DCU People
Leavers Toolkit - Resignations
Employee – what to do
- Submit resignation in writing to Line Manager (cc askdcupeople@dcu.ie).
- Observe contractual notice period.
- Submit outstanding Part‑Time & Expenses claims on Core Portal within 2 weeks before leaving.
- Complete items in DTS Leavers FAQs (data & files discussion with manager).
- Return DCU property on/before last day.
- Note: Core Portal access remains for 4 weeks post‑leaving (final payslip only).
Line Manager – what to do
- Complete Offboarding Form with employee (to prevent overpayments; triggers HR/Payroll/IT).
- Confirm last working day and any entitlements due (annual leave etc.).
- Ensure annual leave is taken where possible before end date.
- Submit resignation letter + Offboarding Form to askdcupeople@dcu.ie.
- Handover & retrieval: schedule handover; retrieve equipment/files; update clients/projects.
People Services – what happens
- Confirm leaver details & documentation with People Partners (payroll instruction sheet).
- Action the employee as a leaver and issue confirmation letter.
DTS – what to expect
- Accounts & services end at close of last working day; data is deleted (email, Drive, Maps, contacts, etc.) per Digital Identity Retention Policy.
Payroll/Core Portal
- Access to Core Portal for 4 weeks post‑leaving (final payslip only).
- Notice periods: must align with contract of employment.
- Offboarding Form: prevents overpayments; initiates HR/Payroll/IT workflows.
- Annual leave: should be taken during employment; aim to take accrued leave before end date.
- Handover & assets: manager arranges handover; retrieve laptop, phone, ID, keys, confidential files, passes; record condition.
- Data & access: review DTS Leavers FAQs; transfer/secure files; accounts close and data deleted at end of last day per Digital Identity Retention Policy.
- Research Accounts / PI owners: if the leaver is a manager/PI on a Research Account, inform Research Accounts.
- Immigration / Hosting Agreements: leaving before contract end → IUA portal updated; hosting agreement closed; note work authorisations are non‑transferable.
- Pensions (Superannuation Scheme): employees may contact pensions@dcu.ie for options; those with <2 years service and not moving to pensionable Public Service may be eligible for refund of pension contributions/ASC to a SEPA bank account.
- Payroll & claims: submit Part‑Time & Expenses claims on Core Portal within the stated 2‑week window; see Payroll FAQs.
- Employment confirmation / social welfare queries: contact askdcupeople@dcu.ie.
Timeline checklist
- As soon as notice/notification is received
- Employee submits written resignation (or manager acknowledges contract end).
- Manager opens Offboarding Form and plans handover.
- 2–4 weeks before leaving
- Confirm last working day & leave balance.
- Employee completes DTS leaver steps; submits claims on Core Portal (within 2 weeks before leaving).
- Manager books exit discussion/asset return.
- Final week
- Transfer file ownership, update client/project contacts.
- Collect assets/ID; set out‑of‑office and comms.
- Last day
- Return equipment and access passes; confirm all forms submitted.
- Accounts close; data deletion per policy.
- After leaving
- Employee: Core Portal access for 4 weeks (final payslip).
- Retirees: access to pension payslips via Core Portal ongoing.