When members of staff leave the University, information must reach 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 leaving the University, regardless of circumstances.
Procedure guidance and related forms
- The leaving process
- Exit interviews
- Resignations
- Retirements (for individuals in a university pension scheme)
- Department Approvers
- Responding to reference requests
- Death Protocol
- Transfer of Undertakings (TUPE) procedure
- Change Management
When a member of staff leaves the university, information must reach 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 university, regardless of the circumstances.
The Leavers form is designed to be completed by the member of staff leaving the university, but, in exceptional circumstances, can be submitted on their behalf by the Departmental Operating Manager or an appropriately authorised colleague.
For all staff leaving the university due to retirement (for any reason), resignation or contract expiry, the Leavers form should be submitted online via the Staff Hub 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 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 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 People Function procedure, it is important to consider both how the message will be communicated to the member of staff and how their exit from the organisation should be managed.
Imperial values its staff and recognises the importance of understanding why employees leave the university, as well as being interested in your thoughts about your time here. If you are leaving employment at the university, it would be very much appreciated if you would take the time to complete the confidential Leavers’ Questionnaire.
The data will be collated centrally within the People Function to identify trends in the different experiences of working at the university, as well as areas for improvement.
If you would like to have a face-to-face exit interview with the People Function, you can request it by sending an email to hrstaffhub@imperial.ac.uk. The data collated will be treated in compliance with GDPR and the university retention schedule.
- Leavers' process flowchart
- Leavers' form
- Ensure that you attach a copy of your letter of resignation before submitting your form
- Leaver's online questionnaire
Procedure
Forms
Further information
- Approaching retirement (link to Pensions information for staff considering retirement)
- Ill health retirement flowchart
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For information regarding honorary associations with the university (including Emeritus Professor/Reader) please see the Honorary and Visiting Associations web page or contact your department.
When a Leavers form is submitted via the Staff Hub Portal, it is automatically sent for approval by the relevant Department Approver before it is processed by the People Function. Check the Department Approvers - Leavers list to see who the Department Approver is for your area.
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.