact with vulnerable adults/children on a frequent/intensive basis. Schedule 4 of the 2006 Act provides full definitions - see
http://www.legislation.gov.uk/ukpga/2006/47/schedule/4/enacted.
2
Access relates to physical, direct contact with patients e.g. observation, interviews, focus groups.
3
Please see http://www.admin.cam.ac.uk/cam-only/offices/hr/recruitment/vacancy/checks.html for further details
Please note, you should answer ‘Yes’ only if any delay in the new employee’s start date will have a significant impact on
operational delivery.
4
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
Page |9
Yes
No
If yes, please go to Question 5 and ensure that the DBS check requirement for this post has not been recorded
as ‘Essential’ in CHRIS.
If no, please go to Question 5 and ensure that the DBS check requirement for this post has been recorded as
‘Essential’ in CHRIS.
4.
What risk minimisation/avoidance measures will be put in place until the DBS check has been completed?
Please tick as applicable and provide any further information in the box provided:
The new employee will not carry out any of the duties that create eligibility for a DBS check
The new employee will be supervised at all times when carrying out any duties that create eligibility for a
DBS check
Other – please provide details in the box below
5. Has the new employee disclosed any criminal convictions, cautions, reprimands, warnings or pending police
investigations?
Yes
No
If yes, please complete a HR20.
6. Have you obtained references in line with University policy?
High risk – Referees declare applicant unsuitable
Medium risk – Referees share some reservation or no references obtained
Low – Referees declare applicant suitable
Risk Assessment Decision
To be completed by the Recruitment Services Manager or nominated deputy only.
I confirm that the new employee may start work prior to his/her DBS check being completed based on the
information provided by the department/institution.
I confirm that the new employee may not start work prior to his/her DBS check being completed based on the
information provided by the department/institution.
Name
Title
Signature
Date
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk
P a g e | 10
Section E – Line Manager Confirmation
I confirm that the information provided in this form is complete and accurate and that I will ensure that any risk
minimisation/avoidance measures specified in Question 4 will be implemented.
Name
Title
Signature
Date
Updated: January 2014 by CS Recruitment
csrecruitment@medschl.cam.ac.uk