P-031 Exit Interviews

Date of Issue:  2002/04/08

Forms Required:   
•    FD-051 Exit Interview 

BACKGROUND:

Halifax Regional Fire & Emergency (HRFE) recognizes the value of gathering information from Members who are voluntarily leaving the organization. 

PURPOSE:

The purpose of this policy is to improve retention for members through the process of gathering information upon their voluntary exit. 

OBJECTIVE:

The objective of this policy is to improve the experience of our members by identifying areas of concern and thereby reducing the loss of our members. 

SCOPE:

This policy applies to career and volunteers members of HRFE. 

POLICY/PROCEDURE:

1. (A): Career firefighters and paid staff:
For members who are voluntarily leaving the organization, once a termination date has been established, the member’s Supervisor will notify Human Resources. The member will be contacted by Human Resources, or their designate, at least one week before their last scheduled day of work.

(B): Volunteers:
If a member is not contacted by Human Resources or their designate prior to the member’s departure, the member should contact Human Resources or a District Chief to obtain a form to be completed and returned to Human Resources
2. Members are not obligated to participate in the exit interview process.

3. Exit interviews will, whenever possible, be conducted on the last day of work.

4. Human Resources, or their designate, will conduct the exit interview and record all information provided.

5. Information gathered through the exit interview process will be used to determine:
• Reasons why the Member is leaving the organization
• Identification of problems, so corrective action can be taken
• To track turnover statistics and trends.

6. If a Member does not want to have a face-to-face exit interview, a form will be mailed to their home for completion.

7. The Member’s identity will remain confidential.

8. A summary report will be submitted by Human Resources to the Chief Director quarterly. Members’ names will not be recorded in this report.

POLICY REVIEW:

This policy shall be reviewed when/if there are changes/amendments to the information gathered from members upon voluntarily leaving the department.