When members of staff leave the College, it is essential that information reaches all those who need to know as quickly as possible. Failure to do so has implications for the leaver and their department, division, school or institute. A leavers form (which can be accessed via the colour box below) should be completed for all staff members who are leaving the College, regardless of the circumstances.
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Procedure guidance and related forms
The leaving process
When a member of staff leaves the College, it is essential that information reaches all those who need to know as quickly as possible. Failure to do so has implications for the leaver and their department, division, school or institute.
A Leavers form should be completed as applicable for all staff members who are leaving the College, regardless of the circumstances.
The Leavers form is designed to be completed by the member of staff leaving the College but can, in exceptional circumstances, be submitted on their behalf by the Departmental Operating Manager or an appropriately authorised colleague.
There are occasionally situations which fall outside of the standard Leavers scenario such as redundancy (not including expiries of fixed-term contracts), dismissal or death in service. At present these will continue to be processed ‘offline’ via consultation with HR Strategic Support using the original Excel leavers' form [.xlsx] as we develop an appropriate longer-term solution for these cases.
The Leavers' process flowchart [.docx] sets out the individual responsibilities of the Leaver and Departmental Operating Manager, along with the actions that Administrative Divisions will take upon receipt of the leavers form.
In the event of a member of staff's death, please refer to the College's Death protocol - staff [pdf] in the first instance as some of the actions below may not apply.
Where dismissal is a possible outcome of a formal HR procedure it is important to consider both how the message will be communicated to the member of staff and how their exit from the College should be managed.
Retirements (for individuals in a College pension scheme)
Responding to reference requests
If you receive any requests for an employment reference, it is important to provide one that is fair, accurate and compliant with the law. Please see the manager's guidance to references for more information and advice on how to do this.
Transfer of Undertakings (TUPE) procedure
- TUPE frequently asked questions