EXIT

PROCEDURE

VersionControl Date
ImplementationDate July2008
LastReviewDate April2003
NextFormalReviewDate July2011

EQIA EngagementandConsultationGroups
RapidImpactAssessment HRDirectorate/LPF/Managers

ApprovalRecord Date
LPF
StaffGovernance

VersionNo:2

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 Contents

1.0 Introduction

2.0 Purpose

3.0 ProcessingaResignation

4.0 ExitInterviews

5.0 ProvisionofReferences

6.0 Review

Appendices:

AppendixAExitInterviewLettertoEmployee

AppendixBExitInterviewQuestionnaire

AppendixCExitProcessFlowChart

AppendixDConfirmationofEmploymentProforma

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1.0 Introduction

1.1 Ourstaffareourmostimportantasset.Withthisinmind,NHSShetland(theBoard)is
committedtomaintainingandenhancingitsstandingasanEmployerofChoice,thereby
ensuringthatweareabletoattractthebestcalibreofemployeesinordertofulfilouraim
ofprovidinghighqualityhealthcareservices.

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
importantthattheymaintainthatimagewhenexitingtheorganisation.

1.3 An effective exit procedure not only ensures that the practical matters arising from an
employeesresignationaredealtwithefficiently,butalsogivesindividualsanopportunity
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
provideuswithasourceofqualitativeinformationthatwillassistinthedevelopmentof
realisticfutureserviceplans).

2.0 Purpose

2.1 To ensure that the Boardadopts a consistent approach to managing all aspects of the
processofemployeesexitingtheorganisationvoluntarily.

2.2 Toensurethatreasonsforemployeesleavingtheorganisationareactivelyexplored
throughtheprocessofindependentexitinterviewsandinformationgatheredisanalysed
and used to highlight good practice and influence improvements in areas where these
mayberequired.

2.3 To establish controls regarding the provision of references to other organisations,

3.0 ProcessingaResignation

3.1 Line Manager notifies the Human Resources department promptly upon receipt of a
resignation.

3.2 LineManageracknowledgesresignationinwritingandforwardstheletterofresignation
andacopyoftheacknowledgementtotheHumanResourcesdepartment.

3.3 Line Manager forwards confirmation of employees last working day and details of any
annualleaveoutstandingtotheHumanResourcesdepartment.

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
departmentintimetomeetthemonthlydeadline.

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3.5 The Human Resources Department writes to the employee (Appendix A) offering them
anExitInterviewandenclosinganExitInterviewQuestionnaire(AppendixB)forthemto
completeinpreparationfortheinterview.

3.6 Detailsoftheprocessaresummarisedinaflowchart(AppendixC).

3.7 The Human Resources Department forwards the Line Manager a Confirmation of
ServiceProforma(AppendixD)tocompleteandreturn.Thecompletedproformawillbe
retainedontheemployeespersonnelfileandwillprovidethebasisforanyemployment
reference(s)givenbytheBoard(SeeSection5).

4.0 ExitInterviews

4.1 All employees voluntarily leaving the employment of the Board will be invited by the
HumanResourcesdepartmenttoparticipateinanindependentExitInterview.

4.2 Inordertoensurethatstafffeelconfidentenoughtomakeconstructivecommentsthe
interviewwillbeconductedbyanappropriatememberoftheHumanResourcesteam.

4.3 Theinterviewwillbeconductedinthestrictestconfidenceanddetailsofanyfeedback
tobeprovidedtotheLineManagerwillbeagreeddirectlywiththeemployeeaspartof
the process. Where comments made relate to behaviour/actions/performance of the
LineManagerand/orhis/herrunningofthedepartment,feedbackwillbeprovidedtothe
appropriateSeniorManager.

4.4 TheHumanResourcesdepartmentwillprovideagreedstructuredfeedbacktothe
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
outcomesinordertoprovidestatisticaldataforreviewbytheLocalPartnershipForumat
agreed reporting intervals. Data provided will identify any general or specific areas of
concernandhighlightanyemergingtrendsthatmayrequirefurtherinvestigationand/or
action.Detailsofactiontakenasaresultofexitinterviewfeedbackwillbereportedinan
annonymisedformat.

