Leaving the University - information for line managers

• Leavers form (.pdf)
• IT equipment leavers form
• General contract terms and conditions for academic and professional services staff
• Leaving the University - information for staff members

Notice must be given by the staff member in writing; this can either be by letter or email. It is important that the date that the notice is given is recorded as well as the last working day and reason for leaving. 

Leavers form

Once an employee has handed in their notice, a leavers form (.pdf) should be completed for them as soon as possible.

Once the leavers form has been submitted to People & Culture via our general queries email address, staffing@essex.ac.uk, a resignation acknowledgement letter will be produced and sent to the employee by email.

You can confirm receipt of notice and confirm the leaving date with the employee, once the notice period is confirmed by P&C.

Completing a leavers form

All relevant fields must be completed on the leavers form to ensure there are no delays in acknowledging the resignation and processing the information for the employee accordingly, sorting out matters such as their annual leave, and ensuring their final pay is correct. Please pay particular attention to the following fields:

Personal reference number

Each individual has a personal reference within iTrent which refers to them, this can be found under the Employment tab in ‘current job details’ within People Manager.

Covering reporting manager

If the employee who is leaving is a line manager, then please confirm who will be covering their duties whilst a replacement is being recruited (if applicable).

Last day of working / last day of service

It is important that these dates are provided as an employee may take annual leave before their last day of service.

Reason for leaving

Please select the reason from the drop down list. If the reason is not there then please complete the ‘other’ section. Guidance for filling in these fields can also be found on the second page of the leavers form.

Giving Notice

The employee’s notice period can be found in the individuals’ contract in the section headed ‘Notice Period’. Please confirm with P&C if you are unsure.

Notice must be given by the employee in writing; this can either be by letter or email. It is important that the date that the notice is given is recorded as well as the last working day and reason for leaving.

Annual leave

If you wish to find out how much annual leave an employee has left to use, you can work this out using the annual leave calculator.

When calculating the leave remaining please ensure that any holiday that has already been taken is deducted from the amount to ensure an accurate figure. All leavers are required to take their accrued annual leave before their last day of employment and should work with their line manager to ensure this is managed in a planned way. Exceptional request for the payment of annual leave at the end of employment must be approved in advance by the Director of People and Culture.

If the employee owes holiday as they have taken more than their entitlement then this will be deducted from any final payment made. 

On the last day

Please ensure that any University property is returned, this includes any staff cards and keys. Please return staff cards to P&C, so that these can be confidentially shredded. Please also complete the Digital Information & Technology Services IT equipment leavers form whether you are, or are not, returning any IT equipment. This can be submitted by the employee leaving, or their Line Manager.

IT accesses will automatically be revoked in line with the final day of service date provided on the employee’s leavers form.