Academic Services Leavers Checklist
Member of Staff Leaving ………………………………………………………………
Line Manager ……………………………………………………………………………
Division …………………………………………………………………………………..
Action
Member of Staff
Responsible
Giving Notice
A letter addressed to your line manager, informing them of
your resignation
A copy of the letter should be sent to the Assistant Director of
your division
Informing Personnel
Forward a copy of the resignation letter to Personnel, with a
note of any holiday not taken including banked leave, if
appropriate
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.
Action for replacement of member of staff
Agree the process of replacement with your Assistant
Director.
University recruitment and selection website
Prepare an SR1 if required, see SR1 flowchart for Academic
Services in Leadership Folder
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.
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 from C.M.Adams@exeter.ac.uk
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
Inform or email appropriate people in University advising them
of staff leaving and information on new staff if available
Exit questionnaire from Personnel
Ensure staff have the link to the exit questionnaire to be filled
in for Personnel. The questionnaire is confidential and
Academic Services exit checklist revised Dec ‘09
Member of staff
leaving
Line manager
Line manager
Line manager
Line manager /
Section head
Line manager /
Section head / AD
Line manager /
Section head / AD
Line manager /
Section head / AD
Check finance
with Business
Manager
Line manager
Line manager
Date
Completed
should be returned to Personnel only, not Academic Services.
University email account
If leaving the University, complete the University email online
form for leavers
University card
It may be possible to change your status to ‘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 C.M.Adams@exeter.ac.uk
providing details of name, job title and date of leaving, this will
ensure details are removed from any mailing lists and phone
lists.
Group mailing lists
If you have any special group mailing lists, other than AS
services or division lists, ensure details are removed
Access to systems / areas
Ensure any access rights to systems are removed, such as
Aptos or privilege web pages
Remove access to secure areas
Library Items
Please ensure all items borrowed from the Library are
returned
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
Last day
Voicemail
Set up voicemail with appropriate message including
forwarding contact details
Email
Set up temporary email forwarding message if appropriate
Items to be collected on last day
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
Member of staff
leaving / line
manager
Line manager
Line manager
Line manager
Line manager
Member of staff
Line manager
Member of staff
Member of staff
Line manager