ensuring that we are able to attract the best calibre of employees in order to fulfil
... employee's resignation are dealt with efficiently, but also gives individuals an
opportunity ... acknowledges resignation in writing and forwards the letter of
resignation and a copy of the acknowledgement to the Human Resources
department.
EXIT PROCEDURE
Version Control Implementation Date Last Review Date Next Formal Review Date
Date July 2008 April 2003 July 2011
EQIA Rapid Impact Assessment
Engagement and Consultation Groups HR Directorate/LPF/Managers
Approval Record LPF Staff Governance
Date
Version No: 2
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Contents
1.0 Introduction 2.0 Purpose 3.0 Processing a Resignation 4.0 Exit Interviews 5.0 Provision of References 6.0 Review
Appendices: Appendix A Exit Interview Letter to Employee Appendix B Exit Interview Questionnaire Appendix C Exit Process Flow Chart Appendix D – Confirmation of Employment Proforma
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1.0
Introduction
1.1
Our staff are our most important asset. With this in mind, NHS Shetland (the Board) is committed to maintaining and enhancing its standing as an Employer of Choice, thereby ensuring that we are able to attract the best calibre of employees in order to fulfil our aim of providing highquality healthcare services.
1.2
Whilst it is essential that employees have a positive image of the Board during recruitment and throughout the course of their employment with us, it is also equally important that they maintain that image when exiting the organisation.
1.3
An effective exit procedure not only ensures that the practical matters arising from an employee’s resignation are dealt with efficiently, but also gives individuals an opportunity to provide feedback on their perceptions of the Board as an employer and allows the Board to gather valuable information which may be used constructively to enhance employment practices. (They may help in identifying reasons for staff turnover and provide us with a source of qualitative information that will assist in the development of realistic future service plans).
2.0
Purpose
2.1
To ensure that the Board adopts a consistent approach to managing all aspects of the process of employees exiting the organisation voluntarily.
2.2
To ensure that reasons for employees leaving the organisation are actively explored through the process of independent exit interviews and information gathered is analysed and used to highlight good practice and influence improvements in areas where these may be required.
2.3
To establish controls regarding the provision of references to other organisations, ensuring that references provided are fair and consistent and contain only information that can be objectively verified.
3.0
Processing a Resignation
3.1
Line Manager notifies the Human Resources department promptly upon receipt of a resignation.
3.2
Line Manager acknowledges resignation in writing and forwards the letter of resignation and a copy of the acknowledgement to the Human Resources department.
3.3
Line Manager forwards confirmation of employee’s last working day and details of any annual leave outstanding to the Human Resources department.
3.4
The Human Resources department prepares a Termination Form on the basis of the information provided by the Line Manager and ensures it is forwarded to the Payroll department in time to meet the monthly deadline.
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3.5
The Human Resources Department writes to the employee (Appendix A) offering them an Exit Interview and enclosing an Exit Interview Questionnaire (Appendix B) for them to complete in preparation for the interview.
3.6
Details of the process are summarised in a flowchart (Appendix C).
3.7
The Human Resources Department forwards the Line Manager a Confirmation of Service Proforma (Appendix D) to complete and return. The completed proforma will be retained on the employee’s personnel file and will provide the basis for any employment reference(s) given by the Board (See Section 5).
4.0
Exit Interviews
4.1
All employees voluntarily leaving the employment of the Board will be invited by the Human Resources department to participate in an independent Exit Interview.
4.2
In order to ensure that staff feel confident enough to make constructive comments the interview will be conducted by an appropriate member of the Human Resources team.
4.3
The interview will be conducted in the strictest confidence and details of any feedback to be provided to the Line Manager will be agreed directly with the employee as part of the process. Where comments made relate to behaviour/actions/performance of the Line Manager and/or his/her running of the department, feedback will be provided to the appropriate Senior Manager.
4.4
The Human Resources department will provide agreed structured feedback to the Line Manager or appropriate Senior Manager. The Line Manager/Senior Manager will inform the Human Resources department of any action(s) taken as a result of the feedback.
