Probation policy

New employees will have an initial probation meeting shortly after starting their employment. Managers will set objectives and targets to assist in reaching the performance level we expect.   

During the probation period, managers will monitor: 

• employee's performance 
• conduct 
• timekeeping 
• sickness absence 
• attendance 

In the first month of probationary employment, managers will set time aside each week to discuss with the employee any issues such as:

• how the job is going
• any training needs
• any concerns
• how the employee is feeling 

Managers will: 

• deal with any concerns about work performance or conduct as they arise. Managers must not wait until the probation review meetings. Dealing with problems at an early stage means they are more likely to be dealt with successfully
• assess employee performance, capability and suitability for the role. Managers will hold monthly probation review meetings throughout the probation period.  
• get feedback from supervisors, colleagues or other managers involved in the probation period of the new employee
• provide regular feedback to employees about their performance and progress. They will discuss any problems as soon as possible. 

Terms of employment during the probationary period 

During the probationary period, employees are subject to all the terms and conditions of their contract, excluding the notice period requirements.

Either party may end the contract of employment. Both parties must give a notice period of one month. The length of notice is regardless of grade, as detailed in the local terms of conditions of employment. 

Once the probationary period finishes, notice periods will be specified in the employee's contract. 

Pay progression 

We apply incremental pay progression on 1 April each year, unless an employee is already at the maximum of the grade. This may also be withheld if an individual is subject to our capability and disciplinary procedures.

New employees appointed after 1 October (up to 31 March) will need to be confirmed in post following a successful final probation review meeting to be eligible for an increment. This review meeting is held after six months in post.

Anyone appointed between 1 April and 1 October who successfully completes their final probation review will be eligible for an increment the following April.

Early termination during the probation period 

We will invite employees to a meeting to consider possible termination of employment when:

• we can demonstrate that, during the appointment process, the employee purposely misled or provided false information.  An example may be concerning their qualifications, skills or experience
• we consider that an employee’s performance, conduct, or attendance is unsatisfactory despite being given appropriate support.

End of probation  

Near the end of the probationary period, the manager will hold a final probation review meeting with the employee. There are three possible outcomes, which are to: 

• confirm the appointment 
• extend the probationary period 
• invite the employee to a probation hearing with the possibility of dismissal 

Confirming the appointment 

The manager will confirm the end of the probation period with the employee. All aspects of the performance review must be satisfactory. 

Extending the probation period 

In some circumstances we may extend the probation period beyond six months, including, but not limited to:

• we have not been able to fully assess performance due to the employee’s sickness or other authorised absence
• there have been concerns regarding performance.  However the manager has evidence to suggest that performance is likely to improve with an extension to the probation period.

Managers can extend probation periods for up to a maximum of three months due to an employee's performance. They will make this decision at the end of the probation review meeting and will advise the employee. 

Managers may consider an extension due to absence. They will consider each case on its merits, mainly where the length of absence has been extensive.  

Managers will confirm extensions to probation periods in writing. We will advise employees that their employment may be terminated if they fail to meet the required standard for:

• performance
• conduct
• attendance

Probation hearing

Employees will be invited to attend a probation hearing if:

• their performance, conduct or attendance is unsatisfactory, and
• the manager does not consider an extension to the probation period would sufficiently improve the situation

The meeting will be with the employee’s senior manager (sometimes referred to as ‘grandparent’ manager). If the head of service determines, then for the purposes of a probationary hearing a ‘grandparent’ manager can be given delegated responsibility for dismissals. 

The hearing will usually take place near the end of the probation period. It may also take place at the end of the extended period of probation. It can take place at an earlier date. For example, if the conduct of the employee requires early consideration of termination. 

Employees may be accompanied by: 

• colleague 
• trade union official 
• trade union representative   

An HR representative will also be present at this meeting. 

Where a manager decides to terminate employment, the employee is usually dismissed with notice. 

Dismissal appeals 

Employees may appeal against a decision to dismiss, within 10 calendar days of receipt of the dismissal letter.  Appeals will not be in person (sometimes known as a ‘desktop’ appeal). The circumstances will be reviewed by the head of service or higher on the basis of information submitted from the employee and manager. 

The probation appeal hearing decision is final with no further internal right of appeal.