DOCUMENT CONTROL:
Version: 2
Ratified by: Human Resources & Organisational Development Policy and Planning Group
Date ratified: 04 September 2014
Name of originator/author: Director of Workforce & Organisational Development / Human Resources Manager
Name of responsible committee/individual:
HR & OD Policy and Planning Group Date issued: 01 October 2014
Review date: September 2017
Target Audience All employees of the Trust
EXIT INTERVIEW AND
QUESTIONNAIRE POLICY
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CONTENTS
SECTION PAGE
1. Introduction 3
2. Purpose 3
3. Scope 3
4. Responsibilities, accountabilities and duties 3
4.1 Line Managers 3
4.2 Employee 4
4.3 Human Resource Department 4
5. Procedure/Implementation 4
5.1 Exit Interview 4
5.1.1 Guidance for Managers conducting an Exit Interview 5 5.1.2 When issues of concern are raised during an Exit Interview? 5
5.2 Exit Questionnaire 6
6. Training Implications 6
7. Monitoring Arrangements 7
8.
8.1 8.2
Equality Impact Assessment Screening Privacy, Dignity and Respect
Mental Capacity Act
7
9. Links to any associated Documents 8
10. References 8
11. Appendices
Appendix A – Exit Interview/Questionnaire Flowchart Appendix B – Template letter for Manager
Appendix C – Exit Questionnaire
8 9 10 11
Page 3 of 14 1. INTRODUCTION
The Trust aims to be an employer of choice and as such values the views and experiences of all employees. The Trust therefore recognises the need to conduct exit interviews with all employees who leave the organisation.
The benefit to the organisation of encouraging staff to complete exit interviews is that important information can be obtained which can be used to support other initiatives and policies such as health and well-being, stress management and equality. Information can also be used to inform and plan recruitment and retention, workforce development and shape how the Trust motivates staff.
2. PURPOSE
The purpose of this policy is to;
• Establish the reasons why employees leave the organisation and identify common themes.
• Identify areas of good practice which can then be promoted and built upon
• Analyse and monitor to inform recruitment, retention and turnover activities
• Gain constructive feedback relating to any negative aspects of a leaver’s employment to ensure that steps can be taken to minimise future occurrences
• Display openness and integrity by providing all employees leaving the organisation the opportunity to provide feedback
3. SCOPE
An exit interview will be offered and an exit questionnaire will be issued to all staff leaving the employment of the Trust. The questionnaire will be issued to staff leaving as a result of the cessation of temporary or fixed term contracts as well as permanent contracts, but is not relevant for internal job changes / promotions.
4. RESPONSIBILITIES, ACCOUNTABLILITIES AND DUTIES 4.1 Line Managers
All Line Managers have a responsibility to:
• Conduct an exit interview with their member of staff prior to the last working day of employment
• Record a summary of the discussions in a file note, a copy of which should be given to the employee
• Arrange for appropriate payroll documentation to be completed
• Discuss with employee Trust documentation/equipment that needs to be returned prior to leaving
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• Encourage staff to complete an exit questionnaire and explain the reasons for, and existence of, the policy.
4.2 Employees
All staff employed within the Trust are responsible for;
• Engaging with their manager to complete an exit interview. (It is recognised that some staff may not wish to discuss with their line manager all aspects of their employment, therefore an interview with Human Resources or a more senior manager within the line management structure should be offered)
• Providing honest feedback about their employment, to ensure that any appropriate changes can be made.
• Making every attempt to complete an exit questionnaire
4.3 The Human Resources Department
Staff within the Trust’s Human Resource Department are responsible for:
• Sending out an exit questionnaire to all leavers
• Conducting exit interviews should an employee wish to meet with HR rather than their line manager or more senior manager
• Producing bi annual reports detailing findings/analysis to be shared at with the HR and OD Policy and Planning Group.
• Advising managers on dealing with feedback from exit interviews and questionnaires
• Ensuring exit questionnaires are be kept in confidence and protected from misuse
5. PROCEDURE/IMPLEMENTATION
(Refer to Appendix A – Exit Interview/Questionnaire Flowchart)
5.1 Exit Interview
On receipt of a letter of resignation, the manager will offer the member of staff an opportunity of attending an exit interview. The exit interview should be conducted by the employee’s line manager, however if either party does not feel comfortable with this arrangement, the interview may be conducted by another appropriate manager or with a Human Resources representative.
