Policy overview
Exit questionnaires and interviews provide valuable feedback on how well we are performing as an employer. They help us identify where change is necessary to improve the employment experience with us.
This policy provides a framework to receive feedback from employees leaving the authority, or transferring to a new post with us.
Procedure
When an employee resigns or transfers to a different post with us, the line manager should ask them to:
- complete the online exit questionnaire
- attend an optional exit interview
The line manager should:
- complete the employee leaver form
- arrange to meet with the employee to discuss arrangements for them to leave
- if requested by the employee, arrange an exit interview
The employee can choose to complete the exit questionnaire before or during the interview.
An exit interview should cover:
- job content
- working environment
- staff care, development and support
- recommendations for change
- any grievance or dissatisfaction expressed by the employee
The exit questionnaire and any discussion notes are to:
- review the post
- act upon any expressed grievance or dissatisfaction speedily and appropriately
- consider any team or organisational issues that may impact upon the retention of staff
We will note any grievances or dissatisfaction and how they are resolved.
Completion of an exit questionnaire or attending an exit interview is voluntary.
Guidance for managers
No exit interview or questionnaire is needed if an employee is:
- dismissed for conduct or capability reasons
- retiring on the grounds of ill health
It is voluntary for employees to complete an exit questionnaire and attend an exit interview is voluntary. We cannot impose this.
Employees may request an exit interview with their line manager or HR adviser to discuss the content of the exit questionnaire in more detail.
Line managers should embrace the request positively and arrange a meeting as soon as possible.
They must use tact, diplomacy and reassurance to encourage employees to participate in this important exercise.
Line managers conducting an exit interview must be flexible and supportive to employees who have a disability and may require assistance.
Reasonable adjustments may include:
- having a representative present
- allowing extra time to complete the form
- providing the form in alternative formats such as large print
HR will keep a record of complete exit questionnaires and interviews. This will be for monitoring and statistical purposes.
They will hold a quarterly review of:
- the number of employees leaving the authority or transferring to different posts within the authority
- the number of exit questionnaires completed
- analysis of reasons for leaving or transferring
- information on any action taken as a result of findings
HR will:
- review the exit questionnaire
- file a copy
- where areas of concern or interest are raised
- contact employee to discuss matters further, if required
- invite employees to attend an exit interview, if required
They will address any issues raised and may take action. This may include:
- speaking with the employee
- speaking with the line manager
- notifying the respective assistant director or head of service, where further investigation is required
Guidance for employees
The information we receive from exit questionnaires and exit interviews helps us identify where change may be necessary.
We will ask employees to complete an online exit questionnaire when they:
- leave the organisation
- or, transfer to a different post
Employees may request an exit interview with their line manager or HR adviser to discuss the exit questionnaire.
The only exceptions are for those who are:
- dismissed for conduct or capability reason
- retiring on grounds of ill health
Employee participation in both completing exit questionnaires and interviews is voluntary.
The online questionnaire is quick and easy to use. It should only take a few minutes to complete and submit.
HR will consider the contents of your completed exit questionnaire. They will either:
- contact you to explore comments further
- or, file your questions for information purposes
The objective is to try to improve the work and working environment for our employees. Employee input is extremely valuable to us.
There may be issues raised within your exit questionnaire or interview that we need to act upon. HR may:
- raise the issues with managers
- notify senior leaders where further investigation is required
We want employees to be as honest and open with their feedback.
There will be no repercussions, or victimisation, as a result of their response. If an employee feels that this is not the case, they should inform the appropriate manager as soon as possible.