L40 Exit interviews 

1. Security protective marking

1.1. Not protectively marked.

2. Summary of changes

2.1. The following changes have been made to this policy on 2 May 2012:

• Exit questionnaires will normally be conducted by means of an electronic Lime Survey with consequent procedural amendments. Paper copies will be retained for limited purposes.
• Wording around process amended accordingly to reflect the Lime Surveys, including the additions of paragraphs 6.5, 6.6, 6.7 and 7.1.

2.2. This policy is scheduled for review in May 2014.

3. Application

3.1. This policy applies to all staff who are considering leaving the force and their line managers.

4. Purpose 

4.1. This policy provides clarity in respect of the force’s procedures on when, how, why and for whom exit interviews should be conducted.

5. Why are exit interviews necessary? 

5.1. Exit interviews should be undertaken for two main reasons. It is possible that if employees are contemplating leaving, and if action were to be taken to resolve their concerns or problems at an early stage, it might be possible to retain their services. Equally, it is important that Kent Police learns from the information we gain from those who choose to leave, so that improvements can be made. The comments made and learning gained from such an interview may be of importance to other staff and the force as a whole.

5.2. The national process that standardises forces’ mid service exit interview and questionnaire procedures was introduced on 1 October 2005. Whilst this is the Kent Police policy on the exit process, it fully embraces the requirements of this national process since it is important for the service as a whole to understand why people choose to leave. The shorter ‘end of service’ questionnaire is a Kent process, aimed at gaining similar learning from those who have spent a considerable period working for the force, and who are leaving due to retirement or the end of a fixed term contract.

 
6. Who should be sent a questionnaire / interviewed? 

6.1. An exit interview questionnaire should be completed by all police officers, police staff including police community support officers and special constables who have given notice either to voluntarily resign or transfer to another force.  A different, shorter questionnaire  should be completed by those who retire, whether naturally or on ill-health grounds.

6.2.  If a special constable has not been active for more than 12 months, they should be regarded as having resigned voluntarily and they should be sent the questionnaire.

6.3. The questionnaires should not be used in the case of staff who are considering leaving the force but who have not yet resigned. Where managers are aware of such individuals, they should discuss the matter with the individual with a view to establishing the reason for leaving and addressing it if possible.

6.4. The questionnaires have been designed for completion without an interviewer. However, if an individual wishes to be interviewed then they should be extended the opportunity of an exit interview as per the paragraph below.

 

6.5  Both types of questionnaire consist of an electronic Lime Survey. The Business Centre will upon notification that an employee intends to resign, ascertain whether they wish to be interviewed, and if so by whom. If the employee prefers not to be interviewed, they will be sent an electronic link to the appropriate survey. If an interview is requested, the link will be sent to the interviewer, to be completed by the leaver in their presence as a basis for the interview. The interviewer is expected to make arrangements to conduct the interview.

6.6  In the case of retirements and redundancies, SMTs will be notified by the Business Centre and forwarded a link to the appropriate survey. They will be expected to arrange and carry out the interview.

6.7 If it is impractical for the leaver to complete the electronic copy, they may be forwarded a hard copy of the questionnaire for completion. In such cases, local personnel staff should transfer the information to the Lime Survey for analysis. 

7. Who should undertake an exit interview, when and where? 

7.1. Exit interviews will generally be carried out by line managers, or by an SMT member in the case of retirements. However, the Business Centre can upon request, arrange for an H.R. Professional to carry out the interview. This may be appropriate if there are complex or sensitive issues involved.

 

7.2. In the case of resignations, the leaver may wish to be accompanied at the interview by a third party or to receive help in completing the questionnaire form. The options available are identified on the form. The representative will be present to support the individual and should not act as the interviewer.

8. Process and records 

8.1. The questionnaire and any interview conducted will be entirely confidential, subject to the provisions of paragraphs 9.1 and 9.2 below. The individual should be assured that the answers they give would not, in any way prejudice references given by Kent Police. They will also need assurances that the written record of the interview will be held confidentially and separately from their personal file.

8.2. The questionnaire should be completed at the time of, and as part of, the exit interview. This should not be allowed to detract from the personal nature of the interview.

8.3.  Data from the questionnaire will be automatically downloaded to a database for analysis and quarterly/annual reporting. 
 

9. Follow up action 

9.1. Where an interview or questionnaire highlights a grievance, potential grievance or an issue that needs to be addressed, such cases should be referred immediately and confidentially to an appropriately qualifiied HR Professional for action. It may be appropriate to feed back relevant issues to the line manager, as the exit interview ought to be a learning opportunity for all involved.

 

9.2. If disciplinary offences such as harassment or discrimination are disclosed, this should be dealt with in accordance with the relevant force policies. If a specific act of discrimination or harassment is brought to the attention of the interviewer during an interview, this cannot remain confidential in these circumstances. Support should be provided to the interviewee and the matter must be dealt with under established procedures.

9.3. If information is disclosed which suggests that there may be a problem, but an interview has not been arranged, the force should contact the leaver to invite them for interview. The expectation is that the force will want to take action, even if it is just to ask for further explanation.

 
10. Disabled leavers 

10.1. This policy should be read in conjunction with policy L01A - Disability that states, "An exit interview will be conducted with all employees upon their decision to leave the employment of the force. This is designed to ascertain the reason for their resignation and to check that their decision to leave has not been influenced by a lack of access to facilities or provision of appropriate working practices".

11. Retention and disposal of records

11.1. Documents mentioned in the above policy will be retained for the period specified in the retention and disposal of force documents policy (ref no. B18) and the supporting disposal schedule.  The principal storage of completed Lime Survey forms will be electronic.  Paper copies will be retained only where necessary to deal with identified issues.

12. Equality impact assessment

12.1. This policy has been assessed with regard to its relevance to race and diversity equality. As a result of this assessment the policy has been graded as having a medium potential impact.

 

12.2. Attached is the latest equality impact assessment that forms part of the policy review process.