EXIT INTERVIEW AND QUESTIONNAIRE POLICY

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1 EXIT INTERVIEW AND QUESTIONNAIRE POLICY 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 HR & OD Policy and Planning Group committee/individual: Date issued: 01 October 2014 Review date: September 2017 Target Audience All employees of the Trust

2 CONTENTS SECTION PAGE 1. Introduction 3 2. Purpose 3 3. Scope 3 4. Responsibilities, accountabilities and duties Line Managers Employee Human Resource Department 4 5. Procedure/Implementation Exit Interview Guidance for Managers conducting an Exit Interview When issues of concern are raised during an Exit Interview? Exit Questionnaire 6 6. Training Implications 6 7. Monitoring Arrangements Equality Impact Assessment Screening Privacy, Dignity and Respect Mental Capacity Act 7 9. Links to any associated Documents References Appendices Appendix A Exit Interview/Questionnaire Flowchart Appendix B Template letter for Manager Appendix C Exit Questionnaire Page 2 of 14

3 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 Page 3 of 14

4 4.2 Employees Encourage staff to complete an exit questionnaire and explain the reasons for, and existence of, the policy. 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. Page 4 of 14

5 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 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 5 of 14

6 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 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 6 of 14

7 7. MONITORING ARRANGEMENTS Area for Monitoring How Who by Reported to Frequency Responses from Exit Questionnaires; Analysis of Staff Group; Reasons for Leaving and Destination Human Resources Manager Business Divisions/Directorate Quarterly Performance Appraisal Bi-annually HR&OD Policy and Planning Group 6 monthly Record of exit interviews offered/undertaken Audit of sample personal files Human Resources or Assistant Directors/Heads of Department Director of HR & OD 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. Indicate how this will be met No issues have been identified in relation to this policy. 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). Page 7 of 14

8 8.2 Mental Capacity Act 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. Indicate how this will be achieved This policy does not relate to service users 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. 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 APPENDICES Appendix A Exit Interview/Questionnaire Flowchart Appendix B Template letter for Manager Appendix C Exit Questionnaire Page 8 of 14

9 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) YES Employee willing to participate in process NO 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 HR sends out Exit Questionnaire (Appendix C) HR records data / produces biannual reports/analysis for service areas Any follow up action required YES 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

10 Appendix B Template Letter for Manager Managers /Service Address Telephone 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 10 of 14

11 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 DD MM YYYY 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 Maintenance / Ancillary Medical Clinical Psychology Nursing Qualified Nursing - Other Allied Health Professional Pharmacy Allied Health Professional Support Worker Other please define Age Range Please tick Length of NHS service Please tick Length of RDaSH service Under years 0 5 years years 6 10 years years years years years years years years years 30 years + 30 years + Please tick Please indicate below your reason for leaving the Trust: Reason for Leaving (Please Tick One) Higher Salary Career Progression Better Job Satisfaction Interest in new job Relationship with management Changes in health Health and Safety concerns re patient care Health and Safety re working environment Organisational Reasons (culture, policies) Hours of work Page 11 of 14

12 Relationship with colleagues Change of career Other: please give details Location / travelling distance Personal reasons Your feelings about the job you are leaving Strongly Agree Agree Neither Agree/ Strongly 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 Communication between management and staff was effective I knew who my senior managers were Strongly Agree Agree Neither Agree/ Strongly 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 Care of patients was a priority within my area Strongly Agree Agree Neither Agree/ Strongly Any incidents involving patients were always reported Lessons learnt from incidents were always communicated to staff to avoid further similar incidents Page 12 of 14

13 The department was always staffed appropriately Clinical supervision was always provided by management Training and Development Opportunities 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 Yes No 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 Health and Safety (e.g. Fire Training) Yes in the last 12 months Yes more than 12 months ago No Not applicable to my Job Role 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 Any additional comments you wish to make: 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:.. Page 13 of 14

14 For Monitoring Purposes Only Gender (Please Tick) Male Female Ethnic Origin (Please tick) White Mixed Asian/Asian background Black or Black British Other Ethnic Groups British Irish Any other White background White & Black Caribbean White & Black African White & Asian Any other Mixed Background Indian Pakistani Bangladeshi Any other Asian Background Caribbean African Any other Black background 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 Page 14 of 14

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