Reviewed date: 28/01/2023
Next review: 28/01/2026 (or before is there is a change in legislation or practice)
Amendments:
Introduction
This policy provides guidance for managers on how to respond to situations where a new employee is having difficulties in meeting the standards required of them during their probation period.
The probationary period is a key element in the induction of new employees and provides a clear framework for assessing a new entrant’s capabilities, reliability and suitability in the long term for appointment.
Scope
This policy applies to all Leuchie employees who are within their probationary period. All new employees will serve a probationary period.
Probationary period
The length of probation will be stated in the terms and conditions of employment and will normally be for a period of 3 months. For some roles a longer probationary period may be required.
Annual leave will normally count towards the probationary period, but maternity leave and other extended periods of leave will not normally be counted. In such circumstances the probationary period may be extended by the length of absence in question; in some cases it may be necessary to restart the probationary period.
Employees within their probation period are not subject to Leuchie House’s Disciplinary, Capability or Absence Management Policies and Procedures. Instead, any issues identified in relation to conduct, capability or attendance during probation should be dealt with under this guidance.
Probation
Probation aims to support new employees to realise their full potential; to focus their efforts as direct contributors to the success of Leuchie House; and to encourage development in their new roles.
It involves setting clear expectations and standards regarding the new employee’s performance. It is the manager’s responsibility during this period to ensure access to appropriate training, support and guidance so that the employee can settle into their new role and meet the required standards.
Probation Review Procedure
Throughout a probation period, the manager should ensure that regular guidance is provided and meetings will be held where it is possible to:
- Discuss the employees performance so far
- Raise any concerns in relation to conduct, capability or attendance
- Agree how any issues should be addresses
- Give the employee the opportunity to raise any questions they may have about their work or training requirements
In order to successfully complete their probationary period, the new employee must demonstrate that they are capable of undertaking the full range of duties of their post. Performance should be formally reviewed during the probationary period but feedback should be given on a regular basis.
Attendance and conduct records are equally important and should be reviewed during the probationary period.
The probation review should take place within a reasonable timeframe of the proposed probation end date of the employee, while taking into consideration needs of the charity and our guests.
Decisions on probation
Satisfactory completion
If the probationer’s performance, attendance and conduct have been satisfactory the line manager should recommend that the employee successfully complete their probationary period. HR will then check the employee’s attendance record before agreeing the decision and will confirm the decision in writing to the employee.
Extension of probation
If the probationer does not meet the required performance, attendance or conduct standards, an extension to the probationary period may be considered. An extension of probation will however only be allowed if there are definite indications, and not just hope, that the individual will achieve the standard required given further time to improve. Such an extension, which should be exceptional, cannot exceed a period of 6 months.
Unsatisfactory performance, conduct or attendance
In the absence of confidence that the individual will achieve the standard required, their employment will be terminated at any point during the probationary period. A decision to terminate may also be taken if a probationer clearly falls below the required standard earlier in the probationary period, and insufficient improvement is expected.
Unsatisfactory performance procedure
This unsatisfactory performance procedure is entirely non-contractual and does not form part of an employee’s contract of employment.
Oral Warning
The line manager will meet with the employee and provide them with an oral warning, the details of which must be documented and signed by the probationer. The warning will cover the weaknesses in performance and will incorporate a plan for achieving the necessary improvements. A time-scale of not less than 4 weeks should be set by which time the necessary improvements should be achieved. The manager should also consider whether there are any factors which are adversely affecting the probationer’s performance.
Written warning
If the necessary improvements are not made within the specified timescale set out, the line manager will again meet with the employee to explain where the performance has been below the required standard. They will provide them with a written warning, detailing the improvement required and the timescale by which the improvement must be made (not less than 4 weeks). The warning should also advise the probationer that failure to meet the required standards by the end of the period may lead to their dismissal. The employee should sign a written account of the meeting to agree that they understand the consequences of failing to meet the required standards.
Dismissal
If the probationer still fails to meet the required standard they will be informed in writing and dismissed with the relevant notice period.
Unsatisfactory attendance procedure
Attendance will be monitored by the line manager and by HR. During the probationary period there will be an expectation of a good or above average attendance record. As a guide the following levels are regarded as unsatisfactory:
- More than 2 periods of absence in a 6-month period
- 7 days or more of absence in a 6-month period
Action to improve attendance may however be taken if these points have not been exceeded.
In addition to the trigger points highlighted above, unplanned absence will be monitored on a pro-rata basis.
If the employee’s absence levels are a cause for concern, the line manager should meet with the employee in order to discuss this with them, informing them of the improvement required within a specified time period of no less than 3 months, and warning them that failure to improve could result in termination of their employment. Confirmation of this warning will be provided in writing. Individual circumstances will be taken into account.
If the employee fails to improve during the specified period, they will be informed in writing and dismissed with the relevant notice period.