Probationary Period

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					UCSC Staff HR - Probationary Period - Supervisor/Designee Procedure                                                                               Page 1 of 3
   Probationary Period
     UCSC Local Procedures                                                                                                          (A.31) Rev. 9/10/2008


   Supervisor/Designee Procedure
   For Career Employees in Critical Positions

   An Employee hired into a critical position must have a background investigation completed prior to becoming a regular status employee (i.e., prior
   to completion of the probationary period).


      A.    The HR Service Team Representative (HRSTR) enters the probationary period mid-point date and end-date onto your CruzTime calendar.


      B.    The HRSTR will provide you with the Appointment and Probationary Information, and the Supervisor Checklist for New Employees, after your
            employee completes the On-Boarding process.


      C.    Do not assign critical functions to the employee until the results of their background check investigation are received from the Department
            of Justice (DOJ).


            Please note:
            An employee will not pass their probationary period unless the background check process is successfully completed.


      D.    Follow up with your employee to ensure completion of the fingerprint scan/background check investigation.

      E.    Once results are received and the background check process is successfully completed, the HRSTR will notify you via e-mail. Once this e-mail
            notification is received, you may then release your employee to perform the full range of duties as outlined in their job description.


      F.    If the results of the background check process reveal a criminal conviction, the Senior Partner, in consultation with Labor Relations, will
            contact you to discuss options.


      G.    During the fourth month of the employee’s employment, complete a written mid-point probationary period performance appraisal indicating
            whether or not the employee will pass probation as scheduled. The probationary period review should be signed by both you and the
            employee with a copy provided for the employee and the original signed appraisal forwarded to Staff HR.


      H.    If you indicate on the performance appraisal that the employee’s performance is not satisfactory, your HRSTR will provide you with
            consultation and advice on release during probation, prior to the employee’s completion of six months of employment.


            Please note:
            Employees may be released at any time during probation at the sole discretion of the University for reasons including but not limited to,
            unsatisfactory performance or conduct, unsatisfactory progress, general unsuitability for the position, etc. You must provide the employee
            with a Written Notice of Release from Probation (see Written Notice to Release from Probation (exluding RX, TX, FF, PA) - Template).


       I.   Consult with the HRSTR if you would like to extend the employee’s probationary period. You may choose to extend your employee’s
            probationary period for up to 3 months should contract or personnel policy allow. You must provide the employee with a Written Notice to
            Extend Probation seven (7) calendar days in advance of an extension, including the reason for and duration of the extension (see Written
            Notice to Extend Probation - Template).
            Circumstances that may result in an extension of the probationary period are:
                    change of supervisor
                    change of job duties
                    transfer to a different job during the probationary period
                    the employee has not been exposed to the full range of job duties
                    if background investigation results are not received in a timely manner


      J.    Prior to the end of the extended probationary period, complete and discuss with your employee a written final probationary period
            performance appraisal of their performance and/or successful completion of the background check investigation, and indicate whether or
            not they will pass probation. The final probationary period review should be signed by both you and the employee with a copy provided for
            the employee and the original signed appraisal forwarded to Staff HR.


      K.    If your intent is to indicate on the final performance appraisal that the employee’s performance is not satisfactory or that they have not
            successfully completed their background check investigation, your HRSTR will provide you with consultation and advice on release during
            probation, prior to the end of the extended probationary period. Please note: Employees may be released at any time during probation at
            the sole discretion of the University for reasons including but not limited to, unsatisfactory performance or conduct, unsatisfactory
            progress, general unsuitability for the position, etc. You must provide the employee with a Written Notice of Release from Probation (see
            Written Notice to Release from Probation (exluding RX, TX, FF, PA) - Template).



   For Career Employees in Non-Critical Positions
http://shr.ucsc.edu/shr_directory/printable-dir.pdf
UCSC Staff HR - Probationary Period - Supervisor/Designee Procedure                                                                            Page 2 of 3
      A.   The HRSTR enters the probationary period mid-point date and end-date onto your CruzTime calendar.


