{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Employee Notice Periods and Resignation Policy

1. Purpose

This policy sets out the process for employees at {{org_field_name}} who wish to resign from their position or are required to serve a notice period before leaving employment. The policy ensures that resignations are handled professionally, fairly, and in line with employment laws, minimising disruption to care home operations and ensuring continuity of care for residents.

This policy aims to:

• Ensure that all resignations are handled professionally and documented correctly.
• Set out clear notice periods based on employee roles and contracts.
• Outline the responsibilities of employees and management during the notice period.
• Provide a structured approach to exit interviews and handovers.
• Comply with CIW regulations and UK employment law.

2. Scope

This policy applies to:

• All employees, including full-time, part-time, agency, and contract staff.
• Line managers and senior management, responsible for processing resignations.
• HR personnel, overseeing legal compliance and employee records.
• CIW inspectors, who review staffing records and continuity planning.

3. Related Policies

This policy aligns with:

• Staff Supervision, Training, and Development Policy (CHW27).
• Recruitment, Selection, and Retention Policy (CHW26).
• Confidentiality and Data Protection (GDPR) Policy (CHW34).
• Emergency and Business Continuity Plan (CHW19).

4. Employee Resignation Process

Employees wishing to resign from their role must:

1. Submit a written resignation letter to their line manager or HR.
2. State their intended last working day, in line with contractual notice periods.
3. Complete any outstanding work, ensuring a smooth transition.
4. Attend an exit interview, if requested, to provide feedback.

Resignations must be acknowledged in writing by management within two working days.

4.1. Acceptable Methods of Resignation

• Hand-delivered letter to a line manager.
• Email notification, provided it comes from the employee’s official work or personal email.
• Verbal resignations must be followed by written confirmation.

If an employee fails to provide written notice, management will confirm their resignation in writing.

5. Notice Periods for Employees

Notice periods vary depending on the employee’s role and contract type.

5.1. Statutory Minimum Notice Periods (Employment Rights Act 1996)

The following legal minimum notice periods apply:

• Employees with less than 1 month of service: No notice required.
• Employees with 1 month – 2 years of service: 1 week’s notice.
• Employees with 2+ years of service: 1 week per year of service, up to a maximum of 12 weeks.

5.2. Contractual Notice Periods at {{org_field_name}}

At {{org_field_name}}, notice periods are defined as:

• Care Assistants & Support Staff: 4 weeks’ notice.
• Senior Care Assistants & Team Leaders: 6 weeks’ notice.
• Registered Nurses: 8 weeks’ notice.
• Management & Senior Leadership: 12 weeks’ notice.

If an employee contract states a longer notice period, the contractual terms apply.

6. Working During the Notice Period

6.1. Responsibilities of the Employee

During their notice period, employees must:

• Continue to fulfil their duties professionally.
• Provide a handover of key tasks and resident information.
• Return all company property (keys, uniforms, ID badges, mobile devices).
• Maintain confidentiality of sensitive information.

6.2. Management Responsibilities

Managers must:

• Ensure the handover process is completed before the employee’s last day.
• Arrange a replacement strategy (internal promotion, external recruitment).
• Conduct an exit interview, where possible, to gather employee feedback.
• Notify payroll to process final salary and benefits.

7. Payment and Leave During Notice Period

7.1. Holiday Entitlement During Notice

Employees may:

• Use remaining annual leave during their notice period, with management approval.
• Request payment in lieu of unused leave, if applicable.
• Be required to work their full notice if staffing shortages exist.

7.2. Payment in Lieu of Notice (PILON)

In exceptional circumstances, management may offer Payment in Lieu of Notice (PILON), allowing the employee to leave immediately. This is at the employer’s discretion and typically applies when:

• The role must be filled urgently.
• The employee poses a risk to residents or the organisation.
• The employee has already secured another job and an early exit is mutually beneficial.

PILON is paid at the employee’s standard rate, covering the notice period.

8. Resignation Without Notice (Employee Absconding)

If an employee fails to provide notice and stops attending work:

1. Management will attempt to contact them to confirm their intention.
2. If no response is received within 48 hours, a formal resignation letter will be issued.
3. Final salary payments may be affected, and unused holiday may not be paid.
4. The employee’s actions will be noted on their employment record.

If the employee is in a senior or critical role, management will escalate recruitment efforts immediately to ensure continuity of care.

9. Exit Interviews and Feedback

All resigning employees are encouraged to attend an exit interview, conducted by HR or a senior manager. The purpose is to:

• Understand reasons for resignation (work environment, career growth, pay, etc.).
• Identify areas for improvement within the organisation.
• Provide a final opportunity for the employee to share concerns.

Feedback from exit interviews is used to:

• Improve staff retention and workplace culture.
• Address common concerns in the workforce.

10. Garden Leave

In certain circumstances, employees may be placed on Garden Leave during their notice period. This means:

• The employee remains on payroll but does not attend work.
• Garden Leave may be used if:
  • The employee is joining a competitor.
  • There are concerns about confidentiality or business interests.
  • The role no longer requires their presence.

During Garden Leave, employees must remain available for work if required.

11. Compliance and Monitoring

To ensure compliance with CIW regulations and employment law:

• HR will monitor all resignation records and exit interview feedback.
• Payroll will ensure notice periods and final payments are processed correctly.
• CIW inspectors may review resignation records to assess staff turnover and continuity of care.

12. Policy Review

This policy will be reviewed annually or sooner if:

• CIW regulations change.
• Employment laws are updated.
• Employee feedback suggests improvements.

---

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.