Version: 0001
Renewal Date: 7/1/2026

Exit Interview and Employee Clearance

Objective #

The purpose of this policy is to ensure the retrieval of University of Tennessee Foundation, Inc. (UTFI) assets when an employee separates from employment, to encourage departing employees to voice concerns and make suggestions to identify work environment issues that contribute to retention and turnover, and to guard against unjustified unemployment compensation.

Policy #

Exit Interview #

All regular employees (whether leased from UT or directly employed by UTFI) who voluntarily terminate their employment are encouraged to schedule an exit interview directly with the UTFI Office of Talent Management (UTFI TM) or, in the case of employees outside the Knoxville area, with a UTFI official designated by the campus vice chancellor for this purpose. Alternatively, staff may complete and submit the electronic form provided by UTFI TM. Data from exit interviews may be used to help improve human resource practices such as recruiting, orientation, performance management, training and work conditions.

Release of Final Paycheck #

For employees located in or responsible to the Knoxville area, UTFI uses the University’s “UTK Human Resources Exit Process” to check employees out at the conclusion of employment. For employees outside of the Knoxville area, UTFI follows the exit process for the home campus where the employee is located or responsible for. The appropriate process must be followed by all regular exempt and non-exempt employees terminating employment with UTFI for whatever reason. Employees will return any University or UTFI owned equipment, along with their UT ID card, to a UTFI official designation by the campus vice chancellor for this purpose. Employees leaving regular status should also consult with the UT Office of Benefits and Retirement to inquire about possible retirement distribution matters.

Change to Student or Term Status #

When a regular exempt or non-exempt employee changes to a student or term employee status, the exit procedure outlined above must be followed.

Scope and Application #

This policy applies to all UTFI employees, including full-time staff, part-time staff, student workers, student interns and temporary staff for the organization.

Policy Implementation #

Implementation of the Exit Interview and Employee Clearance Policy will be the responsibility of all UTFI employees in consultation with the UTFI Office of Talent Management leadership.

Penalties/Disciplinary Action for Non-Compliance #

Violations of the policy and any subsections herein may be cause for disciplinary action up to and including termination of employment.

Policy Administration #

The table below identifies the responsible senior official, contact information and administrative responsibilities of policy matters.

Subject Matter	Office Name/Position Title	Email/Web Address
Authority	UTFI Senior Official of Talent Management	[email protected]
Point of the Contact	UTFI Executive Director of Talent Management	[email protected]
Policy Location	Public Listing
Policy Review Schedule	Annual Review

History of Revision #

Related Policies/Guidance Documents #

Procedure/Forms

TM0005D Exit Interview Form