In February 2017, we began distributing an exit survey and offering a divisional exit interview to all employees departing from a position within the VPFA portfolio on January 1, 2017, or later.
The exit survey, which was developed in 2016 by the VPFA diversity committee, invites departing employees to share information about their reasons for leaving and their post-departure plans, to reflect on the supervision they received and the department's leadership, and to provide any additional information they think would be useful to the senior vice president and her leadership team.
To help assist with collection of a non-UO email address through which to distribute the exit survey and to assist departing employees, their supervisors, and HR contacts with a smooth transition, we have developed an Employee Exit Checklist.
FREQUENTLY ASKED QUESTIONS
What is the purpose of an exit survey?
The exit survey and exit interview are opportunities for departing employees to give some constructive feedback, and to leave on a positive note having had the chance to share their opinions in a low-stakes setting. For the division, these tools are a way to understand employees’ motivation to leave, identify trends, and collect valuable feedback and suggestions which may help to improve recruitment, onboarding, retention, and supervisor training.
How does the exit survey work?
We have developed a 10-question survey in Qualtrics accessed by a single, or generic, link that will be sent to each departing employee.
We have developed an exit checklist for all units and departing employees to use, which includes a place in which to collect a non-UO email address. The survey link will be distributed to this non-UO email address, once by the supervisor/HR contact and once by the Office of the VPFA.
What kinds of questions are asked in the survey?
The survey includes questions about what motivated the employee to leave and what they will do after leaving. The survey asks departing employees to evaluate the supervision they received, assess the division’s leadership, and share any additional information that might aid us in improving such things as the employee experience and the departmental, divisional and university climate.
Why survey employees who leave their position for another position at the UO?
We acknowledge that it may be more difficult for an ongoing employee to be candid but their input is as valuable. An employee who moves to a new position but remains at the UO may ultimately benefit from the improvements or changes that result from the input they have provided in their exit survey.
Who will see the responses and what will be done with the information collected?
Individual survey responses will generally only be viewed by the senior vice president and the chief of staff. Given the goals of improving recruitment, onboarding, retention, and supervisor training, the senior vice president may discuss survey findings with relevant members of her leadership team. Over time we will review aggregated data with the senior VPFA leadership to identify trends.
How many employees leave the division? How many responses do you expect to collect in a given year?
In each of the last two fiscal years, an average of 72 employees in our division left or retired from the university (not including temporary and student employees). The average response rate for internal surveys is about 30-40%, so we can anticipate receiving about 30 responses per year.
How does the exit interview work?
After or around the time of the employee’s departure, he/she will receive an email with a link to the exit survey and an invitation to contact the VPFA office to set up a face-to-face or telephone exit interview. Generally, the exit interview will be conducted by the chief of staff (COS) unless the departing person reported to the COS. Requests to be interviewed by someone other than the COS will be honored. Also, any departing UO employee may contact the Office of Human Resources at any time to schedule an exit interview.
Why doesn’t central HR administer an exit survey or exit interview?
While the Office of Human Resources has determined it does not have the capacity at this time to effectively administer a university-wide exit survey or offer an exit interview to all employees, they do respond to individual exit interview requests. It is considered a best practice for a central HR department to be the unit conducting these activities. At the point that our HR office is ready to implement its own exit survey or exit interviews, the Office of the VPFA will engage in the development of HR’s process and may subsequently discontinue its own exit survey and exit interviews.