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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Temporary Staff Exit and De-Registration Policy

1. Purpose

The purpose of this Temporary Staff Exit and De-Registration Policy is to ensure that all temporary workers employed by {{org_field_name}}, including registered nurses, healthcare assistants, and support workers, undergo a clear, fair, and structured process when exiting or being de-registered from the agency’s workforce. This policy safeguards clients, service users, and the integrity of {{org_field_name}} by ensuring that all staff exits, whether voluntary or involuntary, are managed professionally, consistently, and in accordance with legal, regulatory, and contractual requirements. The policy aims to ensure that exiting staff leave in an organised and respectful manner while addressing safeguarding, regulatory, and business continuity considerations. This policy also sets out the process for de-registration when a worker no longer meets the required professional, legal, or ethical standards to continue working for {{org_field_name}}. The policy complies with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Care Act 2014, the Employment Rights Act 1996, the Equality Act 2010, the Data Protection Act 2018, the CQC Fundamental Standards, and the requirements of the Nursing and Midwifery Council (NMC) for registered nurses.

2. Scope

This policy applies to:

• All temporary workers employed by {{org_field_name}} on zero-hours or casual contracts
• All registered nurses, healthcare assistants, and support workers placed into client settings by {{org_field_name}}
• All office and administrative staff involved in managing staffing, compliance, and worker records
• All voluntary or involuntary exits, including resignations, retirements, removal due to misconduct, safeguarding, or fitness to practise concerns, and contract terminations

This policy covers both standard and exceptional circumstances relating to staff exit or de-registration.

3. Related Policies

• Disciplinary Policy
• Grievance Policy
• Safeguarding Adults and Children Policy
• Recruitment and Selection Policy
• Fitness to Work and Occupational Health Policy
• Supervision and Appraisal Policy
• Complaints Policy
• Code of Conduct for Temporary Workers
• Whistleblowing Policy

4. Principles

{{org_field_name}} is committed to:

• Managing staff exits and de-registrations fairly, consistently, and transparently
• Ensuring that safeguarding and public protection are prioritised throughout the process
• Complying with all regulatory and legal reporting obligations, including notifying the DBS, NMC, or CQC where required
• Supporting temporary workers in making a smooth and professional exit from the organisation
• Protecting client organisations and service users from risks associated with unmanaged or unrecorded exits

5. Types of Exit Covered by This Policy

• Voluntary Resignation – when a worker chooses to leave the agency
• Retirement – when a worker reaches retirement age and chooses to end their employment
• Non-Availability for Assignments – when a worker no longer seeks assignments but does not formally resign
• De-Registration due to Misconduct – following disciplinary or safeguarding procedures
• De-Registration due to Non-Compliance – where training, documentation, or fitness to practise standards are not maintained
• Ill Health or Fitness to Practise – where a worker is unable to continue safely due to health-related concerns
• Mutual Agreement – where both {{org_field_name}} and the worker agree to cease working arrangements

6. Voluntary Resignation Process

Temporary workers who wish to resign must:

• Submit written notice (email or letter) to {{org_field_name}} as soon as possible
• Provide a minimum of one week’s notice where possible, to enable continuity planning
• Inform the agency of the reason for leaving, if willing to do so

Upon receiving notice:

• The director will acknowledge the resignation in writing
• The director will confirm any outstanding obligations such as returning agency property (e.g., ID badges, uniforms)
• The worker will be invited to a voluntary exit interview or questionnaire to gather feedback
• The worker will be removed from the active staff list upon completion of the exit process

7. Exit Due to Non-Availability for Assignments

If a worker has not accepted an assignment for a continuous period of six months:

• The director will contact the worker to determine their intentions
• If the worker confirms they no longer wish to remain on the agency’s books, they will be formally removed
• If the worker does not respond within 28 days, they will be de-registered, and their file will be closed
• Records will be retained in line with data protection requirements

8. Exit Due to Misconduct or Safeguarding Concerns

Where a worker is subject to disciplinary or safeguarding processes:

• The matter will be investigated following the Disciplinary Policy and Safeguarding Adults and Children Policy
• If the outcome results in dismissal or removal, the director will:
  • Notify the DBS where required
  • Notify the NMC (for registered nurses) if applicable
  • Inform relevant local authority safeguarding boards where appropriate
  • Notify the CQC if required by Regulation 18 (2) of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014

The worker will be formally notified of the outcome and the reasons for de-registration.

