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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Employee Notice Periods and Resignation Policy

1. Purpose

This policy outlines the procedures, expectations, and responsibilities regarding employee resignations and notice periods at {{org_field_name}}. It ensures continuity of care for the people we support, maintains professional standards in line with the Care Inspectorate Scotland regulations and SSSC Codes of Practice, and provides clear guidance on the resignation notification process, handover responsibilities, exit procedures, and contractual obligations. By managing this effectively, the policy aims to reduce service disruption and support effective workforce planning while ensuring compliance with employment legislation.

2. Scope

This policy applies to all employees of {{org_field_name}}, including care staff, administrative personnel, and management, covering those on fixed-term, temporary, and permanent contracts. It includes employees serving their probationary period but does not cover immediate dismissals due to gross misconduct, which are addressed under the Disciplinary Policy.

3. Related Policies

This policy should be read alongside the following:

• Recruitment & Selection Policy
• Disciplinary Policy
• Training and Development Policy
• Staff Supervision and Appraisal Policy

4. Notice Period Requirements

4.1 Standard Notice Periods

Employees are contractually required to provide a minimum notice period based on their role and length of service:

Care Workers (up to 2 years of service): 1 week
Care Workers (2+ years of service): 2 weeks
Senior Care Workers/Coordinators: 4 weeks
Managers: 8 weeks
Directors/Executives: 12 weeks

During probation, all employees must provide a minimum of 1 week’s notice. All resignations must be submitted in writing to the employee’s line manager.

4.2 Statutory Notice Periods (Employer to Employee)

In the case of termination initiated by the employer, statutory notice periods apply:

• One week for employees with between one month and two years of service
• One additional week per year of service, up to a maximum of 12 weeks for employees with 12 or more years of service

5. Process for Employee Resignation

5.1 Submitting a Resignation

An employee who wishes to resign must submit a written resignation letter or email stating their last working day, arrange a handover meeting with their line manager, and work their contractual notice period unless an alternative arrangement is agreed upon. Verbal resignations must be confirmed in writing within 24 hours.

5.2 Acknowledgment of Resignation

The line manager must acknowledge the resignation in writing within two working days, confirming the employee’s last working day, final salary details, return of company property requirements, and arrangements for an exit interview. HR must be informed immediately to process the resignation.

5.3 Waiving or Reducing the Notice Period

In some circumstances, {{org_field_name}} may agree to waive or shorten an employee’s notice period by mutual agreement, in cases where immediate termination is necessary due to restructuring, or if a new hire is already in place. Employees may be placed on garden leave (paid leave) or granted early release from duties.

6. Exit Process and Handover Responsibilities

6.1 Handover Period

To ensure minimal disruption, the resigning employee must complete all outstanding work, update necessary records, and provide a comprehensive handover to a designated colleague. Line managers must ensure a structured transition by assigning key responsibilities and arranging training and shadowing sessions if needed.

6.2 Exit Interview

An exit interview will be conducted before the employee’s last working day to understand their reasons for leaving, identify any areas for organisational improvement, and offer the opportunity to return in the future if applicable.

6.3 Return of Company Property

Employees must return all company-issued items, including uniforms, ID badges, mobile phones, and any other equipment. Any confidential information must also be returned or securely deleted where applicable. Failure to return company property may result in deductions from final pay or legal action.

7. Managing Resignations Efficiently

To ensure a smooth transition, {{org_field_name}} follows a proactive approach, including advertising vacancies promptly, utilising bank staff or agency support if required, implementing succession planning through training and development, and fostering a positive workplace culture to improve staff retention.

8. Exceptional Circumstances

8.1 Immediate Resignations & Early Departures

Employees who leave without working their notice may forfeit outstanding holiday pay, except in cases of personal emergencies or health-related reasons. Failure to serve the notice period may result in a breach of contract claim.

8.2 Withdrawing a Resignation

Employees who wish to withdraw their resignation must do so within five working days of submission. Approval is at the discretion of management and will be considered based on operational requirements.

9. Compliance & Legal Considerations

This policy aligns with the Employment Rights Act 1996, the National Care Standards for Care at Home, the SSSC Codes of Practice for Social Service Workers & Employers, and the Health and Social Care Standards Scotland. Managers are responsible for ensuring fair and consistent application of this policy in compliance with Care Inspectorate expectations.

10. Policy Review

This policy will be reviewed annually or earlier if there are legislative changes or business needs requiring updates. Any modifications will be communicated to all staff.

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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.