Resignation process

  • Staff wishing to resign must do so in writing to their line manager, taking in to consideration their contractual notice period (details below). Line managers must forward the resignation to the HR Employee Services Team hrteam-employeeservices@brookes.ac.uk as soon as possible, along with the Leaver Information Sheet for Managers

    Leaver Information Sheet for Managers »

    Information required by HR

    HR are unable to process staff resignations unless HR have been provided all of the following information.  

  • This is the last day that the staff member will be employed by the University. Please note, this will be different from the last working day if outstanding annual leave is being used before leaving. For example:

    Example 1:

    Staff member has 4 days annual leave outstanding. Their last day of service is Friday 31 January; however, they would like to take the 4 days before their final day. This would make their last working day Monday 27 January 2020. The information to be entered on the Leaver Information Sheet should be as follows:

    Last day of service
    This will be different from the person's last working day if they are using up outstanding annual leave before leaving. This can only ever be equal to or greater than the last working day.

    31 January 2020

    Outstanding annual leave
    Please only give details of leave to be paid in final salary and not leave being used before last day of service.

    0

    Example 2:

    Staff member has 4 days leave outstanding. Their last day of service is Friday 31 January 2020. They are unable to take their leave and so must be paid this in their final salary. The information to be entered on the Leaver Information Sheet should be as follows:

    Last day of service
    This will be different from the person's last working day if they are using up outstanding annual leave before leaving. This can only ever be equal to or greater than the last working day.

    31 January 2020

    Outstanding annual leave
    Please only give details of leave to be paid in final salary and not leave being used before last day of service.

    4


    Example 3:

    Staff member has taken 4 days over and above their annual leave entitlement. Their last day of service is Friday 31 January 2020. The information to be entered on the Leaver Information Sheet should be as follows:

    Last day of service
    This will be different from the person's last working day if they are using up outstanding annual leave before leaving. This can only ever be equal to or greater than the last working day.

    31 January 2020

    Outstanding annual leave
    Please only give details of leave to be paid in final salary and not leave being used before last day of service.

    4 days taken over and above entitlement

    Annual leave will be accrued from the beginning of annual leave year up until the last day of service. This is inclusive of any part months being worked.  It is the line managers’ responsibility to provide the staff member with this information. HR have produced an online annual leave calculator which can be used to aid this. Please contact the HR Employee Services Team hrteam-employeeservices@brookes.ac.uk if you would like any help.  

    All staff are entitled to take any remaining annual leave prior to their last day of service. If there are valid reasons why this is not possible, then they are entitled to receive pay in lieu of leave in their final salary.

    Where staff have taken leave in excess of that which is owed, payment will be deducted from the final salary.

    Online annual leave calculator »

    Staff on semester-time only contracts receive a salary each month, which includes a payment for annual leave (weeks in lieu of leave). As annual salary is paid equally over 12 months, and not for the actual months worked. It is possible that staff could be over or under paid, depending on the how many hours per week and weeks per year have been worked from the anniversary of the start date up to the last day of service.

    As such, if your member of staff works semester-time only, you need to provide the below details to HR. The payroll department will calculate whether monies are owed, to either the staff member or the university, and reimburse or deduct this amount from the final salary. If you have any questions regarding this, please contact the Employee Services Team at hrteam-employeeservices@brookes.ac.uk.

    Please provide the following information on the Leaver Information Sheet:

    • the actual dates of the weeks worked from the anniversary of the start date up to the last day of service
    • the number of hours worked in these weeks 
    Staff should ensure any claims for overtime or hourly paid work, carried out in their final month, are submitted within the deadline date for the month they are leaving. Where overtime or hourly paid work is being carried out beyond the payroll deadline date, please contact HR hrteam-employeeservices@brookes.ac.uk and Payroll finance-@brookes.ac.uk to discuss when to submit your claim.

    The Higher Education Statistics Agency requires information on the activity of employees and their location after leaving the University. This must be provided on the Leaver Information Sheet before sending to HR.

    Activity after leaving (please circle one box only)

    01 Working in a higher education institution 02 Working in another education institution
    03 Working in a research institute (private) 04 Working in a research institute (public)
    05 NHS/General medical practice/General dental practice 06 Working in another public sector organisation
    07 Working in the voluntary sector 08 Working in the private sector
    09 Self-employed 10 Registered as a student
    11 Retired 12 Not in regular employment

    Location after leaving (please circle one box only)

    1 England 2 Wales
    3 Scotland 4 Northern Ireland
    5 UK (not otherwise specified) 6 Other- EU
    7 Non-EU    
    9 Information refused    

    Please note: If activity after leaving is not yet known, please select 12. Not in regular employment

  • Notice periods

    The notice period to be given to terminate employment is:

    • Professional services staff: 
        Spine points 29 and below - 1 month
        Spine points 30 to 47 - 2 months 
    • Academic staff: 2 months
    • Senior staff: 3 months 
    • All staff Grade 12 and above: 3 months

    If you have questions regarding any aspect of the resignation process, please contact the Employee Services Team on hrteam-employeeservices@brookes.ac.uk.