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Colonial SD rolls out Google exit‑interview form and proposes student‑visitation rules
Summary
The HR committee reviewed a new Google‑Doc exit‑interview form to capture resigning and retiring employees’ feedback and proposed an addition to Board Policy 907 to formalize classroom observation visits by high‑school and college students. Board members pressed on confidentiality and how data will be aggregated.
Colonial SD’s HR committee on March 2 introduced a new exit‑interview process using a Google document designed to gather consistent feedback from employees who resign or retire. The district said the form lets departing staff describe their workload, supervisory relationships, benefits and other workplace experiences, and that responses will be held in personnel files and can trigger follow‑up meetings if concerns arise.
The presentation, given by a district presenter addressed in discussion as Colleen, described the changes as intended to identify trends and inform retention strategies. “The purpose of this process is to gather consistent and meaningful feedback from our employees who are leaving the district,” Colleen said, noting retired employees with long tenures can provide especially useful context.
Board members asked several operational questions: whether employees are offered in‑person meetings to clarify written responses; how the form is distributed; and the size of the sample the district expects to collect. Colleen said retirement surveys will be sent in early May to give retirees about a month to respond and that resignations will receive the form when they are submitted. She also said staff can schedule a meeting to discuss entries if needed and that the district will monitor trends as more responses are collected.
At least one board member raised concern that storing completed forms in personnel files reduces anonymity and may deter candid responses; Colleen confirmed completed forms will be included in personnel files and explained the district will reach out for follow‑up conversations when a response raises an issue that requires more context.
Separately, the committee reviewed a proposed amendment to Board Policy 907 (School Visitors) to add a student‑visitation section. The change would allow high‑school and college students who are exploring teaching careers to observe classrooms under preapproval by the building principal or HR and under the supervision of a certified employee. The policy draft breaks clearance requirements into categories (district students, single‑day visitors, and multi‑day college observers) so that multi‑day observers would need appropriate clearances while one‑day visitors would not.
No formal policy adoption occurred at the committee meeting; staff invited questions and said the proposed policy would move for a first reading on March 23 and a second reading on April 16. The HR agenda concluded with no public comments recorded.
Next step: staff will send the exit survey plan and the draft policy language to the full board for the planned readings and will begin collecting exit surveys per the schedule described in committee.
