Why have probation?

There is a legislative requirement but more importantly well managed probation that provides quality and frequent feedback builds organisational capability, engagement and strong foundations for new employees in their current role and for the future.

The probation process

• Is usually for six months, although in some circumstances it may be shorter or appointment can occur without probation. Details are provided in the offer of employment.
• Contains two formal reviews.
• Is time critical, with actions completed in a timely manner and finalised before the end of the probation period.
• Closely aligned with our induction process and
• Leads into our personal performance and learning agreement (PPLA) process.
• Employees serving probation are not required to complete a PPLA

The probation plan

The Probation Performance Plan outlines performance expectations and details the support and training that will be provided. The setting of expectations, reviews and final recommendations are documented and updated in the plan at each stage of the process.

A new employee’s performance is assessed and recorded in the three and five month reviews, providing information and evidence that informs the final decision.

Managing performance and expectations

Strong performance management, effective communication, constructive feedback, regular monitoring and review, coaching and development are all key to success. Find out more in our Probation guidelines for managers.

First review (3 months)

The new employee and their manager will review and discuss work quality and output, behaviour, attendance, position knowledge, teamwork and communication, engagement and motivation and other relevant factors. Where areas for improvement are identified, it is important to clarify expectations and provide additional support and training.  The meeting and updated and approved Probation Performance Plan and must be completed before the end of the 3rd month.

Final review (5 months)

The review at five months is critical. It is the last review point and includes the manager’s recommendation as to whether the delegate should confirm or terminate the new employee’s employment.  Whilst unexpected events can occur, usually any concerns or issues would have been identified, supported and addressed prior to this time.

The recommendation options

Confirmation - when the new employee meets expectations and satisfactorily completes the probation period.

Termination - where an employee has been assessed as not meeting the required performance standards of their job. The decision to terminate can take place at any time within the probation period but usually occurs at the end of the period to provide time for improvement. Requires supporting evidence and natural justice principles apply. Timing is critical and all actions have to be finalised prior to the probation end date.

Extension - is extremely rare and is only considered in exceptional circumstances where there has not been a reasonable opportunity to assess the employee’s performance because of a major period of absence due to approved leave or workers compensation.

Where you are unsure about your recommendation or are considering recommending termination talk with People and Culture.

The meeting and updated and approved Probation Performance Plan must be completed before the end of the fifth (5th) month.

The decision

Confirmation of employment:

The employee will receive written confirmation of employment and their ongoing performance and development is supported through our Personal Performance and Learning Agreement. Employees commence their PPLA cycle once probation is complete.

Termination of employment:

Where termination is recommended, managers will have discussed the issues with People and Culture and the evidence and documentation needs to include a performance improvement plan or similar documentation, demonstrating the employee was given every opportunity to succeed and that the expectations, areas for improvement and training were clearly articulated, delivered in a timely manner and the employee was given the opportunity to clarify any areas of improvement.

The recommendation to terminate needs to be provided to the delegate early enough to provide sufficient time to consider the evidence and make a final decision prior to the probation end date.  For a 6 month probation, this would occur at the 5 month review

Where the decision to terminate is made by the Head of Agency (HoA) the notice of termination must be received by the employee before the end of the probation period and allows the employee the opportunity to respond or make a case to the HoA prior to the termination date.

NOTE: Where no decision is made and communicated prior to the end of the probation period, the employee’s employment will be automatically confirmed.

Useful tips

• Talk to People and Culture if the recommended person has worked at the same level in a fixed term capacity before their permanent appointment to discuss if probation is required and for what period.
• Using the full period helps you assess whether the performance can be sustained.
• To give the employee the best chance of improvement, talk to the employee early if expectations are not being met.
• Acknowledge when the match between an individual and a job doesn’t work. It is important for the organisation and the individual to be clear, honest and make hard decisions where necessary.