Staff Leaving
Line Managers are required to notify People Services of a leaver.
- Line Managers must complete an online leaver notification form to notify People Services. This must be done as soon as possible. If a leaver is due to finish mid-month, People Services needs to be informed before payroll deadline for that month to prevent overpayment.
The form does not need to be completed for staff moving to another University role, agency or casual staff (unless a casual is leaving before their expected end date).
- Line managers must complete the mandatory leaver checklist for all employees. Line managers will be emailed a link to the checklist following the submission of the above notification form. Unlike the leaver notification form, you should also complete this checklist for internal job moves, i.e. staff leaving your team but moving elsewhere within the University.
A leavers survey will be sent to colleagues 21 days before they leave, replacing the previous exit interview questionnaire.
People Partners will have access to an online dashboard of real time responses to the new staff questionnaires [new joiners, one year and leavers]. In SEED, our People Partner will periodically report summary data to the Senior Leadership Team [SLT]. Findings, and any actions agreed by SLT, will help inform conversations with leaders and managers.
PS line managers
- It is important that Oracle requisitioners apply an Oracle vacation rule before leaving to facilitate the reassigning of automated goods receipt notifications. In addition, Oracle requisitioners should contact the Finance Helpdesk finance.helpdesk@manchester.ac.uk to advise them that they are leaving to help with any manual goods receipt notifications.
- Please ensure PS staff leavers remove any entries from the Teams hybrid working UOM-HUM-SEED-Calendar before leaving.
A guidance note together with FAQs is available here.
Staff Details Required for Leaver Notification Form and Mandatory Exit Checklist
To complete the forms you will need some, or all, of the following details for your staff member:
- Name
- Surname
- Employee number (available to line managers in MyView: Employee Self-Service | Directorate of People and Organisational Development | StaffNet | The University of Manchester
- Faculty/PS
- School/Directorate
- Leaver's email address
- Post number (available to line managers in MyView)
- Is the leaver leaving all posts at the University
- Reason for leaving
- Planned activity after leaving
- Planned location after leaving
- Date of last day of employment
- Date of last working day
- Any annual leave to be paid/deducted from annual salary* [if yes, specify remaining balance of leave days to be deducted/paid]
- Leaver’s forwarding email address
*The default position is that we only do this in exceptional circumstances, where a member of staff has been unable to take their leave and where the line manager has been made aware of this. Staff should be encouraged to use their holiday allowance before leaving. In the event of a staff member having been unable to take their leave, due to exceptional circumstances, use the annual leave calculator here Annual leave | Directorate of People and Organisational Development | StaffNet | The University of Manchester to calculate a member of staff’s leave allowance according to their end date. This will allow you to determine leave owing/leave to be deducted from final salary payment.
Mandatory Leavers Checklist
On submission of a leaver notification form, line managers receive an automated e-mail response which includes a link to a mandatory leaver checklist (also called an Exit Checklist).
There are a number of issues that need to be addressed when staff leave University employment or move departments within the University. These include access to premises, retrieval of equipment or other items, appropriate handover/disposal of data etc. This leavers checklist is designed to help line managers with the exit process, and to formally record that all relevant issues have been addressed.
Given the risks posed by a lack of a proper exit process, the completion of this is a mandatory requirement.
Exit checklists should also be completed for staff who are not leaving the University but who are leaving their role to take up a new position within the University.
Exit Interviews
Line managers are no longer required to support the completion of an exit questionnaire. As per this P&OD update, New colleague experience surveys for new joiners and leavers | StaffNet | The University of Manchester, a leavers survey will be sent to colleagues 21 days before they leave. This survey replaces the exit interview questionnaire.
Employees Taking Retirement
The leavers notification form should be completed for staff who are retiring, but only after a retirement application has been submitted, and the application and pre-retirement plan agreed. Please refer to this guidance: How to manage a resignation (The University of Manchester)
I Am A Leaver
Please refer to the guidance for leavers: Leaving the University | Directorate of People and Organisational Development | StaffNet | The University of Manchester.
After you resign, you will be sent a leavers survey from our survey partner The People Experience Hub. Your survey link, which is unique to you, will arrive in your University email inbox from surveys@pxemails.com The information you provide will be treated confidentially and will be used to help inform improvements to the employee experience.
In the survey, there is an option to speak to a People and Organisational Development or Equality, Diversity and Inclusion (EDI) colleague if you have further information to share about your experience working here, or your reasons for leaving.
Whilst we don’t offer formal exit interviews as part of the leaving process, your line manager may ask to speak to you about your reasons for leaving and what you’ll be doing next. It’s your choice as to whether you take part or not and you should agree with your line manager how you would like the feedback from that conversation to be shared and used.
P&OD contact details: HR Services contact details.
P&OD forms: Submit HR Forms | Directorate of Human Resources | StaffNet | The University of Manchester