Probation Procedure and
Originator / Author: Brian Barlow, Central Services Manager
Ratified by Staffing Committee: January 2007
Review Date: January 2009
OBJECTIVES OF PROBATION
Probation is intended to be a formal two way monitoring and discussion process for
staff who are newly appointed, or promoted to a post which represents a significant
change in responsibilities. Staff will be supported by their managers to work towards
achieving the required level of performance in their new role, with a view to confirming
suitability for the job. Probation is regarded as a positive process and the opportunity
to: ensure appropriate induction into the role; highlight training and development
needs; and offer constructive feedback.
RATINGS AND PROCEDURE
Rating A indicates that member of staff is working to the expected standard for length
Rating B indicates that there is a need for improvement or further development. The
right-hand column should be completed for B ratings.
Any rating of B must be referred by the line manager to the Central Services Manager
or relevant Senior Manager, as appropriate, for discussion and consideration of action
to be taken, including the possible extension of the probationary period. NB: A single
rating of B in any category will result in an overall rating of B.
Every effort will be made to offer reasonable support and training to assist successful
completion of probation. However, if an A rating is not achieved by the end of the
probationary period, employment will be terminated. In these circumstances, warning
will be given in advance, as well as opportunity to improve. However, when
termination is a consideration, this must be discussed with the manager’s line
manager. Representation at probation interviews will be offered. Appeal against
termination under probation will be to the Central Services Manager, who will consult
with the General Manager. Appeals will only be heard by a Senior Manager not
previously involved in the probationary process.
Attendance record and time keeping – relating to sickness absence and punctuality.
Please note that a rating of B would only result from sickness absence if there was a
concern regarding the length or frequency of sickness absence, or failure to adhere to
the reporting procedures.
Reliability – completing work/tasks as requested and referring back if deadlines
cannot be met. Discussing problems with tasks or timescales as they arise.
Flexibility – able and willing to re-prioritise tasks as required. Accepting changes to
duties and procedures.
Quality of work and attention to detail - includes adherence to administrative and
Attitude – positive attitude to work and staff/students and willingness to accept
Relationships – evidence of good constructive working relationships and
Key tasks or competencies: these will be specified by the manager from the job
description, and represent the key tasks and the competencies required to perform
those tasks. The key tasks or competencies to be measured should be written on the
form and notified to the member of staff before the first probation interview. This
section may not be appropriate for some posts and these are specified or not, as
appropriate and at the discretion of the manager.
Probation Procedure and Interview Form 2
PROBATION INTERVIEW FORM
EMP START DATE PROBATION END DATE
INTERVIEW NO INTERVIEW DATE
STANDARDS REASONS FOR PROBLEM &
(please see explanatory REMEDIAL ACTION TAKEN OR
notes overleaf) PROPOSED (IF APPROP)
Attendance record and
Quality of work and
attention to detail
a) team members/
colleagues b) manager
Key task/ competency 1:
Key task/competency 2:
Key task/competency 3:
Key task/competency 4:
Probation Procedure and Interview Form 3
Summary of recommended actions (including objectives, training etc)
Probation successfully completed YES/NO
Probation extended YES/NO
If YES, reschedule the probation
interviews and state revised end date
for probationary period here
Completed form to be forwarded to Central Services Manager to be kept on the
A copy of this form to be kept by the employee.
Probation Procedure and Interview Form 4