SOP_NUMBER: 104.16
TITLE: Exit Questionnaires
REFERENCE_CODE: IVO03-0010
DIVISION: Administrative & Finance
TOPIC_AREA: 104 Policy-HR Records/I.D./Criminal History
EFFECTIVE_DATE: 2015-03-31
WORD_COUNT: 587
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105203
URL: https://gps.press/sop-data/104.16/

SUMMARY:
This policy establishes procedures for collecting feedback from GDC employees who are resigning or transferring. All departing employees are offered the opportunity to complete an exit questionnaire to provide information about their work experience and reasons for leaving. The collected data is used to identify areas for improvement in employee retention and workplace conditions. Local personnel representatives are responsible for administering the questionnaire and entering the data into the system by the 10th of the month following separation.

KEY_TOPICS: exit questionnaire, employee resignation, employee transfer, exit interview, employee feedback, separation, workforce retention, employee departure, CHRM, personnel records, job satisfaction, exit data

ATTACHMENTS:
  1. GDC Exit Questionnaire Form
     URL: https://gps.press/sop-data/104.16-att-1/
  2. Employee Exit Questionnaire Instructions
     URL: https://gps.press/sop-data/104.16-att-2/

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FULL TEXT:
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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Functional Area:**<br>Support Services/Human Resources|**Reference Number:**<br>IVO03-0010<br>(104.16)|**Revises Previous**<br>**Effective Date:**<br>7/1/05|
|**Subject:**<br>Exit Questionnaires|||
|**Authority:**<br> Bryson/Dozier|**Effective Date:**<br>03/31/15|Page 1 of 3<br>|


**I.** **POLICY:**


The Georgia Department of Corrections (GDC) recognizes the desire and need to retain
qualified employees in order to provide quality services and to accomplish the mission of the
Department. In an effort to assess employee work experiences, feedback from employees
who resign from GDC employment will be solicited, evaluated and used as the basis for
improvement.


**II.** **APPLICABILITY:**


All employees resigning or transferring from the authority of the Board of Corrections.


**III.** **RELATED DIRECTIVES:**


None


**IV:** **DEFINITIONS:**


None


**V.** **ATTACHMENTS:**


Attachment 1 - GDC Exit Questionnaire Form


Attachment 2 - GDC Employee Exit Questionnaire Instructions


**VI.** **PROCEDURE:**


A. Form Completion/Data Entry:


1. All employees who provide notice of resignation or transfer within GDC must
be provided the opportunity to complete an exit interview questionnaire.


NOTE: Those employees leaving under adverse conditions (dismissal,
job reassignment, etc.) may be excluded from participation by
the Appointing Authority if it is felt their response would be
negative. However, the local personnel representative will
enter date, job title, and reason for leaving on all involuntary
separations **.**


|Functional Area:<br>Support Services/Human Resources|Prev. Eff. Date:<br>07/01/05|Page 2 of 3|
|---|---|---|
|Functional Area:<br>Support Services/Human Resources|Effective Date:<br>03/31/15|Reference Number:<br>IVO03-0010<br>(104.16)|



2. The employee will be encouraged to complete the questionnaire electronically
with the assistance of the local personnel representative, but a paper form will
be acceptable. The employee should read GDC Employee Exit Questionnaire
Instructions (Attachment 2).


3. The local personnel representative will obtain a User ID and Password from
Employment Services in Corrections Human Resources Management
(CHRM) and provide computer access, assisting the employee if necessary.
The User ID and Password will not be given to the employee.


4. The electronic Exit Questionnaire form (Attachment 1) can be accessed via
the Captiva/Intranet as follows:


Executive Operations > Human Resources>Personnel Staff Menu>
Exit Questionnaire > Exit Questionnaire Form


5. A Word document may also be downloaded at this site and is Attachment 1 to
this SOP. Local personnel representatives will enter all data that is submitted
in paper format. This information must be entered by the 10 [th] of the month
following separation or transfer.


6. A staff member should never enter information that an exiting employee
provides verbally.


B. A completed paper form should not be submitted to the CHRM/Employment Services
unless there is a claim of unlawful (including sexual) harassment (or any other serious
claim) made in the Comments section.


C. Standard reports will be produced and can be accessed through Captiva/Intranet as
follows:


Executive Operations > Human Resources>Personnel Staff Menu>
Exit Questionnaire > Statistical Charts


D. Local facilities/offices/centers or division offices can use the statistical reports to
independently analyze employee responses. The information should be used to
evaluate practices and make changes to aid in the recruitment and retention of a
competent workforce.


E. Local personnel representatives should maintain a record of when and how departing
employees are given the opportunity to complete an Exit Questionnaire form, noting
who did not receive or failed/refused to complete the questionnaire.


|Functional Area:<br>Support Services/Human Resources|Prev. Eff. Date:<br>07/01/05|Page 3 of 3|
|---|---|---|
|Functional Area:<br>Support Services/Human Resources|Effective Date:<br>03/31/15|Reference Number:<br>IVO03-0010<br>(104.16)|


**VII.** **RECORD RETENTION:**







Attachment 1 - GDC Exit Questionnaire Form

Retain in the local personnel office for six months after data entry is
completed.


Attachment 2 - GDC Employee Exit Questionnaire Instructions

Reference document only.