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Probation Policy

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Upper Glasgow Shire Probation Policy

 

1. Purpose

This policy outlines the probation process for new staff at Upper Glasgow Council, ensuring clear expectations, support, and fair assessment during the initial employment period. It aims to foster successful onboarding and professional development.

 

2. Definitions

  • Probationary Period:  6 months from commencement date, during which a new staff member’s performance and conduct are formally reviewed to determine ongoing employment.

  • Probation Plan: A collaborative document between the staff member and supervisor, setting performance and development goals, and scheduling formal review meetings.

 

3. Induction

  • All new staff undergo a structured induction to familiarise them with the organisation, their role, colleagues, and workplace requirements.

  • Induction begins on the first day of employment, led by the supervisor or a nominated staff member.

  • Health and safety induction must be completed within one week; awareness of key policies (including Code of Conduct) within one month.

  • An Induction Checklist is provided to guide both staff and supervisors.

 

4. Probation Plan

  • Developed within four weeks of commencement, the Probation Plan ensures role clarity, sets goals, tracks progress, and documents concerns or actions taken.

  • Formal meetings are scheduled at 6, 12, and 18 weeks, with regular feedback provided throughout.

  • Supervisors mentor, guide, and support staff, maintaining records of meetings and progress.

  • Staff are expected to actively participate, seek clarification, and provide evidence of progress.

 

5. Roles and Responsibilities

  • Team Leader, Supervisor or Manager of the Direct Report: Develops and implements the Probation Plan, monitors performance, provides feedback, and conducts the final review.

  • Director or HR Manager: Approves confirmation or termination of employment, and reviews recommendations.

 

6. Performance Evaluation

  • Evaluation is based on the quality, quantity, and consistency of outputs.

  • Concerns about performance or conduct trigger formal meetings and possible increased review frequency.

 

7. Outcomes of Probation

  • Employment may be confirmed or terminated at any time during probation.

  • A final review is conducted at least two weeks before the end of probation, with a written report and recommendation submitted to the HR Manager.

  • Staff may respond in writing to recommendations for termination; the Director or HR Managers decision is final.

  • Notice of termination is at least two weeks, or paid in lieu.

 

8. Extension of Probation

  • Probation may be extended in exceptional circumstances, with a new Probation Plan developed and communicated to the staff member.

 

9. Leave During Probation

  • Annual leave is only granted if stipulated during recruitment; approved leave extends the probation period accordingly.

  • Sick and emergency leave is granted, with time added to the probation period. Leave without pay may be taken up to two weeks if accrued leave is insufficient.

 

10. Post-Probation

  • After successful probation, staff and supervisors engage in annual performance planning and review to support ongoing development.

 

11. Review

This policy will be reviewed every two years or as required.

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