EXIT INTERVIEW PROCEDURE

INTRODUCTION SAC operates a leavers questionnaire and exit interview process in line with its values of continuous improvement and valuing the contribution made by members of staff. PURPOSE The purpose of SACs Exit Interview procedure is to provide a structure which allows SAC to elicit valuable information regarding the experience of the employees who are leaving the organisation. The policy forms a crucial part of SACs human resource strategy, and emphasises that as much attention needs to be paid to people leaving the organisation as that paid to those entering. The information collected will be analysed with a view to developing retention strategies and also used for highlighting areas for improvement, which can then be fed into the organisation learning plan. The purpose of the completion of the exit interview form is to: Identify the reasons why staff leave SAC, particularly in areas where turnover is high; Discover any underlying issues and problems that may be of concern; Discover any issues that can be addressed in order to improve retention; Monitor the recruitment and selection process, particularly in relation to any mismatch between the advertisement and the job in practice, and any failures in the selection process; To find out if any improvements can be made to any existing job for any new employee. Contribute to increased long-term performance. LINKS TO OTHER SAC POLICIES/PROCEDURES The exit interview procedure forms an important part of SACs endeavours to promote equality through employment practice and if implemented correctly, this policy will also be a useful tool for measuring the impact of SACs other policies including the Employee Performance and Development Scheme. Exit interviews will also feed into the recruitment process for the post being vacated, remuneration policies and general reviews. IMPLEMENTATION The policy is such that every employee whether on a permanent or short term contract should be afforded the opportunity to participate in an exit interview - this is usually through the completion of an exit interview form. The form should be completed at least two weeks before the employees last working day (wherever practical/feasible). Where an employee has been employed by SAC, but has left without giving notice, it may not be possible to conduct an exit interview. If appropriate HR will send out an exit interview form or attempt to conduct a telephone interview to obtain the reason for leaving. Where an employee has been dismissed for misconduct or poor capability it would not be appropriate to do so. Any information gained from exit interviews will be treated in the strictest confidence with a copy of the interview report being retained on the individuals personal file and a copy passed to the HR Group Manager.
Personal Development Policy UNCONTROLLED COPY WHEN PRINTED Page 1 of 4

The HR Group Manager will collate the data received from these reports to establish trends behind employees leaving SAC and look at any corrective action that may be required. Information from Exit Interviews will not be shared with line managers unless the individual concerned expresses that they wish their line manager to be made aware of any action they would wish to see taken. The recognised Trade Union (Prospect) will be advised of the numbers and reasons given by staff for leaving SAC. They would not be provided with personal information regarding the leavers nor would they have sight of the completed exit interview form. EXIT INTERVIEW SUBJECT AREAS 1. SAC Career 2. Reasons for Leaving SAC Personal? Professional? Organisational? Emotional? Attractions? Competitor? Career Change? Line Manager Contact? Problems Resolved? SAC Problems? SAC Successes? SAC Improvements? Personal Aspirations?

3. New Job

4. SAC Communication

Employees should be sure that they are clear on arrangements for the following on their departure: Annual Leave Pension Arrangments Final Salary Payment and P45 Forwarding Address Returning keys, Parking Permits and Name Badge Returning any IT equipment Returning any SAC property (e.g. files, books, mobile phone) Confidentiality Intellectual Property Rights Reimbursement of relocation expenses (if applicable) Reimbursement of sponsored education fees (if applicable) Should the employee have any concerns regarding any of these matters, they should contact Human Resources immediately.

Exit Interview Procedure UNCONTROLLED COPY WHEN PRINTED

Page 2 of 4

APPENDIX 1 - AREAS COVERED IN THE EXIT INTERVIEW FORM EMPLOYEE DETAILS Name Sex Ethnic origin Department Position Grade Type of contract Start date at SAC? Finish date at SAC? REASONS FOR LEAVING Why are you leaving? To identify any patterns. Does the location of the job have any bearing on your decision to leave? WHAT NEXT? What are you going to do? To identify any patterns. If employment, what sort of job and at what To identify any patterns. level? If employment, what attracted you to your To identify any patterns or identify a problem with new job? the development opportunities for staff within SAC. If employment, who will be your new To identify any patterns. employer? May identify a potential problem regarding If employment, how does your new job differ development opportunities or job design within from your current one? SAC. For comparison of remuneration and benefits and How different will your benefits package be areas of benefits that may be worth considering in and in what way? future. SAC Do you feel the description of your job in the To identify any problems in the representation of recruitment process was accurate? specific departments or posts. Did you find that the goals and targets of your To identify any potential problem areas/patterns. role were clear throughout your employment? Could your qualifications and skills have been To identify whether qualifications and skills are used to better advantage? being used to their full potential. Did you feel you received appropriate support To ensure good management practice is being to enable you to do your job? followed and to identify any trends. Was the training you received at SAC To identify possible training needs not already adequate to enable you to do your job? catered for Are there any further training opportunities To identify possible new training ideas/ gaps. you think SAC should be offering? What did you see as your promotion/career To identify any trends and ensure clear prospects with SAC? communication in future. How might those prospects have been To identify any trends/areas for improvement. improved? How was your working environment In case there are any patterns that can be generally? addressed. Are there any changes to SAC employment To identify any possible improvements that might
Exit Interview Procedure UNCONTROLLED COPY WHEN PRINTED Page 3 of 4

Optional - individuals may prefer to remain anonymous. To identify any trends. To identify any trends. To identify any trends. For identification of staff group patterns For identification of possible grade patterns To identify whether permanent, fixed-term, part-time etc

practices that you would like to recommend? be made. Do you feel that SAC implements its To identify any problems that needs to be dealt employment policies fairly and equitably? with. The chance to identify issues (positive or negative) Are there any other issues you wish to raise? that should be fed back to the department. If any serious concerns have been raised in To check that appropriate channels have been your foregoing answers, have you raised used if an individual has a serious unresolved them within the department? grievance.

Exit Interview Procedure UNCONTROLLED COPY WHEN PRINTED

Page 4 of 4