Monash University > Workplace Policies & Procedures > Termination > Staff separation

Leaving Monash Procedure – Exit questionnaire/interview (staff separation)

Parent Policy

Leaving Monash

Preamble

This procedure outlines the opportunities for staff to voluntarily provide exit feedback to Monash University. Feedback may be provided by one of two mechanisms – an exit questionnaire or an exit interview.

This procedure supports the University's objective of improving retention of high achieving staff and for establishing Monash as an "Employer of Choice". It applies to all fixed term and ongoing University staff voluntarily terminating their employment.

Definitions

Exit questionnaire - One of the two mechanisms available for staff to provide feedback. A standard format questionnaire is used to capture data for staff and for supervisors.

Exit interview - The second mechanism by which staff can provide exit feedback. Staff may choose to provide exit feedback via an interview with a trained interviewer.

Fixed term university staff - Staff members of the university engaged in fixed-term employment as defined under clause 18.4 of the Monash University Enterprise Agreement (Academic and General Staff) 2005, clause 18.1 of the Monash University Enterprise Agreement (Trades and Services Staff – Building and Metal Trades Staff and Grounds and Gardening Staff) 2005, and clause 18.1 of the Monash University Enterprise Agreement (Trades and Services Staff – Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005.

Continuing university staff - Staff members of the University engaged in full-time or fractional employment other than fixed-term, sessional or casual employment.

Supervisor: means the person who is responsible for the supervision of staff member(s) and in most cases this will be the immediate line manager.

Invitation to participate

The option to provide exit feedback will be made available to all fixed term and continuing staff, voluntarily terminating their employment.

The Human Resources Division will provide all eligible staff with an exit questionnaire and outline the option to participate in a staff separation interview prior to their last working day. Exiting staff choose which feedback option is most appropriate for them.

All staff have the right to decline to participate in the completion of the exit questionnaire/interview.

The Exit Questionnaire

The staff member may complete the exit questionnaire either prior to or at the time of departure from the University.

Staff members should return the completed exit questionnaire to:
the Senior Training Coordinator, Staff Separation Interviews, Human Resources Division.

The Exit Interview

Alternatively, the staff member may choose to have a personal interview with a designated member of the Staff Separation Interviewer Panel. To ensure open, frank and confidential discussions staff exit interviews are conducted away from the work site. Members of the Staff Separation Interviewer Panel are appropriately qualified and skilled to conduct these interviews.

Exit Interviews are coordinated by the Staff development Unit.

Collation and use of data

The University will seek to obtain objective and confidential feedback from staff who are voluntarily terminating their employment, regarding their perceptions and satisfaction levels towards their working experience with the University.

Data collected through the exit questionnaire and interview process is confidential and will not be used in a manner that allows identification of an individual staff member unless the express authority of that individual is obtained.

Data collected will be stored in a secure access database managed by the Coordinator, Staff Separation Interviews, Human Resources Division. Once the data is captured in the database, the paper based interview document and any notes will be destroyed.

Reports will only be produced where the sample size ensures the anonymity of the participants.

Based on data collected, reports will be generated by the Coordinator, Staff Separation Interviews and provided to the Divisional Director of Human Resources Division, on a quarterly basis with annual reporting of major trends to the Vice-Chancellor's Group and Deans.

Review procedures

The staff separation questionnaire should be reviewed at least annually to ensure that the process and system is meeting University objectives.

Related Enterprise Agreement Clauses

Enterprise Agreement (Academic and General Staff) 2005 clause 20 schedule 4