If an employee does not wish to attend an exit interview, they should be encouraged to complete the exit questionnaire and return it to the Human Resources Department. Where the leaver declines to participate in either process, the manager should make a written note to accompany their letter of resignation.
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5.1.1 Guidance for managers conducting an Exit Interview The manager will;
1. Acknowledge receipt of letter of resignation in writing and arrange an exit interview with employee on a mutually convenient date, and at a suitable time and venue. (See Appendix B – Example letter for Manager)
2. At the outset of the interview explain;
• The purpose of the interview
• Remind the staff member that all information will be treated sensitively and in confidence, unless permission is given to disclose*
• How the information will be used
• That in analysis, the information will be anonymised 3. During the interview;
• Discuss the main reason(s) for leaving the Trust
• Record relevant comments objectively
• Accept the views of the employee and at no time argue or disagree with the employees comments
• Discuss the leavers overall experience of working for the Trust
• Discuss all Trust documentation/property that needs to be
returned prior to leaving (e.g. mobile phones, laptops, ID cards, keys/security fobs and clinical equipment. )
4. On conclusion of the interview;
• Thank the employee for their time and co-operation
• Explain that HR will be sending out an exit questionnaire
• Encourage employee to complete exit questionnaire
• Remind the employee that information will be anonymised
and will help to inform and hopefully improve future working practices
*There may be some circumstances where it may be necessary to disclose information which is discussed during an exit interview – these are explained in Section 5.1.2
5.1.2 When issues of concern are raised during an Exit Interview?
There may be occasions when issues of concern are raised during an exit interview, for example, where a member of staff alleges they have been bullied or harassed by another member of staff and/or manager.
In these circumstances, the leaver will be asked if they have previously raised their concerns in an official capacity, for example if they have sought advice from Human Resources or made a complaint informally or through the appropriate policy mechanisms about the individual concerned.
If the member of staff has not taken any previous action(s) the interviewer will make the member of staff aware that they may ask for their concerns to be
Page 6 of 14 investigated.
If the member of staff does not wish to take the action outlined above, they will be asked if they agree to the interviewer discussing the concerns on their behalf with the relevant parties.
If the concern is of a serious nature, the member of staff should be advised that it should be formally investigated and as such they are required to provide further information. In these circumstances it may not be possible to retain information in absolute confidence and the employee should be advised how best they may be supported.
5.2 Exit Questionnaire
The Human Resources Department will issue exit questionnaires (Appendix C) on a monthly basis based on the Electronic Staff Record (ESR) leavers report.
This will be sent by post to the leaver and include a covering letter informing the leaver that the information they provide will be depersonalised and used to improve on current working practices.
Analysis of the information sourced from the exit questionnaire will be carried out by the Human Resources Department, giving breakdowns of leavers by staffing group, reasons for leaving and job satisfaction/training etc whilst working for the Trust. This information will be reported via the HR and OD Policy and Planning Group on a six-monthly basis.
If an issue of immediate concern is raised via an exit questionnaire, The Human Resources Department will liaise with the Assistant Director/Head of Service to consider whether any further actions/considerations need to be undertaken.
Exit questionnaires will be retained for two years and then destroyed. Details held on the computerised system will be subject to the Data Protection Act 1998.
6. TRAINING IMPLICATIONS
There are no specific training needs in relation to this policy, but the following staff will need to be familiar with its contents:
- Line Managers
- Human Resources Staff
As a Trust policy, all staff need to be aware of the key points that the policy covers.
Staff should be made aware of the new policy and any subsequent revisions through:
- Team Talk - Line Manager
Page 7 of 14 7. MONITORING ARRANGEMENTS
Area for Monitoring
How Who by Reported to Frequency
Responses from Exit
Questionnaires;
Record of exit interviews
offered/undertaken
Analysis of Staff Group;
Reasons for Leaving and Destination
Audit of sample personal files
Human Resources Manager
Human Resources or Assistant
Directors/Heads of Department
Business
Divisions/Directorate Quarterly
Performance Appraisal
HR&OD Policy and Planning Group Director of HR & OD
Bi-annually
6 monthly
Annual
8. EQUALITY IMPACT ASSESSMENT SCREENING
The completed Equality Impact Assessment for this policy has been published on the Equality and Diversity webpage of the RDaSH website click here
8.1 Privacy, Dignity and Respect
The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi’s review of the NHS, identifies the need to organise care around the individual, ‘not just clinically but in terms of dignity and respect’.
