HRPOL35 Leavers Policy V5 by Provide Community

Leavers Policy and Procedure

Version: V5

Ratified by: Finance and Investment Committee

Date ratified: 25/08/2021

Job Title of author: HR Business Partners

Reviewed by Committee or Expert Group Staff Partnership Forum

Equality Impact Assessed by: Human Resources

1. INTRODUCTION

Provide aims to deliver high quality and safe services and it recognises that this commitment to quality and safety must be reflected in the work and conduct of all its employees.

Provide aims to be an employer of choice and as such values the views and experiences of all employees. It is therefore important for us to collect and analyse information provided by all employees who leave the organisation to build on positive experiences and work to rectify things that have not gone so well.

Provide recognises that employment may be ended for a variety of reasons. If handled effectively, it can reduce any negative impact caused by such actions, whether ending of employment is initiated by the employee or Provide. The benefit to Provide of encouraging staff to complete an exit questionnaire is that important information can be obtained which can be used to inform and plan improvements to recruitment and retention, workforce development and shape how the organisation motivates staff. Information can also be used to support initiatives and policies such as health and well-being, stress management and equality and diversity strategies.

The policy is applicable to staff relevant terms of engagement, especially in the area of recovery of Provide property and equipment at the end of a contracted assignment.

2. SCOPE

This procedure applies to all employees at Provide through either permanent or fixed term.

3. PURPOSE

The purpose of this policy is to ensure there is a consistent and proactive approach to manage the process of ending employment contracts for employees leaving Provide and ensuring compliance with current legislation.

This policy will:

• Establish the reasons why employees leave the organisation and identify common themes

• Identify areas of good practice which can then be promoted and built upon

• Analyse and monitor trends to inform recruitment, retention and turnover reduction activities

• Gain constructive feedback relating to any negative aspects of a leaver’s employment to ensure that steps can be taken to minimise future occurrences

• Display openness and integrity by providing all employees leaving the organisation with the opportunity to provide feedback.

4. KEY RESPONSIBILITIES

The Group Chief People Officer:

Has overall responsibility for procedural documents and will ensure that:

• All employees whose employment with Provide ends receive the correct period of notice and/or payment in lieu of notice if appropriate

• All employees leaving employment with Provide are invited to attend an exit interview and are asked to complete a leaver questionnaire. Exit interview and leaver questionnaire data is reviewed and used, where possible, to inform improvements to service delivery.

The Line Manager is responsible for:

• Acknowledging an employee’s resignation in writing using the template

• (Appendix E) within three working days of receipt of the resignation letter. Ensuring a copy of the resignation letter and response are sent to the HR department for recording on the employee’s main personal file.

• Completing the manager’s checklist for leavers as detailed in Annex C, by the employee’s last day (copy to be retained on personal file).

• Completing a leaver form for all leavers with copies sent electronically to Finance at provide.finance@nhs.net . A copywill also be retained on the personal file.

• Ensuring all company property and equipment is securely recovered from employees who are leaving employment.

• The procedural mechanisms for the ending of employment, removal of access to resources and data are handled in a sensitive, professional and timely manner.

• Ensuring that employment termination notices are processed within a timely manner to mitigate against the risk of overpayment.

• Explaining the importance of the Exit Questionnaire & Leavers Policy and encouraging staff to complete both the online and paper copy of exit questionnaires (Appendices G1, G2).

• Arranging an appropriate time and venue to conduct an exit interview with the employee.

• Ensuring that the leaver process is carried out in accordance with the Exit Questionnaire & Leavers Policy.

• Where a staff member has indicated that they are concerned about an employee’s reason for leaving, liaise with HR or line/senior manager before acknowledging and accepting a resignation.

• If an employee resigns and any issue of fraud is suspected, the Line Manager must notify the Local Counter-Fraud Specialist, the Chief Finance Officer or the NHS Counter Fraud Authority fraud reporting line and their Human Resources Business Partner immediately.

• Ensuring the employee’s annual leave entitlement is accurately calculated and that any balance outstanding is used before the end of employment. Final leave allowance, whether under or over taken, should be recorded on the leaver form.

• Ensuring employees on a fixed term contract are informed if their contract is coming to an end in a timely manner in line with their contractual notice period and that they are made aware of suitable vacancies within Provide.

• Line Managers must ensure that an appropriate handover of work / cases is completed for all employees. Additionally, Line Managers should ensure that all progress notes are up to date and outcomes completed before the end of employment, where reasonably practicable.

• It is the responsibility of the Line Manager to inform IT Services of all leavers via the Servicedesk portal to ensure user accounts and access are closed down. This should normally occur on the planned leaving date.

Employees

All staff employed by Provide are expected to:

• Notify their Line Manager in writing of their intention to resign from post giving the appropriate notice period as detailed in their contract of employment.

• Engage with the leaver process, making every attempt to complete both online and paper copy of the exit questionnaires and providing honest feedback about their employment to ensure that any appropriate changes can be made.

• Consider whether they would be prepared to have an exit interview with their line manager, a senior manager or a member of the Human Resources team (not mandatory) before leaving Provide.

• Return all Provide property to their Line Manager by their last day. (See Appendix C for full details).

• Report any lost, stolen or damaged property immediately to their Line Manager.

• Ensure an appropriate handover of any outstanding workload or casework is carried out, including passing any case notes or files to their Line Manager.

• Where possible, using all outstanding accrued annual leave before leaving Provide.

The Human Resources Department

Staff within the Human Resources Department are expected to:

• Conduct exit interviews where a staff member has indicated on a completed questionnaire that they are prepared to meet with a member of the HR team

• Notify managers of any resignations submitted directly to HR.

• Process the leaver form in conjunction with the relevant payroll provider.

• Provide advice and guidance to managers and employees on the appropriate interpretation of this policy and guidance.

• Provide regular reports to service areas detailing findings/analysis from the exit process.

• Ensure that exit questionnaires are kept in confidence and protected from misuse.

• Update information on the Intranet regarding leavers/new starters Payroll is responsible for:

• Processing leaver forms.

• Ensuring that employees are not over paid.

• Recovering payment for any overtaken annual leave.

5. LEAVERS PROCEDURE

Notice periods.

The notice period which should be given if employment is terminated by the employer or the employee is shown on the statement of main terms and conditions (contract of employment or service agreement) issued to employees on appointment, or detailed in any subsequent change of circumstance form following appointment.

