Exit process for staff - Manager's guidance

This guide is intended to provide you with information on the exit process and also monitoring and reporting procedures. 

In the cases of Resignations and Retirements the University will require a written resignation.

On receipt Managers should:

  • Check the employee's notice requirements and agree an end date. As their manager you are able to agree to waive the full notice if beneficial to the service;
  • Calculate the pro rata holiday entitlement (please see 'how to calculate pro-rate holiday) and agree how any under/over taken days will be accounted for (eg taken, paid/deducted from salary)
  • Complete the Notification of Leavers form with all details agreed with employee to include agreed end date, details of holiday to be paid etc and submit this to the Employee Services HR Admin Team in advance of Payroll Deadlines. Please ensure you attach resignation letter to the form before submission. (* Please note: There are issues opening this form in Firefox. Please use Internet Explorer or Google Chrome.) 
  • Ask the employee to provide detail of any duties that will require an arranged handover, for example, representation of the college or directorate on committees/groups, risk management or audit actions or any other key responsibilities.
  • Make sure your member of staff returns any equipment/property (keys, mobile phone, uniform etc) before leaving.
  • Refer your member of staff to the Leaving Information for Staff webpage
  • HR will write to confirm the leaving arrangements and will include a link to the University’s Exit Questionnaire, we would be grateful if managers would encourage their leavers to complete this.

The annual leave entitlement for staff leaving the employment of the University during the course of the year is proportionate to their completed service during the year. Please use the Annual Leave calculator to help you calculate the part-year entitlement (See our webpage on Annual leave (holiday) for more information about annual leave).

  • Using iTrent People Manager you can view your employee’s booked holiday and deduct the days’ taken from the figure given in the annual leave calculator.
  • If the employee has taken more days of leave than s/he has accrued you must inform HR to deduct this from their final salary. 
  • If the employee has taken less days leave than s/he has accrued you must decide whether the outstanding holiday will be taken by the employee prior to leaving, or will be paid; if paid you must inform HR.

If your member of staff is term time, they will not have any holiday pay due but as they are paid “average pay” we will need to make a comparison between actual pay due to them (including holiday pay) and average pay paid to them to date to ensure that they leave with the correct total pay. You will therefore need to inform your HRBP of the number of weeks worked in their anniversary year (i.e. the current year starting from the anniversary of their term time arrangement commencing).

If your member of staff is fixed term, normally they would be expected to take the holiday prior to their end of employment date.

If your member of staff is funded by external research grants he or she must take all accrued and untaken holiday prior to their end of employment date as it will not be possible to make payments in lieu of untaken holiday.

If your member of staff claimed relocation assistance and is resigning within the first three years of commencing their employment they will be required to repay a percentage of the money that they have received according to the following scale:

  • Resignation within first year: 75%
  • Resignation within second year: 50%
  • Resignation within third year: 25%

Please ensure you instruct your HR Business Partner accordingly.

If your member of staff is leaving within 3 months of returning from maternity leave (or an equivalent period if they have reduced their hours) when she has been received University Maternity Pay, please instruct your HRBP to reclaim University Maternity Pay/University Adoption Pay accordingly.

If your member of staff holds a Tier 2 or a Tier 5 certificate of sponsorship, the Home Office must be notified using the sponsorship management system (SMS) within 10 working days. Let your HRBP know as soon as possible, including the name and address of the new employer (if applicable) and this will be entered on the SMS.

Exit questionnaires and interviews

  1. Exit questionnaires are available to all staff. Resignations, retirements and end of fixed term contracts are all acknowledged in writing by Human Resources. A web address for the exit questionnaire is provided in the acknowledgement letter so that staff can access and download the questionnaire themselves. For those that do not have access to the intranet, a hard copy is provided. The acknowledgement letter also gives additional information such as a link to IT Services with information for staff who are leaving, and a prompt to staff to return their Unicard and any University property that they have.

  2. The questionnaire is voluntary and, once completed by the individual, should be returned to the Policies Team in Human Resources. Should the individual require assistance with completing the form or wish to discuss it in more detail they will be encouraged to speak to their line manager or Human Resources Business Partner. The choice will be at the discretion of the individual.

  3. Although voluntary, we would ask that you encourage staff leaving the University to complete at least Section One of the questionnaire so that we can record the reason for leaving and collect accurate data for the Higher Education Statistics Agency (HESA).

  4. If you are aware that there are issues that would be useful to explore with the individual, you should contact your Human Resources Business Partner to highlight these concerns. If appropriate, the Human Resources Business Partner will then contact the individual direct, check that they have received the questionnaire and offer them the opportunity to have an exit interview which will comprise of discussing the exit questionnaire in more detail. Again this will not be compulsory but the Human Resources Business Partner will actively encourage the individual to attend an interview if management have recommended this. The exit interview will normally be run by a Human Resources Business Partner in this case.

Monitoring and reporting

  1. All questionnaires will be held by the Policies Team in Human Resources in confidence and will be regularly monitored. Policies and procedures will be reviewed as an outcome of any feedback that is received.

  2. Information provided will be recorded onto a database and used only to produce regular monitoring information to help improve staff issues within the University. The individual’s identity will, however, be kept confidential.

  3. Should a matter be raised that is deemed as serious and needs immediate action then this will be drawn to the attention of the Human Resources Business Partner/Manager/Advisor who will discuss this with the manager/senior staff of the relevant College/Service as appropriate. Information may also be shared with other appropriate offices, such as Equal Opportunities.