WA Health Exit Survey Policy

Transcription

1 WA Health Exit Survey Policy health.wa.gov.au

2 Effective: 10 August 2015 Title: WA HEALTH EXIT SURVEY POLICY 1. POLICY STATEMENT A person s employment journey commences with recruitment and ends when they cease employment with the organisation. The development and implementation of an exit survey process is an investment in retaining valuable staff. The unnecessary loss of experienced and skilled staff is a significant cost to WA Health. An employee s perception of their employment experience can be valuable and by recording and analysing why employees leave, WA Health can obtain information about: organisational culture working conditions and resources training and development issues related to staff turnover. This information can assist WA Health to: identify organisational and workplace issues explore alternative working arrangements improve work and management practices develop strategies to increase staff retention rates. WA Health will offer and make available to all exiting employees, the opportunity to complete an exit survey. Participation in the exit survey is voluntary, however employees are strongly encouraged to complete the survey and submit their responses before they leave the organisation. An external survey contractor has been contracted to assist with the management of the online exit survey system and the collection and analysis of WA Health exit survey data. 2. SCOPE This policy applies to all persons employed in WA Health, which incorporates the following entities: Department of Health Metropolitan Health Services Peel Health Service 1

3 WA Country Health Service 3. DEFINITIONS Employee A person who works within WA Health, whether on a fulltime or part-time, permanent, fixed term contract /temporary, casual or sessional basis. Exit Survey Process The process whereby exiting employees provide feedback on their work experiences to the employer by completing an exit survey. 4. EXIT SURVEY PROCESS 4.1 Accessing an Exit Survey The exit survey can be completed electronically (online) or manually by accessing a hard copy. As soon as an employee advises their manager of their intention to leave the organisation, their manager will explain the exit survey process and facilitate access to the exit survey. If an employee has an address, the manager will forward it to the Exit Survey Administrator ([email protected]), along with the employee s name and termination date. The exit survey administrator will then send the exiting employee an containing a link to the online exit survey. If an employee elects to complete a paper survey, the manager / supervisor will provide a paper copy of the survey form to them and advise them of the options available for returning the completed survey. Printable versions of the exit survey can be accessed from: Local Health Service intranet. Healthpoint. Employees may also access the online exit survey by contacting the Exit Survey Administrator by ([email protected]), or by printing a copy of survey from one of the locations listed above. 4.2 Alternative Formats The exit survey form is also available in alternative formats on request for employees with a disability, who are from a culturally diverse background or who do not have internet/ access. Please contact the Exit Survey Administrator by phone ( ) or ([email protected]) for further assistance. 2

4 4.3 Returning Paper Surveys Options for returning a completed paper survey include: Fax: (08) Scan and Post: [email protected] Exit Survey Administrator Department of Health Workforce Directorate 189 Royal Street East Perth

5 4.4 Exit Survey Process Flowchart Stage 1 Exit Survey Process for Managers and Employees Permanent employee indicates they will resign Fixed term employee contract is either not renewed or ceases prior to contract end date Casual employee indicates they will cease Manager or exiting employee completes the Termination Checklist (T2) T2 Termination Checklist advises manager and employee on actions to aid in the termination process Manager explains the exit survey process and advises that employees with an address can complete the exit survey online (see Online Process) or those without an address can complete a paper exit survey (see Paper Process) Online Process Exiting employee provides an address Paper Process Exiting employee requests a paper survey Manager sends exiting employee s name, termination date and address to [email protected] Manager provides exiting employee with paper copy of the survey Exit Survey Administrator sends the resigning/ceasing employee an containing a link to online exit survey Exiting employee completes and returns the paper exit survey to the Exit Survey Administrator Paper survey to be returned by post, fax or scanned and ed. See section 4.3 for relevant return details. Exiting employee completes online exit survey on external survey contractor s internet site Data from paper exit survey is entered into the online exit survey system by the Exit Survey Administrator Optional Employees may expand upon their exit survey through the Post Exit Survey Information process (see section 6.1). External survey contractor collects exit survey data 4

6 Stage 2 Exit Survey Data Reporting Process External survey contractor analyses exit survey data and forwards a comprehensive WA Health exit survey report to the Exit Survey Administrator every 6 months. Exit Survey Administrator forwards the exit survey report to Director Workforce, System Policy and Planning Director Workforce, System Policy and Planning forwards data/reports to Health Service Workforce Directors and WA Health clinical leads for workforce planning and management purposes 5

7 5. ROLES AND RESPONSIBILITIES The success of the exit survey process will depend on a variety of people carrying out specific roles. Each participant s role and their contribution to the process is outlined below. 5.1 Employees All employees are encouraged to complete an exit survey to provide feedback about their experiences working in the organisation. Participation is voluntary. Information about the exit survey process is available through: managers/supervisors local Human Resource/Workforce Services representative(s) online via local Health Service intranet and the Healthpoint website the Exit Survey Administrator by telephone on or at [email protected]. 5.2 Manager/Supervisors Managers and supervisors are responsible for: informing exiting employees of the opportunity to complete an exit survey and encouraging the employee to complete the survey by explaining its value explaining how the exit process works (see flowchart on page 4 for further information) and providing the exiting employee an information sheet describing the exit survey process (Refer to Appendix 1) advising the exiting employee that exit survey responses will remain confidential advising the exiting employee about the options for accessing and completing the survey (i.e. online or as a paper copy) (If an employee has an address) forwarding an to the Exit Survey Administrator ([email protected]) as soon as possible after the employee advises of their intention to leave (If an employee elects to complete a paper survey) providing a paper copy of the survey form to them and advising them of the options available for returning the completed survey as soon as possible after the employee advises of their intention to leave. 6