Once an employee has been confirmed in post following the Probationary Period, if the employee gives notice they are entitled to receive whichever is the greater of:

• Two weeks' notice if the employee has been employed by Provide continuously for two years, plus one additional week's notice for each further completed year of continuous employment, up to a maximum of 12 weeks.

• The contractual notice period set out in the statement of main terms and conditions (contract of employment).

Unless a contract states otherwise, notice can be given on any day of the week. The notice period runs from the start of the day following the day on which the notice was given e.g. if a month's notice is given on a Monday, the period of notice will begin on the Tuesday and will expire after one month.

Normally, an employee’s last day of service will be the last day of the notice period. If the employee uses any accrued annual leave immediately before their last day in service, this will not affect their service end date.

Where an employee is part time, if they are expected to work all their contractual hours in their last week of employment, the last day of service will be the Sunday, irrespective of whether this is a day they are due to work or not.

Employees who leave without notice.

Employees who leave without giving notice or leave before the end of their notice period without the permission of Provide will be regarded as taking unauthorised absence and will not be entitled to be paid for the day(s) not worked within their contracted notice period.

If, in exceptional cases, Provide decides to waive the need for an individual to work their normal notice period this must be agreed with the Line Manager and a Human Resources Business Partner. Payroll must also be notified via the leaver form. The manager’s checklist must still be fully completed in this circumstance.

Fraud Definitions

Fraud is where any person who dishonestly makes a false representation to make a gain for himself or another or dishonestly fails to disclose to another person, information which he is under a legal duty to disclose, or commits fraud by abuse of position, including any offence as defined in the Fraud Act 2006.

Bribery is the giving or receiving a financial or other advantage in connection with the ‘improper performance’ of trust or a function that is expected to be performed impartially or in good faith. Where the Provide Group is engaged in commercial activity it could be considered guilty of a corporate bribery offence if an employee, agent, subsidiary or any other person acting on its behalf bribes another person intending to obtain or retain business or an advantage in the conduct of business for the Provide

Group and it cannot demonstrate that it has adequate procedures in place to prevent such. The adequate procedures that the Provide Group is required to have in place to prevent bribery being committed on their behalf are performed by six principles –proportionate procedures, top-level commitment, risk assessment, communication (including training), monitoring and review. The Provide Group does not tolerate any bribery on its behalf, even if this might result in a loss of business for it. Criminal liability must be prevented at all times.

Local Counter Fraud

If any member of staff has good reason to suspect a colleague, patient or other person of fraud, bribery and / or corruption, involving the Provide Group, they should report their genuine concerns to the LCFS or Chief Finance Officer immediately. The LCFS will then decide on the next course of action and advise the member of staff accordingly. All calls are dealt with in the strictest of confidence and callers may remain anonymous.

Suspicions of fraud, bribery or corruption should be reported to the Local Counter Fraud Specialists on telephone 0845 300 3333, Provide’s Group Chief Executive Officer or NHS Counter Fraud Authority (NHSCFA) via an online reporting form: https://cfa.nhs.uk/reportfraud: or NHSCFA Freephone: 0800 028 4060. Further details including email addresses for those responsible can be found on Provide’s Intranet.

Individuals suspected of committing an offence of fraud, bribery or corruption may be subject to criminal and/or disciplinary investigation, which could result in criminal and/or disciplinary action being taken, including prosecution and/or dismissal. For more information, please refer to the Local Anti-Fraud, Bribery and Corruption Policy or to Provide’s Counter Fraud intranet pages.

Acknowledging a resignation.

Employees who resign from their post should give written notice to their Line Manager in accordance with this policy and the terms of their individual contract of employment.

The Line Manager should confirm acceptance of the resignation letter using the acknowledgement letter (Appendix E) within five working days (after seeking HR advice if appropriate) and should confirm the employee’s last day of service.

Both online and paper copies of the leaver questionnaires (Appendices G1, G2) should be sent to all employees with the acknowledgement letter.

The Line Manager is responsible for ensuring a copy of the resignation and acknowledgement letter is sent to Human Resources.

Provide reserves the right to instigate, or continue with, a disciplinary investigation / hearing involving an employee who resigns from the Provide in line with Provide policy. The employee will be notified of this decision and given every opportunity to play a full part in the proceedings (refer to the Disciplinary Policy for further information, available on My Compliance).

During the Notice Period

While an employee is working their notice, they are required to work in accordance with Provide policies and procedures. Provide requires them to continue to conduct themselves in an entirely appropriate manner, and uphold the high standards of performance required of employees.

If an employee’s performance during the notice period falls below the required standards, Provide may address this as a performance or disciplinary matter in line with the relevant Provide policies.

During the notice period, Provide may adjust an employee’s duties, contact with clients / patients, access to information or resources and impose any other reasonable practice, to better facilitate a handover of work / cases and/or to protect business interests.

Completing a payroll leaver form.

The Line Manager should complete a leaver form as soon as possible after acknowledging the resignation letter, in accordance with the payroll schedule, in order to avoid any over payment of salary.

The Line Manager should record any outstanding / over payment of annual leave on the Leaver Form.

The leaver form should be sent by the appropriate authorised manager to the Finance Team by emailing provide.finance@nhs.net

The Line Manager should contact Payroll at the earliest opportunity where an overpayment or underpayment is likely to occur.

• If an overpayment occurs the payroll provider will set up the net amount overpaid on the payroll system and send a letter to the individual affected. The Provide Finance Team will also be contacted to manage the process of recovering the overpayment from the individual.

• If an underpayment occurs the individual will be paid the amount owing by BACS transfer to their bank account.

For employees on annualised hours / term time contracts, the Line Manager must discuss the hours worked/paid with the employee. If these cannot be equalised before leaving, the over / under payment must be recorded on the leaver form.

Any outstanding expenses including travel should be submitted in the normal way. Any outstanding payments will be made the month after the employee’s termination date.

Line Manager to inform IT Services of all leavers via the Servicedesk portal to ensure user accounts and access are closed down. This should normallyoccur on the planned leaving date.

Line managers should not complete a leaver form for employees moving internally within the Provide. In this circumstance the HR Services Team will complete a staff change form.

Provide is committed to the Counter Fraud Policy – to reduce fraud to a minimum, keep it at that level and put funds stolen by fraud back into patient care. Therefore, consideration has been given to the inclusion of guidance with regard to the potential for fraud and corruption to occur and what action should be taken in such circumstances. For more information see the Provide Local Anti-Crime Fraud, Bribery and Corruption Policy (EEPOL01) available on My Compliance.