As a consequence the Trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if
relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex
accommodation is provided).
Indicate how this will be met
No issues have been identified in relation to this policy.
Page 8 of 14 8.2 Mental Capacity Act
Indicate how this will be achieved
Central to any aspect of care delivered to adults and young people aged 16 years or over, will be the consideration of the individual’s capacity to participate in the decision making process. Consequently, no intervention should be carried out without either the individual’s informed consent, or the powers included in a legal framework, or by order of the Court.
Therefore, the Trust is required to make sure that all staff working with the individuals who use our service are familiar with the provisions within the Mental Capacity Act. For this reason all procedural
documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act 2005 to ensure that the interests of an individual whose capacity is in question can continue to make as many decisions for themselves as possible.
This policy does not relate to service users
9. LINKS TO ANY ASSOCIATED DOCUMENTS - Grievance and Dispute Procedure
- Policy Relating to Equal Opportunities and Diversity in Employment
- Personal Harassment Policy Whistleblowing (Disclosure of Concerns on Healthcare Matters)
10. REFERENCES
Data Protection Act 1998 11. APPENDICES
Appendix A – Exit Interview/Questionnaire Flowchart Appendix B – Template letter for Manager
Appendix C – Exit Questionnaire
Appendix A Exit Interview/Questionnaire Flowchart
Leaver submits letter of resignation/ employee’s contract is terminated
Manager acknowledges letter in writing and arranges exit interview
(Appendix B)
Manager conducts Exit Interview, information used to
inform local working arrangements/improvements
Manager makes a file note to accompany letter of resignation on personal file Employee willing to participate in
process
HR sends out Exit Questionnaire (Appendix C)
HR records data / produces bi- annual reports/analysis for
service areas
Any follow up action required YES
YES
NO
NO
Appropriate action to be taken by manager with support of HR with reference to relevant Trust Policy
(if applicable)
Information from individual questionnaires retained on computerised system for up to
two years
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Appendix B Template Letter for Manager
Managers /Service Address Telephone Email Date
Private and Confidential Name
Address 1 Address 2 Address 3 Postcode Dear [name]
I would like to acknowledge receipt of your letter of resignation dated [date] confirming your intention to resign from your post as [job title] giving [number of] weeks notice. I would therefore like to confirm that your last day of employment with the Trust will be [date].
I would also like to invite you to attend an Exit Interview as per the Trust’s Exit Interview/Questionnaire Policy and have arranged the Interview as follows;
Date:
Time:
Venue:
The Trust is committed to recruiting and retaining high quality staff, and to support this aim, the exit interview process provides us with information and feedback as to why employees are leaving; highlights positive aspects of working with the Trust and what areas the organisation may need to improve upon.
Could I ask that you confirm with me /or my Secretary on [tel. no.] at your earliest convenience whether you are able to attend. If you have any queries in advance of the interview, please do not hesitate to contact me on the above telephone number. If you would prefer an alternative manager to conduct the interview, please contact [name / job title of next level of management]
to discuss further.
I would like to take this opportunity to wish you well for the future.
Yours sincerely
[Manager ] [job title]
Cc Personal file
Page 11 of 14 Appendix C
EXIT QUESTIONNAIRE
The Trust and would appreciate your assistance in completing this Exit Questionnaire.
The information you provide will be used to present anonymised and aggregated data to Business Divisions/Directorates and the Human Resources and Organisational Development Steering Group, to enable the Trust to consider its recruitment and retention strategies. Any information you give will be treated in confidence unless as part of any exit interview you give permission for the information to be disclosed.
