UC Human Resources (HR) and Digital Technology Solutions (DTS) are working with partners across the university to enhance the work experience for employees.

On Jan. 1, 2025, a new standardized exit survey launched to the university. The data reported by employees voluntarily leaving the university highlights UC’s employment strengths and helps identify areas for growth. The result is data informed, practical improvements to enhance support for faculty, staff and the overall UC work environment.

In 2023, UC’s HR team identified the need for a standardized, automated process. The goal was to create a process to help all HR professionals across the university gather feedback from faculty and staff retiring or voluntarily leaving the university that would provide cohesive and actionable data.

Heather Cox, senior associate vice president for HR, and Josette Riep, assistant vice president for DTS, joined forces to bring the project from concept to reality.

The collaboration began in earnest in June 2023. At the time, some colleges and units were conducting their own individual exit interviews, others were providing separate links for faculty and staff to complete online surveys and the remaining relied solely on the UC Talent office to manage the offboarding process. Data was not collected, reviewed or shared in a purposeful manner. This created a disconnect in efforts and desired results.

Cox and Riep's teams planned and created an exit survey that provides a standardized mechanism and process for data collection and review.  Once the planning and design were completed, the teams worked alongside college and unit-level HR staff to design, develop and pilot the new Faculty and Staff Exit Survey.

Outcomes of the pilot included significantly increased response rates and the emergence of measurable trends. The system’s flexibility allows colleges and units to customize the cadence of data collection and reporting to what works best for their areas.

Based on the success of the pilot model, the new process is live for all areas effective Jan. 1, 2025. All voluntarily separated and retiring faculty and staff are now automatically identified by the system, which then sends the exiting employees a standard set of survey questions.

Those responses are saved in an online database that supports real-time reporting and analysis. HR and its business partners will work collectively to identify trends and plan data-informed actions to increase employee retention and satisfaction. ​

“We are grateful for the collaboration that led to the successful development of the new exit interview database,” Cox said. “This initiative enhances our ability to gather valuable insights and strengthens our ability to take informed actions that improve workplace culture and employee retention.”

“The new exit survey provides units/colleges the access to real-time data so we may take a deeper dive into understanding employee experiences, highlight areas of success, identify areas to improve and make changes that create a better workplace for everyone,” said College of Engineering and Applied Science HR Director Katie Wellman. “The automation of the system and reporting functions will certainly create efficiency in the process and analysis.”

Further improvements are planned for the system later this year.

“The development and launch of the Exit Survey System reflects the strength of our longstanding partnership with HR and our shared commitment to improving outcomes for all members of the UC community,” Riep said. “Together, we are paving the way for data-driven strategies that foster a more inclusive, supportive and engaged workplace.”

Featured photo at top of women talking. Photo/Andrew Higley/UC Marketing + Brand.