Academic Services Leavers Checklist

Member of Staff Leaving ………………………………………………………………

Line Manager ……………………………………………………………………………

Division …………………………………………………………………………………..

Action / Member of Staff Responsible / Date Completed
Giving Notice
A letter addressed to your line manager, informing them of your resignation / Member of staff leaving
A copy of the letter should be sent to the Assistant Director of your division / Line manager
Informing Personnel
Forward a copy of the resignation letter to Personnel, with a note of any holiday not taken including banked leave, if appropriate / Line manager
Agree end date with member of staff and Personnel, check holiday allowance. Please note the new Trent leave system will show holiday available for the whole year. / Line manager
Action for replacement of member of staff
Agree the process of replacement with your Assistant Director.
University recruitment and selection website / Line manager / Section head
Prepare an SR1 if required, see SR1 flowchart for Academic Services in Leadership Folder / Line manager / Section head / AD
Review the job description if required, check grading with Personnel. University guidelines are on the recruitement and selection website. Academic Services information and template available from the Leadership Folder. / Line manager / Section head / AD
Look into the recruitment process including method of advertisement and costs etc. Recruitment checklist for Academic Services is available in the Leadership Folder.
Advice on process / Line manager / Section head / AD
Check finance with Business Manager
Preparation with member of staff before leaving date
Handover
Arrange handover of any relevant work material, including folders/files from ‘my documents’ to a suitable location (shared drive), if required by other staff / Line manager
Inform or email appropriate people in University advising them of staff leaving and information on new staff if available / Line manager
Exit questionnaire from Personnel
Ensure staff have the link to the exit questionnaire to be filled in for Personnel. The questionnaire is confidentialand should be returned to Personnel only, not Academic Services.
University email account
If leaving the University, complete the University emailonline form for leavers / Member of staff leaving / line manager
University card
It may be possible to change your statusto ‘associate member’ upon retirement. Please contact the card office to verify your status.
Contact lists / mailing lists
To ensure details are removed contact the PA of your division and
providing details of name, job title and date of leaving, this will ensure details are removed from any mailing lists and phone lists. / Line manager
Group mailing lists
If you have any special group mailing lists, other than AS services or division lists, ensure details are removed / Line manager
Access to systems / areas
Ensure any access rights to systems are removed, such as Aptos or privilege web pages / Line manager
Remove access to secure areas / Line manager
Library Items
Please ensure all items borrowed from the Library are returned / Member of staff
Car Parking Permits
Car pakring permits should be returned to Car Parking Office, Streatham Farm, Prince of Wales Road, Exeter, EX4 4PX. Car parking information.
Personnel files
Ensure personnel files are up to date and are archived / Line manager
Last day
Voicemail
Set up voicemail with appropriate message including forwarding contact details / Member of staff
Email
Set up temporary email forwarding message if appropriate / Member of staff
Items to be collected on last day / Line manager
Keys
University card
University mobile phone
University car parking permit
Any University issue clothing
Any University equipment held at home or work (eg laptop)
Name badge
Any documentation that may have been kept at home

Academic Services exit checklist revised Dec ‘09