Probation Policy
Responsible officer: Vice-Chancellor
Designated officer: Director, Human Resources
Council approval: C05/40, 7 June 2005
Related policies:
Overview
The University of the Sunshine Coast pursues international standards in teaching and research. A priority is to attract, retain and develop excellent staff as the achievement of the University's Mission depends on the performance and contribution of all staff. Probation plays a significant role in determining whether an appropriate match has been made between a new staff member, the position and the work environment, and whether the staff member is able to perform effectively in the duties of the position.
Policy
1. The purpose of probation is to:
- give the University an opportunity to review the staff member's suitability for and effectiveness in the position to which he or she has been appointed
- give the staff member an opportunity to assess whether or not the position meets his or her requirements and expectations
- provide the opportunity to take corrective action (through staff development and/or training) to address any deficiency in performance
2. All staff employed in ongoing or fixed-term appointments of 12 months duration or more will normally undergo a probationary period.
3. The probationary period is a defined period of time during which a new staff member's performance is subject to formal review. During this time, the staff member is provided with clear job expectations, continuing constructive guidance, feedback and support to confirm progress and/or identify difficulties and develop strategies for their resolution.
4. The probationary period is set prior to commencement of employment. The staff member is advised of the length of the probationary period and the name and position of his/her Supervisor through the letter of offer or contract of employment.
5. The length of the probationary period:
5.1 The maximum period of probation is:
- APT positions: 12 months
- T&R positions: 3 years
- Senior positions: 3 years.
5.2 In determining the length of a probationary period, the staff member's qualifications and experience and the term of the appointment are taken into account.
5.3 For fixed-term appointments, the probationary period is normally not more than half of the term of the appointment.
5.4 Where an incumbent staff member in a fixed-term appointment gains ongoing employment in a substantially similar position at the same level, there may be a reduction of the probationary period equivalent to the period of service already rendered to the University.
5.5 When an appointment is made through recruitment and selection processes, the Selection Committee recommends the length of the probationary period to the Cost Centre Manager when recommending an applicant for appointment.
5.6 For all appointments, the Cost Centre Manager determines the length of the probationary period.
6. The Probation Plan:
6.1 As soon as possible after commencement of employment, the new staff member meets with his/her Supervisor to discuss and develop a probation plan. This plan includes a statement outlining appropriate goals, which are based on the requirements of the position as outlined in the position description, and a schedule of formal and informal meetings to monitor and review progress.
6.2 For Teaching and Research Staff, the discussion will include clarification of teaching commitments, research directions and outcomes, and community engagement opportunities. The requirements of the University's Evaluation and Improvement of Teaching Policy is also explained, particularly the collection and use of student feedback on teaching.
6.3 The probation plan will be the initial documentation for Performance Planning and Review (PPR) processes. For Administrative, Professional and Technical staff, the PPR process normally follows on from probation. For Teaching and Research staff, probation and PPR processes converge during the probationary period.
7. During probation, the responsibilities of the Supervisor are to:
- ensure the staff member is clear about the duties and responsibilities of the position
- provide constructive feedback on the staff member's performance
- review progress
- provide assistance and advice and discuss problems and concerns
- maintain a record of meetings, agreements and outcomes, copies of which are given to the staff member and
- identify and ensure action to address any staff development needs
8. Before the end of the probationary period, a final probation review is conducted. From this, the Supervisor will prepare a written report to the Cost Centre Manager on the staff member's performance over the probationary period. If the Cost Centre Manager is also the Supervisor, the report is addressed to the Vice-Chancellor.
For Teaching and Research staff, evidence of effectiveness as a teacher and researcher is fundamental to the final review. The staff member's academic portfolio, including student feedback on his/her teaching, is used for this purpose.
9. The Cost Centre Manager makes a recommendation to the Vice-Chancellor to confirm or discontinue the staff member's appointment.
In exceptional circumstances, such as a significant absence due to illness, probation may be extended for a period no greater than half the length of the initial appointment.
10. The Vice-Chancellor can approve or not approve any recommendation to confirm or discontinue an appointment or extend a probationary period.
11. If a staff member successfully completes probation, his or her ongoing or fixed-term employment is confirmed.
If a staff member does not successfully complete probation, his or her appointment is terminated. Where employment of a staff member is terminated in these circumstances, notice is given. Teaching and Research Staff are given four months notice and Administrative, Professional and Technical Staff are given five weeks notice. Payment may be made in lieu of notice.
The Director, Human Resources advises the staff member of the outcome of his/her probation in writing.
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