      B.   The HRSTR will provide you with the Appointment and Probationary Information e-mail, and the Supervisor Checklist for New Employees,
           after your employee completes the On-Boarding process.


      C.   During the fourth month of the employee’s employment, complete and discuss with your employee a written mid-point probationary period
           performance appraisal of their performance and indicate whether or not they will pass probation as scheduled. The probationary period
           review should be signed by both you and the employee with a copy provided for the employee and the original signed appraisal forwarded to
           Staff HR.


      D.   If your intent is to indicate on the performance appraisal that the employee’s performance is not satisfactory, your HRSTR will provide you
           with consultation and advice on release during probation, prior to the employee’s completion of six months of employment.


           Please note:
           Employees may be released at any time during probation at the sole discretion of the University for reasons including but not limited to,
           unsatisfactory performance or conduct, unsatisfactory progress, general unsuitability for the position, etc. You must provide the employee
           with a Written Notice of Release from Probation ( see Written Notice to Release from Probation (exluding RX, TX, FF, PA) - Template).


      E.   Consult with the HRSTR if you would like to extend the employee’s probationary period. You may choose to extend your employee’s
           probationary period for up to 3 months should contract or personnel policy allow. You must provide the employee with a Written Notice to
           Extend Probation seven (7) calendar days in advance of an extension, including the reason for and duration of the extension (see Written
           Notice to Extend Probation - Template).
           Circumstances that may result in an extension of the probationary period are:
                  change of supervisor
                    change of job duties
                    transfer to a different job during the probationary period
                    the employee has not been exposed to the full range of job duties


      F.   Prior to the end of the extended probationary period, complete and discuss with your employee a written final probationary period
           performance appraisal of their performance and indicate whether or not they will pass probation. The final probationary period review should
           be signed by both you and the employee with a copy provided for the employee and the original signed appraisal forwarded to Staff HR.


      G.   If your intent is to indicate on the final performance appraisal that the employee’s performance is not satisfactory, your HRSTR will provide
           you with consultation and advice on release during probation, prior to the end of the extended probationary period. Please note: Employees
           may be released at any time during probation at the sole discretion of the University for reasons including but not limited to, unsatisfactory
           performance or conduct, unsatisfactory progress, general unsuitability for the position, etc. You must provide the employee with a Written
           Notice of Release from Probation (see Written Notice to Release from Probation (exluding RX, TX, FF, PA) - Template).




   Help, Forms & Other Resources

   How to Use

   The steps for these procedures have been divided into sets of activities for each role involved in the procedure. When you select a role, you will only
   see the activities and steps the selected role is involved in. To see activities and steps for a different role, choose the desired role.


   Forms, Sample Letters, and Templates

           Performance Appraisal Forms
           Supervisor Checklist for New Employees
           New Employee Information
           Appointment and Probationary Information (for career employees in non-critical positions) - Template
           Appointment and Probationary Information (for career employees in critical positions) - Template
           Mid-point Reminder (for career employees in non-critical positions) - Template
           Mid-point Reminder (for career employees in critical positions) - Template
           Five Month Reminder (for career employees in non-critical positions) - Template
           Five Month Reminder (for career employees in critical positions) - Template
           Successful Completion of Probation - Template
           Successful Completion of Background Check Investigation - Template
           Written Notice to Extend Probation - Template
           Written Notice to Release from Probation (exluding RX, TX, FF, PA) - Template
           Written Notice to Release from Probation (RX, TX, FF, PA) - Template


   Resources

http://shr.ucsc.edu/shr_directory/printable-dir.pdf
UCSC Staff HR - Probationary Period - Supervisor/Designee Procedure                               Page 3 of 3
         Background Investigation/Live Scan Process Guidelines
         On-Boarding Resources for Employees and Supervisors
         On-Boarding Tool-kit for HR Service Teams
         Performance Appraisal Instructions for Supervisors
         Probationary Period Calculations Chart by Personnel Program/Collective Bargaining Unit




http://shr.ucsc.edu/shr_directory/printable-dir.pdf

				
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