HomeMy WebLinkAboutHUR140 Exit Interview PolicyCITY POLICY/PROCEDURE
Appro ,<' '
Date Originated:
May 5, 2004
Policy Number:
Classification: HUR
�R- eren e:
evised:
Category: 140
July 5, 2006
Subject: 001/001
Policy Title: EXIT INTERVIEW POLICY
POLICY STATEMENT:
The Corporation of the City of Pickering (the "City") recognizes the value of
obtaining feedback from its separating employees to evaluate the effectiveness of
various corporate practices and policies and the effectiveness of individual
supervisors.
The City will conduct exit interviews with separating employees to determine the
employee's opinion of the City as an employer and to ascertain the reasons for
separation.
POLICY OBJECTIVE:
The objective of this Policy is to:
1. Establish a process to determine reasons for employee separation and
turnover;
2. Provide separating City employees with an opportunity to comment on their
work experience with the City and to express any feedback that they may have;
and
3. Enable the City to identify existing and potential situations or problems in order
that appropriate corrective action may be undertaken.
Page 1 of 1
CITY POLICY/PROCEDURE
Approval
Date Originated:
May 5, 2004
Policy Number:
Classification:
HUR
Reference:
Date Revised:
July 5, 2006
Category:
140
Subject:
001
Policy Title:
EXIT INTERVIEW POLICY
GENERAL:
01 Definitions:
01.01 Exit Interview — A voluntary and confidential personal interview
conducted by a Human Resources representative to determine the
separating employee's view of corporate policies and practices and
to ascertain the reason(s) for separation. [revised for administrative flexibility —
May, 2006]
01.02 Exit Interview Questionnaire — A confidential questionnaire made
up of a standard set of questions designed to permit a separating
employee to provide candid responses as well as suggestions for
improvements in the work place.
01.03 Exit Interview Summary Report — A summary of separating
employees' responses (to exit interview questions) that is prepared
by the Coordinator, Employment Services if more than three
employees in a department, or more than five in the Operations &
Emergency Services Department, have separated from the City in
a single calendar year. [revised to contemplate departmental size — May, 2006]
01.04 Employee Turnover Report — An annual summary of employee
separations.
01.05 Permanent Employee — An employee who is hired into a
permanent position, and who has successfully completed the
required period of time which constitutes probationary service.
01.06 Separating Employee — A permanent full-time employee who is
retiring or resigning from his/her employment with the City. [revised to
reflect policy application to full-time employees only — May, 2006]
Page 1 of 6
CITY POLICY/PROCEDURE
Approval
Date Originated:
May 5, 2004
Policy Number:
Classification:
HUR
Reference:
Date Revised:
July 5, 2006
Category:
140
Subject:
001
Policy Title:
EXIT INTERVIEW POLICY
02 Responsibilities:
02.01 Council to:
(a) Actively support this Policy.
02.02 Chief Administrative Officer (CAO) to:
(a) Actively support this Policy.
(b) Approve this Policy and any amendments as required
from time -to -time.
(c) Provide direction to the Coordinator, Employment
Services in respect of exit interviews to be conducted.
[revised process — May, 2006]
02.03 Department/Division Head to:
(a) Actively support this Policy.
(b) Provide the Coordinator, Employment Services with a
copy of the separating employee's letter of resignation
within two working days of receipt as well as a copy of
the supervisor's letter acknowledging and accepting
the employee's resignation.
[previous 02.03 (c) deleted — May, 2006]
(c) Undertake corrective measures to address legitimate
issues/concerns identified through the exit interview.
Page 2 of 6
CITY POLICY/PROCEDURE
Approval
Date Originated:
May 5, 2004
Policy Number:
Classification:
HUR
Reference:
Date Revised:
July 5, 2006
Category:
140
Subject:
001
Policy Title:
EXIT INTERVIEW POLICY
02.04 Coordinator, Employment Services to:
(a) Notify the CAO and the Division Head, Human
Resources of all permanent full-time employee
separations. [new (a) added — May, 2006]
(b) Initiate contact with the separating employee and
schedule an exit interview.
(c) Conduct exit interviews and carefully review
information obtained.
(d) Maintain a centralized record of all exit interviews and
supporting documentation.
(e) Prepare an "Employee Turnover Report" in January of
each year for review by the CAO, the Department
Heads and the Division Head, Human Resources.
