(1) This procedure supports the Academic Staff Probation Policy and provides information about probation review processes. (2) See the Academic Staff Probation Policy. (3) See the Academic Staff Probation Policy. (4) Unless waived by the University in part or in full, the timing of the probation review meetings and key events will normally align to the timeframes set out in the following table. The Division of People and Culture will normally notify the employee and supervisor that a meeting is due and provide links to the templates required, six weeks prior to the date. (5) Notwithstanding the timeframes above, an academic staff member may request an earlier review if they believe they can demonstrate that the probation requirements as set out in the Academic Staff Probation Policy are fulfilled. (6) Within six weeks of commencing in the position, the employee and their supervisor will meet and set objectives and professional development activities as appropriate to: (7) The ‘Initial objectives’ template must be completed and signed by the employee and the supervisor, and a copy retained by each until the next objective review meeting. (8) The employee and their supervisor will meet to review progress against the objectives set during the initial objective setting meeting. At this meeting, the supervisor will: (9) All academic staff will have one or more probation review meetings, either with their supervisor or a probation review committee: (10) The supervisor is responsible for the coordination of meetings and convening a probation review committee (if required). (11) Where a probation review committee is convened, the academic staff member must complete and submit the ‘Staff member’s report’ template at least two weeks prior to the meeting. (12) At a probation review meeting, the supervisor or probation review committee will: (13) After meeting with the employee, the supervisor or probation review committee will: (14) The supervisor or presiding officer must provide a copy of the completed report and recommendation to the employee, who will be allowed a period of not less than five working days to make their written response to the report and recommendation. (15) The supervisor or presiding officer will complete and sign the probation review report and submit this and the employee's response (if received by the specified deadline) for approval as per clause 18. (16) The supervisor or presiding officer must provide copies of the completed and approved reports to the Division of People and Culture as soon as possible. (17) On advice from a probation review committee, the delegated officer (as set out in clause 18) may approve more frequent reviews that are in addition to the scheduled reviews. (18) The supervisor's or probation review committee’s recommendations must be sent to the delegated officer for approval. See Delegation Schedule B - People and Culture for approval authorities to: (19) Once the employee's appointment is confirmed, further development and performance will be managed under the Performance Planning, Development and Review (PPDR), and a new objective setting meeting should be held within four weeks of completing probation. (20) If a supervisor is concerned with an employee's performance, they should contact the Division of People and Culture as soon as possible for advice. (21) If termination of appointment is recommended, a report citing evidence will be submitted via the Division of People and Culture to the delegated officer for approval. (22) If the supervisor or probation review committee recommends terminating an appointment, the employee will: (23) The probation review report and the employee's written response (if received by the specified deadline) will be submitted to the relevant Band 7 delegate, who will (in writing) endorse or refuse the recommendation. (24) Where the relevant Band 7 refuses the recommendation to terminate the appointment, the employee's probationary appointment shall continue, with approval as per clause 18. (25) Where the delegated officer receives the recommendation to terminate a probationary appointment they will provide the employee with a copy of the report and the opportunity to advise of any mitigating factors to be considered in making the decision to terminate or continue the probationary appointment. (26) The employee will be allowed a period of not less than five working days to make a written response to the delegated approver. (27) On receipt of the employee's response (or failure to respond by the specified deadline), the delegated approver will make a decision on the termination of appointment or continuation of the employee's probationary appointment and advise the employee in writing of that decision. (28) The delegated approver’s decision is final and not subject to internal review or appeal. (29) Probation review committees will be convened, as required, by the employee’s supervisor, and will normally be comprised of the following members: (30) The Executive Director, People and Culture will, on request, appoint an employee of the Division of People and Culture to act as an observer of process at probation reviews, and provide advice to the presiding officer and committee and, where relevant, to the Executive Director, People and Culture (or nominee). (31) The presiding officer will ensure: (32) Nil. (33) See the Academic Staff Probation Policy.Academic Staff Probation Procedure
Section 1 - Purpose
Scope
Section 2 - Policy
Section 3 - Procedures
Probation review meetings and reports
Appointment period
Probation period
Initial objective setting
Objective progress review
Probation review meetings
Fixed term, up to three years
Six months
NA
Fixed term, more than three years but less than four years
12 months
Fixed term, 4 years or more
18 months
Continuing
24 months
Continuing
36 months, at employee request
Initial objective setting
Objective progress review meetings
Probation review meetings
Additional reviews
Approvals
Confirmation of appointment
Termination of appointment
Probation review committee membership
Employee’s academic staff level
Committee membership
Levels A-C
Levels D-E
First Nations employees may request that the committee membership be adjusted to ensure the committee has an understanding of First Nations’ focused achievements.
Top of Page
Section 4 - Guidelines
Section 5 - Glossary
View Current
This is the current version of this document. To view historic versions, click the link in the document's navigation bar.
Within six weeks of appointment
Complete template ‘Initial objectives'
Five months
Review and update template 'Initial objectives' if objectives revised
10 months (supervisor only)
Complete template:
‘Fixed-term staff members report’
15 months (supervisor only)
Complete template:
‘Fixed-term staff members report’
12 months (committee)
21 months (committee)
12 months (committee)
24 months (committee)
30 months, if applicable (committee)
For each review, complete templates:
‘Staff member’s report’
‘Probation committee report’
*Committee members should normally be at a level equal or senior in rank to the employee on probation and, as far as is practicable, have at least 40% female members and at least 40% male members.