Leaving
the University
Process
HR require
certain information as part of your leaving process, we recommend using
this
template resignation email which should be sent to HR and
copied to your manager. If you wish to write your own resignation letter it
should include the following information:
- Confirmation of your final date of employment as agreed
with your manager
- Confirmation that you intended to take any remaining annual
leave (In exceptional circumstances and only
in agreement with your manager will payment be made for any untaken accrued
holidays).
- Confirmation that all Univeristy property (including IT devices) will be returned.
- The following mandatory information for HESA purposes
(Higher Education Statistics Agency) –
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What will you be doing after leaving Edinburgh Napier
University |
Working in a higher education institution |
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Working in the private sector |
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Working in another education institution |
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Self-employed |
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Working in a research institute (private) |
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Registered as a student |
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Please tick the most appropriate box |
Working in a research institute (public) |
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Retired |
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NHS/General medical practice/General dental practice
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Not in regular employment, not retired |
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Working in another public sector organisation
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Not known |
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Working in the voluntary sector |
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Where
will you reside after you leave? |
Scotland |
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Other
EU |
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England |
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Non -
EU |
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Wales |
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Not
known |
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Please
tick the most appropriate box |
Northern
Ireland |
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Prefer
not to specify |
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Notice
Periods
Details
regarding your notice period are detailed in your contract of employment. In
general, academic and research staff have a 3 month notice period and support
staff have a 4 week notice period.
Employee Responsibilities
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Manager Responsibilities
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IT User Accounts
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Please ensure that all University
information and records held in your email account, H: Drive, C: Drive (and
on your network Desktop), MyDrive (SharePoint), or in any other drive or
mobile device to which you have sole access, are moved to an appropriate University
SharePoint site or shared network drive.
Further guidance for leavers regarding University records and information can be found on the Governance Services page.
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Please contact IT if any special
arrangements need to be made about access to information kept in areas on the
network to which your employee has sole access e.g. email, after employees
leaving date.
Further guidance
for leavers regarding University records and information can be found on the Governance Services page.
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Return of Property
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All property
belonging to the University, including keys and your staff ID card, should be
returned to your Line Manager on leaving. Information Services will be notified you are a leaver and will provide you with a list of IT equipment that must be returned.
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Please ensure to collect staff cards,
keys and any other University equipment from employees before they leave.
All University electronic equipment
should be returned to Information Services.
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My Contribution
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You should have a conversation with your line
manager about your objectives before leaving the University. If you leave
during the objective setting period, you wouldn’t complete this activity.
However, if objectives are in the system, a conversation and quick system
update would be required.
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If you have line management
responsibility and a team reporting into you, you need to make sure your My
Contribution activities are up to date. This means that in the objective setting
period you have discussed, reviewed and agreed your employees’ objectives in
the system. If you leave in the Mid-Year period you would have completed the
Mid-Year conversation with your employees and added your ‘Mid-Year’ Comments
in the system. If you leave during the End of Year period, you would need to
make sure you have had the End of Year conversations and added your end of
year feedback and ratings in the system.
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Payslips and
future address
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When you are
leaving the University, we recommend that you take the following action
before your employment ends:
1. Amend the email address to which your e-Payslips are sent
to a personal email account to ensure you receive your final e-Payslip, particularly
important if you leave before pay day
2.
Download any previous payslips that you may require from HR Connect.
If you are
changing address you should update this on HR Connect before leaving. Your
P45 will be sent at the end of the month so it is important that this is sent
to the correct address as duplicate copies cannot be produced.
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Retirement
Process Scottish Teachers Superannuation Scheme
You should apply around 4 months
before the date of your retirement or when your benefits are due. The SPPA website should
be consulted for information regarding your retirement options.
For Normal Age Retirement, Phased Retirement or Acutarial Reduced Pensions the Teach: RET form should be downloaded and completed.
Part 1 should be completed by the employee and forwarded to payroll@napier.ac.uk who will complete
Part 2 and forward both parts of the form on to SPAA. STSS will then contact
the employee with details on what benefits you are due, taxation and how the
pension will be paid.
Lothian Pension Fund
You should apply around 6 weeks before the date of your retirement or when your benefits are due. The LPF website should be consulted for information regarding your retirement options. Once you have decided to retire you should let your manager know and email HumanResources@napier.ac.uk to confirm. Payroll will notify LPF who will then be in touch with the employee regarding benefits due.
Phased
Retirement & Winding Down
Phased retirement allows you to reduce your working hours whilst receiving a
proportion of your pension benefits. Winding down is a phased retirement
option that enables you to continue in employment on a part-time basis whilst
protecting your final retirement pension entitlement. Both should
be agreed with the Dean of School before applying. For full eligibility
criteria, please see the SPPA website.
Return of Property
All property belonging to the University, including IT equipment, keys, staff ID card etc must be returned on or
before (if you intend to use annual leave as part of your notice period) your last day of employment. Information Services will contact you with information on how you can return your IT equipment.
Preparing for Retirement
The University offers preparation for retirement learning events, for further information please contact Learning and Development, on 0131 455 5036 or learninganddevelopment@napier.ac.uk
Academic Workload Allocation
Academic staff should ensure
that their Academic Workload Allocation is updated when they leave the
University to ensure accurate TRAC reporting.
Recurring Payments
The University provides a
number of benefits which are paid for by recurring payments or salary sacrifice
schemes, such as season ticket loans and childcare vouchers. Information
regarding how these are dealt with can be found on the Payroll
Site. Any outstanding balances to
will normally be deducted from your final salary payment.