Policy overview
We are committed to introducing new employees in a structured and supportive manner. It is essential to plan for the integration of new employees, so they can:
- understand and fulfil the requirements of their role
- make a valued contribution
- achieve the required standards promptly
These goals will ensure that new employees feel part of the organisation. It will make sure they understand the value they bring and the importance of the contribution they make.
The probationary period helps the employee and us to assess if the new role is suitable.
It will provide the employees with the opportunity to:
- understand the requirements of the role
- to demonstrate their skills, knowledge and experience
- achieve the necessary standard of performance
Principles
During the probation period, managers will provide training, support and tools to help employees to perform in their roles to the required standard.
Managers will monitor performance and conduct. They will often meet with the employee to provide feedback and guidance.
Existing employees who have completed a probation period will not have another. We will manage any performance or conduct issues under the relevant policies.
The general probation period is six months. We can end this early or extend it by a maximum of three months.
The policy applies to all new employees, irrespective of working hours. It includes temporary or fixed-term contracts of six months or more.
If a contract is shorter than the length of the probation period, the probation period will be for the length of time they are employed.
There are exemptions to this policy for employees:
- classed as being in the probationary period until completion of the assessed and supported year in employment (ASYE) process.
- Where managers appoint new employees one point below the grade for the post until they reach the required standard for the post, the probationary period is typically for 12 months. Please see section Appointing one point below for the procedure to follow in such cases.
Managing the probation period
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.
Appointing one point below
In rare cases, managers may appoint a new employee to a single point, one point below the incremental Grade minimum. One point below will only apply for a period of up to 12 months.
One point below is the spine column point below the lowest point of the appropriate grade. This is a single point appointment.
We will award no increments during the period of single point. The standard six-month probationary period and capability policy and procedure will not apply.
We will set starting objectives for new employees that we appoint under this scheme. The process provides an opportunity to link development and goals to professional accreditation. We will give appropriate requirements where necessary.
Managers will use the 12-month period of continuous review to review and assess an employee's:
- ability
- aptitude
- conduct
- performance against targets
- objectives set
This period will include inducting, training and advising an employee on their duties and responsibilities. We want to ensure the best from all our employees and make a fair assessment of their progress.
The line manager will regularly review all appointments under this process. The line manager can move an employee to the bottom of the appropriate grade at any time during the first 12 months. This is on the basis the employee has:
- fully met the standards of ability
- the aptitude and conduct required for the post
- performed successfully against targets or objectives
This is in addition to any requirements to achieve the necessary qualification or suitable progress toward achieving the required qualification.
When managers move employees, this will typically be to the bottom of the grade for their role. Managers must discuss exceptions to this with HR first. After that, the employee is entitled to the normal incremental pay progression for the post.
Managers will tell the employee if they believe they are making improvements or adequate progress. The manager will tell the employee as soon as possible or in their regular review meetings.
We will not extend the 12-month period to make any exceptions.
If an employee is not making satisfactory progress, the manager will follow our formal procedure.
Stage 1 - First formal review meeting
The manager will meet the employee if they are not meeting the standard required. The meeting is to be no later than six months after the employee's start date. The manager will formally advise them that they are not meeting the standard required, such as:
- achieving the required qualification for the post
- making suitable progress for the necessary qualification for the post
Employees' may be accompanied by:
- colleague
- trade union official
- trade union representative
The manager will put a plan in place for the employee to:
- achieve the required standard or qualification for the post
- makes suitable progress towards achieving the required standard or qualification for the post
The manager will set a reasonable timescale for further review.
Stage 2 – Final formal review meeting
The manager will meet with the employee to review the plan agreed at the Stage 1 meeting to assess the employee's progress.
In the meeting, they will need to reach an agreement on the way forward. They must do this no later than nine months after the employee's start date.
The manager will advise the employee that an outcome may be dismissal. Employees may be accompanied by:
- colleague
- trade union official
- trade union representative
The outcome of the meeting may include:
- appointment to post grade at the minimum salary level
- further support if sufficient progress is made and the manager is confident that the employee will achieve what is required in the 12 month period
- transfer by agreement to an appropriate post if one is available within the director or service area. This will be a local arrangement and is not covered by the redeployment policy
- dismissal with notice due to not achieving the required standard or qualification.
Employees may appeal against a decision to dismiss. The employee must do this within ten days of receiving their dismissal letter.
We will arrange a probation appeal hearing (one point below). A relevant senior manager will hear the appeal. Generally, the assistant director or above within the service area will attend with an HR representative.
The employee has the right to be accompanied. The outcome of this hearing is final with no further internal right of appeal.