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Exit management

Chapter 6:
Reviewing volunteer management

Exit management procedures

When a volunteer leaves, organisations can conduct exit management processes that include exit interviews and data removal.

Why have exit management?

  • Understand reasons why volunteers leave

  • Seek solutions to solve why they leave

  • Maintain good relationships with volunteers

  • Increases likelihood of returning to your organisation

What is an appropriate exit management process? 

  1. Perform exit interviews. Volunteers can be asked to fill up an Exit Interview Form. During the interview, ask for suggestions to improve volunteer experience and job role. Remember to thank them for their contributions and maintain good relations!

  2. Ensure all property belonging to the organisation is returned

  3. For future reference, file & keep all data or notes from the interview appropriately for storage in your database.

  4. Provide testimonials or certificates to show appreciation (TEMPLATE). This also helps them to document their time as a volunteer.

  5. Remove documents relating volunteer data accordingly following the Retention Limitation Obligation of the PDPA. SSAs should remove their data within a reasonable amount of time according to the sensitivity and necessity of data. If unsure, check with your Data Protection Officer for the appropriate procedures. 

  • ​When to remove volunteer data

    • According to the Retention Limitation Obligation of the PDPA, different types of data have varying retention time periods.

    • At the volunteer’s request

  • Types of data that must be removed

    • Passport no. / copy

    • Full name

    • Email address

    • Contact number

    • Photos or videos 

    • NRIC

    • Volunteer history

    • Address

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