Purpose

The purpose of the exit interview process is to obtain feedback from permanent employees who are leaving AMS, APHIS, or GIPSA. To comply with USDA Personnel Bulletin 250-4, dated 9/4/97, the exit interview process is being established as a tool for trend-analysis and evaluation on overall retention issues. Data obtained from employees who are leaving the organization will provide information critical to:

• Assessing workplace deficiencies,
• Enhancing the work environment,
• Improving employee retention, and
• Achieving a diverse workforce through workforce planning.

Coverage

Exit interview questionnaires are to be given to all permanent employees who transfer, retire, resign, or are otherwise separated from AMS, APHIS, or GIPSA. Employee participation is voluntary. 

Management Officials’ Responsibilities

MRP Administrators, Associate/Deputy Administrators, and Directors (Program, Staff, Regional, Lab, and Division) or their designees are responsible for general implementation and administration of the exit interview process. They will use the results of the interview analyses in establishing action plans to achieve a diverse workforce and improve the work environment. 

Program Activities’ Responsibilities

Program activities will: 

• Ensure that Exit Interview Questionnaires are provided before permanent employees leave the organization.
• Inform employees of the importance of the data obtained from returned questionnaires in addressing workplace deficiencies.
• Ensure confidentiality of exit interview data.

MRP Human Resources Responsibilities

MRP Human Resources will:

• Provide guidance on the implementation of the exit interview process.
• Develop a system to analyze trends.
• Collect, analyze, and maintain returned questionnaires.
• Share summary data with appropriate agency officials.
• Prepare quarterly and fiscal year end reports and submit to USDA, OHRM.
• Maintain confidentiality of exit interview data.

Civil Rights Staffs’ Responsibilities

Civil Rights Staffs will:

• Use data collected in future workforce planning.
• Use results of exit interview analyses as a factor in establishing agency action plans to achieve a diverse workforce within applicable laws and to improve the work environment.
• Provide interpretation and advice to agency management officials on how to address issues, comments and opinions provided by exiting employees.

Employees’ Role

Employees are not required to participate, however, they are encouraged to assist in this effort to identify workplace inadequacies and develop solutions. 

Procedure

Established contacts within AMS, APHIS, and GIPSA program activities will request exit interview data by providing a questionnaire to each permanent employee leaving the organization. Each package should include:

An envelope that is preaddressed to: 

USDA/APHIS/MRPHR/HR
1400 Independence Ave., SW 
Room 1726-SB, AG BOX 3443 
Washington, D.C. 20250

* Mark "Confidential - To Be Opened By Addressee Only" 

The cover memorandum and the Exit Interview Questionnaire are included in this Subchapter and may be locally reproduced. Activities will use whatever return postage guarantee option is appropriate to their office to facilitate the return of questionnaires.