(f)
(g)
Prepare an "Exit Interview Summary Report", when
appropriate, for review by the CAO, and the Division
Head, Human Resources.
Discuss complaints and concerns of significance with
the Division Head, Human Resources.
02.05 Division Head, Human Resources to:
(a) Discuss significant employee issues and concerns, as
identified by the separating employee, with the CAO to
develop an action plan to deal with such matters.
[revised process — May , 20061
Page 3 of 6
CITY POLICY/PROCEDURE
Approval
Date Originated:
May 5, 2004
Policy Number:
Classification:
HUR
Reference:
Date Revised:
July 5, 2006
Category:
140
Subject:
001
Policy Title:
EXIT INTERVIEW POLICY
02.06 Employee to:
(a) Cooperate fully during the exit interview and provide
information that is unbiased, truthful and meaningful.
03 Guidelines:
Exit interviews will be conducted with separating permanent full-time
employees in accordance with the following:
(a) Any separating Department or Division Head.
(b) At the discretion of the CAO or the Division Head, Human
Resources.
(c) At the request of a Department Head when the CAO concurs.
(d) At the request of the separating employee.
[revised process — July, 2006]
04 Procedures/General Provisions:
04.01 Separating employees will be provided with an opportunity to
discuss their reasons for leaving and to express their feelings
regarding their work experience with the City.
04.02 Eligibility for exit interviews will be determined in accordance
with the Guidelines in Section 03. Exit interviews are never
conducted with employees who have been involuntarily
terminated, whether for cause or without cause.
04.03 The Department/Division Head forwards a copy of the
separating employee's letter of resignation to the Coordinator,
Page 4 of 6
CITY POLICY/PROCEDURE
Approval
Date Originated:
May 5, 2004
Policy Number:
Classification:
HUR
Reference:
Date Revised:
July 5, 2006
Category:
140
Subject:
001
Policy Title:
EXIT INTERVIEW POLICY
Employment Services along with a copy of the supervisor's
letter acknowledging and accepting the employee's
resignation.
04.04 Where required, the Coordinator, Employment Services will
contact the separating employee to set up an exit interview.
The exit interview will take place no later than the employee's
last day of work.
04.05 Information obtained during the course of the exit interview is
for the purpose of identifying employee concerns/issues
resulting in staff turnover and will be used by the City to take
action to improve employee retention.
[previous 04.06 deleted — May, 2006]
04.06 Changes to policies, processes or other established business
practices should not be made on the basis of comments from
one individual. All concerns are to be investigated properly
before they are considered to be legitimate; however, a
significant issue raised by a single individual should not be
dismissed. [04.07 renumbered to 04.06— May, 2006]
05 Confidentiality:
05.01 The City recognizes that information provided during an exit
interview may involve sensitive disclosures by a separating
employee. An Exit Interview Questionnaire (See Appendix
1) will be used as a basis for the exit interview.
[previous 05.02 moved and renumbered as 05.04 — May, 2006]
05.02 The Exit Interview Questionnaire is a part of this Policy
although not attached. [previously 06.03, moved and renumbered —May, 2006]
05.03 Completed Exit Interview Questionnaires will be forwarded to
the CAO and the Division Head, Human Resources within
Page 5 of 6
CITY POLICY/PROCEDURE
Approval
Date Originated:
May 5, 2004
Policy Number:
Classification:
HUR
Reference:
Date Revised:
July 5, 2006
Category:
140
Subject:
001
Policy Title:
EXIT INTERVIEW POLICY
five calendar days of the exit interview taking place. [new — May,
2006]
05.04 Information collected from a separating employee will be
held in confidence and will be disclosed, only to the extent
necessary, in order to make operational or administrative
improvements. [previously 05.02, renumbered — May, 2006]
06 Records:
06.01 In accordance with the requirements of the Municipal
Freedom of Information and Protection of Privacy Act, 1989,
all information related to an individual's employment with the
City is to be retained in the Human Resources Division.
06.02 All information collected during the course of the exit
interview including completed Exit Interview Questionnaire
(See Appendix 1) will be retained in a file that is separate
from the employee's personnel file.
[change in position title throughout from Coordinator, Employment Services & Training to Coordinator, Employment Services
— May, 2006]
Page 6 of 6