hands holding retirement jar

Procedure guidance and related forms

Leaving process

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. 

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 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)



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

Related information and guidance

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. 

Change Management

Transfer of Undertakings (TUPE) procedure

Keeping that Imperial connection

Friends of Imperial

Friends of Imperial

Friends of Imperial events provide a convivial platform to bring together neighbours, alumni, staff and supporters of the College to hear about leading-edge science, talk about its implications and chat with world-class scientists.  The benefits of membership include reduced rates for their programme of events as well as access to certain College facilities and opportunities to attend other special lectures, exhibitions, music and other events at the College. On production of your membership card you will also receive a discount at the various dining facilities (restaurants, cafeterias and bars) throughout College.

Thank you for making me so welcome. It was a great pleasure to meet such interesting people and I was very glad I made the journey. I am looking forward to the next opportunity already."

Sarah Welsh

Alumnus and Friend of Imperial College.

Imperial College Women's Club

Inspiring and connecting women of the College.

The Women's Club provides opportunities for women to network at College meeting people from other Faculties as well as Campuses. Lunches take place in elegent dining room surroundings during the months of February, May and November.  During the year, the Book Group and Day Events Group meet too.

As well as current staff, the Club warmly welcomes retired women of the College.

We love having the opportunity of meeting up with our friends and former colleagues. The Club also enables us to keep up to date with College news."

Two retired members of College staff.

Imperial Fringe

Imperial Fringe

Imperial Fringe is a series of public events exploring the unexpected side of science.  Based on Imperial's ground-breaking research, Imperial Fringe is comprised of public evening events to engage with and build Festival audiences throughout the year via innovative public programming.

Prepare to think in new dimensions as you join a voyage of discovery and debate with the Imperial Fringe.

Imperial Festival

Every year the College showcases the best in science and arts at the College.  This is a free public event featuring interactive activities, performances and workshops.  Find out more about the Festival.


Imperial Perks

After you have left the College's employment, you will still be able to enjoy the savings offered through Imperial Perks by transitioning your account to the alumni program.