Exit/ Leaver questionnaire.

Exit questionnaires (Appendices G1, G2) will be issued to all staff leaving the employment of Provide, regardless of the reason for leaving. All staff receiving the questionnaire will be given the opportunity to request a separate face-to-face exit interview with their line manager, senior manager or a member of the Human Resources team.

The questionnaire will be issued to staff leaving as a result of the cessation of temporary or fixed term contracts as well as voluntary termination of permanent contracts, but is not relevant for internal job changes/promotions.

The line manager will issue an exit questionnaire on receipt of notice that an employee is leaving the organisation along with a covering letter (Appendix E), informing the leaver that any personal information they provide will be dealt with confidentially and used to improve on current working practices.

Employees are encouraged to return their completed leaver questionnaire at their exit interview.

Analysis of the information sources from the exit questionnaire will be carried out by the Human Resources department including giving breakdowns of leavers by service area, reasons for leaving and opinions of Provide as an employer. This information will be reported to the People & Culture Group, Staff Partnership Forum and the Provide Board in addition to Assistant Directors of the different service areas.

Exit questionnaires will be retained separately from staff personnel files. Details held on a computerised system will be subject to the Data Protection legislation.

If the employee declines the offer of an exit interview then the leaver questionnaire can be completed on line and submitted by the employee.

Exit Interview

Line Managers must offer all leavers the opportunity to attend an exit interview.

If the employee agreesto attend an exit interview, then the Line Manager must arrange a mutually convenient time and date for the interview to take place, details of which can be confirmed in the acknowledgment of resignation letter.

If the employee declines the offer to attend an exit interview with their manager or another manager within their service, then they can request a meeting with HR via their leaver questionnaire.

Where a leaver has indicated on the exit questionnaire (Appendix G2) that they would be prepared to attend an exit interview this information will be passed to the HR Business Partner and, where appropriate senior manager and line manager for the relevant service area.

Guidance for conducting an Exit Interview.

The interview should be conducted in a suitable location where there will be no disturbances. Notes should be taken during the interview to enable an accurate record to be kept of any personal information shared by the leaver. Where the interview is conducted by a manager they will provide a copy of the notes to HR.

At the outset of the interview explain:

• The purpose of the interview

• Remind the staff member that all personal information and feedback will be treated sensitively and in confidence except where information given requires further action to be taken.

• There may be some circumstances where it may be necessary to disclose information which is discussed at an exit interview, for example, where a member of staff alleges they have been bullied or harassed by another member of staff and/or manager and/or patient safety concerns. The member of staff will be made aware of this.

• That in analysis, the online information will be anonymised.

During the interview:

• Discuss the main reason(s) for leaving Provide

• Record relevant comments objectively

• Accept the views of the member of staff

• Discuss the leavers overall experience of working for Provide

• Discuss any particular issues raised in the completed questionnaire(Appendix G2).

On conclusion of the interview:

• Thank the staff member for their time and co-operation

• How the information will be used and who will have access to it

• Remind them that information obtained will be anonymised and will help to inform and hopefully improve future working practices.

Employees should be advised at the outset that if their exit interview contains information that is of a serious concern to the organisation, Provide will reserve the right to act accordingly on that information.

The exit interview and leaver questionnaire process will provide tangible information for analysis in order to identify recruitment and retention issues or common themes which result in resignation or ending of employment. It will also help to gain positive feedback and identify areas of good practice which can be shared across the organisation.

Analysis of exit interviews and leaver questionnaires will help to inform Provide’s recruitment and retention strategy with a view to continually improving the employee experience within Provide. Additionally, it will help to inform the future planning and organisation of work within Provide in particular the specific core roles and responsibilities of each post.

If an issue of concern, or a grievance, is raised via an exit questionnaire or interview, the Human Resources Department will liaise with the appropriate Senior Manager / Assistant Director to decide which further considerations/actions need to be undertaken.

Leaver checklist and returning Provide property. (Mandatory requirement)

Line Managers, or their nominated deputy, must arrange to meet with all leavers at the earliest convenience to complete the Manager Checklist (Appendix C).

The checklist may need to be completed over more than one meeting. The final checking and sign off should be undertaken by the Line Manager or nominated deputy and employee on the leaver’s last working day.

Once fully completed and signed off, a copy of the manager's checklist should be sent to HR to be retained on the personal file as evidence that the checks have been completed. The employee must also be given a copy of the form.

The Line Manager, or nominated deputy, must ensure they secure recovery of all Provide propertyand equipment from any leaver and disable their access to all Provide secure systems and accommodation on or before their last day.

For example:

• Lone working App, ID badge/ Smartcard and contact RA team to remove access to SystmOne

• Door entry fobs or cards

• Keys

• Any other property

• Any IT equipment- including phone with pin number

• Any work-related documents in paper or electronic form

This must be recorded on the leaver checklist.

Should a leaver fail to return any item of Provide’s property, the Line Manager or nominated deputy should immediately report this to Provide’s Security Manager who will advise on an appropriate course of action for recovery. This could result in nonreturned property being reported to the Police as stolen.

In the event of a dismissal or non-confirmation in post, where no notice period is to be worked or agreement is made to pay in lieu of notice the manager must ensure all forms are completed and property is returned immediately before the employee leaves the premises.

Calculating annual leave.

Line Managers should calculate the employee’s annual leave entitlement in accordance with the provisions outlined in Provide’s Annual Leave and Special Leave Policy (available on My Compliance).

Any outstanding annual leave should be taken before the agreed last day of service and should not extend the employee’s notice period.

If the employee is unable to take all their annual leave before their leaving date due to service provision or individual circumstances, Line Managers must arrange for payment for outstanding annual leave to be made with final salary payment via the leaver form.

If the employee has taken more annual leave than their entitlement for the period of the year that they have worked before their leaving date, this should be recorded on the leaver form so that the equivalent amount of pay can be deducted from the employee’s final salary payment.

In calculating the annual leave due on termination of employment, account must be taken of the employee's normal working days each week and public holidays. (Annual Leave and Bank Holiday Policy, HRPOL24).

Process for ending a fixed term contract.

