Retention Interview Process Training July 2008 Retention Interview Process Training 1

AGENDA Project Champions and Steering Committee Purpose Background Scope Retention Issues and Challenges What is the Retention Interview Process? Who is involved in the Process? What are their Roles? Pilots Web-based Toolkit Retention Interview Process Training 2

Project Champions and Steering Committee Team Members The Retention Interview Project consists of 2 executive Champions and 6 Steering Committee members from the Ann Arbor campus and Health System human resources organizations. The role of the Steering Committee is to develop the process, evaluate the pilot, and make recommendations going forward. Project Champions: Laurita Thomas, Assoc Vice President for Human Resources Deborah Childs, Chief Human Resource Officer, UMHS Steering Committee: Darrell Washington, Project Coordinator, Staff HR Tim Wood, Senior Director, Recruitment and Retention, Staff HR Anthony Walesby, Assoc Vice Prov & Senior Director, Office of Institutional Equity Veretta Nix, Director, Organizational Effectiveness and Diversity, UMHSHR Nancy Kelly, Director, Payroll, Retention and TJC, UMHSHR Rebekah Ashley, Labor Relations Coordinator, Academic HR Retention Interview Process Training 3

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 through research, development, and implementation of a Retention Interview Process that provide proactive mechanisms for identifying staff that may represent a retention risk and discussion guidelines and tools. Retention Interview Process Training 4

Background 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 2007 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. Retention Interview Process Training 5

Scope The scope for the Retention Interview Process Pilot Program is Staff employees on the Ann Arbor campus and UMHS. All information and results from the pilots will be shared with the Diversity Blueprints Faculty and Staff Sub- committee for their consideration. Retention Interview Process Training 6

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; and 2007 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 or system where staff can provide feedback about their work experience, climate, and any issues/concerns regarding their employment”. ”Retention interview s should not conflict with job evaluations, promotion, and faculty tenure process”. Ann Arbor campus – 43 job groups have goals for minority staff for 2008 Ann Arbor campus – 21 job groups have goals for women staff for 2008 compared to 14 for 2007 UM Health System – 37 job groups have goals for minority staff for 2008 UM Health System – 12 job groups have goals for women staff for 2008 compared to 6 for 2007 People tend to seek other opportunities during the first 3 years of service (UMHS). Retirement estimates through 2013 are increasing for the majority of staff career families (includes UMHS) African Americans and Hispanic managers are among the highest eligible for retirement through 2014 Retention Interview Process Training 7

What is the Retention Interview Process? The Retention Interview Process is a set of tools and discussion guidelines for supervisors and managers to use in identifying and responding to staff that are at risk of leaving the University for other opportunities. It can also be used to help those units that experience a higher than average transfer rate of staff between departments. The tools will enable supervisors to prioritize possible retention issues. The discussion questions will provide a foundation for a positive two-way interview to determine if staff career expectations are being met and if a Job Satisfaction and Growth Plan is necessary. The Retention Interview Process is not intended to identify or address performance issues or alienate staff. Retention Interview Process Training 8

Who is involved in the process? Supervisors, managers, staff employees, HR unit managers What are their roles? Supervisor/Manager Identify staff that are a retention risk using the 4 Panel matrix Give staff Career Reflection Questions to prepare for the interview Complete the Pre-Interview Worksheet Review the Sample Retention Interview process Conduct retention interview Complete the Supervisor Interviewer Notes Develop Job Satisfaction and Growth Plan with staff employee Monitor plan to completion Staff Do a personal assessment of career Participate in the action plan HR Counsel supervisors, managers and staff on the process Make process available as an on-line tool Retention Interview Process Training 9

Pilots The Retention Interview Process will be piloted starting in July Each Pilot will run for 120 days. Proposed Pilots: Business and Finance (3) UM Health System (3) Dearborn Campus (3) University Development Office (2) Subsequent rolling implementation will be based on recommendations from the pilot experience. Retention Interview Process Training 10

Recognition Web-Based Tool Kit Understand Retention Risks and How to Minimize Them 1.How do I know if I have or may experience a Retention Issue? Identify Staff that may be a Retention Risk 1.Retention Risk Matrix 4 Panel Chart and Instructions 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 Take Action 1.Job Satisfaction and Growth Plan Retention Interview Process Training 11

Recognition Retention Interview Process Pilot Message July 2008 Optional message Supervisors and Managers can use to inform Staff about the Retention Interview Process. “Retention is important to support our mission of the being the Leaders and Best. There is a University-wide project from the Diversity Blueprints Initiative that includes piloting a process on how best to conduct retention interviews. Our department will be part of the pilot and we will be conducting retention interviews with staff members. Not all staff members will be interviewed. Participants will be selected based on departmental data and other criteria related to retention factors. We will be conducting these interviews during the next several months. The results of the pilot will be used to make recommendations for an on-going process that will be available to all units via the web. Thank you for supporting this very important Diversity Blueprints pilot initiative”. Retention Interview Process Training 12