If you wish to resign (including retirement) from your post with us, you need to write to your line manager stating that you are resigning and send a copy of the letter to Human Resources.

You should state your leaving date, bearing in mind the notice period you are required to give us. You may wish to give a reason for your resignation.

Please note that if you are a Clinical Academic with a dual appointment you should also copy your NHS Trust line manager into your resignation letter.

What happens when I resign? 

On receipt of your letter of resignation, your manager will inform Human Resources via an Employee Leaver Form which will ask him/her to confirm: 

  • your leaving date
  • your address for future communication from us, such as your final payslip and P45
  • whether, for operational reasons, you will be unable to take the balance of your annual leave and require payment in lieu or have taken excess annual leave
  • what you are doing after you leave us

    Destination of staff who leave is reported in our annual return to the Higher Education Statistics Agency (HESA), so it would help if you could let your manager know what you are doing next using one of the HESA destination categories.

    Click here to display a full list of HESA destination categories 

    • Higher education institution - UK
    • Higher education institution - overseas
    • Other education institution - UK
    • Other education institution - overseas
    • Research institution - UK
    • Research institution - overseas
    • Student - UK
    • Student - overseas
    • NHS/general medical practice/general dental practice - UK
    • Health service - overseas
    • Other public sector - UK
    • Private industry/commerce - UK
    • Self-employed - UK
    • Other employment - UK
    • Other employment - overseas
    • Not in regular employment
    • Retirement

If you are employed on a Fractional Contract, for example if you have a term-time-only contract, we will calculate the pay due between your contract anniversary date and leaving date and amend your final salary payment for any under or overpayment.

We will write to you to confirm your resignation and explain how you can complete an exit interview questionnaire to give us your feedback on working at the University.

If there is a backdated cost of living pay award after you leave us, it is your responsibility to claim any outstanding backpay, by writing to the Payroll Office, Finance Department.

If you are a member of a pension scheme, you may wish to talk to your pension provider about the options available for your scheme.

Please ensure that you have claimed all outstanding expenses before you leave. 

On or before your last day of employment, you should return all University property - to your line manager unless otherwise stated - including:

  • University Card - to University Card Section, Hallward Security, University Park
  • University credit card and any equipment purchased using the card
  • University account card
  • Keys
  • University equipment, such as a laptop, mobile phone, USB flash drive
  • Office equipment provided for home use
  • Staff parking permit

If you are retiring please ensure that you contact your pension provider in good time to organise your pension.


What do I do if an employee I manage resigns?

If the employee has resigned verbally, ask them to confirm their resignation in writing. Once you have written confirmation, complete an Employee Leaver Form and send it to Human Resources with a copy of the resignation letter.

You may wish to consider:

  • discussing with the leaving employee when and how he/she would prefer knowledge of his/her departure to be communicated to colleagues and clients
  • how you will manage concerns from colleagues about the impact of the person leaving, particularly those employees managed by the leaver
  • whether you wish to recruit a replacement and/or reorganise work within your section to cover the duties of the leaver
  • how you will manage knowledge transfer from the leaver. This is especially relevant in roles where the employee has accumulated a significant amount of knowledge and personal connections
  • asking the leaver to draw up a programme of work recording progress on each task, or project during the notice period
  • what work you really need the leaver to finish and allowing him/her time to complete this
  • asking the leaving employee what support he/she needs in order to deliver a smooth hand-over
  • encouraging the leaver to complete an exit interview questionnaire
  • ensuring that the employee returns all University property to you
  • if your employee is retiring, the University runs pre-retirement courses.  Please contact Professional Development for more details.

A Leaver Checklist is available to assist you in managing the resignation process.



Last edited Aug 18, 2020