If it is proposed that a Fixed Term contract is not being renewed Line Managers should invite the employee to a meeting and point out their right to bring a representative. A sample letter to invite the employee to attend a meeting can be found in Appendix D.

The meeting must take place within sufficient time to allow for the employee to be issued with their contractual notice.

The purpose of the meeting should be to:

• Confirm the end date of the contract.

• Give the employee an opportunity to discuss this decision and raise any relevant issues.

• Advise the employee of any other vacancies available in the Provide and how to access applying for them.

Following the meeting, the Line Manager must write to the employee confirming the outcome.

If the fixed term contract is related to a particular business need, then the manager should be in a position to show that the termination of employment has come about as

a result of the end of that need and is required to include this in a letter informing the employee of the termination of employment.

The outcome letter to the employee should include information regarding their right to appeal against the decision to terminate their employment.

Line Managers must still follow the leaver procedure described in the appendices A, B, excluding the acknowledgement of resignation.

Line Managers should ensure that employees on a fixed term contract which is coming to an end are able to access Provide job vacancies.

Retirement.

Employees wishing to retire must follow the normal process for resignation. The notice period requirement may be increased in line with the pension scheme guidance to allow the calculation and receipt of any lump sum and retirement benefits on leaving.

Line Managers should still follow the leaver process for retirees (See Appendix D) including an exit interview and manager checklist.

There is no automatic right to return to employment following resignation for the purpose of retirement. Those employees wishing to retire and take their pension and then return to work for the Provide should discuss options for return with their Line Manager, and may be subject to a selection process.

Retire and return

Line manager will notify the ServiceDesk of the retire date for them to temporarily disable employee’s accounts. On return to work the employee must contact the ServiceDesk on 03003039955 to inform them of their return.

Prior to calling the Servicedesk employee must liaise with their line manager for the service desk ticket number for this request. If employee require access to SystmOne or the eRostering system they ensure the relevant Services are contacted via the Service Desk requesting appropriate access rights to be reinstated. The eRostering team will need to be advised of employee’s new assignment number.

All staff (as leavers) are responsible for ensuring all departmental information is removed from their personal data stores and email (including archive), and moved to an appropriate departmental shared area agreed with the manager.

For returning staff their Provide Log on ID will remain active but existing group memberships and permissions shall be reviewed and removed as appropriate. New permissions shall be requested by the new line manager via the Service Desk.

Access to NHS Mail will remain but all Microsoft 365 services and shared access and groups memberships shall be reviewed for correctness. New permissions shall be requested by the new line manager via the Service desk.

The line manager is responsible for ensuring that email and OneDrive data is removed/moved as appropriate, or closed down as required when staff leave the organisation. HR and IT then both need to be notified simultaneously of this action so that other elements of the leaver process can be completed in good time.

The line manager shall ensure that the staff member has their access removed from previously approved shared mailboxes, MS Teams groups, SharePoint and locally controlled distribution lists. Line managers shall ensure that all Provide issued equipment is returned and any personally set PINs or passwords are shared with IT to enable the reset of equipment and return back to stock for future use.

Death in Service.

Benefits are only payable when an employee who dies in service was a member of the NHS Pension Scheme or Provide’s Aviva pension scheme at the time of their death and have contributed to the scheme.

HR will be able to provide advice and guidance on the protocols to be followed following a death in service, including information for the family and advice on the sensitive recovery of any Provide property.

The Line Manager should immediately notify the HR Department of the death, followed by the completion of a leaver form. This should give the date of death and indicate any outstanding annual leave. The completed form should be sent to provide.finance@nhs.net

The leaver form should also identify any extra duties undertaken by the deceased to ensure the final payment is accurate.

The Line Manager should also notify HR of the death in order to ensure measures can be put in place to ensure no written correspondence in the deceased’s name is sent to the home address.

The Payroll Department will send an Indemnity Form to the next of kin, nominated person or to the person named as the contact for the estate. This form will be used as the authority to pay any outstanding salary payments owed. This will be paid for the period from the start of the month to the date of death. When the Indemnity Form is received by Payroll they will issue a cheque for any monies due to the nominated Executor.

If there is a surviving spouse, registered civil partner or qualifying partner the Line Manager should liaise with HR and the Pensions Team at NHS SBS to ensure the relevant pension is put into payment. The line manager should speak to HR for guidance for those on the GPP Provider (currently Aviva)

Retention of leaver personal files.

The retention of leaver files should be in accordance with standard HR retention periods and General Data Protection Regulations.

Files will be stored and retained in a secure location, or archived in line with Provide Policy.

Files which are no longer required to be kept must be destroyed by confidential means. Smart cards.

When an employee leaves Provide but remains in NHS employment, they will take their smartcard with them. The Line Manager must inform the Registration Authority Manager and IT that the employee has left the Provide but stayed within the NHS. The Registration Authority Manager and IT will deactivate Provide on the smartcard rendering the card inoperative until reactivated at another NHS site.

When an employee leaves Provide and is leaving the NHS, they should return their smartcard to their Line Manager who will record that the card has been received on the manager’s checklist (Appendix C). The Line Manager must then return the smartcard to the Registration Authority Manager who will remove the account from the system.

Loss, disclosure or suspected theft of a smartcard should be reported to the Registration Authority Manager immediately. The Registration Authority Manager will deactivate the smartcard and issue a new one. An incident report must be created and forwarded by the Line Manager as appropriate.

NHS.net email

On receipt of a leavers list the IT department will ensure that NHS Mail accounts are changed to state the employee is a Leaver. This will prevent immediate access. However, if the employee joins another employer who use NHS Mail the account can be reactivated by the new employer. .

It is then possible for the employee to access NHS emails received whilst employed at Provide CIC that remain in the inbox and any emails in the sent box. All staff (as leavers) shall request removal from previous approved shared mailboxes, MS Teams and SharePoint groups and locally controlled distribution lists as relevant.

Managers must prevent access and block the account permanently by informing the IT department.

The line manager shall ensure that an appropriate out of office message is set on the NHSmail account.

6. POLICY IMPLEMENTATION PLAN

The policy will be placed on My Compliance for information

The policy will be part of the MetaCompliance process

HR Business Partner’s will brief management teams who will cascade to relevant line managers

7. MONITORING AND REVIEW

This policy will be reviewed in line with the Policy for the Management of Procedural Documents, or more frequently in line with any requirements relating from legislative changes.