4.6 All information collected remains confidential and is stored in line with the Data
ProtectionAct1998.
.

5.0 ReferenceRequests

5.1 Under current legislation and case law the Board has a duty of care both to the
prospectivenewemployerandtotheemployeetoensurethatanyreferenceprovidedis
not only factually accurate but also fair and not misleading in the overall impression it
givestotherecipient.

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
issuedonitsbehalf.

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5.3 Managers who receive reference requests for both ex and current employees should
forwardthesepromptlytotheHumanResourcesdepartmentforaction.

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.AHumanResourcesAdvisorwillreviewtheinformationprovidedandifnecessary
seekclarificationfromtheLineManagertoensurethatthedetailsarecapableofbeing
objectively verified, e.g., if aspects of an individuals 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
processbywhichtoachievethese.

5.5 All references provided will be limited to factual information relating to an individuals
employmentwiththeBoard.Subjectiveopinionsregardingsuitabilityforanyfuturepost
withanotheremployerwillnotbegiven.

5.6 LineManagersmayalsoiftheywishprovidePersonalReferences.Personalreferences
should not be provided on the Boards headed paper and the Board will not be
responsiblefortheircontent.

6.0 Review

ThisPolicywillbereviewedatregularlyintervalsbytheDirectorofHumanResourceson
behalfoftheLocalPartnershipForum.

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 AppendixA

ShetlandNHSBoard HumanResources
BrevikHouse
SouthRoad
Lerwick
SHETLANDZE10TG
Telephone 01595743031
Fax 01595 690623
www.shetlandhealthboard.org

PERSONAL&CONFIDENTIAL YourRef
OurRef

Enquiriesto LauraPottinger
Extension 3031
DirectLine 01595743031
Fax 01595690623
Email [email protected]
Dearcolleague

EXITINTERVIEW

On behalf of the Board, may I say how sorry I am to hear that you will beleaving NHS
Shetlandandtothankyouforyourinvaluableserviceandwishyoueverysuccessinthe
future.

AspartoftheBoardsongoingcommitmenttoimprovingtheretentionandworkinglives
of staff, I would like to invite you to take part in an Exit Interview with a member of the
HumanResourcesteam.Pleasecontactmeontheabovenumbertoarrangeasuitable
dateandtimeforthisinterview.Iwouldbegratefulifyouwouldalsotakeafewminutes
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
addressassoonaspossible.

YourviewsareimportanttotheBoardandinformationgatheredfromexitinterviewswill
be used in collaboration with other initiatives in order to improve employment practices
andtheretentionofstaff.

Ilookforwardtoseeingyousoon.

Yourssincerely

LauraPottinger
HRCoOrdinator

PleasedetachbelowandreturnalongwithquestionnaireifNOTattendinginterview

IdonotwishtoattendanExitInterview(name)

Iencloseacompletedquestionnaire(signature)

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 AppendixB
PleasecompletethisformandreturntotheHumanResourcesDepartmentunderConfidential
cover,orbringitwithyoutoyourExitInterview.

EXITINTERVIEWQUESTIONNAIRE

Name: Dept:

DateofCommencement: DateofLeaving:

CurrentPost: LineManager:

TheJob

Whatisyourreasonforleaving?
AgeRetiral NoPromotion Accommodation
PressureofWork JobContent Pregnancy
NewJob Earnings CareforDependants
Redundancy WorkingHours TravelProblems
FixedtermContract WorkingConditions MovingHome
WorkingRelationships FurtherTraining Other

Otherreason,pleasespecify:___________________________________________________

IfyouhaveaNewJob,Where:___________________________________________________

Ifyouaretakingupalternativeemployment,whichofthefollowingfactorswerehighlyinfluential
toyourdecision:(pleasecircleasmanyasyouwish)

BasicSalary Domesticsituation
AdditionalBenefits Work/lifebalance
TermsofEmployment Location
WorkConditions/equipmentfacilities Discrimination/harassment
ManagementStyles LackofDevelopment
Promotionprospects
Other:(pleasespecify).

Isthecurrentjobdescriptionaccurate?Doyouhaveanysuggestionsregardingthenatureof
thejobitself?

Howdoyoufeelabouttrainingyoureceived?Diditimproveyourcareerprospects?

