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Home My WebLink AboutHUR140 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