Review will be undertaken by a member of the HR Department and monitoring will be conducted in respect of policy outcomes. The need for improvement or clarification may be identified as lessons learnt, through using the process and where appropriate amendments will be made.

The HR Team will be responsible for the analysis of data captured in the returned leaver questionnaires and exit interviews. Employees will remain anonymous due to the small numbers involved, so that their identity is not inadvertently revealed.

EQUALITY IMPACT ASSESSMENT

TEMPLATE: Stage One: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

LEAVERS POLICY (HRPOL35)

Provide a brief summary (bullet points) of the aims of the initiative and main activities:

Provide accurate and analysable data on why people leave Provide to help drive retention strategies and maintain retention of talent

Project/Policy Manager: HR Business Partner Date: 20.8.21

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.

Equality neutral

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?

Equality neutral

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.

N/A

Guidelines: Things to consider

• Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e. young and old,); race and ethnicity, gender, disability, religion and faith, and sexual orientation.

• The initiative may have a positive, negative or neutral impact, i.e. have no particular effect on the group/community.

• Where a negative (i.e. adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g. by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

• Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

• Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g. are there other existing or planned initiatives which redress this?

• It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

• It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.

EQUALITY

IMPACT ASSESSMENT TEMPLATE: STAGE 2:

(To be used where the ‘screening phase has identified a substantial problem/concerns)

This stage examines the initiative in more detail in order to obtain further information where required about its potential adverse or positive impact from an equality perspective. It will help inform whether any action needs to be taken and may form part of a continuing assessment framework as the initiative develops.

Q1. What data/information is there on the target beneficiary groups/communities? Are any of these groups under- or over-represented? Do they have access to the same resources? What are your sources of data and are there any gaps?

N/A

Q2. Is there a potential for this initiative to have a positive impact, such as tackling discrimination, promoting equality of opportunity and good community relations? If yes, how? Which are the main groups it will have an impact on?

Yes. Information will allow analysis of reasons for leaving by each demographic.

Q3. Will the initiative have an adverse impact on any particular group or community/community relations? If yes, in what way? Will the impact be different for different groups – e.g. men and women?

Q4. Has there been consultation/is consultation planned with stakeholders/ beneficiaries/ staff who will be affected by the initiative? Summarise (bullet points) any important issues arising from the consultation.

N/A

Q5. Given your answers to the previous questions, how will your plans be revised to reduce/eliminate negative impact or enhance positive impact? Are there specific factors which need to be taken into account?

Equality neutral, but outputs could result in information that can help us identify trends around inequalities and why people leave Provide.

Q6. How will the initiative continue to be monitored and evaluated, including its impact on particular groups/ improving community relations? Where appropriate, identify any additional data that will be required.

Regular reports to HR High-level reports to Senior Management / boards

Guidelines: Things to consider

• An initiative may have a positive impact on some sectors of the community but leave others excluded or feeling they are excluded. Consideration should be given to how this can be tackled or minimised.

• It is important to ensure that relevant groups/communities are identified who should be consulted. This may require taking positive action to engage with those groups who are traditionally less likely to respond to consultations, and could form a specific part of the initiative.

• The consultation process should form a meaningful part of the initiative as it develops, and help inform any future action.

• If the EIA shows an adverse impact, is this because it contravenes any equality legislation? If so, the initiative must be modified or abandoned. There may be another way to meet the objective(s) of the initiative.

Further information: Useful Websites

www.equalityhumanrights.com Website for new Equality agency www.employers-forum.co.uk – Employers forum on disability www.disabilitynow.org.uk – online disability related newspaper www.womenandequalityunit.gov.uk – Gender issues in more depth www.opportunitynow.org.uk - Employer member organisation (gender) www.efa.org.uk – Employers forum on age www.agepositive.gov.uk – Age issues in more depth Agenda for Change Terms and Conditions of Service. www.nhsemployers.org/tchandbook ConsultOD Online Learning Tool. www.consultod.co.uk Data Protection Act 2018. www.gov.uk/data-protection/the-data-protection-act Equality Act 2010. www.gov.uk/guidance/equality-act-2010-guidance Employment Act 2002. www.legislation.gov.uk/ukpga/2002/22/contents Employment Act 2004. www.legislation.gov.uk/ukpga/2004/24/contents Employment Act 2008. www.legislation.gov.uk/ukpga/2008/24/contents Employment Relations Act 1999. www.legislation.gov.uk/ukpga/1999/26/section/11 Employment Rights Act 1996. www.legislation.gov.uk/ukpga/1996/18/contents

Fixed Term Employees (Prevention of less favourable treatment) Regulations 2002. NHS Pensions Scheme Regulations. www.nhsbsa.nhs.uk/Pensions/2654.aspx © MDA 2019 EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage One: ‘Screening’

Appendix A: Exit Questionnaire Flowchart

Employee confirms they are leaving

Manager meets with employee to discuss, agree leaving date and acknowledges in writing (including email)

Manager submits Leavers Form (P4) to Payroll, and cc’s to HR hr.provide@nhs.net

Line manager sends employee both online and paper copy of Exit Questionnaires (Appendices G1,G2) and covering text to employee work email address if they are still at work, or home email if they have already left

MANDATORY REQUIREMENT

Manager completes Leavers Checklist (Appendix C) during notice period and collects all Provide equipment

Employee completes both online and paper copy of Exit Questionnaires (Appendices G1,G2 (with an opportunity to complete a section with comments)

• Employee attends a leavers meeting with Line manager (Mandatory for an employee employed for less than 12 months at time of leaving)

Employee indicates they wish a face to face Exit Interview with nominated representative or HR

This information is forwarded to the HR Business Partner. A face to face Exit interview is arranged. Any relevant further action is carried out discretely under relevant policy

Employee does not indicate they wish a face to face Exit Interview

Customer Services collate statistics and submit reports to HR Department on regular basis

Appendix B: Exit Interview Procedure

1. Employee resigns from their post in writing (resignation includes retirement) or the employment contract is ended by the employer.

2. Line Managers must seek advice from HR if concerned about the reason for resignation.

3. The Line Manager writes to the employee (Appendix E) to acknowledge their resignation, confirm any outstanding / exceeded annual leave, invite them to attend an exit interview and to enclose a paper copy and online leaver questionnaires for completion (Appendix G1, G2)

4. The Line Manager must arrange a mutually convenient time and date for the interview to take place, in a quiet, private and accessible venue.

