CALS DDO - Faculty/Staff Policies and Procedures - Exit Interview Process for Direct Reports to Associate Deans

This document outlines the CALS exit interview process for direct reports to associate deans.

Effective date: January 4, 2021

Purpose

  • The purpose of exit interviews is to gain feedback from departing employees in order to improve the organization, improve administrative functions, better understand the strengths and weaknesses of units, better retain/reduce turnover in units in the future, and allow employees to depart on terms of open feedback. 

Conditions

  • If a departing employee from CALS administration is a direct report of an associate dean, the employee will be invited to an exit interview meeting with the senior associate dean. 
  • If a departing employee is a direct report of the senior associate dean, the exit interview will be conducted by the dean or the dean's designate. 
  • If a departing employee is not a direct report of an associate dean, the supervisor should inform the employee that they are welcome to request an exit interview with CALS HR or with the associate dean to whom the supervisor reports. 

Process

  • When a direct report of an associate dean submits a formal resignation to CALS HR (either directly or through their supervisor), the CALS HR manager for CALS administration will notify the executive assistant to the senior associate dean. 
  • The executive assistant to the senior associate dean will e-mail the departing employee with an offer for a one-hour, in-person exit interview with the senior associate dean (or the dean/dean's designate when the employee is a direct report of the senior associate dean).
  • If the departing employee consents to an exit interview, the executive assistant will try to schedule the meeting prior to the employee's departure and in a location/format appropriate for a private conversation.
  • The following questions will be used as a basic outline:
    1. Why did you begin looking for a new job? 
    2. What ultimately led you to accept the new position?
    3. Did you feel that you were equipped to do your job well?
    4. How would you describe the culture of your unit and of CALS administration?
      1. Can you provide more information, such as specific examples?
    5. CALS fully supports the UW-Madison institutional statement on diversity, valuing the contributions of each person and respecting the ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. Have you ever experienced a time when the college fell short in this regard? 
    6. What could have been done for you to remain employed here?
    7. Did you share your concerns with anyone in CALS administration prior to leaving? 
    8. If you could change anything about your job or your unit, what would you change? 
    9. Management is often a key factor in an employee's decision to leave. Were you satisfied with the way you were managed?
    10. Did you have clear goals and objectives?
    11. Did you receive constructive feedback to help you improve your performance?
    12. How you can your unit improve training and development programs?
    13. Would you consider coming back to work here in the future? In what area or function? What would need to change?
    14. Please note: if the interviewer thinks it would be helpful to share some of the interviewee's feedback/recommendations with an associate dean to improve operations, the interviewer should ask the interviewee for permission to do so. 

Results

  • The senior associate dean (or dean/dean's designate) will send a summary of the departing employee's responses to the CALS HR manager for CALS administration for secure storage. 
  • The senior associate dean (or dean/dean's designate) will evaluate the information from the exit interview to determine if any follow-up needs to occur, in consultation with the dean. 
  • The specific content of any exit interview will remain private. 
    • Please note that the senior associate dean and dean have been identified as Responsible Employees (RE) in campus policy. REs must report any violation of the UW-Madison Sexual Harassment and Sexual Violence Policy (i.e., gender discrimination, sexual harassment, sexual assault, dating/domestic violence, stalking, related retaliation). Refer to the UW-Madison Office of Compliance for specific reporting requirements




Keywords:college of agricultural and life sciences deans office deans admin agriculture faculty staff policy policies procedures exit interview departing employees   Doc ID:108130
Owner:Therese M.Group:CALS Dean's Office
Created:2020-12-30 14:33 CDTUpdated:2021-09-21 11:58 CDT
Sites:CALS Dean's Office
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