9. Exit Due to Non-Compliance with Requirements

Where a temporary worker fails to:

• Maintain up-to-date mandatory training
• Provide requested documentation (e.g., DBS renewal, updated references)
• Comply with professional registration requirements (e.g., NMC revalidation)

The director will:

• Notify the worker of the outstanding compliance issue
• Offer a reasonable opportunity (normally up to 28 days) to rectify the issue
• De-register the worker if compliance is not achieved within the given timescale

10. Exit Due to Fitness to Practise or Ill Health

If a temporary worker:

• Develops a health condition that may impair their ability to deliver safe care
• Is referred to occupational health and is deemed unfit for work on a permanent basis
• Is subject to professional fitness to practise concerns (e.g., NMC proceedings)

The director will:

• Seek occupational health advice (where applicable)
• Review safeguarding risks and legal obligations
• Arrange an exit meeting with the worker
• De-register the worker where they are no longer fit to fulfil their role safely

11. Exit Interviews

All temporary workers leaving {{org_field_name}} will be invited to:

• Participate in an exit interview (face-to-face, telephone, or virtual)
• Provide feedback on their experience with {{org_field_name}}
• Highlight areas of concern or suggestions for service improvement

The director will:

• Record feedback securely
• Analyse exit interview data annually to identify trends or areas for improvement
• Act on feedback where appropriate

12. Finalisation of Exit Process

Upon exit:

• All agency property (e.g., uniforms, ID badges, equipment) must be returned
• The worker will be removed from the live staffing list and compliance tracker
• The worker’s records will be archived securely in line with the Data Protection Act 2018 and GDPR
• Outstanding wages and expenses will be processed in line with payroll deadlines
• A Certificate of Service may be issued upon request confirming dates of engagement and role(s) held

13. Notifications to External Bodies

Where applicable, the director will:

• Notify the DBS of safeguarding-related exits
• Notify the NMC of concerns involving registered nurses
• Notify the CQC of incidents affecting the quality and safety of regulated activities
• Notify client organisations if a temporary worker is removed from the agency’s staffing list due to misconduct or safeguarding issues

14. Record Keeping

The director will:

• Retain exit records securely for the required period as outlined by legislation and contractual agreements
• Ensure safeguarding-related records are retained for the minimum statutory period, even where workers have exited the agency
• Ensure all records are available for inspection by CQC, safeguarding boards, or other regulatory bodies if required

15. Continuous Improvement

The director will:

• Review this policy annually or sooner if required by changes in legislation, regulatory guidance, or incident learning
• Analyse data from exit interviews, complaints, and incident reports
• Implement changes to improve recruitment, supervision, and retention practices where applicable
• Ensure that temporary workers understand this policy as part of induction and supervision

16. Director’s Responsibilities

In the absence of a registered manager, the director will:

• Oversee all exit and de-registration procedures
• Make final decisions regarding de-registration
• Ensure compliance with legal, regulatory, and safeguarding duties
• Liaise with client organisations, safeguarding boards, DBS, NMC, and CQC where required
• Provide support to temporary workers throughout the exit process, especially where leaving under difficult circumstances (e.g., health concerns)

17. Equality and Non-Discrimination

{{org_field_name}} will:

• Ensure that all exit and de-registration procedures are fair, consistent, and free from discrimination
• Apply the Equality Act 2010 during all stages of the exit process
• Make reasonable adjustments where temporary workers have disabilities or health conditions

18. Policy Review

This policy will be reviewed annually by the director of {{org_field_name}} or sooner if required by changes in legislation, best practice guidance, or organisational learning.

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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.