Leaving the University for staff members
There may be a time when you wish to leave the University. It is important you follow the leaver’s process to ensure we accurately record this and gain valuable feedback from you.
Giving notice
It is important that the correct notice period is given when you wish to leave your position. The notice period can be found in your contract. It is important you check before submitting your notice as it can be affected by such things as length of service and grade.
See the general terms and conditions for both Academic and Professional Services contracts.
Notice must be given in writing to your Line Manager; this can either be by letter or email. It is important that the date notice is given is recorded as well as the last working day and reason for leaving.
Annual leave
If you wish to find out how much annual leave you have left you can work this out using the annual leave calculator.
When calculating the leave remaining please ensure that any holiday that has already been taken is deducted from the amount to ensure an accurate figure. You may be required to take remaining annual leave. Any annual leave that is left to take and untaken before the leave date will be paid as part of any final payment received. If you owe any holiday as you have overtaken your entitlement, this will be deducted from any final payment made.
Resignation acknowledgement
You will receive an acknowledgement letter from People and Culture confirming your leave date. This letter will also confirm your annual leave entitlement. We will send this letter via email to your University of Essex email address. Please ensure that you read this letter and if you have any questions contact your Line Manager in the first instance.
Feedback form
Attached to your acknowledgement letter will be a form asking for your feedback about your experience working with the University. Please take time to complete this and send it back to us at staffing@essex.ac.uk or alternatively to the People and Culture office at 4SA.6.1. You can either place this in the post box outside the office or give it to one of our team.
On the last day
Please ensure that any University property is returned, this includes any staff cards as well as keys.
Please ensure that any University property is returned, this includes any staff cards as well as keys. Please also complete the Digital Information & Technology Services IT Equipment Leavers form whether you are, or are not, returning any IT equipment. This can be submitted by the member of staff leaving, or their Line Manager.
P45/ final pay
Your P45 and final payslip will be emailed to you via HR Organiser and using your e-form preferences. Please ensure that you log into HR Organiser and update your e-form, preferences to a personal email address, this will ensure your P45 and final payslip are sent directly to your personal email account with no delay. To do this go to the e-form preferences page accessed via the face icon in the top right of the screen. Select e-form preferences from the drop down. It is important that you keep your P45 as your new employer (if applicable) will require the P45.. Your final pay will be made on the normal University pay day that incorporates your leave date. Payment will be made directly into your bank account as per the normal arrangements.
Payslips and P60s
After the last working day, system access will cease, and employees will not be able to log in to your HR Organiser page. Therefore, we would strongly advise any employees leaving the University should download any previous payslips and P60s prior to your leave date to ensure this information is not inaccessible.
Your IT and email account
When your account will close
Members of staff who are leaving the University on or after Thursday 2 September 2021 will have their IT and email accounts closed the day after they leave the University, this means that you will be unable to access the University email or any University services that require your University username, email address and password. Therefore, it is vital that you take action now.
What you will lose access to
When your account closes, you will no longer be able to access University services that require your University username, email address and password. This includes but is not limited to:
- Your University email account
- Eduroam wifi
- Office 365 software
- Box, OneDrive, shared network drives
- HR Organiser and other corporate systems
- University computers and printers
Things to consider before your account closes
- If you are the sole owner of any delegated groups, add a new owner before you leave.
- Forward any important emails to your colleagues, or save them in a shared folder in Box.
- If you have files stored in your MyBox or OneDrive that your colleagues may need to access, please move them to a suitable shared folder in Box, outside of your MyBox folder.
- If you use your University email address for personal use, for example social media accounts, subscriptions, shopping etc, make sure you update these accounts to use your personal email address.
- Any emails or files that are personal can be taken with you, either by emailing attachments to your personal email, or by saving them to an external device or personal cloud storage.
- If you use your free University subscription to Microsoft Office 365 software, this will end. When this happens, you can continue using your expired version to open and read documents but you won’t be able to edit them. If you want to continue using Office 365, you'll need to purchase a personal subscription from Microsoft.
- Automatic replies (out-of-office messages) or email forwarding cannot be set up on closed accounts, and any existing automatic replies or email forwarding will stop working when your account is closed.
- Prior to your final day of employment, please ensure that you log into HR Organiser and download your payslips history and your P60s to ensure you have your employment record with the University available to you after your leave date.
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Your P45 and final payslip will be emailed to you via HR Organiser and using your e-form preferences. Please ensure that you log into HR Organiser and update your e-form, preferences to a personal email address, this will ensure your P45 and final payslip are sent directly to your personal email account with no delay.
Should you have any queries relating to your IT account closure please contact the IT Helpdesk, this can be done in the following ways:
- Live chat
- Call IT Helpdesk on 01206 872345
- Email it.helpdesk@essex.ac.uk
References for future employment
Should your new employer require a reference from us please ask them to send their request to our general queries email staffing@essex.ac.uk.