8 5.3 WA Health Exit Survey Administrator The Exit Survey Administrator is responsible for: sending exiting employees an containing a link to the online exit survey acting as the primary collection point (with data entry responsibilities) for returned and completed paper copy exit surveys accessing real time online exit survey data analysing the return rate of exit surveys forwarding Post Exit Survey Information Line data to the relevant Health Service as this information is received (refer to section 6 below). forwarding the comprehensive WA Health exit survey reports and data extraction received from the external survey contractor to the Director Workforce, System Policy and Planning and providing six monthly reports on the return rate of exit surveys to the Director Workforce, System Policy and Planning acting as the primary contact for queries from employees and managers acting as the primary contact for the external survey contractor. 5.4 Exit Survey Monitor The Exit Survey Monitor is responsible for: accessing real time exit survey statistical data from the external survey contractor s database. reporting relevant issues to their Health Service Workforce Director as required. 5.5 Health Service Workforce/Human Resource Where required, Health Service workforce/human resources will be responsible for arranging the distribution of hardcopy survey forms to managers. 5.6 Director Workforce, System Policy and Planning The Director Workforce, System Policy and Planning is responsible for forwarding data/reports to Health Service Workforce Directors and WA Health clinical leads (including the Chief Medical Officer, Chief Nursing and Midwifery Officer and Chief Health Professions Officer) as relevant. 7

9 6. POST EXIT SURVEY INFORMATION Exiting employees have the opportunity to expand on the information they provided in the exit survey by contacting the Exit Survey Administrator. 6.1 Post Exit Survey Information Process The exiting employee contacts the Exit Survey Administrator by at or telephone (08) The Exit Survey Administrator logs the call or and records its details. If relevant, the Exit Survey Administrator provides advice to the exiting employee on different avenues available to resolve particular issues or report a complaint. It is not the role of the Exit Survey Administrator to manage grievances or complaints Where post exit survey information relevant to a specific Health Service is provided, the Exit Survey Administrator will forward the details to the local Health Service. The Exit Survey Administrator keeps a confidential record of post exit survey information provided by exiting employees in accordance with relevant WA Health policy. 7. CONFIDENTIALITY All exit survey responses are confidential including details provided by exiting employees. The responses will be aggregated and reported to WA Health in such a way that ensures respondents are not individually identified unless the respondent provides consent to release their personal information. 8. REPORTING The exit survey data collection and analysis has the potential to provide WA Health with quantitative and qualitative data. Quantitative data may include information about the numbers of staff in relation to gender, age, and Diversity Groups and the reasons for leaving. Qualitative data may include information about levels of satisfaction with positions, policies, standards, organisational and staff relations, management practices and workplace environments. Comprehensive reports providing qualitative data will be provided by the external survey contractor to the Exit Survey Administrator at 6 month intervals. The information collected through the exit survey process will be aggregated and reported to Health Service Workforce Directors (or equivalents) for workforce planning and management purposes. 8

10 9. RECORD KEEPING Disposal of exit surveys will be in accordance with the Department of Health Retention and Disposal Schedule for Administrative and Functional Records. 10. RELATED WA HEALTH FORMS Termination (T1 and T2) forms WA Health Exit Survey form 11. AUTHORITY Title: Contact: Directorate: WA Health Exit Survey Policy Workforce Directorate Version: Date Published: 10/08/2015 Date of Last Review: 20/08/2012 Date Next Review: 10/08/2020 9

11 Appendix 1 WA Health Exit Survey Information for Employees WA Health is inviting all exiting employees to participate in an exit survey. If you are leaving the organisation, you are strongly encouraged to complete the exit survey before you leave. Doing so can assist WA Health to: identify organisational and workplace issues explore alternative working arrangements improve work and management practices develop strategies to retain staff. The exit survey can be completed electronically (on-line) by contacting the Exit Survey Administrator by ([email protected]) or manually by accessing a paper copy. Alternative formats of the exit survey form will be available on request from employees with a disability, who are from a culturally diverse background or who do not have internet/ access. Paper copies of the exit survey can be obtained through: your manager your Health Service intranet Healthpoint ( Options for returning a completed paper survey include: Fax: (08) Scan and [email protected] Post: Exit Survey Administrator Department of Health Workforce 189 Royal Street East Perth 6004 All exit survey responses will be aggregated and reported to WA Health in such a way that ensures respondents are not individually identified unless the respondent provides consent to release their personal information. For more information, go to the HealthPoint Ceasing Employment webpage at If you have any questions about the WA Health exit survey, please contact the Exit Survey Administrator: Telephone: (08) [email protected] 10

12 This document can be made available in alternative formats on request for a person with a disability. Department of Health 2015 Copyright to this material is vested in the State of Western Australia unless otherwise indicated. Apart from any fair dealing for the purposes of private study, research, criticism or review, as permitted under the provisions of the Copyright Act 1968, no part may be reproduced or re-used for any purposes whatsoever without written permission of the State of Western Australia.