It's important for us to understand why employees leave the organisation. The information provided is used to help build on good employment practices and to highlight and address areas where we could improve.
We want honest feedback and any information provided will be treated in confidence.
The exit questionnaire
Complete the exit questionnaire
After the employee resigns from their post, the manager will notify the HR Services pay team by submitting the leavers form on Fiori attaching a copy of the resignation letter.
This will generate:
- an email to the resigning employee with a work email address providing them with a link to complete the exit questionnaire. As part of the exit questionnaire they will have the opportunity to request an exit interview
- an email to managers to remind them of the exit process and the need arrange to collect all council equipment, update the equipment loaned form and store this in the employees HR file on EDRM
If the resigning employee doesn't have a work email address, managers should check if they have a smartphone and personal email address to send the online questionnaire to. On the rare occasion they do not, managers can take the employee's answers over the phone and record them on their behalf.
We'll also write to the employee once their leaving date has been processed on the payroll system.
The exit meeting
Wherever possible, we encourage colleagues who are leaving us to have an exit interview. Managers will be made aware of one of their team members requesting an interview by the HR Operations team, and will be sent some exit interview guidance and a template form to record the conversation. When an interview has been requested, it's important that managers arrange this with the resigning employee as soon as possible. The purpose of this meeting is to discuss the leavers working experience, their reasons for leaving, and to make appropriate arrangements for the employee to leave their post.
Leaving a workplace can be a very emotive time for all parties and it's important that resigning employees feel supported and feel able to leave the council on good terms.
It may be that they prefer to have the meeting with a more senior manager in the same team. If this is the case, you should arrange for this to take place.
Employees can choose not to have an exit meeting, but it's important that we offer it to them.
The exit meeting should cover the employee's views found on their exit questionnaire, or, if the employee has not completed this questionnaire, views on the following areas:
- reason for leaving
- job content
- wellbeing
- development and support
- recommendations for change
- any good experiences expressed by the employee
- any concerns or dissatisfaction expressed by the employee
If you do have an exit interview with the resigning employee, you should follow up on any areas of concern or dissatisfaction they express, consider what improvements you can make locally and escalate to your line manager anything that needs to be resolved at a higher level.
When completed, managers should upload the exit interview notes to the employee's HR file on EDRM.
If the employee has had their meeting with another nominated person, the person conducting the meeting will arrange for this documentation to be uploaded to the employee's HR file on EDRM via a senior manager.