Welcome to the Department of Human Resources
SUBJECT: Probationary Period Policy
Date Posted: 05/24/2005
Purpose
Definition
Probationary
Period
Probationary Period
Requirements
Leave
Performance Expectations
Establishing
Expectations
Performance Feedback
And Documentation
Probationary Progress Reviews
Six Months
End of Probationary
Period
Record Retention
Completion of Probation
Termination or Disciplinary Action
Performance Increases During The Probationary
Period
Counseling Guidelines For Probationary
Employees
Counseling Probationary Employees
Purpose
Establishes guidelines for employees to serve sixth (6) month probationary periods to achieve full classified status.
Definitions
Probationary Period
The probationary period is an introductory period of employment that allows the employee and Institution to determine if the employee is suited for the position. During the probationary period, employees may be terminated at the pleasure of the appointing authority, without access to Clayton State University Grievance Procedure or that of the University System of Georgia.
Probationary Period Requirements
All classified persons who begin either original employment, or re-employment in classified positions must serve six (6) months probationary periods effective from the date of employment. This includes employees who may transfer into from other State agencies.
Leave
Probationary periods must be extended when probationary employee are on any leave with or without pay, including Military leave without pay for more than 14-consecutive calendar days. Extensions include the first 14 days of absence, as well as those days in excess of 14, up to the return to work date.
Performance Expectations
Establishing Expectations
The supervisor should establish performance expectations for each new employee. This plan should be established within the first week of employment.
Performance Feedback And Documentation
It is strongly recommended that supervisors provide feedback to or evaluate new employees’ performance frequently during the probationary period. An interim Probationary Review Form may be completed at any time during the probationary period to document the employee’s progress or to provide feedback to the employee. Any forms used for this purpose should be clearly marked as interim evaluations.
Documentation of an employee’s progress during the probationary period, such as memoranda or interim evaluation, should be kept in a confidential supervisor’s file separate from an employee’s official personnel file. Employees should be provided copies of interim evaluations and they and they are permitted to access any other documentation of their work performance.
Probationary Progress Reviews
Six Months
The supervisor should meet with the probationary employee at three (3) months to advise the employee of his or her progress toward meeting established performance plans. The supervisor should review with the employee:
· The performance plan that was discussed at the beginning of employment (See Policy? Performance Planning and Evaluation); and
· A Probationary Progress Review form, which the supervisor has completed based on the employee’s performance to date.
Note: Decline in performance or unsatisfactory performance following a satisfactory three month performance review, or at any time during the probationary period, may be a basis for termination.
End of Probationary Period
The supervisory should meet with the probationary employee approximately three (3) weeks prior to the completion of his or her probationary period and provide a progress review. The Probationary Progress Review for is to be used for this formal progress review.
Record Retention
The Probationary Progress Review forms completed at three (3) months and at the end of the probationary period are official forms that must be kept in the employee’s personnel file, located in the Office of Human Resources.
Completion of Probation
The supervisor should notify the employee in writing when the six-month probationary period has been completed satisfactorily. If a probationary employee works beyond a 6-month period without being notified of satisfactory completion, the employee will be regarded as having successfully completed the probationary requirement.
Termination or Disciplinary Action
If the organization determines at any time during the probationary period that an employee is not suited for the job, the employee should be terminated or allowed to resign. Records related to termination must reflect “Unsatisfactory performance during the probationary period” or “End of Assignment.” Notice of termination should be in writing by memorandum or letter.
Probationary employees do not have access to the grievance procedure.
Performance Increases During The Probationary Period
Increases for probationary employee must be based on their most recent Probationary Progress Review ratings. Increases, if awarded, become effective on October 1st (See P&P on Performance, Planning and Evaluation.)
Counseling Guidelines For Probationary Employees
All classified employees are expected to serve a six (6)-month Probationary Period and during this period supervisors may not apply the Standards of Conduct and employees may not use the Grievance Procedure. Probationary employees are expected to maintain the highest standards of conduct and job performance. Those who do not perform to these standards are normally terminated from CSU prior to the end of their probation. There are situations where a supervisor finds a probationary employee’s behavior or performance can be improved to a satisfactory level with counseling prior to the end of the probationary period. The following guidelines are suggested for use by a supervisor who chooses to counsel with a probationary employee experiencing either behavioral or performance problems.
Counseling Probationary Employees
Probationary employees must be evaluated during the probationary period. Those who do not meet minimum expectations during the probationary period are normally considered for separation from CSU employment. Supervisors, however, are strongly encouraged to address performance difficulties with probationary employees thorough counseling is to let the probationary employee know that there are established performance expectations, what the employee needs to do to achieve them and the consequences if he/she does not. Performance counseling works best and is most effective when it is approached from a positive “rehabilitative” standpoint versus a disciplinary one. It should be conducted at the point where (in the judgment of the supervisor) an observed pattern of substandard performance has occurred and is likely to continue if not addressed.
The objective of performance counseling is to redirect the employee’s behavior.
The following list, while not all inclusive, provides some basic suggestions for performance counseling:
- The counseling session should be conducted by the individual responsible for evaluating the employee’s performance.
- The employee should be advised of the session in advance. It should take place in a private setting. The employee should be shown documentation of the problem if applicable and given a reasonable opportunity to respond.
- Supervisors should not attempt to make judgment as to why the behavior/performance problems have occurred.
- Supervisors should review job expectations with the employee to ensure they are understood.
- An action plan between supervisor and employee may also be formulated It can be used to address specific weak areas and how the employee can address those weaknesses.
- Finally, a follow-up counseling session to again review the employee’s performance/behavior should be scheduled.
- There are no standard rules as to when this should occur, but normally two to four weeks after the initial session is sufficient.
- Supervisors who have concerns regarding the performance of probationary employees are encouraged to contact the Office of Human Resources.