The exit interview process will normally occur in the manner and sequence noted below. The Department of Human Resources in responsible for maintaining and overseeing the process and ensuring the confidentiality of Exit Interview Questionnaires once they are received in the Department of Human Resources.

a) Upon becoming aware that an employee will be terminating his/her employment with the university, the employing unit will determine if the employee comes within the scope of this procedure.

b) Any departing employee who comes within the scope of this procedure will be contacted by the Department's senior administrative employee responsible for human resources administration (the "HR Administrator") to request her/his participation in an exit interview and to discuss a convenient time for doing so.

c) The HR Administrator is responsible for coordinating interview times with the Department of Human Resources; if at all possible, this date will precede the employee's departure date. He/she is also responsible for explaining the purpose and privacy of the process.

d) The HR Administrator should stress to the employee that the exit interview will be performed by the Department of Human Resources, and that the information and feedback provided will be confidential and not used against them in any way. The employee should also be advised that the employee's Exit Interview Questionnaire will be maintained in a separate file in the Department of Human Resources, and will not be copied to her/his respective Unit Head without the employee's approval.

e) If an employee indicates he/she does not wish his/her Exit Interview Questionnaire copied to the Unit Head, the employee will be advised that the Unit Head will be provided with an opportunity to provide any comments he/she feels may be pertinent to the employee's departure from the university.

f) The exit interview will be conducted by a representative of the Department of Human Resources using questions contained in the approved Exit Interview Questionnaire.

If the employee is an employee of the Department of Human Resources, the exit interview will be conducted by either the Director or Associate Director of Faculty Relations.

Exit interviews conducted with employees at the level of Dean or Director and above shall be conducted by the Director of Human Resources.

g) Once the exit interview is completed, a copy of the completed Exit Interview Questionnaire will be forwarded to the employee's Unit Head for information, unless the employee has requested on the Exit Interview Questionnaire that this not be done. The original of the completed Exit Interview Questionnaire will be maintained in the Department of Human Resources. Employing Units are responsible for initiating follow-up action where appropriate.

h) The Department of Human Resources is responsible for reviewing exit interview results and following up with Units and/or immediate supervisors as appropriate; initiating or recommending immediate action in response to circumstances where warranted.