Staff Orientation
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8.1 Policy
The University recognizes the need for probationary periods, wherein the University, as the employer, and the staff employee jointly assess the employee’s job performance. (For disciplinary probation, see Policy #62.0.) Two (2) types of probation periods exist as follows:
8.1.1 New Regular Staff Employee Probation
The first several months in a new employment environment may be a very confusing and critical time for a new employee. The concerted efforts of supervisors and the employee are needed to help the employee learn new tasks and adapt to the new environment. Therefore, a period of probation shall be required of each new regular staff employee (exempt and nonexempt) beginning the date of employment and continuing ninety (90) calendar days.
8.1.1.1 During the probation period the supervisor and the employee shall mutually assess the employee’s job performance relative to the job requirements. This period shall also be used to evaluate the employee’s overall compatibility with the departmental objectives.
8.1.1.2 During the probation period, either party may terminate the employment relationship in accordance with the provisions of Human Resources Policy and Procedure Number 12.0: Separation from Employment.
8.1.1.2.1 If the employee terminates the employment, the employee shall contact the immediate supervisor. To be separated in good standing, the employee shall give advance notice of two (2) weeks for nonexempt staff and one (1) month for exempt staff. (See 12.11.4) Failure to contact the immediate supervisor and/or give proper notice may result in job abandonment. (See 70.3.1.2.2.)
8.1.1.2.2 If the employee is terminated for reasons which are considered as misconduct, the termination shall be in accordance with Policy 12.1.3.
8.1.1.2.3 If the employee is terminated for reasons which are not considered as misconduct, there shall have been discussion with the employee about the reasons for the termination in accordance with Policy 12.1.4 and Policy 62.0.
8.1.1.3 During this period the employee may not use vacation leave (See Policy 80.3.2.2.1) but may use accrued temporary disability leave as provided for under Policy 82.1.1 and 82.1.10.
8.1.1.4 At the end of the Probation period, and End-of Probation Performance Appraisal Form (See 8.4.1 within this policy shall be completed assessing the performance of the employee and the advisability of retaining the employee, based on the procedures outlined in 8.3.1. If this form is not completed within five working days (excluding Saturdays, Sundays, and holidays), the employee is assumed to have successfully completed the probation period.
8.1.1.5 One extension of the probation period, up to an additional ninety (90) calendar days, may be granted by the sector personnel office for positions which require extensive on-the-job training or for other extenuating circumstances.
8.1.2 Transferred Staff Employee Probation
Upon assuming a new position as a result of a transfer, a staff employee shall serve a probation period not to exceed ninety (90) calendar days of employment in the new position, the staff employee shall remain on probation until the end of ninety (90) calendar days.
8.1.2.1 Unless a memorandum is issued by the department head to the transferred staff employee, prior to the end of ninety (9)0 calendar days of employment in the new position, the staff employee shall remain on probation until the end of ninety (90) calendar days.
8.1.2.2 At the end of the probation period, an End-of-Probation Performance Appraisal Form (See 8.4.1) shall be completed assessing the performance of the transferred employee. If this form is not completed with five working days (excluding Saturdays, Sundays, and holidays), the employee is assumed to have successfully completed the probation period.
8.1.2.3 The staff employee may use leaves during this probation period in the same manner as provided prior to the transfer.
8.1.2.4 During the probation period, a request by the department to terminate the transferred staff employee from the position, or from the staff employee to be transferred elsewhere, shall not be considered except in circumstances wherein the job and the staff employee do not appear compatible.
8.1.2.4.1 The request for transfer shall be submitted to the sector personnel office for review, evaluation, and a decision regarding such a possible additional transfer.
8.1.2.4.2 In the event a satisfactory solution cannot be reached among the transferred staff employee, the department head, and the sector personnel office, the staff employee shall be terminated.
8.1.2.5 One extension of the probation period, up to an additional ninety (90) calendar days, may be granted by the sector personnel office for positions which require extensive on-the-job training or for other extenuating circumstances.
8.2 Delegation
The assessment of job performance and full documentation thereof is the responsibility of the department head and supervisor.
8.3 Procedure
8.3.1 During the two (2) types of probation, it is necessary that the department fully document the progress and/or action related to the job performance of the staff employee. Documentation shall be submitted for retention in the sector personnel office.
8.3.2 Upon completion of either probation period, and End-of-Probation Performance Appraisal Form shall be completed by the department and forwarded to retention in the employee’s record in the sector personnel office.
8.3.2.1 This form is to be completed by the supervisor with a candid evaluation of the staff employee’s performance and related characteristics. This form is to be signed by the supervisor, the department head, and the staff employee at the time of discussion of the form’s contents.
8.4 Forms
8.4.1 End-of-Probation Performance Appraisal Form