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.

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.

For all staff leaving the College due to retirement (for any reason)resignation or contract expiry the Leavers form should be submitted online via the HR Portal.

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.

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.

Resignations

Retirements (for individuals in a College pension scheme)

Procedure

Forms

Further information

Department Approvers

When a Leavers form is submitted via the HR Portal it is automatically sent for approval by the relevant Department Approver before it is processed by HR. Check the Department Approvers - Leavers‌ list to see who the Department Approver is for your area.

Instructions for Department Approvers

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

Change Management

Accessible documents

Some of the downloadable documents linked to on this page are not accessible. For accessible versions, please contact hrpolicy@imperial.ac.uk.