This is the final of Probationary Period. On this partl; Probation Review, Passing Probation, Dealing with Un-satisfactory Performance, Probationarry Period Extension, Termination, Right of Appeal.
Probationary Reviews
The probation procedure introduces a number of probation interviews/reviews to ensure regular two-way communication between the line manager and their employee, allowing timely action to be taken in the early stages of the appointment.
There shall be a minimum of two formal probation review/interviews during the probation period, one around the twelfth week into the appointment and the final review at the beginning of the final month of the employee’s probationary period.
Department or division will be advised of the dates for formal reviews as early as possible prior to the employee starting work at the University and reminded one month prior to the due date to conduct the review.
Formal reviews/interviews should be set up in advance so that the both parties have time to prepare for them and to ensure that meetings remain free of interruptions.
Line managers are advised to hold frequent informal meetings with their employee in order to ensure a good working relationship and feedback on the employee’s progress. The frequency of these meetings should be determined locally according to the needs of the employee, department, division and the whole company.
Any difficulties should be addressed as early as possible and reported to the HR Department as soon as possible (i.e. it is not necessary to wait for the next formal review).
As part of the review, line manager or supervisor shall:
(-). Praise good performance/achievements thus far.
(-). Review timekeeper/attendance, including sickness absence.
(-). Discuss the employee’s performance to-date against the objectives set at induction.
(-). Review/agree training/development need, if necessary provide constructive feedback on progress.
(-). Identify aspects of performance/conduct that need improving.
(-). Explore problems the employee has encountered in their role.
(-). Provide guidance/support as appropriate
(-). Introduce/agree any changes to the objectives set.
(-). Set next review meeting.
It is the line manager’s responsibility to ensure that reviews are conducted within the timescale described in this policy and that HR is supplied with the appropriate documentation as soon as possible thereafter.
Written documentation is crucial to the probation as it will provide very helpful information for the forthcoming appraisal process when the probation period is completed successfully. Equally, it will indicate clearly the reasons why an appointment is not to be confirmed in the case of unsuccessful probation.
During the final review, discussions will be held between the employee and their line manager about setting objectives and an individual development plan to be reviewed at their first appraisal meeting.
Passing Probation Period
If the employee’s performance, conduct, timekeeping and attendance have been satisfactory and fully meet the company’s expected standards for the relevant grade/post, the line manager shall complete the probation form appropriately and recommend that the appointment should be confirmed.
Employee will be advised in writing of the successful completion of their probation period.
Unsatisfactory performance
Line Managers would seek advice from their HR Business Partner whenever an employee’s performance/conduct gives cause for concern. If appropriate, the HR Business Partner may be present at formal hearing reviews.
Where problems with meeting the appropriate standard(s) are highlighted and/or needs for relevant training identified, appropriate opportunity/support shall be provided to improve performance. The line manager shall meet formally with the employee to:
(-). Discuss any problems identified;
(-). Explain what aspect of the work is not considered satisfactory;
(-). Explain which objectives/standards are not met and the shortfall between standards and timescales expected of the employee and those achieved;
(-). What remedial guidance and training will be provided;
(-). Give clear early warnings of what may happen if required standards are not met;
(-). Give unambiguous indication of any necessary improvements;
(-). Agree a course of remedial action and timescales;
(-). Record the outcome of the meeting in writing and give a copy to the employee.
Probation Period Extension
Exceptionally, company reserves the right to extend the probation period for the following reasons:
(-). The new employee has not performed to the expected standards but there is evidence that the performance is likely to improve given the extra time.
(-). Due to the new employee’s sickness or other authorized absence, it has not been possible to adequately assess the employee’s performance. The probation period will not normally be extended if the period of absence relates to a disability or maternity leave. In this regard, due cognizance will be taken of the company’s, act. Advice would be sought from the Human Resources Department.
Where the probation is extended, the line manager and employee will discuss: reason for the extension, strength of the extension period, assistance / training that will be given during the period of extension, areas for improvement and indication of how these will be monitored and measured, appointment will be terminated at the end of extension period if employee fails to meet standards of performance expected for their grade/post.
Any extension of the probation period will not exceed three months. During the last month of the extended period, the line manager and their employee will meet formally to review progress.
If progress and performance are satisfactory at the end of the extended period, the Line Manager will recommend that the appointment should be confirmed and will complete the probation form as appropriate. The employee will be advised in writing of the successful completion of their probation period.
If progress is still considered unsatisfactory, the Line Manager will inform the employee and make a recommendation that the appointment be terminated.
Termination On Probation Period
Where an employee fails to achieve the expected standards of performance for their grade/post, this shall result in the appointment being terminated, subject to notice or where appropriate, pay in lieu of notice.
Following the final review meeting (including any period of extension) between the line manager, the employee, the senior manager and/or HR Business Partner, a final report shall be compiled and sent to the Human Resources Department, with a recommendation that the appointment should be terminated. The employee will have the right to be represented at the meeting and will have the right to respond.
Reasons for such a decision will be clearly explained to the employee, put in writing and sent to the Human Resources Department before the end of the probation period (or extended period).
A decision to dismiss would not normally be expected unless problems had been identified at an earlier stage and appropriate formal corrective action taken at that time.
Employees will be advised in writing that the appointment shall be terminated and inform them of their last date of service.
Right of appeal on Probation
An Employee whose employment is terminated shall have the right to appeal against the decision to dismiss them to the Company.
The appeal is in writing within certain working days of the decision to dismiss ( 7 – 14 working days), stating the reasons for the appeal.
Employees have the right to be accompanied by another person at any formal review hearing(s). The other person shall either be a work colleague or a trade union representative.
The appeal panel shall comprise of a Senior Manager, a Senior Area Manager/Senior Service Manager or their delegated representative and a Senior Human Resource representative, none of whom shall have previously been involved in the case.
The appeal shall be heard no later than 10 working days of the appeal being lodged, and decision of the appeal committee shall be final.
For further reading, you may want to read : Tips On How To Pass Probationary Period
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