4.5
The Human Resources department will collate information based on exit interview outcomes in order to provide statistical data for review by the Local Partnership Forum at agreed reporting intervals. Data provided will identify any general or specific areas of concern and highlight any emerging trends that may require further investigation and/or action. Details of action taken as a result of exit interview feedback will be reported in an annonymised format.
4.6
All information collected remains confidential and is stored in line with the Data Protection Act 1998.
. 5.0
Reference Requests
5.1
Under current legislation and case law the Board has a duty of care both to the prospective new employer and to the employee to ensure that any reference provided is not only factually accurate but also fair and not misleading in the overall impression it gives to the recipient.
5.2
To ensure that the Board complies with the responsibilities outlined above, the Human Resources department will be responsible for the processing of all reference requests issued on its behalf.
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5.3
Managers who receive reference requests for both ex and current employees should forward these promptly to the Human Resources department for action.
5.4
The Human Resources Department will prepare an employment reference based on information supplied by the Line Manager in a completed Confirmation of Employment form. A Human Resources Advisor will review the information provided and if necessary seek clarification from the Line Manager to ensure that the details are capable of being objectively verified, e.g., if aspects of an individual’s performance are described as ‘Poor’, the Line Manager must be able to evidence that they have made the individual aware of the shortfall in performance, clarified standards required and instigated a process by which to achieve these.
5.5
All references provided will be limited to factual information relating to an individual’s employment with the Board. Subjective opinions regarding suitability for any future post with another employer will not be given.
5.6
Line Managers may also if they wish provide Personal References. Personal references should not be provided on the Board’s headed paper and the Board will not be responsible for their content.
6.0
Review This Policy will be reviewed at regularly intervals by the Director of Human Resources on behalf of the Local Partnership Forum.
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Appendix A
Shetland NHS Board
PERSONAL & CONFIDENTIAL
Human Resources Brevik House South Road Lerwick SHETLAND ZE1 0TG Telephone 01595 743031 Fax 01595 690623 www.shetlandhealthboard.org Your Ref Our Ref Enquiries to Extension Direct Line Fax Email
Laura Pottinger 3031 01595 743031 01595 690623
[email protected]
Dear colleague
EXIT INTERVIEW On behalf of the Board, may I say how sorry I am to hear that you will be leaving NHS Shetland and to thank you for your invaluable service and wish you every success in the future. As part of the Board’s ongoing commitment to improving the retention and working lives of staff, I would like to invite you to take part in an Exit Interview with a member of the Human Resources team. Please contact me on the above number to arrange a suitable date and time for this interview. I would be grateful if you would also take a few minutes to complete the enclosed questionnaire and bring it with you to the interview. Alternatively, if you do not wish to attend an interview, I would be grateful if you could complete the enclosed questionnaire and return to the HR department at the above address as soon as possible. Your views are important to the Board and information gathered from exit interviews will be used in collaboration with other initiatives in order to improve employment practices and the retention of staff. I look forward to seeing you soon. Yours sincerely
Laura Pottinger HR CoOrdinator Please detach below and return along with questionnaire if NOT attending interview I do not wish to attend an Exit Interview …………………………………………… (name) I enclose a completed questionnaire ………………………………………………… (signature) L:\Policies and Procedures\CURRENT POLICES & PROCEDURES\Exit Procedure.doc
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Appendix B Please complete this form and return to the Human Resources Department under Confidential cover, or bring it with you to your Exit Interview. EXIT INTERVIEW QUESTIONNAIRE
Name:
Dept:
Date of Commencement:
Date of Leaving:
Current Post:
Line Manager:
The Job What is your reason for leaving? Age Retiral No Promotion Pressure of Work Job Content New Job Earnings Redundancy Working Hours Fixed term Contract Working Conditions Working Relationships Further Training
Accommodation Pregnancy Care for Dependants Travel Problems Moving Home Other
Other reason, please specify: ___________________________________________________ If you have a New Job, Where: ___________________________________________________ If you are taking up alternative employment, which of the following factors were highly influential to your decision: (please circle as many as you wish) Basic Salary Domestic situation Additional Benefits Work/life balance Terms of Employment Location Work Conditions/equipment facilities Discrimination/harassment Management Styles Lack of Development Promotion prospects Other: (please specify) ……………………………………………………………………………. Is the current job description accurate? Do you have any suggestions regarding the nature of the job itself?
