The Exit Interview Process

Method Options There are two commonly used methods to gather information from an employee when they are leaving their position. We should offer the employee the option of requesting an in-person exit interview, completing an exit questionnaire, or both. This information gathering is appropriate when the employee is leaving for a position outside the College or for a position with another department at Dartmouth. Interview Overview First, it's important to understand exactly what an exit interview is -- and what it isn't. An exit interview should not be confused with the meeting at which separation is discussed. Rather, it is a meeting conducted after the separation decision, whether voluntary or involuntary, has been made and communicated. Exit interviews are intended to help management understand the full scope of reasons behind a voluntary separation, or provide an opportunity for understanding and expression of concerns caused by involuntary separations. The interview also helps to evaluate overall policies and procedures by providing feedback about the department, the College and their practices. Ideally, it is conducted a day or two before the employee's last day. An exit interview is appropriate and encouraged when any employee is leaving their position. Employees often request an exit interview when their separation is based on dissatisfaction with their work experience. It is important for us to listen and learn from employees that are leaving for any reason. Employees who were fully satisfied with their work experience may also have important insights that can lead to improvements. The interview may be conducted by the supervisor, divisional leader or HR Consultant. Please contact your HR Consultant if you are unsure of the most appropriate person, since each situation is unique.

Contact your HR Consultant if you have any questions.

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Interview Structure Effective exit interviews should be structured to ensure that all the important issues are covered and typically include both specific and open-ended questions. This format enables the interviewer to collect job-related details along with more general feedback and opinions. The questions you include will vary depending on the type of information you want. However, exit interviews usually include certain standard lines of questioning with appropriate follow-up questions based on the employee's responses. Depending on the circumstances, it may be most appropriate to have someone other than the supervisor conduct the interview, so as not to inhibit the conversation. The goal is to create an atmosphere that encourages the expression of forthright opinions about the College and department, its management practices, and the job itself. Oftentimes, a neutral party, such as your HR Consultant or another member of management, may be the most appropriate person to conduct the interview. In any case, the interviewer should be prepared to elicit and analyze responses and also should be familiar with the employee's personnel history and the responsibilities of the position.

Commonly Asked Questions 1. How would you describe your work experience at Dartmouth? 2. What has brought you to this decision? 3. Is there anything we could have done differently (changes or improvements) that would have prevented you from leaving? (Again, if the termination is voluntary.) 4. What did you like most about working for this department/the College? 5. What did you like least? 6. How would you evaluate the performance of your supervisor? 7. Did you feel the organization provided sufficient training, opportunities for advancement, benefits, etc.? 8. Do you have any suggestions for ways to make the work more pleasant and productive?

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Outline for the interview 1. Thank the employee for meeting with you 2. Express the importance of feedback from employees that allows the College the opportunity for improvement 3. Discuss confidentiality and how the information will be shared and used 4. Use prepared interview questions as well as follow-up questions 5. Thank the employee for the contributions to the College 6. Finally, if any ill feelings or misunderstandings are uncovered, the interviewer should attempt to defuse them. 7. As appropriate, encourage the employee to consider future employment opportunities with the College Sharing of the Information Prepare a written summary of the interview. If the interview provided you with insight on areas where we can make improvements, please attach a separate document with your recommendations and suggestions. Please also indicate if this interview reflected trends with other exit interviews. As appropriate, discuss the information with divisional leaders and your HR Consultant. The written summary of the interview should be provided to your HR Consultant for retention in the employees personnel file.

RELATED DOCUMENTS: Exit Questionnaire End-of-Employment Checklist Internal Transfer Checklist

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