Resignation
Process for all staff
1. Staff wishing to resign from the University should write to their Head of Department stating clearly the date on which they wish their resignation to become effective (taking account of the required contractual notice period - see details below). It is also helpful if staff are prepared to give their reasons for resigning from the University. Periods of notice longer than those contractually required will be accepted.
2. If a member of staff is wishing to resign to take retirement, s/he should indicate this within his/her resignation letter.
3. When a letter of resignation is received, the Head of Department should confirm agreement by forwarding a copy to the Department of Human Resources.
4. The Head of Department should either annotate the Human Resources copy indicating agreement to the resignation or should attach a completed resignation form and send both documents to HR.
5. Upon receipt of the confirmed resignation details, HR will issue a letter to the individual confirming their resignation and the date on which their employment with the University will cease.
6. Staff in any doubt about the effective date of resignation, having regard to their contractual notice period, should contact the Human Resources for advice.
Contractual Notice Periods
- Grades 1-6 = 4 weeks
- Grades 7-9 = 3 months*
- Professorial and equivalent = 3 months*
(*Academic/teaching staff see below)
Please note that for staff wishing to retire it can take up to 3 months for pension payments to be processed. As such it is advisable to provide as much notice as possible to avoid possible delays to the pension payments.
Academic/teaching Staff
For Academic Staff and other staff with teaching duties, appointments are terminable at any time by three months notice from either side, the notice normally taking effect (except in the case of non-teaching staff) at the end of a University Semester. The reason for this is to ensure that student support is maintained.
Consideration may also be given to requests to finish between semesters. Notice should still be given 3 months before the end of the University semester. For example, notice that will lead to the contract being ended in September, ie at the end of an academic year, should be given by the previous March.
Relevant Dates for Academic/Teaching Staff
| Autumn Semester | Spring Semester | |||
| Notice must be given by | to take effect on or after | Notice must be given by | to take effect on or after | |
| 2012/13 | 4 Nov 2012 | 3 Feb 2013 | 10 Mar 2013 | 9 Jun 2013 |
| 2013/14 | 10 Nov 2013 | 9 Feb 2014 | 16 Mar 2014 | 15 Jun 2014 |
Annual Leave
Staff should use any outstanding annual leave prior to leaving the service of the University. In exceptional circumstances individuals may be entitled to payment in lieu of annual leave, subject to approval by their Head of Department.
P45
Individuals who have resigned from the University will receive their P45 form by post to their home address with their final payslip. As it is not possible for the Salaries Office to issue duplicate copies of P45 forms, individuals should ensure that Human Resources has up to date contact details. Any queries regarding the issue of P45 forms should be directed to the Salaries Office.
Further Information
Please do not hesitate to contact your customary contact in Human Resources.
September 2012