Both the Probation for Academic Staff Policy (Policy) and Procedures on Probation - Academic staff (Procedure) provide guidance for staff members and Line Managers through the probation review process.
However, it is important to note that not completing key milestone activities as outlined in the Policy and Procedure, can put both the staff member and the Line Manager at risk of not achieving a completed outcome. Key risks include:
Any performance issues should be identified by the Line Manager by the mid-point review (18 months) at the latest. Early identification of any performance issues enables enough time to provide additional supports to the staff member and also prevents default confirmation of employment. Failing to address under-performance in a timely manner can lead to confirmation of employment in circumstances where it may not be appropriate or suitable.
Early identification of any performance issues enables enough time to provide appropriate support to the staff member and prevents confirmation of employment without the appropriate review taking place. Failing to address under-performance in a timely manner can lead to confirmation of employment in circumstances where it may not be appropriate or suitable.
To support the Probation for Academic Staff Policy and Procedures on Probation - Academic Staff there are a number key items that Line Managers should be aware of which support the compliance aspects of the academic probation process. Line Managers:
• Recognise the importance of review timings and know the documentation required at each step
• Understand the importance of providing the Committee with the required information, and
• Access the Line Manager SharePoint, which contains documentation for all staff members on probation.
If probation reviews have not been held in a timely manner and / or underperformance has not been managed at an early stage, the final year of probation holds a number potential risks to the University.
Risks at 27 months: If performance issues are not raised prior to the 27-month review, there will be limited time to provide appropriate support to the staff member. If termination is not recommended prior to this review, there will likely be insufficient time to complete the necessary steps in the termination process.
Risks after 33 months: A staff member's employment cannot be terminated without 3 months’ notice prior to the end of the probation date. If the probation date ends at 36 months, the latest a staff member's employment can be terminated is at 33 months. If the 33 month mark passes, the University will be unable to lawfully terminate the staff member's employment prior to the end of the probation period.
Risks at 36 months / end of probation date: If there are still performance concerns or the termination process has not been completed as required, the staff member's employment is confirmed regardless of whether they have received written or verbal advice (default confirmation of employment).
The following is a high level overview of the Academic Probation Performance Issues & Risks Process Map (links to full size image).
