Frequently Asked Questions
Employee Exit Process for HR Unit Representatives
Employee Exit Process FAQ
Central Human Resources has gathered some of the most Frequently Asked Questions to assist you when an employee terminates employment in your college/unit or transfers to a different unit on campus.
What is the purpose of using a systematic employee exit process?
Central HR provides a standardized process to make it easier for departments to ensure a smooth transition for separating or transferring employees. Gaps in the employee exit process can cause disruption in payroll or benefits to the employee and could lead to significant security breaches or cost to the organizational unit. These common procedures can be customized for each unit's needs. The checklists become a part of the employee personnel file assuring and documenting a thorough and complete procedure.
As a supervisor, what do I need to do when an employee in my area terminates employment with the University?
- Contact your Human Resources Unit Representative (HR Unit Rep) to assist you with the necessary paperwork. The Employee Exit Process packet includes a number of helpful documents. This packet may be downloaded from this site as a word doc or pdf file. A letter from Sue Buckley, Associate Vice President of Finance and Operations and Director of Human Resources, explaining the process.
- A checklist to assist you in determining if you have accounted for all University property that the employee might have had access to.
- An HR checklist to assist your HR Rep in determining if HR processes have been completed before the employee departs.
- An Exit Interview or Exit Survey and information on where this form should be sent.
As an HR Unit Rep, what do I need to do when an employee in my area terminates employment with the University?
- The Employee Exit Process packet includes a number of helpful documents. Be sure to coordinate completion of these forms with the employee’s supervisor. This packet may be downloaded from this site as a word doc or pdf file. A letter from Sue Buckley, Associate Vice President of Finance and Operations and Director of Human Resources explains the process.
- A checklist to determine if you have accounted for all University property that the employee might have had access to.
- An HR checklist to assist your HR Rep in determining if HR processes have been completed before the employee departs.
- An Exit Interview or Exit Survey form and information on where this form should be sent.
As an employee why should I participate in this process?
- When you transfer or exit the University, there are checklists that need to be completed with your HR Unit Rep and/or your supervisor. By completing these checklists, transferring employees ensure that benefits and services will continue and it will allow for a smoother transition to their new college/unit. For exiting employees, updating information assures that you will receive your payroll and benefit information.
- Your supervisor or HR Unit Rep should contact you to facilitate the exit process. This packet may be downloaded from the HR E-forms page as a word document or pdf file. Download: Word.doc file or PDF file
Why complete these checklists?
They help the college/unit to account for all University property. They also help a supervisor or HR Unit Rep organize the process and ensure that access to systems and buildings has been returned. Organizing and/or clearing out work files, passwords, voicemail, and email messages can make it easier for remaining staff to cover for this position or to train a new person. Departing and transferring employees will have a smoother transition by using these checklists.
Why collect this information?
The value of information furnished to you during an exit interview/survey is to reinforce the strengths and identify the weaknesses or areas that need improvement in the unit. You may also find this information useful in recruiting and retaining employees.
How do I manage the information gathered?
Managing the data and actions you might take as a result of the data you gathered will rest with your department/college. Your Senior HR Leadership Representative, your college leadership, or your department leadership may assist you in determining how to compile, share, and use your data internally. Periodically, University HR may ask you to share themes or to present information that might lead to policy review and/or revision.
I will be conducting my first employee exit interview. What are some of the “do’s and don'ts”?
DO:
- Provide an opportunity for the departing employee to speak with you in private without interruptions.
- Schedule a time in advance and explain the process.
- Provide the exit survey tool or interview form you use and allow an opportunity to complete it before the interview.
- Use open-ended questions that allow room for plenty of expression. For example, you might ask, “What did you like most/least about your job?” Or perhaps, “Under what conditions might you have stayed with us?” Or “If you had a magic wand, what would you have changed?”
- Provide an opportunity to share concerns with you without prejudgment.
- Remain neutral. Listen carefully and don’t hesitate to clarify that you understand what is being said. Stay calm.
- Respect the confidentiality of the interview, particularly if the employee asks you not to share information. Consider in advance how to handle the situation if the information conveyed is mandatory for you to report - such as threats in the workplace. If you are not sure what to do, check with your Senior HR Leadership Representative or your college or department leadership, to assist you in determining next steps.
- Include enough time at the end of the interview for general comments from the departing employee.
DON'T:
- Argue
- Feel you need to defend supervisors or department’s previous actions
- Cut off the employee who brings up difficult issues.
- Promise to “fix” things
As an HR Unit Rep or supervisor, what should I do if I become aware of a pattern of behavior that is causing people to leave?
If you become aware of a pattern of behavior occurring in your unit, you should confer with your senior HR leadership or your unit/college leadership to assist you to determine how to deal with this behavior.
As an HR Unit Rep or supervisor, what should I do if I feel some action is necessary, but the departing employee is concerned about confidentiality issues?
Ask departing employees, "Would you be willing to let me take this information forward so that we can look into this situation?" If they say yes, ask for specific examples so that you understand what occurred. Assure them that you will do everything possible to maintain their confidentiality. You may wish to confer with your Senior HR Leadership Representative and your unit/college leadership on how best to proceed.
Is the Employee Exit Process packet available on line?
Who should conduct an employee exit interview?
Each unit or college determines who will conduct an employee exit interview. Often the task falls to the HR Unit Rep. In some cases, a supervisor may do the interview, but we suggest, whenever possible, that the interview be conducted by someone other than the direct supervisor. If the departing employee reports directly to the HR Rep, the Senior HR Representative for the college or division is an alternate choice.
What is the difference between the on-line survey and an exit interview?
Responses to the on-line survey will be received and maintained by University HR. This data will be shared with colleges/units only when there is enough information collected to preserve confidentiality. (Exception: If items of a reportable nature are noted, i.e., charges of sexual harassment or other reportable behaviors, they will be referred according to University policy.)
Do I use this exit process for faculty?
While you may decide to use the checklists with faculty to be sure that all university property has been returned, a different exit survey is used for faculty. Information about this survey is available from the Provost’s Office, deborah-millsap@uiowa.edu.
Are there alternate locations where a departing employee can go to participate in an exit interview?
The Office of the Ombudsperson and the Office of Affirmative Action are places where an employee can complete a confidential exit interview.
Questions? Contact Judie Hermsen at judie-hermsen@uiowa.edu