1. Purpose

1.1 These procedures outline the process for probation for academic staff and make clear the requirements of supervisors and senior officers of the University to ensure academic and administrative responsibilities are fulfilled and policy principles are maintained and implemented.

1.2 Effective induction and probation processes are important components of developing a successful academic career at the University.

1.3 These procedures must be read in conjunction with the linked Performance Management - Operational Policy.

2. Scope and application

2.1 These procedures apply to all academic staff who are required to complete a period of probation at the University and members of staff involved in the academic probation process.

3. Definitions

3.1 Refer to the University’s Glossary of Terms for definitions as they specifically relate to policy documents.

4. Induction

4.1 Induction is the systematic introduction of a new staff member to the organisation, their new job, colleagues and the work area. The induction process aims to enable a new staff member to settle and be productive in their job as quickly as possible.

4.2 On the first day of employment at the University, an academic staff member meets with their supervisor to commence induction. The new staff member’s work allocation is discussed during induction. The workload of each academic staff member is allocated in accordance with the principles stated in the Enterprise Agreement.

4.3 When a new staff member’s supervisor is not available on the first day of employment, an alternative appropriate academic staff member is nominated to initiate induction.

4.4 Within one week of commencement, all health and safety induction requirements need to be completed by the staff member and within one month, the staff member should be familiarised with all University policy documents, as specified in the contract of employment.

4.5 Induction checklists for new staff and supervisors are available on the staff intranet. Induction tasks are completed online via the onboarding portal.

5. Probation plan

5.1 As soon as practicable after commencing employment, the new staff member must meet formally with their supervisor to begin to discuss and develop a probation plan. The probation plan must be prepared within 6 weeks from the new staff member’s commencement date.

5.2 A probation plan:

(a) ensures role clarity;

(b) establishes performance and development goals based on the requirements of the position as outlined in the position description and the staff member’s work allocation;

(c) ensures the expectations and priorities of the position the staff member holds reflect the expectations of the Academic Performance Standards;

(d) records progress and achievement of performance and development goals;

(e) documents concerns or deficiencies in performance or conduct and action taken to remedy them; and

(f) lays out a schedule of formal meetings to discuss progress, monitor and review the achievement of performance and development goals and ensure implementation of the probation plan.

5.3 To ensure successful implementation of the probation plan, throughout the probationary period, the supervisor is responsible for:

(a) encouraging engagement with and commitment to the University’s mission and goals;

(b) establishing and maintaining a strong collegial relationship;

(c) clarifying teaching commitments and roles, research directions and outputs, engagement opportunities and outcomes, and professional expectations and practices;

(d) mentoring and giving constructive guidance, feedback and support;

(e) enabling other appropriate mentoring relationships, both as mentor and mentee;

(f) maintaining records of meetings, agreements and outcomes, copies of which are given to the staff member;

(g) ensuring the collation of evidence of progress and achievement of performance and development goals;

(h) when necessary, discussing any deficiency in performance or conduct with the staff member and providing the opportunity to take corrective action;

(i) reporting regularly on progress and achievements; and

(j) conducting a final review of probation to recommend whether the staff member’s employment should be confirmed.

5.4 To ensure successful implementation of the probation plan throughout the probationary period, the staff member is responsible for:

(a) participating actively and positively in the probation process;

(b) taking reasonable action to achieve performance and development goals;

(c) collating evidence of progress and achievement of performance and development goals;

(d) seeking clarification about any aspect of their role, performance and development goals and expectations that are unclear;

(e) seeking early guidance and support from their supervisor when difficulties are encountered; and

(f) countersigning any report of the final review of probation to verify that they have seen its content. If the staff member disagrees with any aspect of a report, they can make a written response which is attached to the supervisor’s report.

5.5 Throughout the probationary period, People and Culture is responsible for providing guidance and information as required to the supervisor and new staff member, to ensure the development and implementation of an effective probation plan and facilitate successful probation.

5.6 When an academic probation period of three years applies, the supervisor and the staff member must meet formally at least annually throughout the probation period to review performance and monitor the achievement of performance and development goals in the probation plan.

5.7 When an academic probation period of less than 3 years applies, the supervisor and the staff member must meet regularly during the probationary period to review performance and monitor the achievement of performance and development goals in the Probation Plan. At a minimum, a formal interim meeting must be held twice through the probationary period.

5.8 Throughout the probationary period, the staff member does not participate in the annual Performance, Planning and Review (PPR) process.

5.9 Regardless of the requirement for regular formal meetings, feedback should be given regularly, and formal and less formal meetings can be had at any time.

5.10 Performance evaluation during the probationary period is based on the quality, quantity and consistency of academic outputs and outcomes in accordance with the Academic Performance Standards, and behavioural standards in accordance with the Staff Code of Conduct - Governing Policy.

5.11 At any stage, should the supervisor have concerns about the staff member’s performance or conduct, People and Culture must be contacted immediately.

6. Foundations of University Teaching

6.1 Academic staff who have learning and teaching as part of their academic profile are required to successfully complete the University’s Foundations of University Teaching (‘Foundations’) professional development course during their probationary period. This includes academic staff who convert from a casual appointment to a fixed-term or ongoing appointment.

6.2 Unless an exemption is approved as detailed in Section 6.5 – Comparable professional development at another university, an academic appointment cannot be confirmed without the successful completion of the Foundations during the probationary period.

