People Talent and Culture (PTC) reviewed the Academic Probation process with input and feedback from the relevant stakeholders to create consistent practice and management of the process, increase compliance and reduce risks to the University.
From the 9th of October 2023, standard review timings will be in place and a new suite of informative email templates will be sent to Line Managers and staff members. A new standardised Academic Probation Review Summary will be in place and an optional Staff Member Statement will be available.
These standardised email and document templates provide timelines, instructions and recommendations to Line Managers, staff members and the relevant Academic Probation Review Committee. They make clear the responsibilities of each and ensure a consistent staff experience.
The following is a high level overview of the Academic Probation Process Map (links to full size image).
Timings of reviews are guided by Policy and Procedure and allow sufficient time for any required actions to be implemented.
|
Template email to be sent |
Email sent from |
Email received by |
Time frame |
|
|
Staff member |
Line Manager |
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Customised New Starter Induction & Academic Probation email to Line Manager |
|
No |
Yes |
When staff member commences
|
|
Generic Academic Probation Review preparation email to Line Manager |
|
No |
Yes |
Sent 6-8 weeks prior to Committee meeting at each review point (9, 18, 27 months)
Note: single reminder email sent 13 working days prior to Committee meeting at each review point (9, 18, 27 months) |
|
Generic Academic Probation Review preparation email to staff member |
|
Yes |
No |
Sent 6-8 weeks prior to Committee meeting at each review point (9, 18, 27 months)
|
|
Generic Academic Probation Committee feedback notification email to Line Manager |
|
No |
Yes |
Sent approximately 2 weeks after the Committee meeting after each review point (9, 18, 27 months)
|
|
Customised Completion of Probationary Period email to the staff member (from the Executive Dean - Line Managers are copied in) *if the SPRT is outstanding at the final review, Line Managers are also copied in on an email to the staff member in regards to this
|
Executive Dean |
Yes |
Yes, as a cc |
|