Leavers checklist
| Step | Action |
|---|---|
| Staff member verbally confirms their intention to resign or resignation letter received | A meeting should be arranged with the member of staff to review and confirm reason for leaving and discuss if a resolution can be found to retain the staff member. |
| Resignation acknowledgement | Where a resolution is unable to be identified a resignation acknowledgement letter should be sent within five working days of the meeting with the staff member. Please use the ‘resignation acknowledgement letter template’ when composing the letter. |
| HR forms | A termination form will need to be completed on Finance Tools system (Either a HR3 or ESR3). Please ensure the correct reason for leaving is selected (see the ‘reason for leaving’ page for more information). If a member of staff has a UHB+ assignment, the leavers forms will need to indicate if this should be terminated or not. |
| Leavers questionnaire and exit interview | Encourage the member of staff to complete the Leavers Questionnaire – link found in the Acknowledgment of Resignation Template Letter Schedule and complete Exit Interview form with the member of staff. (see the ‘Leaver Questionnaire and Exit Interview’ page for more information). |
| Handover | A handover must be completed with the member of staff. The topics covered in the handover will differ depending on the individual’s specific role. |
| References | Where references are requested, please review the providing a reference information on the HR Website. |
| IT systems and access | An IT request must be completed to revoke access to IT systems and folders. If the member of staff has VPN access, this will need to be removed on the last working day. Ensure that an ‘Out of Office’ and/or ‘Voicemail’ is added with alternative contact information. Amend telephone lists and ensure any MS365 documents owned by the leaver have been transferred. |
| Trust property | Ensure all Trust equipment and property is returned including:
|
| Personal files | Upon leaving, an individual’s personal file should be moved to the relevant area within the department for storage. |
| Sickness recording | If there are any open periods of sickness absence, these need to be closed to avoid the member of staff being highlighted on future reports. |
| Annual leave | Update annual leave entitlement and inform payroll of any leave owing or owed for final payment calculations. |
| Car and cycle schemes | Notify payroll of any lease car or if the member of staff is in any cycle to work or car lease scheme |
| Expenses | If the member of staff has received relocation or training expenses and is leaving before the minimum period inform payroll to arrange deduction from the final salary |
| Pensions | Contact the Pensions department and fill in any necessary pension forms |
| Death in service | Where a member of staff sadly passes away whilst still in employment at UHB there is a separate checklist to follow. Please see the ‘death in service’ page for more information. |
For Medical and Dental staff only (including locum staff)
| Step | Action |
|---|---|
| Patient handover | Identify all patients allocated to the member of staff leaving and re-allocate those patients to another member of staff |
| Check if there is a need to redirect any test results to another member of staff to review/be aware of | |
| Check if you need to inform the patient about the changes in staff looking after their care |
Related pages
Acknowledgement letterGuidance for managers on composing a resignation acknowledgement letter.Reason for leavingGuidance for managers completing a termination form for a member of staff leaving the Trust.Trust propertyGuidance on what property should be returned when a member of staff leaves the Trust.HandoverDetails of key handover information that should be confirmed by the staff member leaving the Trust.Death in serviceGuidance for line managers and
colleagues on how to respond to the
death of a colleague.
