Exit Interview/Survey

Policy

Category: Human Resources
Subject: Exit Interview/Survey
Division: Human Resources and Corporate Services
Policy Number: CA.52.01.123
Effective Date: December 1, 2015

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) will conduct voluntary exit interviews with employees who retire or resign.  Exit interviews provide a formal opportunity for candid feedback from employees who leave the agency. All feedback and/or information provided during the exit interview will be held confidential (where applicable) and used where applicable to enhance WDGPH policies, services, programs, and strategies. 

EXCEPTIONS: Confidential information may be shared with others on a need to know basis for legal compliance (i.e. workplace violence, regulatory requirements, etc.) purposes.    

SCOPE

This policy applies to all employees of WDGPH.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure: CA.52.02.123 Exit Interview/Survey

CONTACT FOR INQUIRIES

Human Resources Manager

APPROVED BY

Director, Human Resources and Corporate Services 


Procedure

Category: Human Resources
Subject: Exit Interview/Survey
Division: Human Resources and Corporate Services
Procedure Number: CA.52.02.123
Effective Date: December 1, 2015

PROCEDURE

  1. Immediate supervisors will advise Human Resources (HR) of employees who are retiring or resigning and indicate their intended last day of work.  The immediate supervisor will be responsible for providing HR an Employee Change Request (ECR) with pertinent information.   
  2. HR will then contact the employee, explain the process and ask if the employee would like to complete the CA.30.01.162 Exit Interview Questionnaire.  This is a voluntary process, employees have the option of participating or not participating. 
  3. HR will keep any information collected from the employee confidential unless the employee wishes to have their name associated with the information or for legal compliance reasons (i.e. workplace violence, workplace harassment, etc.).
  4. If information received requires immediate attention, HR will inform the employee and discuss with the appropriate management.  Confidentiality will be maintained when possible.
  5. HR will provide feedback to the appropriate immediate supervisor, when requested, in a format and at a time that will ensure the employee’s confidentiality.
  6. HR will track, quantify and report to the Directors general information about employees who voluntarily leave the agency.
  7. Any information received that is considered employee relations related, that may require an immediate response (i.e. Bill 168 workplace violence/workplace harassment, sexual harassment, etc.), will be dealt with by HR including bringing the issue to the attention of the appropriate manager.
  8. All information received through the exit interview/questionnaire process will be maintained in a separate confidential file in HR.  It will not be considered part of the employee’s personnel file. 

RESPONSIBILITIES

Directors will:
  • Encourage employees’ participation in exit interviews, and to provide feedback; and
  • Identify and promote opportunities to use employee suggestions/recommendations to improve services and processes.
Supervisors/Managers will:
  • Encourage employees’ participation in exit interviews and to provide feedback;
  • Notify HR of all voluntary resignations as soon as possible; and
  • Identify and utilize suggestions/recommendations to improve services where applicable.
Human Resources will:
  • Interface with management and employees to promote and provide opportunities to obtain feedback;
  • Meet with the employees and conduct the interview/survey, maintain confidentiality of information (where possible); and
  • Communicate employee feedback and suggestions/recommendations to management in a confidential manner (where possible) to assist in improving the agency. 
Employees will:
  • Understand the process for exit interviews/questionnaire and the importance of providing feedback; and
  • Voluntarily participate in exit interviews with HR to provide feedback about their experience(s) and reason(s) for transitioning out of WDGPH.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy CA.56.01.123 Exit Interview/Survey
CA.30.01.162 Exit Interview Questionnaire

CONTACT FOR INQUIRIES

Human Resources Manager

APPROVED BY

Director, Human Resources and Corporate Services