5. The employee should complete the paper copy of the leavers’ questionnaire (Appendix G2) before the exit interview for discussion.

6. If the employee declines to attend an exit interview with their Line Manager or another manager in their service, the Line Manager should offer the opportunity for the exit interview to be held with a member of the Human Resources Team. If the employee still declines to attend an exit interview the Line Manager should notify HR.

7. At the exit interview the Line Manager should state the purpose of the interview:

• Gain an understanding of employees’ experience of working for Provide.

• Establish reasons for leaving.

• Improve the working lives of employees of Provide.

8. The Line Manager must advise the employee that if the exit interview contains information that is of serious concern to the organisation, or warrants further action in line with Provide Polices, the information disclosed will need to be shared with other parties and may lead to further investigation.

9. The exit interview format should be explained to the employee:

• Discussion and agreement on how long the meeting will take.

• Use the completed questionnaire as the framework for discussion.

• Complete the questionnaire at the meeting if required.

• Additional notes can be recorded during the meeting if applicable.

10. The Line Manager must notify the employee that the information gathered at the meeting will be analysed and recorded by HR on a central database. Information gathered may be reported to the Provide Board or Committees and may be shared, where appropriate, with other relevant parties. Employee identity will remain anonymous for this purpose unless their manager or HR notifies them otherwise.

11. Completed exit interview paperwork will be retained by the Line Manager for the employee’s personal file, and a copy provided to the employee.

12. The Line Manager should agree a timescale for providing any reply if the employee raises issues or concerns requiring response.

13. The leaver questionnaire will be sent to designated Human Resources Business Partners for analysis. Following recording and analysis, questionnaires will be appropriately stored and destroyed in line with Records Management

Appendix C: Manager’s Checklist for Leavers

This checklist is to be completed for all leavers, including those on fixed term or temporary contracts, secondment to Provide or contracted workers e.g. interims or temporary workers. The check list should be completed in all cases whether due to resignation, retirement, redundancy end of contract or dismissal. For any exceptional cases please seek advice from HR.

A signed copy of the form will be retained on the employee’s personal file.

Leaver name:

Department:

Date of Leaving / Date of Departmental Transfer:

Current Line Manager:

New Manager (if applicable):

Action:

Leaver Procedure.

Manager acknowledges resignation or retirement and issues Leaver Questionnaires (Appendix G1, G2) and arranges a date to conduct an exit interview using Appendix B.

Manager completes payroll leaver form with employee, including calculating annual leave allowance.

Manager completes exit interview with employee.

Returns exit interview paperwork to Human Resources services.

If an exit interview is declined the manager should notify Human Resources services.

Equipment.

Remote Access (Card or Access Codes).

All staff (as leavers) shall request removal from previous approved shared mailboxes, MS Teams, SharePoint groups and locallycontrolled distribution lists as relevant.

The line manager shall ensure that an appropriate out of office message is set on the NHSmail account

Date: Manager’s initials / comments:

Agree arrangements for handover, return and sign when all received.

Notify IT Department via Servicedesk to disable pin code access with effect from leaving date.

Laptops / Computers.

Agree arrangements for handover and return and sign when all received.

NB: Please mark end column N/A if the listed item is not applicable to the post.

IT Hard and Software.

USB stick, removable media, SD cards, information storage devices, copies of programmes and Provide issue devices.

Agree arrangements for handover and return and sign when all received.

Mobile Phone- pin number required

Charger, headphones and any accessories.

Agree arrangements for handover and return and sign when all receive

Equipment supplied by Provide to carry out role – please list.

Agree arrangements for handover and return and sign when all received.

Office/Desk telephone.

Arrange to amend telephone lists and update any voicemail messages.

Property.

Provide Issued Uniform.

Agree arrangements for handover and return and sign when all received.

Car Park Permit.

Agree arrangements for handover and return and sign when all received.

Security.

Computer Access

E-mail, OneDrive data, login, system access. Manager to notify IT Department to ensure all accounts are expired from leaving date.

Manager to list any local departmental systems the employee has access to, including subscription websites and confirm access has been terminated. The line manager is responsible for notifying HR Services and IT via Servicedesk simultaneously of this action so that other elements of the leaver process can be completed in good time.

Keys, entry cards and fobs and door access codes.

Confirm return of security access resources and arrange for reprogramming of door codes. (if applicable) Smartcards.

Confirm process has been followed. ID Badge.

Agree arrangements for handover and return and sign when all received.

Official Provide Branded Ink Stamps.

Agree arrangements for handover and return and sign when all received.

Governance.

Files, papers, manuals, paper diaries, etc

Agree arrangements for handover and return and sign when all received.

Caseload Handover.

Manager to arrange to meet with employee to arrange full handover of all outstanding caseloads and to ensure where appropriate cases are closed

Confidentiality

Employee reminded of their post-employment confidentiality responsibilities.

Appointments.

Confirm all patient related notes have outcomes completed on SystmOne or other related systems. Progress notes.

Confirm all progress notes are complete and up to date.

Financial.

Relocation Expenses.

If employee is leaving after less than two years and has received relocation expenses, manager to notify payroll immediately.

Training Expenses

If employee has received training fees which require recovery if the employee leaves within an agreed minimum period of service, manager to notify payroll to arrange deduction from final salary.

Cancel any pre- booked training arranged for the employee.

Authorised Signatories.

Manager to notify Finance Manager of leaver. Lease Car Holder.

Manager to notify Finance Manager of leaver and lease car management company.

Managers Declaration:

I confirm that I have fully completed this checklist with the above-named employee in line with Provide Policy and that the instructions within have been carried out in full.

Name:

Signature:

Date:

Employee’s Declaration:

I confirm that I have returned all Provide property and equipment held by me. I declare the information given on this form is complete and correct. I understand that if I knowingly provide false information this may result in disciplinary action and I may be liable for prosecution and civil recovery proceedings.

I consent to the disclosure of information within this form to and by Provide and the Local Counter Fraud Specialist for the purposes of verification and prevention, detection and prosecution of fraud.

Name:

Signature:

Date:

Appendix D: Useful Information and Guidance for Retire and Return

ESR

Once the employee’s current assignment has been terminated from their leaving date, they will be unable to access ESR until Payroll have processed their payroll paperwork and will be given a new unique payroll number. Employee may have to wait until 12th of the month before payroll processes their paperwork.