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DidyoufindtheInductionhelpful? YES/NO
DidyouhaveanAnnualReview/PDP? YES/NO

Whatwerethephysicalworkingconditionslikeinyourdepartment?Anysuggestionsfor
improvements?Weretheyraisedinthepast?

SupervisionandManagement

DidyourLineManager: Always Usually Seldom Never

Whatwereyourworkingrelationshipswithyourcolleagues?

Whatwasmoralelikeinyourdepartment? Why?

Howdoyoufeelaboutthepayandbenefits/facilitiesandservicesprovided?

Very
Good Good Fair Poor N/A
Payforyourjob
Holidays
Sickpay
Pensionscheme
Officeaccommodationandequipment
Meal&refreshmentfacilities
Sports&socialfacilities
Parkingfacilities
CommunicationwithintheBoard
CommunicationwithinyourDepartment
Comments

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Whatdidyoulikemost/leastaboutyourjobandwhy?

Isthereanythingwhichwouldmake/couldhavemadeyoustay?

Anyothercomments?

NOTE:PLEASEKEEPTHEHUMANRESOURCES/PAYROLLDEPARTMENTSINFORMED
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.
REGARDINGAGENDAFORCHANGEOUTCOMES)

In line with the Data Protection Act 1998, this form will be processed by the Personnel
Departmentwhowillextractinformationandsecurelystoretheformpriortoshreddingafter12
months.

CONFIDENTIALFORHUMANRESOURCESDEPARTMENTUSEONLY

NameofInterviewee:________________________________________________________

Department:____________________________ Post:____________________________

DateofLeaving:________________________

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InlinewiththeDataProtectionAct1998,thisformwillbeprocessedbytheHumanResources
Departmentwhowillextracttheinformationandsecurelystoretheformpriortoshreddingafter
12months.
AppendixC
TheExitProcess

EmployeetendersresignationinwritingtoLineManager

LineManagernotifiesHRDepartmentpromptlyupon
receiptofresignation

Manageracknowledgesresignationinwritingandforwards
resignationletterandcopyofacknowledgementtotheHR
department.Managerforwardsconfirmationofemployees
lastworkingdayanddetailsofanyannualleaveduefor
paymenttoHRwhowillprocessaTerminationFormfor
Payroll.

HRDepartmentcontactsemployeetoofferanExit
InterviewandforwardsExitInterviewQuestionnairefor
themtocompleteandbringtointerview.

HRDepartmentanalysesExitInterviewfeedback. Feedbackcanbe
usedfor:
Communications
Jobdescriptions
Structuredfeedbacktoline StatisticalHR Traininginitiatives
manager/seniormanagerwhere feedbacktoLPF Recruitment
necessary/agreed,confirming campaigns
anyactiontobetaken Organisational
strategy
Facilitiesreview
Gradingreviews

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 AppendixD

CONFIRMATIONOFEMPLOYMENT

Employee:

Department:

LineManager:

1. Positionemployedin:_________________________

2. Datesofemployment: From __________ To __________

3. Summaryofmainresponsibilities/duties:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

4. AssessmentofEmployee

(Pleasetickappropriatestandardforeachrelevantarea)

STANDARD
Area Excellent Good Fair Poor
Qualityofwork
Quantityofwork
Applicationtojob
Timemanagement/
prioritisationskills
Workingonowninitiative
Relationshipswithother
Timekeeping
Attendance
Supportingcomments

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5. SicknessAbsences

Pleaseprovidedetailsofsicknessabsence(totalnumberofdays)overthepast2years.

5.1 Thisyear__________(days).
5.2 Lastyear__________(days).

6. ReasonsforleavingemploymentwiththeBoard?

Voluntarytermination
Dismissal
Other*

*Pleasestatereason:__________________________________________________

___________________________________________________________________

___________________________________________________________________

Wouldyoureemploy?
Yes
No*

*Pleasestatereason:__________________________________________________

___________________________________________________________________

___________________________________________________________________

I confirm that the information I have provided is a fair and accurate assessment and I
understandthatitwillbeusedasthebasisofanyemploymentreferenceprovidedbythe
Boardinrespectoftheabovenamedindividual.

Signed:_______________________________________________________________

JobTitle:______________________________________________________________

Date:_________________________________________________________________

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