Retention Interview Project 2008 University of Michigan Retention Interview Project Copyright ©2008 The Regents of the University of Michigan, Ann Arbor, Michigan All Rights Reserved 1

Background Summary The Retention Interview Project was a recommendation from the Faculty and Staff Recruitment Sub-committee Report dated February 15, 2007 and the 2007 Diversity Blueprints Final Report dated March 15, Both of these reports indicated a concern for faculty and staff at risk of leaving the University for other opportunities. The reports further emphasized the importance of identifying career issues and concerns in advance so that negative issues are addressed and positive factors are reaffirmed and replicated. The 2008 University of Michigan Human Capital Report indicates an increasing number of staff becoming eligible to retire through 2014 and some departments are expected to experience a higher than average turnover rate over the next several years. University of Michigan Retention Interview Project 2008 All Rights Reserved 2

Purpose The purpose of the Retention Interview Project is to address the need to maintain a highly qualified and diverse workforce through focused retention discussions and action plans. This will be accomplished by implementing a Retention Interview Process that provide ways to identify staff that may represent a retention risk and discussion guidelines and tools. University of Michigan Retention Interview Project 2008 All Rights Reserved 3

Scope At this time, the scope for the Retention Interview Process is limited to Staff employees. Pilots will be run on the UM Ann Arbor campus, UM Health Systems, and Dearborn campus. All information and results from the pilots will be shared with the Diversity Blueprints Faculty and Staff Sub- committee for their consideration for use with faculty employees. University of Michigan Retention Interview Project 2008 All Rights Reserved 4

Synopsis of Retention Issues and Challenges From the 2007 Faculty and Staff Recruitment and Retention Sub-Committee Diversity Blueprints Task Force; 2007 Diversity Council Subcommittee Recommendations; 2008 AAP Report; Employee Satisfaction and Engagement Surveys; and 2008 Human Capital Report: “Retention too little, too late after years of hard work and feelings of disrespect; because this is a Research I institution, the work of staff members can sometimes seem less significant, thus less appreciated”. “Cascade effect: when one person leaves, others may follow”. “Diversity in small numbers and feeling of isolation. Lack of community”. “Need a process where staff employees can provide feedback about their work experience, climate, and any issues/concerns regarding their career”. “People tend to seek other opportunities during the first 5 years of service which requires some type of positive career intervention during that period”. “Retirement estimates through 2014 are increasing for the majority of staff career families which requires replacement strategies”. “African American and Hispanic managers are among the highest staff employees eligible for retirement through 2014”. University of Michigan Retention Interview Project 2008 All Rights Reserved 5

What is the Retention Interview Project? The Retention Interview Project is a web-based process to identify and respond to employees that may be contemplating leaving the Institution for other opportunities. The process includes diagnostic tools and templates to prioritize retention issues and allow supervisors to focus on employees that represent the greatest retention risk. The process also includes discussion guidelines that lay the foundation for a positive two-way conversation to determine if career expectations are being met. Finally, the process includes an action plan so that the positive aspects of working at the University are reinforced and career aspirations are realized. University of Michigan Retention Interview Project 2008 All Rights Reserved 6

Who is involved in the process? Supervisor, employee, HR What are their roles? Supervisor/Manager Identify staff that may represent a retention risk Conduct retention interview Facilitate the development of a Job Satisfaction and Growth Plan Employee Take responsibility for their career Complete a personal assessment of their career goals and aspirations Take ownership of their Job Satisfaction and Growth Plan HR Counsel supervisors, managers and staff on the process University of Michigan Retention Interview Project 2008 All Rights Reserved 7

Web-Based Tool Kit A.Understand Retention Risks and How to Minimize Them 1.How do I know if I have or may experience a Retention Issue? B.Identify Staff that may be a Retention Risk 1.Retention Risk Matrix 4 Panel Chart and Instructions C.Prepare for and Conduct Retention Interviews 1.A Sample Interview with a Staff Member 2.Supervisor Pre-Interview Worksheet 3.Supervisor Interview Notes Form 4.Career Reflection Questions for Staff Employees D.Take Action 1.Job Satisfaction and Growth Plan University of Michigan Retention Interview Project 2008 All Rights Reserved 8

9 How do I know if I have a Retention problem? You may experience a retention problem if you answer yes to any of the following questions: Large population of retirement eligible staff…20-50% of your staff are eligible to retire over the next 5 years Higher than normal turnover rate...over 10% Difficulty attracting and maintaining diversity in your department…inability to develop a pool of qualified diversity candidates for both entry level and managerial positions and over 10% turnover of diversity candidates Lose more new hires than other staff…unusually high turnover rate of staff with 1-5 years experience High percentage of employees transferring to other departments…10-20% annual turnover of staff leaving for other opportunities in other departments New supervisor or manager……0-1 years experience in the department as a supervisor or manager

