Leaving the University checklist

If you are leaving the University, this page provides the key information you may need during the process. If you require any details that are not covered here, please contact HR Services, who will be happy to assist with any enquiries regarding leaving the University.

Loughborough University would like to thank you for your service and wishes you every success in your future endeavours.

Information about your notice period is available below. 

Notice period

If you are planning to resign or retire from the University, please follow our new leaver process (implemented April 2026). Employees should notify the University of their intention to leave by completing the Employee Notification of Resignation or Retirement form (Leaving your role at Loughborough University - Resignation or Retirement). This replaces the previous requirement to submit a written resignation directly to your line manager. If you would like to provide a written letter or email confirming your resignation or retirement, you may still do so - and this can be attached directly within the form.

Once you submit the form, both your line manager and HR will be notified so that the appropriate steps can be taken to begin the leaver process.

After your form has been processed, you will receive written confirmation of the end of your employment. This confirmation will include a link to the University’s Exit Survey.

If you have any questions about the new process, please contact HR Services, who will be happy to assist.

Employee Notification of Resignation or Retirement form

For those members of staff who are leaving, please could you complete the Exit Survey. Although not compulsory, the information provided is hugely valuable to the University and supports our ongoing development. The link to the survey is provided in your confirmation of the end of employment. If you would like any further information regarding the  Exit Survey, please contact the HR Services team, HR.Services@mailbox.lboro.ac.uk. 

Those leaving the University who are in possession of any University property must ensure that it is returned before leaving the University.  You should agree these arrangements with your line manager - the property you will need to return will include IT kit, University mobile phone, staff identification card, any other security cards, keys, corporate clothing, uniform. 

The University is required to collect information on the destinations and activities of individuals (both students and staff) after they leave a UK higher education provider. This information is important and is gathered as part of our leaver process. 

Within the leaver form you complete, you will be asked for details in relation to “Activity after Leaving” and “Location after Leaving” which are required by HESA (Higher Education Statistical Agency). This data forms part of the University’s HESA Staff Return and supports national statistical analysis across the Higher Education sector.

If you do not complete the employee led leaver form, please provide this information to your line manager so that they can capture it within the leaver notification form they complete.

Your cooperation in providing this information is greatly appreciated.

Further Information about why this data is required can be found on the HESA website.

HESA

You must provide Human Resources with an up-to-date postal address. Please ensure that your address is correctly recorded on your my.HR page before you leave the University.

As you will no longer have access to your payslips in my.HR after you leave the University, you must provide the Payroll team with an up-to-date email address before you leave so that your final payslip and P45 can be emailed to you. This can be done by accessing the my.HR page and is found under E-form Preferences.

Please note that it is your responsibility to obtain any historical payslips and P60’s you may require from my.HR before you leave the University.

If you are a member of the University Superannuation Scheme or Local Government Pension Scheme then please refer to their prospective websites for further information. 

Further pension information

For further information regarding access to IT after your leaving date, please refer to IT Services. 

Wherever possible, any outstanding annual leave should be taken prior to your leaving date, rather than requesting payment in lieu. Taking time away supports your wellbeing and a positive transition out of the organisation. 

If you have not taken your full annual leave entitlement (from 1 May up until your last working day) please discuss this with your line manager, and if this is not operationally possible, they can ensure any payment or deductions are notified to Payroll and will be applied to your final payment.  

Before leaving the University, please remember to return any materials borrowed from the University library. If you need a reminder about books on loan, please email the Library directly. 

If you are no longer in Loughborough, you can post your books back to the library if it’s easier for you. Returns should be addressed: Attn User Services Team, Pilkington Library, Loughborough University, Loughborough, LE11 3TU. 

If you have any research-related materials that you’d like stored or shared on the Research Repository, please contact RDM@lboro.ac.uk.  This could include data, recordings, images, code or published papers that have not been submitted via LUPIN. Evidence of impact can also be uploaded to LUPIN.
 
Review and arrange for University records held by the employee in both digital and paper format (e.g. files on SharePoint sites and emails) to either be deleted or transferred to the University Archives for long-term preservation. Please contact archives@lboro.ac.uk for advice.

Exit checklist
my.HR