Probationary Period: Management Process

• All Professional and Support Staff (PSS) employees who hold career appointments shall serve a probationary period during which time their work performance and general suitability for University employment shall be evaluated in writing. 

• The probationary period is completed on the first of the month following six (6) months of continuous service at one-half time or more without a break in service.

• Time on leave with or without pay is not a qualifying service for the completion of the probationary period.

• Employees who are rehired following a break in service shall serve a new probationary period whether or not they previously completed a probationary period. 

• An employee who has satisfactorily completed the probationary period shall be informed in writing of the attainment of regular employee status by their immediate supervisor.

• These Procedures regarding Probationary Period do NOT apply to Management and Senior Professional (MSP) employees or the Senior Management Group (SMG).

The Procedure follows the same guidelines, except situations including limited appointments, per diem employees, transfers, and promotions. Review Procedure 22 in full for more information pertaining to these employment types.

During the probationary period, the new employee needs as much support as possible. This is a very crucial time for you and the employee, so set aside plenty of time to:

• Provide the employee with a clear job description.
• Provide clear performance expectations and objectives so the employee understands what is expected of them and how they will be measured.
• Acquaint the employee with office procedures and practices.
• Schedule the employee for New Employee Orientation through the UC Learning Center.
• Provide a good systematic departmental orientation for the new employee (see Chapter 5, New Employee Orientation).
• Explain how and when the employee will be evaluated in writing.
• Provide follow-up sessions as often as necessary so the employee can adjust to their new working environment.
• Provide a desk manual (if available).
• Tell the employee when their probationary period will be over and explain what it means to become a regular status employee.
• Evaluate the employee's performance in accordance with applicable policies, procedures, and contracts.
• Show a continuing interest in the new employee (it's not enough to explain terms and conditions of employment and leave the employee to make it from there alone).

Note: Employees in limited appointments should be evaluated beginning on day one of the limited appointment. Once an employee goes over 1,000 in a rolling 12-month period without a 120-day break in service and becomes a career employee, there may be only about two weeks remaining in the probationary period.

• The Division or Department Head (Manager or Supervisor) is responsible for ensuring that probationary employees receive at least one (1) written performance evaluation using this form from their supervisor during their probationary period. 

• Additional evaluations may be done whenever circumstances indicate an evaluation would be of value.

• An employee serving a probationary period should receive a written performance evaluation conducted by their immediate supervisor approximately thirty (30) calendar days prior to the completion of their probationary period. 

• It is recommended managers/supervisors hold a probationary period planning check-in with the employee to set clear expectations for the position, goals for the role, in addition to expected behaviors for collaboration, inclusion & belonging, and innovation. To learn more, visit the Achievement Criteria page.

• An employee who has satisfactorily completed the probationary period should be informed in writing using this template by their immediate supervisor of the attainment of regular employee status and that the employee is entitled to the additional considerations as provided in the appropriate personnel policies. However, failure to issue such notice shall not be construed as evidence that an employee who has satisfactorily completed the probationary period has failed to attain regular employee status.

Probation is the most critical period to assess your employee. At the end of the probationary period, you should have complete confidence that your employee meets or exceeds performance objectives; to know that, you must evaluate them (see Chapter 7, Performance Management). Probationary employees should be evaluated in writing at least once during the probationary period, preferably at about the three-month point. Beyond that, you should provide an evaluation whenever you believe it is necessary, in order to help the employee pass the probation period.

Under extraordinary circumstances, the employee's probationary period may be extended. Extensions can be the result of a change in responsibilities or supervision. Consult the appropriate contract or policy for implementation.

Unsatisfactory performers and unsuitable employees should be released during the probationary period without delay. Delaying a release action does little to help the campus or the employee.

Questions to ask yourself before you release an employee during the probationary period

• Has the employee received clear performance standards?
• Has the employee had sufficient time to understand the job duties and demonstrate their performance level?
• Has the less-than-satisfactory progress been discussed with the employee? Has it been documented in a performance appraisal?
• Has the employee had sufficient time to correct the deficiency? In the case of poor work habits, did the employee know that the behavior was totally unsatisfactory?

Final Steps

Now that you have determined that the employee should be released you should:

• Consult your department head and, if necessary, get approval for the release.
• Review and follow the appropriate staff policy or contract.
• Consult your Employee Relations Consultant.
• Provide a written notice of release in accordance with the appropriate policy or contract (Word).

Ensure that the employee's final pay check is given to the employee upon release - see Payroll Separation Check Procedures.

• Following successful completion of the probationary period, all non-represented employees will commence Achieve Together check-in conversations. In one merit cycle (April 1-March 31), employees and their manager/supervisor check-in on performance, engagement, and development planning three (3)  times at four (4) month intervals. 

• The employee who has successfully completed their probation will begin check-in conversations and documentation as part of Achieve Together during the next scheduled timeframe. Learn more on the Achieve Together website about goal setting, the Achievement Criteria performance indicators, and check-in conversations.