1. Purpose

1.1 These procedures outline the process for probation for professional staff and make clear the requirements of supervisors and senior officers of the University to ensure 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 professional career at the University.

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

2. Scope and application

2.1 These procedures apply to all professional staff who are required to complete a period of probation at the University and members of staff involved in the professional 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, a professional staff member meets with their supervisor to commence induction.

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

4.4 Within one week of commencement, all health and safety induction requirements must be completed by the new staff member and, within one month, the staff member must 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;

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

(d) documents concerns or deficiencies in performance or conduct and actions taken to remedy them; and

(e) 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 professional relationship;

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

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

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

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

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

(h) reporting regularly on progress and achievements to the relevant senior staff member; and

(i) 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 to verify that they have seen its content. When the staff member disagrees with any aspect of a report, they may 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 Throughout the probationary period, the supervisor and the staff member need to meet regularly in both a formal and informal manner to review performance and monitor the achievement of performance and development goals in the probation plan and provide regular feedback. At a minimum, a formal interim meeting must be held twice during the probationary period.

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

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

6. Outcomes of probation

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

6.2 A final review of probation, which is summative, must be completed at least 6 weeks before the end of the probationary period.

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

6.4 The supervisor must prepare a written report on the achievement of the performance and development goals in the probation plan and make a recommendation to confirm or terminate the appointment. The report, which is submitted to the relevant senior staff member, must outline the implementation of the probation process and the reasons for the recommendation.

6.5 Once satisfied with the report, the relevant senior staff member submits it to the Director, People and Culture for action.

6.6 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.

6.7 Extension of probationary period

6.7.1 When a supervisor determines that exceptional circumstances warrant a period of probation to be extended to enable an appropriate assessment of performance, the supervisor must discuss this with the staff member and advise People and Culture. The Director, People and Culture confirms with the staff member that the probation period has been extended.

6.8 Termination of probationary employment

6.8.1 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.

6.8.2 The employment of a professional 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.

6.8.3 Following the provision of the report to the Vice-Chancellor and President or nominee, the relevant senior staff member and the supervisor 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.

6.8.4 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.

6.8.5 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 relevant senior staff member, and subsequently in writing by the Vice-Chancellor and President or nominee, of the decision to terminate or confirm the staff member’s employment.

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

7. After probation

7.1 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.

8. Authorities and responsibilities

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

8.2 As the Responsible Executive Member the Chief Operating Officer 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.

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

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

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

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

8.7 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.

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

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

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