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When
newly appointed to a classified Civil Service title, an employee is
subject to a probationary period.
The intent of the probationary period is to provide employees
with an initial learning and adjustment period while allowing the supervisor
to evaluate their performance, attitudes and potential.
It is essential that employees display those skills and abilities
that are required for their position.
If they do, permanent status in the title is confirmed. If not, after reasonable efforts for improvement,
termination from the position should result.
Failure
to notify an employee of termination in a timely manner will result
in automatic permanent status after completion of the maximum probationary
term. Notification is extremely important due
to the severe constraint Civil Service regulations impose on a supervisor’s
freedom to terminate a marginal or unsatisfactory employee after the
probationary period has ended.
Policy
Probationary evaluations occur periodically
over the course of the probationary period. They are separate and distinct from the
Annual Performance Evaluation.
Extension
of the probationary period to the maximum limit is generally recommended
for most newly appointed employees to support a more valid evaluation. The period should not be extended for
marginal employees with little or no chance for improvement. A prompt termination serves the best interest
of the employee, as well as his/her co-workers and the University. Employment may be terminated at any time
after eight weeks.
To
assist the supervisors in making an objective decision, a “Probationary
Evaluation” form has been developed.
It may be used as a guide for any discussion of performance.
It is to be completed at specific times during the probationary
period, and in accordance with Civil Service Rules, as follows:
Every
permanent appointment from an open competitive list, and original appointment
to non-competitive, exempt or labor class position has a probationary
period of 26 weeks minimum to 52 weeks maximum.
The
Human Resources Office will supply supervisors with a Probationary Period
Evaluation form to complete at intervals of 11 weeks, 24 weeks, 37 weeks
and 52 weeks.
2.
Promotions and Transfers
Every
promotion or transfer from another State agency, or another State University
unit, has a probationary period as follows:
3.
Reinstatement
Every
reinstatement has the same probationary period as required for a new
appointment.
4.
Reassignment within the University
A
reassignment (no title change) of a permanent employee within this University
unit has NO probationary period.
5.
Reassignment during Probation
A
probationary employee, unsuitable in one position, may have the potential
to be satisfactory in another.
If reassigned to a new position, the employee has a new probationary
period of 12-26 weeks. Evaluations
will be sent to the supervisor at 11 and 24 weeks.
6.
Trainee Appointments
Every
appointment to a “trainee” title has a probationary period
equal to the length of the traineeship.
A) The
Human Resources Office sends notification and a form to the supervisor
at least two weeks before the probationary evaluation is due.
B) The
supervisor must complete the form, make a recommendation, meet with
the employee to discuss it, both the employee and supervisor sign the
form, give him/her a copy of the form, and return it to Human Resources
through channels by the due date.
C) Extension of probationary periods
to the maximum is recommended.
D) Any
periods of unauthorized or authorized absence during the probationary
term aggregating up to 10 workdays if the term is less than 26 weeks,
or up to 20 workdays if the term is greater than 26 weeks, may, at the
discretion of the University, may be considered as time served in the
probationary term. Any periods of absence in excess of these
minimums may not be considered as time served. Accordingly, the minimum and maximum periods
of the probationary term must be extended by the number of workdays
of absence.
E) If
termination is being recommended, the supervisor must review the details
of the evaluation with Human Resources before discussing it with the
employee as far in advance as possible.
The employee must receive written notice at least one week prior
to such termination and, upon request, will be granted an interview
with Human Resources.
Contacts:
Employment Team, 7-4939
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