Staff separation questionnaire/interview

• Policy statement
• Principles
• To whom does the policy apply?
• Policy details
• Relevant Australian legislation

Policy statement

This policy outlines the requirements for staff separation questionnaires and interviews undertaken by Monash University. This policy supports the University's objective of improving retention of high achieving staff and for establishing Monash as an "Employer of Choice".

Principles

The policy is based on the following principles, which should be adhered to by all those responsible for the implementation of this policy and to whom this policy applies:

• Responses recorded in staff separation questionnaires/interviews are confidential and will not be used in a manner that allows identification of an individual staff member unless the express authority of that individual is obtained.
• The University will seek to obtain objective and confidential feedback from staff who are voluntarily terminating their employment, regarding their perceptions and satisfaction levels towards their working experience with the University.
• Staff participation in separation questionnaires/interviews is voluntary.
• Based on data collected, reporting will be provided to the Divisional Director, Human Resources Division on a quarterly basis, with annual reporting of major trends to the Vice-Chancellor's Group and Deans.

To whom does the policy apply?

This policy applies to all fixed term or ongoing University staff voluntarily terminating their employment.

Policy details

Details:

• The University will invite staff voluntarily terminating their employment to participate in a staff separation interview prior to their last working day.
• Participation in the staff separation interview is available to fixed term and ongoing staff, voluntarily terminating their employment.
• Standard format questionnaires are used to capture data, for staff and for supervisors. A supervisor means the person who is responsible for the supervision of staff member(s) and in most cases this will be the immediate line manager.
• Staff separation data is to be obtained by:
• The staff member completing and returning the staff separation questionnaire either prior to or at the time of departure from the University, to the Co-ordinator, Staff Separation Interviews, Human Resources Division; or
• Alternatively, the staff member may choose to have a personal interview with a designated member of Human Resources Division.
• To ensure open and frank discussion and confidentiality, Human Resources Division staff that are appropriately qualified and skilled will conduct staff separation interviews away from the work site.
• All staff have the right to decline to participate in a staff separation interview or in the completion of the questionnaire.
• Data collected through the staff separation interview and questionnaire process is confidential and will not be used in a manner that allows identification of an individual except with the express authority of that individual.
• Data collected will be stored in a secure access database managed by the Co ordinator, Staff Separation Interviews, Human Resources Division. Once the data is captured in the database, the paper based interview document and any notes will be destroyed.
• Reports will only be produced where the sample size ensures the anonymity of the participants.
• Based on data collected, reports will be generated by the Co-ordinator, Staff Separation Interviews and provided to the Divisional Director of Human Resources Division, on a quarterly basis with annual reporting of major trends to the Vice-Chancellor's Group and Deans.
• The staff separation questionnaire should be reviewed at least annually to ensure that the process and system is meeting University objectives.

For further information contact the Staff Development Unit, Human Resources Division, Clayton Campus, ext. 56825 or email the Senior Training Coordinator at Staff Development.

Relevant Australian legislation

Equal Opportunity Act (Vic) 1995, Disability Discrimination Act (Cwlth) 1992, Sex Discrimination Act (Cwlth) 1984, Racial Discrimination Act (Cwlth) 1975.
State and Commonwealth legislation prohibits discrimination on the basis of age, impairment/imputed impairment, industrial activity, lawful sexual activity, marital status, physical features, political belief or activity, pregnancy, race, religious belief or activity, sex, parental status or status as a carer. It is also prohibited to victimise a person who has made a complaint of discrimination under these Acts.

This legislation sets out public and private sector organisations obligations in relation to the collection, use, security and disclosure of personal information.