HR can confirm their payroll number after the 12th of the month. Please email hr.provide@nhs.net requesting this information. HR to advise eRostering team of ESR number of returning member of staff by emailing provide.erostering@nhs.net

Smartcard

If the employee has a smartcard this will need to be linked to their new assignment. Employee will confirm their smartcard number to hr.provide@nhs.net who will link the card. Any other ESR access will also be transferred over.

Easypay

If the employee currently has an Easypay account this would cease on termination of their assignment. Once the payroll number is created, the employee is required to create a new account. Please refer to the guide below:

EASPAY – NEW STARTERS FROM 1ST APRIL 2020

To register:

Once the new starter has an assignment number and email address they will click on the Easypay link:https://provide.easy.giltbyte.com/user/login/ Click on Register here.

They will enter their email address and click submit.

They will be asked to set up security questions. By going directly with Easypay there will be advantages.

• If Employees forget their password they can click on forgotten password and will be able to reset.

• They will be able to reset security questions

• The line manager will authorise claims. This information is taken from is showing in ESR. The budget holder will accept the claims.

• Any member of staff that changes line manager or moves to a different team, once ESR is showing the new details this will link with Easypay. There will be no more emailing Easypay to change authorisers.

Payslips

Leavers must print off/save all payslips and P60 prior to retiring as they will not have access when their current assignment has been terminated.

Annual leave and public holidays

The line manager will recalculate the employee’s annual leave from 1st April to their leaving date. The employee is required to take any annual leave/bank holidays which they have accrued. Should the above arrangements to take annual leave prior to leaving cause significant service issues for the employee or the service, the employee can receive your annual leave as a payment. This information is entered on the P4. This should be discussed and agreed with the line manager.

Completing the P4

To avoid rejections and potential overpayments, please ensure all sections of the form are completed. If there are specific instructions relating to a specific end of employment (e.g. Pay in lieu of notice) please specify this in the COMMENTS section.

Where an employee leaves and is owed annual leave (to be notified via the Last Day of Service section), this is paid at 1/365th of that employee’s full time equivalent annual salary for each days leave notified and not at hourly rate x number of hours normally worked in a working day. The P4 is to be sent to Finance provide.finance@nhs.net only.

Dismissal

Responsibility for ensuring the completion of all leavers paperwork lies with the line manager of the employee dismissed unless directed by the panel of any specific hearing, even if they were not present at any formal meeting or hearing that resulted in the dismissal

Access – Emails, SystmOne, eRoster etc.,

During the recruitment process HR Services will notify the ServiceDesk of the retire date to temporarily disable the accounts. On return to work, the employee must contact the ServiceDesk on 03003039955 to inform them of their return. This information should also be shared with SystmOne and eRostering teams in order to facilitate effective restoration of access to relevant systems.

Line managers shall ensure that all Provide issued equipment is returned and any personally set PINs or passwords are shared with IT to enable the reset of equipment and return back to stock for future use.

IT Equipment

Employee must liaise with their line manager regarding arrangements to return equipment to IT and share any personally set passwords or PINs to enable IT to reset the equipment.

Appendix E: Template Letter to Acknowledge Resignation

Dear[Name]

Acknowledgement of resignation.

Thank you for your letter dated [date] informing me of your wish to resign from your post as [job title] with Provide.

I acknowledge receipt of your resignation letter and confirm that taking into account your notice period of [x weeks] your last day of service with Provide will be [date].

Your pro rata annual leave entitlement in the current leave year is [days / hours].

[Choose one of the following sentences, as applicable] -As you have used up /arranged to use all of your pro rata annual leave entitlement, your last working day and final day of service will be the same. As you have exceeded your pro rata annual leave entitlement for this year the extra number of [x days / hours] taken will be deducted from your final salary payment. As it has been agreed that you will be paid your remaining [x days / hours] of leave your last working day will also be your final day of service.

-As you have [x days / hours] annual leave remaining, your last working day will be [date] and your last day of service will be [date].

The Learning and Development Team have confirmed to me that you have a current Learning Agreement in place regarding x. It would appear that there is now a payment that will need to be reimbursed to Provide CIC and we will need to have further discussions regarding this. The usual process is for this to be deducted from your final salary.

Please can you ensure that any reimbursement claims for travel etc are up to date and submitted before your last working day. If you have Salary Sacrifice Schemes, you have already signed an agreement that you will repay these in full if you leave the organisation for any reason; therefore, these will be deducted from your final pay. If you have a lease car, you need to inform the Lease Car department and arrange for the termination of your contract and the return of the car before your leaving date.

Also, please ensure that you print your payslips and last P60 from the SelfService facility if you need them. If attending exit interview.

We have agreed to meet on at [time] at [venue] in order that we can conduct an exit interview. We will also complete a leaver form for payroll purposes when we meet in order to ensure correct payment of your final salary.

As an organisation, we are very keen to understand your experience of working for Provide and your reasons for leaving. Your comments will help us to highlight any areas of concern in order to put appropriate measures in place to improve the working lives of our employees. I would, therefore, be very grateful if you could take a few minutes to complete the enclosed questionnaire. The purpose of the questionnaire is to enable Provide to:

• Gain an understanding of employees’ experience of working for Provide.

• Establish reasons for leaving.

• Improve the working lives of employees of Provide.

I would like to discuss with you the enclosed Leaver Questionnaire (Appendix G2) and so I would be grateful if you could complete it and bring it along to our meeting on [day / date].

If you would prefer to meet with another manager or a representative from HR to carry out your exit interview, please let me know.

I will also arrange a separate meeting with you on your last working day in order to complete a leaver checklist to ensure that you have the opportunity to return any outstanding Provide propertyor equipment in your possession. Please refer to Appendix C of the Leaver Policy for further details.

All questionnaires will be analysed and recorded by HR on a central database. Information gathered may be reported on to the Provide Board or its Committees and may be shared, where appropriate, with other relevant parties. Information will be kept anonymous where possible and appropriate. Following recording and analysis, questionnaires will be stored and destroyed in line with Provide Health Records Management and the Data Protection Act 2018.

If not attending exit interview.

I understand that you have chosen to decline the opportunity to attend an exit interview with a manager or a member of the Human services team. or

I understand that you did not attend your arranged exit interview. I would, therefore, be very grateful if you could take a few minutes to complete the enclosed questionnaire to help enable us to;

• Gain an understanding of your experience of working for Provide.

• Establish reasons for leaving.

