Procedure For Exit Interviews For Departing Faculty Members
The Faculty Exit Study is an annual effort led by the Vice Provost for Academic Affairs and offers each tenured or tenure-track faculty member who is leaving Penn State an opportunity to participate in an exit interview, an exit survey, or both. The goal is to better understand the experiences of tenure-track faculty members at Penn State and to respond to faculty concerns.
1) Each college and campus will develop procedures for designating one faculty member as an Exit Interview Officer (EIO). The EIO might be a current faculty member, an Ombudsperson, or one who retired in the past two years. The EIO should not be a human resources representative or someone who reports directly to the dean/chancellor. Diversity should be considered when selecting an EIO.
2) All departing faculty - whether they were leaving as a result of other job offers or opportunities, denial of tenure, or retirement - are invited to be interviewed. The Human Resources (HR) Representative or Director of Business Services (DBS) will forward names of departing faculty to the EIO. The EIO will contact the faculty member to set up the exit interview. A good practice may be for the EIO to stay in contact with the HR representative or DBS.
If the departing faculty member, the college, or the campus feels it would be preferable for the exit interview to be held by an administrator in the Provost's office - e.g., the Provost or one of his Vice Provosts, rather than the college EIO - that could be arranged. Faculty who ask to be heard at both levels are given that opportunity. The Vice Provost for Academic Affairs is the contact person in the Provost's Office.
Exit interviews for minority faculty also include an interview with the Senior Faculty Mentor.
3) Interviewees should be assured of the confidentiality of the process, but be told that their responses will be shared with the Provost and, unless they have some objection, with their dean/chancellor. EIOs should print a copy of the interview questions appropriate to the reason the faculty member is departing. A written copy of the interview should be passed on to the dean/chancellor unless the EIO has been requested not to share information with the dean/chancellor but to pass on to the Provost. The interviewee should also be asked whether or not they wish their names identified when these responses are shared. Copies of the responses are forwarded to the Vice Provost for Academic Affairs.
4) An optional Faculty Exit Survey is available to all departing faculty via an on-line version available at https://pennstate.qualtrics.com/SE/?SID=SV_3NTxMMGCkXBwEKg. (A paper copy of the survey is available upon request.) Departing faculty members who choose not to be interviewed may also participate in the survey. EIOs should make the departing faculty member aware of the survey during the interview. Also, please know this survey is not for non-academic employees and is intended for only departing faculty members.
The Vice Provost for Academic Affairs will summarize responses as they relate to their colleges in ways that will insure the confidentiality of individual responses. Although the forms will be coded to indicate gender and minority differences, all information is confidential and will be presented in a report from the Provost's Office in aggregate form. Where individuals might be identifiable as a result of too few numbers for the group in the gender/minority coding, breakdowns will not be disseminated that reveal those figures. The general patterns of responses will be presented each year to the Academic Leadership Council and the Faculty Affairs Committee of the University Faculty Senate. The goal is to understand faculty concerns so that we can be more responsive to them.
Reports are available for review on the Office of Planning and Institutional Assessment's web site.