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Probation Procedures-General Staff
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CONTENTS 1. Purpose of the Probationary Period 1. Purpose of the Probationary PeriodAll new General Staff employees are required to serve a probationary period. The probationary period allows the Department and the employee the opportunity to assess each others suitability. It is the responsibility of the Supervisor to continually review the services of staff on probation. An employee must be consulted if there are any problems with performance. 2. Waiving the Probationary PeriodIf the employee has already passed a probationary period for a fixed term appointment, the Department Head may request the probationary period to be waived. All requests must be made the Manager, Personnel Services. The Department Head should be aware that if the probationary period is waived and there are subsequent problems with employee performance, the only course of action is to proceed with disciplinary action. 3. Mid-Point ReviewA mid point review is to be undertaken between the employee and the supervisor. The meeting enables the employee to receive feedback on their performance and allows the supervisor to raise any problem areas or complement the performance of the new staff member. All new General Staff employees, whether permanent or fixed term are to participate in a meeting with their supervisor prior to the conclusion of the probationary period, even if there are no evident problems with employee performance. The meeting enables the supervisor to provide the new employee with feedback on their performance. For staff at Level 1/2 and Level 3/4 probation can be confirmed at the mid-point review provided performance is satisfactory. Personnel Services shall forward a reminder concerning the mid-point review. There is no standard form, and the outcome of the review does not have to be forwarded to Personnel Services. If the supervisor and employee agree to forward a written record of the mid-point review to Personnel Services, then this shall be placed on the personal file. Index4. Problems with PerformanceIf there are problems with the employee's performance the problem areas must be clarified with the employee prior to the conclusion of the probationary period. This should ideally occur as early as possible but at least at the time of the mid-point review or at any other time during the probationary period. Written advice is to be given to staff in these circumstances outlining the unsatisfactory nature of service, a copy of which will be attached to the appointee's personal file. Staff are to be given the chance to reply to adverse reports; written replies will be added to the file. Where work deficiencies become evident every reasonable opportunity should be given to employee to improve performance to an acceptable standard. The employee shall be given a reasonable period of time to improve their performance problems. If the employee's performance does not improve as requested, the Department shall consult Personnel as to the next course of action. This course of action may include an interview with the employee and the Department Head or Supervisor and the Personnel Services Branch. 5. Conclusion of the Probationary PeriodThe Head of Department or Supervisor shall meet with the employee prior to the end of the probationary period. This applies to all employees including those who have already participated in a mid-point review. A probationary period request form shall be forwarded to the Head of Department one to two months before the cessation of the probationary period. The supervisor and the employee shall sign the probationary report and return to Personnel Services. If the Head of Department has recommended confirmation of appointment then the employee shall receive a letter from the Personnel Services Branch confirming appointment. 6. Non-Confirmation of EmploymentIf the employee's performance remains unsatisfactory at the conclusion of the probationary period, the employee's appointment will not be confirmed, and the employee's service with the University shall cease.
Revised: 25/11/05 Direct comments and questions to: Personnel & Financial
Services
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