New checks for Research Ethics Committee members

What is an ID and Right to Work check?

An identification check (ID check) allows an organisation to check someone is who they say they are and prevents identification fraud.

A right to work (RTW) check allows an organisation to check that the person has a legal right to work in the UK.

Why do I, as a REC or CAG member, need to complete these checks?

All NHS organisations are required to carry out ID checks for their staff and volunteers. The check provides assurance against identification fraud.

The guidance relating to right to work checks, and whether these are required for volunteers at the HRA, is complicated and unclear. Our lawyers have advised us that the regulatory environment is tightening, which is likely to mean RTW checks will be required in the future.

Doing both checks now reduces the burden on you. ID and RTW checks require the same documentation. Doing the checks together means that we do not have to come back to you and ask you for more information at a later date if, as predicted, regulations are tightened.

An unsuccessful or incomplete RTW check does not mean that you cannot continue as a REC member.

How will these checks be carried out?

NHS BSA will contact all members currently registered on our electronic record system via email with instructions on how to complete the checks on Monday 3 February 2025.

The email will come from 'noreply@amiqus' and will be written by BSA on behalf of the HRA. If you’ve not received the email by 7 February, please check your junk folder.

BSA uses a secure online platform called Amiqus to complete the checks. Instructions on how to use Amiqus will be included in the email from BSA.

After receiving the email from BSA, you will have up to ten days to complete the checks. This can be extended to 20 days if needed, but all checks must be completed by 22 February 2025.

If you are not currently on our electronic record system, you will receive an email from the Member Support Team asking you to complete and return a volunteer form by a specific date to help facilitate the checks.

In the future we will incorporate these checks into the recruitment process to ensure that all new members complete them at the start of their volunteering experience with us.

NHS BSA has a privacy notice which has more information about how they will use your data as part of this process. The HRA’s Privacy Notice has more information about how we use your data as part of your role as a REC member.

Is Amiqus secure, and how long will my information be stored?

Amiqus exceeds the requirements of the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA) 2018. More information about Amiqus’ cyber security features are available on its website.

Your documents will be permanently deleted from the Amiqus server after 12 months, in line with BSA’s retention policy.

BSA’s privacy notice explains how they will use and store your data on behalf of the HRA.

What do I need for the checks?

To complete the checks via Amiqus, you will need a mobile device with a camera.

You will be asked to provide some documents. This could be

• two types of photographic personal identification (such as a passport and a driving licence) and one document containing your address (such as a utility bill, tax statement, or bank statement) or
• one form of photographic personal identification (such as a passport or a driving licence) and two documents containing your address (such as a utility bill, tax statement, or bank statement)

Please note:

• all documents provided must be original, valid and in date (if applicable) to be accepted
• documents downloaded and printed from the internet cannot be accepted
• all images and documents must be clear and legible - we cannot accept images which are blurred or where fingers are obscuring details
• all documentation provided must be in your legal name and gender unless provided in conjunction with evidence of the name or gender change, such as a marriage or civil partner certificate, decree absolute or civil partnership dissolution certificate, deed poll certificate or gender recognition certificate

Other documents may be requested to support the right to work check.

Please do not worry if you do not have a mobile phone with a camera, as we have an alternative process in place to support you to complete the checks.

If you cannot provide the documentation Amiqus requires, the member support team will talk to you about alternative documents that could be used, for example, you can use an out-of-date passport if this is your only form of photographic personal identification, as long as your photo is not outdated. Any alternative documents will need to be checked manually by the member support team. The guidance you'll receive will have more information about this.

What support will be available to help complete the checks via Amiqus?

NHSBSA will help you, if you have a query about completing the checks via Amiqus or if you have a query about the type of documents you can submit to complete the checks via Amiqus. You can contact NHSBSA via email at hra.hrqueries@nhsbsa.nhs.uk or telephone 0300 330 9416 NHSBSA’s contact details will also be provided in their email to you.

If you are unable to complete the checks via Amiqus - for example, if you do not have the relevant documents to complete the check online or you are struggling to use Amiqus, please contact Emma, Kerry and Lucy at member.support@hra.nhs.uk for help.

If you know that you will need additional support to complete the checks, for example if you use assistive technology, please let member.support@hra.nhs.uk know now and we will arrange to contact you nearer the time.

Will the checks need to be repeated?

The ID check is a one-off check and once completed will not be repeated during your time as a member.

The RTW check will only need to be repeated if you currently have a work visa and it expires.

What should I do if I know I will be away from 3 to 22 February 2025?

Please let member.support@hra.nhs.uk know if you plan to be away from 3 to 22 February 2025 and the team will make alternative arrangements.

Depending on the date of your return, it might be that NHSBSA send you the email the second week in February or we contact you at a later date to complete the check.

Will members on a break in service be contacted about the checks?

Members on a break in service during 3 to 22 February 2025 will not receive an email but instead will be asked to complete the checks on their return to the service.

What do I do if I do not want a right to work check?

Please continue with the ID check on Amiqus in line with the instructions provided. If the correct documents submitted the check will automatically be completed. However, if further documentation is required, NHSBSA will contact you via email. Please tell NHSBSA that you do not want them to carry out a right to work check.

If you do not want NHSBSA to automatically carry out the check if the correct documents have been submitted, you will need to opt for a manual check. Please contact member.support@hra.nhs.uk to opt for the manual process.

I am already employed by the NHS, do I need to complete the checks?

Yes, you will still need to complete the checks if you're NHS staff. This is because each NHS employer is a separate organisation and is required to complete the checks on an individual basis for security purposes. ID, RTW and any other pre-employment checks can not be shared between NHS organisations.

I still have questions, who can I contact should I require further information about the checks?

Rachael Maddocks and Louise Braley are available to discuss the checks in more detail. Please email them, and they will arrange a call or Zoom meeting depending on your preference at a time convenient for you.