RETENTION RISK 4 PANEL MATRIX CHART Purpose and Instructions PURPOSE: The purpose of the Retention Risk 4 Panel Matrix chart is to help supervisors and managers identify staff that may be at risk of leaving the University for other opportunities. It is designed to allow identification of employees that may be at risk of leaving staff based the impact to the department if they were to leave, and their likelihood of departure. If used properly, the chart will give you a list of staff to focus on for retention interviews. It is expected that not all staff will require a retention interview. The chart SHOULD NOT be used to identify performance issues or isolate staff within the department. INSTRUCTIONS FOR USING THE CHART: The Retention Risk 4 Panel Matrix chart is a diagnostic tool. It is simple and easy to use and will not take a lot of time and research to complete the chart. It is recommended that the chart be done on a semi- annual or annual basis and can be easily incorporated into your existing performance management or career development discussion cycles. Follow these steps to complete the chart: Prepare a list of your employees. Plot them into the “Retention Risk 4 Panel Matrix chart” boxes using the definitions below the chart. List those staff in box 4. They represent the most retention risk. The staff in boxes 2 and 3 may also represent a retention risk but not as great. They should be noted. University of Michigan Retention Interview Project 2008 All Rights Reserved 10

RETENTION RISK 4 PANEL MATRIX CHART-continued After completing the chart, follow these steps to complete the Retention Interview process: 1.Schedule a retention interview (30-45 minutes) with those staff in box 4 and possibly boxes 2 and 3. 2.Prior to the interview, familiarize yourself with the employee’s history and career. 3.Complete the “Supervisor Pre-interview Worksheet” to prepare for the interview. 4.Ask staff to complete the “Career Reflection Questions” to prepare for the interview. 5.Complete the Job Satisfaction and Growth Plan together with the employee. 6.Monitor the Job Satisfaction and Growth Plan with the employee until completion. University of Michigan Retention Interview Project 2008 All Rights Reserved 11

Job Satisfaction and Growth Plan Date: _________________________________________________________________________ Staff Member Name: ____________________________________________________________ Job Career Family: ______________________________________________________________ Job Satisfaction and Growth Plan Actions: 1.____________________________________________________________________________ 2.____________________________________________________________________________ 3.____________________________________________________________________________ Staff Signature Responsible for the Plan: ____________________________________________ Supervisor Signature Supporting the Plan: ___________________________________________ Expected Completion Date: _______________________________________________________ Suggested actions to take: Assignments to enhance or stretch in current role Development of professional expertise Promotional opportunities Developmental opportunities Opportunities to mentor others/transfer knowledge More formal/informal feedback Work Life Balance Initiatives Review the Career Path Navigator ( University of Michigan Retention Interview Project 2008 All Rights Reserved 12

Retention Interview Process Pilot Update October 28, 2008 Status Total number of employees in pilot groups: 340 Last pilot will end January 2009 Pilot Information Business and Finance (4 Pilots) MAIS; Financial CPU (47 employees) – Launched September 16, 2008 HR Contact: Amy Grier Facilities and Operations; Facilities Maintenance, Plant Buildings and Grounds, Electrical Engineering ( employees) – Launched September 17, 2008 HR Contact: Stacy Johnson Human Resources; HRRIS (5 employees) – Launched July 24, 2008 HR Contact: Sue MacDavitt Finance Operations; Accounting (7 employees) – Launched November 19, 2008 HR Contact: Steve Reck University of Michigan Retention Interview Project 2008 All Rights Reserved 13

Retention Interview Process Pilot Update - continued October 28, 2008 University Development Office (2 Pilots) Talent Management (7 employees) – Launched August 27, 2008 Finance and Administration (8 employees) – Launched August 27, 2008 HR Contacts: Chrissi Rawak and Robin Sober University Health System (3 Pilots) Cardiovascular (60 employees) – Launched July 28, 2008 HR Contact: Greg Joyce UMHS Payroll (6 employees) – Launched September 29, 2008 HR Contact: Kelly Department of Social Work (50 employees) – Launched October 7, 2008 HR Contact: Anita Clos or University of Michigan Retention Interview Project 2008 All Rights Reserved 14

Retention Interview Process Pilot Update - continued October 28, 2008 Dearborn Campus (3 Pilots) – (45-50 employees) College of Arts, Science, Letters – Launched August 27, 2008 Institutional Advancement – Launched August 27, 2008 Enrollment Management and Student Life – Launched August 27, 2008 HR Contacts: Jeff Evans and Ginny Zarras or University of Michigan Retention Interview Project 2008 All Rights Reserved 15