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Registration Number: {{org_field_registration_no}}

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Employee Notice Periods and Resignation Policy

1. Purpose

The purpose of this policy is to establish clear guidelines for employees regarding the process of resignation and the required notice periods within {{org_field_name}}. This policy ensures that resignations are managed professionally, with minimal disruption to service delivery, while maintaining high standards of care in compliance with Care Quality Commission (CQC) regulations, the Employment Rights Act 1996, and ACAS guidance.

This policy applies to all employees, including full-time, part-time, temporary, and agency staff working in {{org_field_name}}. It outlines the responsibilities of employees when resigning, the organisation’s obligations during the notice period, and how transitions are managed efficiently to maintain service continuity and support the people we care for.

2. Scope

This policy applies to all employees at {{org_field_name}}, covering:

• The resignation process
• Required notice periods based on roles and contractual terms
• Managing notice periods efficiently
• Handovers and knowledge transfer
• Payment and final settlements
• Exit interviews and feedback collection
• Organisational responsibilities for replacing employees

This policy ensures compliance with CQC Regulation 18 (Staffing), which requires providers to ensure adequate staffing levels to maintain safe and high-quality care, and CQC Regulation 19 (Fit and Proper Persons Employed), ensuring staff transitions do not compromise the quality of service.

3. Related Policies

This policy should be read alongside the following:

• SL18 – Risk Management and Assessment Policy – To manage potential risks associated with staff departures.
• SL27 – Staff Supervision, Training, and Development Policy – Ensuring a smooth transition and knowledge transfer process.
• SL28 – Staff Conduct and Code of Ethics Policy – Setting expectations for professionalism during the notice period.
• SL30 – Health and Safety Policy – Ensuring compliance with safety measures until the last working day.
• SL45 – Complaints and Whistleblowing Policy – Providing employees with channels for raising concerns before they leave.

4. Employee Resignation Process

4.1 Submitting a Resignation

Employees who intend to resign must:

1. Provide written notice of resignation to their line manager or HR department.
2. Clearly state their last working day, ensuring compliance with their contract’s notice period.
3. Submit the resignation via email or an official resignation letter, ensuring there is a record of the resignation.
4. Continue to adhere to company policies and professional standards throughout the notice period.

4.2 Acknowledgment of Resignation

Once a resignation is submitted:

• The HR department will acknowledge the resignation in writing within two working days.
• A meeting may be scheduled with the employee’s manager to discuss the next steps, including knowledge transfer and exit interviews.
• The resignation letter and HR acknowledgment will be stored in the employee’s personnel file for compliance and auditing purposes.

5. Notice Period Requirements

5.1 Standard Notice Periods

The required notice periods at {{org_field_name}} are as follows:

Employee Category	Minimum Notice Period
Senior Management	12 weeks
Registered Manager	12 weeks
Deputy Managers	8 weeks
Nurses & Team Leaders	6 weeks
Care Support Workers	4 weeks
Administrative and Support Staff	4 weeks
Temporary/Agency Workers	1 week (if applicable)

• If an employee wishes to leave earlier than the required notice, approval must be sought from HR and management.
• If an employee fails to provide the required notice, legal or financial consequences may apply based on contractual obligations.
• In cases where immediate termination is required for disciplinary reasons, the notice period may be waived.

5.2 Extended Notice Agreements

• Employees in critical roles may be required to work longer notice periods based on operational needs.
• An agreement may be made for a phased handover period, especially for management-level employees.
• Employees who are moving to a competitor organisation may be placed on gardening leave during the notice period.

6. Managing Notice Periods Efficiently

6.1 Handover and Knowledge Transfer

During the notice period:

• Departing employees must ensure a full handover of responsibilities.
• Team leaders must assign handover partners to facilitate the transfer of knowledge.
• Employees leaving a specialist role must create detailed handover documentation covering ongoing tasks, key contacts, and outstanding issues.
• A final handover meeting must be scheduled before the employee’s last working day to review any pending work.

6.2 Professional Conduct During Notice Period

Employees must:

• Continue to perform their duties professionally.
• Refrain from disruptive behaviour or disclosing confidential information.
• Ensure that all work-related property (ID cards, uniforms, keys, IT equipment) is returned before the last working day.
• Work closely with their replacement, if applicable, to ensure a seamless transition.

7. Payment and Final Settlements

7.1 Final Salary and Benefits

Employees will receive:

• Their final salary on the next payroll cycle after their last working day.
• Payment for accrued but unused annual leave, where applicable.
• Any outstanding bonuses or commissions as per their contract.
• A final payslip and P45 for tax purposes.

If the employee has taken more annual leave than accrued, the excess amount may be deducted from their final salary.

7.2 Pension and Benefits Termination

• Employees must be informed about their pension options, including transfers or withdrawals.
• Health insurance and company-provided benefits will end on the last working day unless otherwise stated in the contract.
• If applicable, employees may be eligible for continuing health benefits at their own cost.

8. Exit Interviews and Feedback Collection

8.1 Purpose of Exit Interviews

Exit interviews provide:

• Insight into staff retention and workplace improvements.
• An opportunity for employees to provide honest feedback on their experiences.
• A final discussion about any outstanding HR or payroll matters.

8.2 Conducting the Exit Interview

• Exit interviews are conducted by HR or a senior manager.
• Employees are encouraged to share constructive feedback about their role, management, and work environment.
• Feedback is anonymised and used for continuous improvement.

9. Organisational Responsibilities for Replacing Employees

9.1 Recruitment Planning

• HR will initiate the recruitment process as soon as a resignation is received to avoid staffing gaps.
• Temporary cover may be arranged if there is a risk of understaffing affecting care quality.

9.2 Induction and Training of New Employees

• Departing employees may assist with training their replacements, where possible.
• A structured induction plan will be developed for new hires to integrate them quickly into their role.

10. Compliance and Audit

• Resignation records are audited quarterly to ensure policy adherence.
• Non-compliance with notice periods will be reviewed and addressed appropriately.
• CQC inspections may include a review of staffing records to ensure continuity of care.

11. Policy Review

This policy will be reviewed annually, or sooner if legislative changes occur. Employees will be informed of updates through internal communications.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.