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Personnel Board reviews exit-interview questionnaire and data use, seeks trend reporting
Summary
Board members reviewed a new electronic exit-interview form, asked staff to add commuting as a reason for leaving, and discussed confidentiality, discoverability, and using aggregated results to identify trends for management action.
The Personnel Board reviewed an electronic exit-interview questionnaire Feb. 12 and asked staff to refine the form and the follow-up process to improve data quality and protect confidentiality.
Erin (presenting the form) said the Microsoft Forms questionnaire has yielded only four responses so far and that in-person exit interviews are preferred when possible because they allow follow-up questions. Board members urged a preference for in-person interviews and recommended an explicit “commuting” option among reasons for leaving; one board member noted commuting has been a material factor in past departures.
Jess said exit interviews and responses are maintained in personnel files and are not public records, but the personnel office can aggregate anonymized trends for the board or public reporting. The board asked staff to develop a process for following up on serious allegations raised in exit interviews—such as harassment claims—and confirmed that existing harassment and employment policies and investigatory procedures would apply.
Board members discussed whether the data should be regularly summarized for senior management; Jess and others said summaries and trend reports could help identify coaching or departmental interventions if common themes appear. Staff agreed to track responses, add the commuting option to the questionnaire, and to propose a reporting cadence for the board to review.
