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HR – STAFF EXIT POLICY

Corporate Plan Objective:

COUNCIL MEETING DATE:

The purpose of the Exit Policy is to obtain confidential feedback from employees that
are voluntarily ceasing their employment with the Organisation. Departing employees provide
valuable information regarding current work practices, reasons for leaving and other
information that can be used to assist management improve future working conditions,
and identify underlying trends in a bid to curb instances of staff turnover.
The exit interview is an opportunity for an employee to voice any comments or
suggestions that have not been addressed during their employment.
The exit policy also formalises the separation process by clearly outlining all
responsibilities of both the employer and the departing employee, eg. confidential
information, return of keys/property etc.

Exit Interviews
An informal exit interview should be conducted in the week prior to the employee
formally leaving the organisation.

Generally the supervisor or manager will be the most suitable person to conduct
the exit interview. Alternatively, an interview can be set up with the Manager
Organisational Development.

Where it is not possible or appropriate for a meeting to take place, an Exit


Interview Survey (APPENDIX 1) will be posted to the departing employee for
completion. The Manager Organisational Development will action this process.

Employee Responsibility
It is not mandatory for employees to participate in an exit interview but the organisation would
appreciate any input an employee may have as it will assist in continuous improvement,
and providing a better workplace for all employees.

Direct Manager’s Responsibility


Ensure departing employee is offered the opportunity to attend an exit interview
with them or alternatively arrange with the Manager Organisation Development to
conduct the interview.

If the Exit Interview is conducted face-to-face, the records from the interview will
be marked ‘confidential’ and forwarded to the Manager Organisational
Development, who will ensure the results are placed on the employee’s personnel
file.
Ensure exit interviews are conducted prior to the employee’s final day, usually
during their final week of employment (the Exit Interview Questionnaire
‘Appendix 1’ should be used as a template).

If the employee does not wish to undertake an interview face-to-face, advise the
departing employee that a survey will be sent to them for completion and to return
to the Manager Organisational Development.

Discuss confidentiality and ensure all Organisation property is collected and accounted
for before the staff member departs on their final working day with the Organisation, eg.
name badge, photo ID card, keys etc… (see Appendix 2 for checklist).

Review Date
This policy will be reviewed annually in consultation with the Organisation Consultative
Committee.

APPENDIX 1

CONFIDENTIAL

EXIT INTERVIEW QUESTIONNAIRE

NAME: __________________________________________________

DATE: ____/____/____ DEPARTMENT:___________________________

__________________________ POSITION HELD: _________________________

DIRECTOR / MANAGER / TEAM LEADER: ________________________________________

PURPOSE:
Our aim is determine the reasons behind staff leaving our organisation, in a bid to identify any underlying
trends and reduce levels of staff turnover. Your input into this process is vital and we appreciate and
value your time and comments. All information provided will be treated with strict confidentiality and
reported in a statistical format only.
NB: should you wish the specific information supplied below to be passed on to the relevant Director /
Manager / Team Leader, please indicate by ticking the box below:

YES I GIVE MY CONSENT FOR THE DETAILS OF THIS INTERVIEW TO BE SHARED______

INSTRUCTIONS:

Read the questionnaire through first and complete questions where applicable.
1. What are your plans on leaving the organisation?

OR

Other: (please state) _____________________________________________________________

2. What if anything would have made you stat with this organisation?

Increased salary _ Better work/life balance options _ Role Clarity _


Increased benefits _ Development opportunities _ Travel _
Recognition _ More challenging work _
Another Position: OR Studying
Increased responsibility,
increased remuneration
Change of career
Similar role, increased
remuneration
Travel
Similar role, similar
remuneration
Retirement

3. What were the most positive aspects of your time with the organisation?

_ Appraisal & recognition _ Co-worker interaction _


Job satisfaction

Community work _ Remuneration _ Social/Fun _

Employee development _ Flexibility _ Health & Well Being Activities__

Other: (please state) _____________________________________________________________

4. What factors have led you to decide to leave the organisation?


Insufficient hours given _ Inaccurate performance feedback _ Work load too much _
Excessive hours expected _ Contribution not recognised by manager _ Work load too little _
Short notice of roster changes _ Job didn’t meet expectations _ Lack of development _
Lack of feedback & support _ Lack of opportunities to advance at CGSC _ Conflict with staff _
Conflict with customers _ Conflict with management _ Other _
Other: (please state) _____________________________________________________________

5. What were the unfavourable aspects of your time with the organisation?

Unrealistic work demands _ Role clarity _ _


Relationship with manager

Lack of communication _ Isolation _ Relationship with teamco-worker _

Staff facilities _ Commuting _ Relationship with Councillor _

Other: (please state) _____________________________________________________________

6. What suggestions would you make for improvements to your position?


______________________________________________________________________________
Your unit __________________________________________________________________
______________________________________________________________________________
The organisation ________________________________________________________________

Please make any other general comments or observations


______________________________________________________________________________

(additional pages can be attached as required)

WE THANK YOU FOR YOUR CONTRIBUTION AND WISH YOU ALL THE SUCCES IN THE FUTURE.

Please return this form in the


Reply Paid envelope enclosed

APPENDIX 2

CHECK LIST FOR EXITING STAFF

Managers need to organise the return of the following items (if applicable BEFORE the
staff member exits the organisation):

NAME OF STAFF MEMBER: _________________________________________________

POSITION: _______________________________________________________________

MANAGER: ______________________________________________________________
ITEM DATE SIGNATURE SIGNATURE
RETURNED (STAFF MEMBER) (MANAGER)
Car Keys

Fuel Card

Mobile Phone

Phone Charger

Name Badge

Photo Identification

Badge

Office Key

Laptop Computer

Electronic Organiser

Paperwork, CD’s etc.,

Relating to the position

Business Cards

Other (please specify)


________

underlying
Retirement

Moving interstate

Family obligations

Related Interests