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DIVISION OF HOUSING AND FOOD SERVICE
THE UNIVERSITY OF TEXAS AT AUSTIN ExitInterviewProcess

Process Overview

Introduction
An Exit Interview is a powerful tool that allows organizations to gain an understanding as to why
people leave what they liked and what they did not like about their employment with the
Division of Housing and Food Service. Having an effective exit interview process will enable
DHFS to learn from past experiences of departing employees and gain an opportunity to improve
management/employment practices accordingly. It is a positive sign that the organization is big
enough to expose itself to criticism in order to promote constant improvement.
Exit Interviews capture ideas for improvement while promoting positive interaction with
departing employees. Analysis of results and related statistical reports created from exit
interviews provide opportunities for the organization to develop actions that can encourage
reduction in turnover rates, improve employee morale, and encourage a possible future return.
Goals and Outcomes of the Exit Interview
Goals and outcomes for the exit interview process include:
Discover the employees reason for leaving
Give positive attention to the departing employees in order to alleviate possible
frustrations and/or negative attitude toward the organization
Allow departing employees to have a voice about what their work experience was like
Receive valuable feedback from departing employees about compensation, working
conditions, management, and the culture of the organization
Explore areas of the departing employees most serious concerns, and record details of
what they enjoyed most
Departing employees have an opportunity to transfer knowledge and experience to a
successor or replacement; may also brief a team on current projects, issues and contacts
Chance for departing employees to give constructive feedback, and to leave on a positive
note, with good relations and mutual respect
Confidentiality
It should be made clear to the departing employee that the information provided through the exit
interview will be confidential. Such information will be used in summary format and shared
with supervisors and other need-to-know individuals in order to address retention issues,
employee morale, and alleged allegations of illegal practices.


Target Group
All employees in a benefitted status, and most in a non-benefitted status, who are terminating
their employment with the Division of Housing and Food Service, will be made aware of the
opportunity to participate in an exit interview. Employees with a temporary contract, terminated
employees, and employees who are retiring will also be afforded this opportunity. Exit
interviews will not be offered to student employees or employees who are involuntarily
terminated. If a request is made to complete the exit interview process by an employee in one of
these categories, contact Human Resources for guidance.
Exit Interview Participants
The exit interview is voluntary, and departing employees should not feel pressured to participate.
A hard-copy questionnaire, on-line form, phone interview, or opportunity to be interviewed face
to face will be offered to departing employees.
If an employee opts to have a face to face exit interview, it is not recommended that the exit
interview be conducted by the employees supervisor. Preference is for the interview to be
conducted by the HR Manager or designee. The departing employee should feel that the
information they are sharing will be received in an unbiased fashion, and be fairly represented.
Requests by the departing employee to meet with an organizational representative, supervisor, or
appointee to convey information about their employment experience should show consistency in
format. The DHFS Exit Interview Form should be used when conducting phone, face-to-face
requests, on-line and hard copy exit interviews. Before beginning the interview, the HR
Manager or designee will provide an overview of the process, confidentiality, and how the
gathered information will be used.
Forms to facilitate the exit interview
The DHFS Exit Interview Form has been developed to aid in conducting the exit interview and
to promote consistency in the exit interview process. The DHFS Exit Interview Form should be
used in combination with the DHFS exit interview process.
Procedure
HR receives notice of an employment termination through the personnel ticket system, submitted
by the supervisor. Supervisor should ask employee to choose a method in which they would like
to complete the DHFS Exit Interview (online (preferred), paper copy, phone, face to face or
decline exit interview). Within the first week of receiving this notice, and before the employees
last day, HR will contact the employee to arangefor the survey to be completed.
When using the Online Interview
If the departing employee has requested to complete the interview online, the HR Manager will
provide directions and a unique, one-time password for the employee to use to log on and
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complete the interview. The employee must be given time during the work day to complete the
interview. This time is to be coordinated between the employee and the supervisor, and is paid
time (if the employee is currently still employed). The employee should be given approximately
ample time to complete the survey, and should be given privacy during this time. If the
employee does not have the necessary tools to complete the survey in their area, they may be
scheduled to take the survey in at another location. Please coordinate time and date with the HR
Manager ahead of time.
When using Face-to-Face Interview
If the departing employee has requested to have the exit interview with their supervisor, or
appointee (instead of hard copy, phone, or on-line), the HR Manager (or appointee) will sit in on
the interview and complete the interview form. Face-to-face interviews will be held in the HR
Manager (or appointee) Office, in privacy. Interviews may also be held in a private area at
another location determined by the HR Manager. The exit interview will be conducted at least
one week prior to the last day of work, by the HR Manager (or appointee). Note: It is a good
idea to plan the interview as close as possible to the employees last day, as the employee will
then feel less vulnerable and more willing to be open with feedback. The employee may also be
given up to 30 days to complete the Exit Interview Form and return it to the HR Manager.
The employees signature on the interview form is optional and will not be solicited. At the
end of the face to face interview process, the departing employee should be thanked for their
time and feedback. They should also be reminded that the information will be treated as
confidential and that it will be used to address areas of the organization needing improvement,
including retention and employee morale.
When using a Hard Copy Interview
If the departing employee has already worked their last day, or requests a hard copy of the
interview, the HR Manager will either 1) mail a copy of the interview to their permanent address
along with a stamps/pre-addressed envelope, or provide a hard-copy to them at their work
location. If the employee no longer is employed by DHFS, and has already worked their last
day, completing the survey will not paid. If the employee is still working for DHFS and has not
worked their last day, the employee must be given time during the work day to complete the
interview. This time is to be coordinated between the employee and the supervisor, and is to
paid time. The employee should be given ample time to complete the survey, and should be
given privacy during this time. Once interview is completed, the employee should place the
document in an envelope, seal it, and sign the seal. The supervisor should not read the results of
the survey, as this information is treated as confidential. The employee can either deliver the
survey directly to HR at Kinsolving, turn it into their supervisor to be delivered to HR at
Kinsolving, or mail it directly to HR at Kinsolving. The employee will also have the option of
completing this survey in person at Kinsolving. Please coordinate time and date with Human
Resources ahead of time.


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When using a Phone Interview
If the departing employee has already worked their last day, or requests a phone interview, the
HR Manager will schedule a time and date to complete the interview. If the employee no longer
is employed by DHFS, and has already worked their last day, completing the survey will not
paid. If the employee is still working for DHFS and has not worked their last day, the employee
must be given time during the work day to complete the interview. This time is to be
coordinated between the employee, their supervisor, and the Human Resources Manager, and is
to paid time. The employee should be given ample to complete the survey, and should be given
privacy during this time.

Separation Protocol to Initiate Exit Interview Process

Supervisor
Sends notice of employee termination to HR Manager to begin exit interview process.
The supervisor should:
Submit a Personnel Separation Ticket immediately upon receiving notice.

Human Resources
HR Manager receives notice of employees termination via personnel ticket
and contacts separating employee within one week of receipt of ticket.
HR Manager or designee contacts separating employee and sets up the exit
interview, which may take place via online, phone or in person, or hard copy of
interview form may be sent to the employee.
Exit interview is conducted with employee by HR Manager, or designee,
before employee leaves organization.
Exit interview is processed and notes/minutes are written by HR Manager
within one week after interview is completed or received.


Disposition of Exit Interview Form
Exit Interview data will be summarized twice a year and a report prepared for review
by the DHFS Director and senior management staff.


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