Probation Policy Template

Probation Policy

Purpose

This Probation Policy explains the purpose and application of probationary periods at [Company Name]. It sets out expectations, review processes, potential outcomes and the responsibilities of employees, managers and HR. The policy supports consistent decision making during the introductory employment period.

1. Scope

This policy applies to all new employees engaged by [Company Name], including full time, part time and fixed term appointments, unless alternative arrangements are specified in an individual's contract of employment. It may also apply to employees who change role internally where a new probationary period is agreed.

2. Probation Period

Employees will normally serve a probationary period as stated in their contract of employment. The standard probationary period is a stated number of months from the employee's start date. The probation period allows time to assess suitability for the role and for the employee to become familiar with role requirements and the organisation's standards.

3. Performance Review and Monitoring

Managers will monitor performance and conduct throughout the probationary period. Formal reviews will be held at appropriate intervals, typically at midpoint and prior to the end of probation. Reviews will cover performance against agreed objectives, conduct, attendance and training needs. Records of reviews and any actions agreed will be retained on the employee's personnel file.

4. Extension of Probation

Where performance or conduct requires further assessment, the manager, in consultation with HR, may extend the probationary period. Extensions will be for a specified period and issued in writing with clear reasons, objectives to be achieved and review dates. Extensions should be reasonable and proportionate to the circumstances.

5. Termination During Probation

Employment may be terminated during the probationary period where performance, attendance or conduct is unsatisfactory and improvement is not achieved despite support and guidance. Managers must consult HR before taking any termination decision. Termination will be conducted in line with contractual notice provisions and this policy.

6. Confirmation of Employment

On successful completion of the probationary period, the employee will be confirmed in post in writing. Confirmation does not alter the terms of employment unless a variation has been agreed in writing. Where outstanding concerns remain at the end of probation, confirmation may be withheld and action taken as set out in section 4.

7. Pay, Benefits and Entitlements During Probation

Employees will receive pay and core benefits as set out in their contract during probation. Where any benefits are conditional on confirmed employment, this will be stated in the contract. Any change to benefits during or after probation will be communicated in writing.

8. Support, Training and Feedback

Managers must provide appropriate induction, supervision and training to support successful completion of probation. Constructive feedback should be given regularly. Where performance issues arise, managers should provide clear guidance, reasonable opportunities for improvement and access to training or mentoring as appropriate.

9. Record Keeping

All probationary records including meeting notes, review documents, warnings and decisions will be retained securely by HR in accordance with [Company Name] record retention practices. Records will be used only for legitimate HR purposes and to support decision making.

10. Approval Process

Requests, exceptions and key actions under this policy require approval as follows. Managers initiate probation reviews, extension requests or termination recommendations and must obtain HR advice before formal action. HR will review the case, ensure policy compliance and advise on appropriate next steps. Final approval for extensions or termination during probation is provided by the HR lead or designated senior HR representative. All approvals and decisions will be documented in writing and recorded on the employee's personnel file.

11. Non-Compliance

Failure to follow this policy by managers or employees may lead to inconsistent treatment and may be addressed through management performance processes. For employees, non-compliance with reasonable instructions or failure to meet required standards during probation may result in extension of the probationary period or termination of employment. For managers, failure to follow the policy may result in management review and corrective action by HR.

12. Note

[Company Name] may update this policy from time to time. Employees will be notified of material changes. If employees or managers require clarification on any aspect of this policy they should contact HR for guidance.