Employee Leave Information
This page is to assist staff who are leaving the University or considering leaving the University. We understand that this can be a time of mixed emotions, and our goal is to support you through the transition as smoothly as possible. Below, you'll find important guidance on the key actions to take and essential contractual information to be aware of as you plan your next steps. This information is here to help you manage your departure confidently and ensure all necessary items are in order for a seamless transition.
How to hand in your notice
Prior to handing in your notice you should check the notice you are required to provide the University with. This is set out in your contract of employment.
Staff Group |
Employee Notice |
Grades 1-3 |
4 weeks’ notice |
Gades 4- 5 |
8 weeks’ notice. |
Staff in grade 6-9 (including IBERS technicians) |
3 months’ notice |
Staff in grade 6,7 Research roles |
3 months’ notice |
Teaching and Scholarship staff in grades 6-9 |
|
Staff in Grade 8-9 Research posts and all other academic roles. |
The entitlement to give notice of termination of employment is a minimum of three months' written notice ending on 31 January, 30 June or 31 August. |
Next Steps:
- Submit your resignation in writing to your line manager.
- Confirm your final day of employment with your line manager.
- Work with your line manager to discuss and finalise the following:
- Your agreed last working day,
- Handover plans for your work including electronic files and materials,
- Scheduling any remaining annual leave.
Your manager will inform HR and complete the HRN Form. HR will update your records on ABW and inform the payroll and pensions team of your resignation, so you do not need to do anything in relation to this.
Annual Leave
If you want to know what your leave entitlement based on leaving on a specific date is but have not given notice period, you should use the Annual leave Calculator which can be found here.
Once HR have processed your resignation your annual leave entitlement will be re-calculated based on your leaving date, and this will be updated on for you to view on ABW.
You should discuss and agree when you will use any outstanding annual leave with your manager, and then book your annual leave on ABW. Please note, if you have overtaken your leave, the amount will be deducted from your final payment.
If you have general queries around your annual leave entitlement, please contact hr@aber.ac.uk
University network account
Your university staff network account will be deactivated on the date you leave the University.
In exceptional circumstances an extension can be granted. If this is required, please speak to your line manager.
Access to the Aberystwyth Staff Portal ( ABW) for Payslips and P60s
Your University staff network account will be deactivated on the date you leave the University. This means after this date you will no longer be able to use ABW.
You should download your payslips and P60 tax forms from the ABW prior to your leaving date.
Update your personal email and postal address on AberPeople (ABW) to receive your P45 (How do I do that? ).
University IT Equipment and Staff Card
Your University network account will be deactivated on the date you leave the University. This means after this date you will no longer be able to log into your Aberystwyth University network account or access any of its systems', including emails.
You will need to arrange to return any IT equipment or Aberystwyth property. You will receive an email form IT explaining how to do this.
If you have any other property such as keys, a chair etc you should discuss this with your line manager.
Visa Holders
When HR process your resignation, they will notify UKVI that you are leaving the University. If your last day of employment precedes the expiry of your Skilled Worker Visa, HR will notify UKVI that you are no longer being sponsored.
Reference Requests
Please arrange for any reference requests to be sent to the HR Administration Team. Please note we can only provide factual references.
Pensions
If you have any questions about your pension scheme membership, please contact:
- USS- If you are making contributions to the Universities Superannuation Scheme (USS), information on your pension options will be sent to your home address within 13 weeks of your leaving date. Please ensure you visit the USS site to update your information including beneficiaries.
- AUPP- if you are making contributions to Aberystwyth University Pension Plan (AUPP), information on your pension options will be sent to your home address within 30 days of your leaving date.
Please ensure your personal email and postal address is up to date on AberPeople (ABW) to receive your (How do I do that?). and with your pension provider.
P45
Update your personal email and postal address on AberPeople (ABW) to receive your P45 (How do I do that?).
Use any outstanding credit on your Aber Card
- You can check for any outstanding credit via https://abercard.aber.ac.uk
- It is not possible to refund any outstanding balance
HESA ID
If you are moving to within HE and require your HESA number, you can view this via self-service. Homescreen menu - Unit4 ERP
Update your contact details for any external sites or services you have signed up to using your AU email address
If you have used your AU email address to sign up to any external sites or services e.g online banking, online shopping or to register computer games, you will need to change the contact email to an alternative email address. To do this contact the site or service direct.
Forward any personal email to your home email address
Once your IT account locks, you will no longer be able to access your existing email.
If there are emails that are personal to you and not related to your work at Aberystwyth University then you can forward these individually to an alternative address
You must ensure that you do not forward emails that contain personal or sensitive information about others or any emails relating to Aberystwyth University business
It is not possible to forward any emails sent to your email address after your account locks
Digital files and emails
You should arrange with your line manager
- To hand over any files or emails they may need to access to after you leave
- Who is to take responsibility for any shared accounts you own?
- Who is to take responsibility for any disk shares you manage?
- Who is to take responsibility for any email lists you own
- Who is to take responsibility for any SharePoint sites you manage
- Who is to take responsibility for any permissions you manage
- To return any AU issued laptop, mobile device or other equipment
- To update the contact details for any database you have subscribed to on your departments behalf with your AU IT account
- Once your account locks you will lose all access so you should carry out the following before that date:
For information on any of the items above, please visit What should I do if I am leaving (staff)?
Return all your library loans
You must return all library loans issued to you. You will be invoiced for any items not returned. For further information please see What should I do if I am leaving (staff)?