How do you feel about training you received? Did it improve your career prospects?
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Did you find the Induction helpful?
YES/NO
Did you have an Annual Review/PDP?
YES/NO
What were the physical working conditions like in your department? Any suggestions for improvements? Were they raised in the past?
Supervision and Management Did your Line Manager: Show fair treatment Give praise for work well done Give encouragement and help when needed Explain the job properly Listen to suggestions/criticisms Comments
Always
Usually Seldom
Never
What were your working relationships with your colleagues?
What was morale like in your department?
Why?
How do you feel about the pay and benefits/facilities and services provided? Very Good
Good
Fair
Poor
N/A
Pay for your job Holidays Sick pay Pension scheme Office accommodation and equipment Meal & refreshment facilities Sports & social facilities Parking facilities Communication within the Board Communication within your Department Comments
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What did you like most/least about your job and why?
Is there anything which would make/could have made you stay?
Any other comments?
NOTE: PLEASE KEEP THE HUMAN RESOURCES/PAYROLL DEPARTMENTS INFORMED OF ANY CHANGE OF ADDRESS AND ANY CHANGES IN BANK DETAILS (PAYROLL ONLY) IN ORDER THAT WE CAN CONTACT YOU IN FUTURE IF REQUIRED (e.g. REGARDING AGENDA FOR CHANGE OUTCOMES)
In line with the Data Protection Act 1998, this form will be processed by the Personnel Department who will extract information and securely store the form prior to shredding after 12 months. CONFIDENTIAL – FOR HUMAN RESOURCES DEPARTMENT USE ONLY Name of Interviewee: ________________________________________________________ Department: ____________________________
Post: ____________________________
Date of Leaving: ________________________
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In line with the Data Protection Act 1998, this form will be processed by the Human Resources Department who will extract the information and securely store the form prior to shredding after 12 months. Appendix C The Exit Process Employee tenders resignation in writing to Line Manager
Line Manager notifies HR Department promptly upon receipt of resignation
Manager acknowledges resignation in writing and forwards resignation letter and copy of acknowledgement to the HR department. Manager forwards confirmation of employee’s last working day and details of any annual leave due for payment to HR who will process a Termination Form for Payroll.
HR Department contacts employee to offer an Exit Interview and forwards Exit Interview Questionnaire for them to complete and bring to interview.
HR Department analyses Exit Interview feedback.
Structured feedback to line manager/senior manager where necessary/agreed, confirming any action to be taken
Statistical HR feedback to LPF
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Feedback can be used for: Communications Job descriptions Training initiatives Recruitment campaigns Organisational strategy Facilities review Grading reviews
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Appendix D
CONFIRMATION OF EMPLOYMENT
Employee: Department: Line Manager: 1.
Position employed in: _________________________
2.
Dates of employment: From __________ To __________
3.
Summary of main responsibilities/duties :
___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________
4.
Assessment of Employee (Please tick appropriate standard for each relevant area)
Area Quality of work Quantity of work Application to job Time management/ prioritisation skills Working on own initiative Relationships with other Time keeping Attendance Supporting comments
Excellent
STANDARD Good Fair
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Poor
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5.
Sickness Absences Please provide details of sickness absence (total number of days) over the past 2 years. 5.1 5.2
6.
This year __________ (days). Last year __________ (days).
Reasons for leaving employment with the Board? Voluntary termination Dismissal Other*
*Please state reason:__________________________________________________ ___________________________________________________________________ ___________________________________________________________________
Would you reemploy ? Yes No*
*Please state reason:__________________________________________________ ___________________________________________________________________ ___________________________________________________________________
I confirm that the information I have provided is a fair and accurate assessment and I understand that it will be used as the basis of any employment reference provided by the Board in respect of the abovenamed individual.
Signed:_______________________________________________________________ Job Title:______________________________________________________________ Date:_________________________________________________________________
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