Date of Leaving Name (Optional)
Service Area (Please tick ONE)
Adult MH Community DCIS – Adult and OP Business Assurance
Adult MH Inpatient DCIS – Children and Young People Nursing & Partnerships Psychological Therapy Learning Disability Estates and Facilities Older People MH Community Substance Misuse Finance and Information
Older People MH Inpatient CAMHS Workforce and OD
Forensic Children & Community BSU Executive
Mental Health BSU
Job Role (Please Tick ONE)
Admin and Clerical/Managerial Nursing Qualified
Maintenance / Ancillary Nursing - Other
Medical Allied Health Professional
Clinical Psychology
Pharmacy
Other – please define
Allied Health Professional Support Worker
Please indicate below your reason for leaving the Trust:
Reason for Leaving (Please Tick One)
Higher Salary Changes in health
Career Progression Health and Safety concerns re patient care Better Job Satisfaction Health and Safety re working environment Interest in new job Organisational Reasons (culture, policies) Relationship with management Hours of work
Age Range Please tick
Length of NHS service Please tick
Length of RDaSH service Please tick
Under 24 0 – 5 years 0 – 5 years
25 – 34 6 – 10 years 6 – 10 years
35 – 44 11 – 15 years 11 – 15 years
45 – 54 16 – 20 years 16 – 20 years
55 – 64 21– 25 years 21– 25 years
65 + 26 – 30 years 26 – 30 years
30 years + 30 years +
DD MM YYYY
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Relationship with colleagues Location / travelling distance
Change of career Personal reasons
Other: please give details
Your feelings about the job you are leaving
Strongly Agree
Agree Neither Agree/
Disagree
Disagree Strongly Disagree
I looked forward to going to work
I was able to make suggestions to improve the work of my team / department
I was involved in making decisions about changes that affected my team / department
I was able to meet all the conflicting demands on my time in my role
There were regular team meetings held for staff to be given information/updates and to provide feedback to management
I got recognition for a job well done The Trust valued my work
I would recommend this Trust as a place to work Relationships
Strongly Agree
Agree Neither Agree/
Disagree
Disagree Strongly Disagree
Communication between management and staff was effective
I knew who my senior managers were Managers acted on staff feedback
My managers were committed to patient care I was satisfied with the level of support from my immediate manager
I experienced harassment bullying or abuse from management
I experienced harassment bullying or abuse from colleagues
I experienced discrimination (eg racial, sexual, religious) from management
I experienced discrimination (eg racial, sexual, religious) from colleagues
Patient Care
Strongly Agree
Agree Neither Agree/
Disagree
Disagree Strongly Disagree
Care of patients was a priority within my area Any incidents involving patients were always reported
Lessons learnt from incidents were always communicated to staff to avoid further similar incidents
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The department was always staffed appropriately Clinical supervision was always provided by management
Training and Development Opportunities
Yes No
Have you received an appraisal/Personal Development Review whilst working at the Trust?
If Yes, please answer the following. If no, please go to next section Did you find your appraisal/Personal Development Review useful?
Were the training needs identified within your appraisal/Personal Development Review fulfilled by the Trust?
Have you received training/instruction in the following areas whilst working at the Trust Yes in
the last 12 months
Yes more than 12 months ago
No Not applicable to my Job Role Health and Safety (e.g. Fire Training)
Manual Handling
Managing Violence and Aggression
Infection Control (e.g. hand hygiene, MRSA, waste management)
Information Governance Safeguarding (Adults/Children)
Would you consider returning to employment within the Trust? YES No
If you would like to be contacted regarding the information you have provided in this questionnaire please provide a contact telephone number below:
NB:If the information is in relation to patient care the Trust may need to pursue this through the relevant Trust policy and you may be asked to provide further information.
Daytime contact number: ………..
Any additional comments you wish to make:
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For Monitoring Purposes Only
Gender (Please Tick)
Male Female
Ethnic Origin (Please tick)
White British
Irish
Any other White background
Mixed White & Black Caribbean
White & Black African White & Asian
Any other Mixed Background
Asian/Asian background Indian
Pakistani Bangladeshi
Any other Asian Background
Black or Black British Caribbean
African
Any other Black background
Other Ethnic Groups Chinese
Any other Ethnic Group
Thank you for taking the time to complete this questionnaire
Please return to the Human Resources Department, Woodfield House, Tickhill Road, Balby, Doncaster, DN4 8QN