• Use the information to improve the working lives of employees of Provide

Information gathered may be reported to the Provide Board and other Committees and may be shared, where appropriate, with other relevant parties. Information will be kept anonymous where possible and appropriate. Following recording and analysis, questionnaires will be stored and destroyed in line with Provide Health Records Management and the Data Protection Act 2018.

Finally, I would like to thank you for your service with Provide and I wish you every success for the future.

Yours sincerely,

[Name of Line Manager]

[Job title]

Copy: Name, Job Title, organisation Personal File

Enc: Leaver Questionnaire

Cc HR Department

Appendix F: Template Letter For Non-Renewal of a Fixed-Term Contract

Dear [Name]

Fixed Term Contract.

As you are aware, your fixed term post as [job title] in the [department name] is due to finish on [date]. At the present time the Provide is not in a position to renew or extend this contract because [state appropriate reason].

I therefore, invite you to attend a meeting on [date] at [time] in [venue] to discuss the proposed end of your fixed term contract. The meeting will be attended by [manager’s name]. The purpose of the meeting will be to discuss the reasons why the contract is ending and explore any possible alternative options such as redeployment. You will also have the opportunity to ask any questions or raise any relevant issues.

The final decision regarding your contract will take into account any representations you make at this meeting.

You have the right to be accompanied by a work colleague, a representative of a trade union or an official employed by a trade union.

I would be grateful if you could confirm your attendance at the meeting by contacting me on the above telephone number.

If you have any questions in the meantime, please do not hesitate to contact me. Yours sincerely,

[Name of Line Manager]

[Job title]

Copy: HR Department Name, Job Title, Organisation Enc: (if appropriate)

Appendix G1: Online Exit Questionnaire Covering Text (email or letter)

You have been sent this questionnaire because we have been advised that you are leaving Provide. The questionnaire should only take 5 to 10 minutes to complete and we would really appreciate your feedback and you taking the time to answer a few questions about why you are leaving and your thoughts on your time working for Provide.

This questionnaire is confidential. Any identifying information (service, job role etc.) will be used for statistical means only and kept in line with Provide’s Data Protection Policy (IGPOL 31).

Provide aims to be an employer of choice and values the views and experiences of all employees. We are committed to recruiting and retaining high quality staff, and to support this aim, the exit questionnaire process provides us with information and feedback as to why employees are leaving and will also highlight positive aspects of working for Provide and what areas the organisation may need to improve.

The information you have provided will be used to present anonymised and aggregated data to the Senior Management Team (SMT) and to service areas to inform and plan recruitment and retention, workforce development and to support initiatives and policies such as health and well-being, stress management and equality.

All your responses will be treated confidentially. However, please be aware that if any serious concerns are revealed Human Resources will liaise with an appropriate Senior Manager / Assistant Director to consider whether any further action/considerations need to be undertaken.

Thank you for taking the time to complete this Exit Questionnaire:

ONLINE EXIT QUESTIONNAIRE:

https://www.providemyexperience.com/surveys/HR_Exit_Survey-HlfFfbdha

Your line manager will arrange to meet with you, but if you wish a separate, confidential, face-to-face Exit interview with a member of the Human services Team, or another manager within the organisation, please email hr.provide@nhs.net including your name and contact details.

Appendix G2: Leaver Questionnaire

This form is provided to all employees who are leaving or have left employment with Provide. We would be grateful if you would complete the form in order that we can obtain information about your experiences of working for Provide.

Name:

Job title:

Business Unit:

Base:

Band / Grade:

Leaving Date:

Please complete the form by ticking the appropriate boxes. There is space for additional comments at the end of this form.

How long have you worked for Provide?

Under 1 year  1-3 years  3-5 years  Over 5 years 

Main reason for leaving: please tick one box only.

Voluntary Resignation. Better reward package.

Voluntary Resignation. Health

Voluntary Resignation. Promotion.

Voluntary Resignation. Work / life balance 

End of Fixed Term Contract. Completion of training scheme.

Voluntary Resignation. Adult dependents.

Voluntary Resignation. Incompatible working relationships. 

Voluntary Resignation. Relocation.

Voluntary Resignation. Child dependents.

Voluntary Resignation. Lack of opportunities 

Voluntary Resignation. Undertake Further Education/Training

Voluntary Resignation. Other / not known  Pregnancy.

End of Fixed-Term Contract. End of work requirement.

End of Fixed-Term Contract. External rotation. 

End of Fixed-Term Contract. Other.  Redundancy. Voluntary.  Redundancy. Compulsory. 

Retirement Age Reached

Voluntary Early Retirement.

1. Were your expectations of working for Provide fulfilled?

Retirement. Ill Health Pension application.

2. If not, were you given the opportunity to raise your concerns with your Team Leader or Manager?

3. If you answered “no” to question two, why did you feel unable to raise your concerns?

4. If you answered ”yes” to question two, did you consider the outcome to be satisfactory?

5. Would you consider returning to employment with Provide?

6. If “no” please state reason:

7. Would you recommend working for Provide to others?

8. If “no” please state reason:

Your comments are invited on the following aspects of your employment:

What did you enjoy most about your job?

What did you enjoy least about your job?

Was your workload appropriate to the level of post you were undertaking?

Did you receive appropriate Induction and training for your post?

Did you have a good working relationship with your manager?

Did you have a good working relationship with your colleagues?

Were your working conditions and accommodation suitable to your needs?

Additional comments are invited about working for Provide and your reasons for leaving.

Destination on leaving:

If you have declined the opportunity to attend an exit interview with your Line Manager, but would still like to discuss your reasons for leaving in confidence, please provide the following details:

1. To your Line Manager (or other nominated manager) when you attend your exit interview.

2. To HR services team if you decline to attend an exit interview.

Appendix H: Retention of Leaver Personal Files

Type / subtype of record.

Leaver HR records/files.

Minimum retention period.

Keep until 75th birthday or six years after the staff member leaves, whichever is sooner. The summaryshould contain everything except attendance books, annual leave records, duty rosters, clock cards, timesheets, study leave applications, training plans.

Derivation.

The six-year retention period is to take into account any ET claims, or EL claims that may arise after the employee leaves Provide employment.

Claims of this nature can include periods of up to six years or more before the claim and where evidence could be needed from a number of sources, it is appropriate to retain as much as possible from the original file.

Final action.

Destroy under confidential conditions.