6.3 The Deputy Vice-Chancellor (Academic) can approve an exemption from the requirement of academic staff to complete the ‘Foundations’ when the academic staff member:

(a) holds an academic appointment that does not include learning and teaching as part of the academic profile (e.g. a research only position);

(b) holds a fixed-term appointment with a term of 12 months or less;

(c) has successfully completed foundations during a previous academic appointment; or

(d) can demonstrate they have successfully completed a comparable course at another university.

6.4 When a staff member needs to complete the ‘Foundations’ during the probationary period, this is recorded in their probation plan and needs to be taken into account and monitored throughout the probationary period.

6.5 Comparable professional development at another university

6.5.1 When a staff member has completed a comparable professional development course in learning and teaching at another university, evidence must be provided to the supervisor within one month of the staff member’s commencement date.

6.5.2 The supervisor can consult with the General Manager, Centre for Support and Advancement of Learning and Teaching (C-SALT) about the comparability of the completed course with the ‘Foundations’ when an academic staff member seeks an exemption from the requirement to complete the ‘Foundations’.

6.5.3 The supervisor forwards the evidence and any advice from C-SALT to the Deputy Vice-Chancellor (Academic) for approval or refusal of exemption.

6.5.4 The Deputy Vice-Chancellor (Academic) advises People and Culture and the supervisor of the outcome and a record of the approval or refusal of exemption and evidence provided is retained on the staff member’s file.

7. Outcomes of probation

7.1 An appointment can be confirmed or terminated at any time during the probationary period.

7.2 A final review of probation, which is summative, must be completed:

(a) at least 20 weeks before the end of the probationary period for academic staff in an ongoing position or a fixed term position of 18 months or greater; or

(b) at least 6 weeks before the end of the probationary period for academic staff with a fixed term appointment of 18 months or less.

7.3 The supervisor must inform the staff member when the final review of probation has been conducted.

7.4 Depending on the academic profile of the staff member, evidence of effectiveness as a teacher or researcher/scholar in accordance with the Academic Performance Standards is fundamental to the final review.

7.5 When a staff member was required to complete ‘Foundations’ during the probationary period, the supervisor confirms successful completion in the report of the final review of probation documentation.

7.6 The supervisor in consultation with the Dean/Director completes the final probation review, reports on the achievement of the performance and development goals in the probation plan and makes a recommendation to confirm or terminate the appointment. The completed documentation, which outlines the implementation of the probation process and the reasons for the recommendation, is submitted to the relevant Deputy Vice-Chancellor (Academic) for review and approval.

7.7 The Deputy Vice-Chancellor (Academic), once satisfied with the final review documentation, forwards it to the Director, People and Culture for action.

7.8 Confirmation of employment

7.8.1 When the recommendation is to confirm the staff member’s appointment, the Director, People and Culture advises the staff member in writing that their ongoing or fixed-term employment is confirmed.

7.9 Termination of probationary employment

7.9.1 When the recommendation is not to confirm the staff member’s appointment, the Director, People and Culture provides the report of the final review of probation to the Vice-Chancellor and President or nominee, who can confirm or reject the recommendation no earlier than 5 working days from the date the staff member is advised of the recommendation.

7.9.2 The probationary employment of an academic staff member can be terminated when:

(a) the staff member has not met the requirements of the position as set out in the probation plan;

(b) the probation process has been followed in accordance with the Enterprise Agreement; and

(c) notice of termination is given in writing in accordance with the Enterprise Agreement.

7.9.3 Following the provision of the report to the Vice-Chancellor and President or nominee, the supervisor and the Dean or Director meet with the staff member to advise them of the recommendation to terminate employment. The staff member is also given a copy of the report of the final review of probation.

7.9.4 The staff member is entitled to respond in writing to the Vice-Chancellor and President or nominee within 5 working days of being advised of the recommendation to terminate employment. The response is taken into account by the Vice-Chancellor and President or nominee when considering the recommendation to terminate employment.

7.9.5 Within 5 working days of the staff member submitting a response to the Vice-Chancellor and President or nominee, the staff member is advised in person by the supervisor and the Dean or Director, and subsequently in writing by the Vice-Chancellor and President or nominee, of the decision to terminate or confirm employment.

7.9.5 The Vice-Chancellor and President’s or nominee’s decision is final.

8. After probation

8.1 Upon successful completion of probation, the staff member and their supervisor participate in annual Performance Planning and Review (PPR) conversations in accordance with the Performance, Planning and Review (PPR) - Procedures.

9. Authorities and responsibilities

9.1 As the Approval Authority, the Chief Operating Officer approves these procedures to operationalise the Performance Management - Operational Policy.

9.2 As the Responsible Executive Member the Deputy Vice-Chancellor (Academic) can approve guidelines to further support the operationalisation of these procedures. All procedures and guidelines must be compatible with the provisions of the overarching policy.

9.3 As the Designated Officer the Director, People and Culture can approve associated documents to support the application of these procedures.

9.4 These procedures operate from the last amended date, with all previous iterations of procedures on probation for academic staff are replaced and no longer operating from this date.

9.5 All records relating to probation for academic staff must be stored and managed in accordance with the Records Management - Procedures.

9.6 These procedures must be maintained in accordance with the University Policy Documents – Procedures and reviewed on standard 3-year policy review cycle.

9.7 Any exception to these procedures to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to any deviation from these procedures.

9.8 Refer to Schedule C of the Delegations Manual in relation to the approved delegations detailed within these procedures.

9.9 The following authorities/responsibilities are delegated under these procedures:

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