Human Resources

Leave, absence & working arrangements

Leaving the University

Are you leaving the University?

Please use this section to gather all information that may be useful if you are leaving the University.

Notice Periods

For information regarding Notice Periods in relation to your Job Family, please visit Conditions of service

Exit Survey

For those members of staff who are leaving, the University would appreciate it if they would fill out an Exit Survey.

Although not compulsory, the information provided could prove extremely useful to the University and its organisational functions. For those who would like more information regarding the Exit Survey please contact HR. 

Returning University Property

Those leaving the University who are in possession of any University property must ensure that it is returned before leaving the University. To maintain social distancing and minimise the spread of Covid-19 coronavirus, please put your University property in a bag or box so that it can be handed over with minimal contact between you and the colleague who collects it. It would be helpful if you could clean items first. This may include IT kit, University mobile phone, staff identification card, any other security cards, keys, corporate clothing, uniform. Second, please contact your manager to arrange collection. You can meet on campus if you are both comfortable to do so or you can arrange to leave items in a safe place for the manager (or their nominee) to collect at a later date. You must observe the social distancing measures and complete the social distancing briefing on Learn prior to going onto campus. If this is difficult for you for any reason, please discuss an alternative arrangement with your manager. Your manager can contact HR if they need further advice about collection and also how to deal with items afterwards. There is evidence the Covid-19 coronavirus can live for a while on some surfaces so as a precaution, the items should remain wrapped for 24 hours. 

Payroll and Pensions

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 Office with an up to date email address before you leave so that your final payslip can be emailed to you. This can be done by accessing the my.HR page and is found under E-form Preferences (above the log out button).

Please note that it is your responsibility to obtain any historical payslips 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 visit Pensions


The University would appreciate it if you could complete the Exit Questionnaire (above) and forward to the Workforce Information Team (

This form collects data for employees “Activity on Leaving”, and “Location on Leaving” which is required by HESA (Higher Education Statistical Agency). This data forms part of the University’s HESA Staff Return to aid the statistical analysis against other Higher Education Institutions. Staff cooperation on this matter is greatly appreciated.

Further Information about why this data is needed can be found by going to the HESA website (

University IT

On your last working day at the University, your access to my.HR will cease, and your University email (including the username and password) will be available for 30 days after your last working day.

Please ensure that you account for losing my.HR access and download any historical payslips and forward any important emails as you feel necessary before your last working day.

For further information regarding access to IT after your leaving date, please see the IT Services Webpage.

Annual Leave

If you have not taken your full annual leave entitlement (from 1 May up until your last working day) you will be required to fill out a Holiday Pay Form that will need to be approved and signed by your department and sent to Payroll.

Your outstanding annual leave entitlement will then be paid in your final payment. 

University Library

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 contact

If you are no longer in Loughborough, you can post your books back to the library for FREE using a tracked postal returns service, all the details can be found here Free Postal Returns 

Should you require futher information that cannot be found on this page then please contact HR who will be able to help with any enquiries regarding leaving the University.

Loughborough University would like to take this opportunity to thank you for your service during your employment at the organisation and would like to wish you every success in your future endeavours.