Leaving the Department

Employment may be ended in a number of ways and on this page, you will find information and advice on the different procedures which need to be followed.

Thinking of leaving us?

Staff may terminate their appointment at any time subject to an agreed period of notice. The contractual notice period for your appointment can be found in your contract of employment.

If you are looking to resign from your position the first step will be to discuss this with your manager/PI and agree on a leaving date. Following this discussion, you should send a letter of resignation to your manager/PI, copying HR (@email) who will be in touch to guide you through the leavers' process.

Moving to another department in the University?

If you are leaving the department to take up another post in the University we treat this as a transfer. Your continuity of service is maintained providing there is no gap in employment. However, accrued untaken holiday must be used before the transfer unless agreement has been reached to transfer the leave to your new department. It is not possible to make a payment for unused leave as part of the transfer process.

Leaving the University

We are sorry you are leaving us.

The department will continue to forward postal mail to the forwarding address you have provided for a maximum period of 3 months. After this, any mail received will be returned to the sender. We advise that you contact any generic mail lists you belong to at companies/institutions where you may have registered Maths as your address, and ask them to update their records accordingly.

Data collection

For university data collection purposes, you will be asked to advise if you are moving to another post and, if so, where this is, and what type of post it is. This information is extremely important to the University for reporting purposes (including REF and Athena Swan).

To help you transition smoothly into your new role, here are some important actions to take before you leave us:

Your P45 will be sent to the address provided. Please remember to download copies of your payslips from HR Self Service at https://staff.admin.ox.ac.uk/working-at-oxford/you-and-work/hr-self-service before leaving. Your access to self-service will cease immediately after your employment has ended
If you are leaving the UK you can use the following link to HMRC for claiming any overpayment of tax: https://www.gov.uk/government/publications/income-tax-tax-claim-r38
HR will advise of the number of days of annual leave you have remaining. All annual leave should be used before leaving the department
If you have been employed by the department for more than two years you are entitled to statutory redundancy. The amount due will be advised by HR and payment will be made in your final salary
If you are a visa holder details of your leaving will be passed to the Staff Immigration Team who will inform the UKVI of your departure from the department
HR will inform IT that you will be leaving - however, if you require extended IT access you should contact a member of the IT team to discuss
Please return any departmentally-owned IT equipment to a member of the IT team and return any books you have on loan to the Library in a timely fashion
Fill out the staff leavers' form here, before you leave us.
If you are the holder of a University parking permit please return this to a member of the HR team, or leave it in the HR pigeonhole, on or before your last day
Please vacate your office and retrieve any personal possessions before you leave
Don't forget to return your University Card to a member of the HR team, or leave it in the HR pigeonhole, on or before your last day

Exit Questionnaire

Finally, we very much hope you have enjoyed your time at the department and would be very interested to hear from you if you have any feedback to offer on our processes, procedures, facilities, and services.

Our exit questionnaire is something we have recently introduced as part of our Athena Swan action plan to find out about our leavers' experiences during their time with us. This is, of course, completely voluntary but we would be very grateful if you were able to spend a couple of minutes doing this for the department. The form can be found at https://oxford.onlinesurveys.ac.uk/mi-exit-questionnaire.