UBC has offered entrance and exit surveys for staff and faculty for about eight years. The information gathered from these surveys is important because it provides insights into why people join UBC, and why they choose to leave. It’s also an opportunity to better understand the experiences of faculty and staff at UBC. Participation rates for these surveys, however, have been consistently low.
To improve participation rates and the quality of information, we have adopted a new approach:
The surveys are now hosted by a third-party provider, TalentMap (talentmap.com), a Canadian-based employee survey consultant, rather than internally through HRMS. All individual responses received by this third-party provider are confidential and anonymous. Employees can continue to access the entrance and exit surveys via Self-Service.
We have updated the survey questionnaire, with guidance from TalentMap. Where applicable, we have used consistent questions across the entrance and exit surveys and plan to extend this consistency to the upcoming Workplace Experiences Survey in November. We have also taken advantage of better advice regarding the wording of the questions, making the survey higher quality.
Because survey respondents can indicate their faculty, VP Portfolio, or if in a large VP portfolio, their unit (e.g. Library, IT), it is possible to generate reports for faculties/departments, provided there are enough respondents.
Completing the Survey
We will be encouraging new hires to complete the entrance surveys through the new Orientation & Onboarding program (Vancouver). For the exit surveys, we don’t have a formal mechanism to reach those who have chosen to leave UBC. We are interested in working with individual faculties/departments to identify ways to encourage participation and also look at opportunities to incorporate the exit survey into local exit processes. If you would be interested in partnering or having a conversation about it, please let us know. We can also provide you with the web links for the surveys if you would like to include them in communications that are part of your local onboarding and exit processes.
A reminder about assigning early IDs in HRMS: Administrators can use the ‘Early ID’ feature in HRMS to not only assign new IDs to new employees, but also reactivate IDs for previous employees.
In order for new faculty and staff to get a CWL account prior to their appointment being processed in HRMS, it is important for them to be assigned an Early ID. If your department does not have “Early ID” access in HRMS, you can apply for access using the regular HRMS security access form available on our website.