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Exit process for staff - Manager's guidance
The University has an online Exit Questionnaire for all staff leaving the University. These notes are intended to provide you with information on the exit process and also monitoring and reporting procedures. If you require a hardcopy, please contact Human Resources.
Exit Questionniares and interviews
- Exit Questionnaires are available to all staff. Resignations, retirements and end of fixed term contracts are all acknowledged in writing by Human Resources. A web based address for the Exit Questionnaire is provided in the acknowledgement letter so that staff can access and download the questionnaire themselves. For those that do not have access to the intranet, a hard copy is provided. The acknowledgement letter also gives additional information such as a link to IT Services with information for staff who are leaving, and a prompt to staff to return their Unicard and any University property that they have.
- The Questionnaire is voluntary and, once completed by the individual, should be returned to the Policies Team in Human Resources. Should the individual require assistance with completing the form or wish to discuss it in more detail they will be encouraged to speak to their line manager or HR Business Partner. The choice will be at the discretion of the individual.
- Although voluntary, we would ask that you encourage staff leaving the University to complete at least Section One of the questionnaire so that we can record the reason for leaving and collect accurate data for the Higher Education Statistics Agency (HESA).
- If you are aware that there are issues that would be useful to explore with the individual, you should contact your HR Business Partner to highlight these concerns. If appropriate, the HR Business Partner will then contact the individual direct, check that they have received the questionnaire and offer them the opportunity to have an exit interview which will comprise of discussing the exit questionnaire in more detail. Again this will not be compulsory but the HR Business Partner will actively encourage the individual to attend an interview if management have recommended this. The Exit Interview will normally be run by a HR Business Partner in this case.
Monitoring and reporting
- All questionnaires will be held by the Policies Team in Human Resources in confidence and will be regularly monitored. Information from the questionnaire will be recorded and reported to College Deans / Heads of Professional Services on an annual basis. Policies and procedures will be reviewed as an outcome of any feedback that is received.
- Information provided will be recorded onto a database and used only to produce regular monitoring information to help improve staff issues within the University. The individual’s identity will, however, be kept confidential.
- Should a matter be raised that is deemed as serious and needs immediate action then this will be drawn to the attention of the College Dean/Head of Professional Service. Information may also be shared with other appropriate offices, such as Equal Opportunities. Prior to this happening, the leaving member of staff will be informed by Human Resources of who is going to be contacted.
