This is a template for a probationary period policy, including purpose, scope, and how they are managed. It outlines what employees can expect during probation, such as tailored plans, review meetings, possible outcomes, extensions, and the appeal process.
We operate probationary periods for all new employees to ensure a smooth transition into their roles.
We understand that starting a new job can be both exciting and challenging, and we are committed to providing you with the support you need during this time.
The probationary period serves as a mutual assessment phase, allowing both you and the organisation to objectively evaluate your suitability for the role.
Please note that this policy does not form part of your contract of employment and may be amended or withdrawn at any time.
Scope
This policy applies to all employees directly employed by the organisation.
It does not apply to agency workers, contractors, consultants, or self-employed individuals.
Your Probationary Period
Details regarding the length and conditions of your probationary period will be outlined in your contract of employment.
Probation Plan
At the start of your employment, your line manager will develop a tailored probation plan, which will include:
- Training and development support
- Key performance objectives
- Expectations regarding conduct and behaviour
Your plan will be based on your role, level of responsibility, previous experience, and identified training needs.
As your probation period aligns with the onboarding process (see Onboarding Policy), tasks completed during onboarding may also be used to assess your performance and suitability for the role.
Review Meetings
Your line manager will monitor your progress and hold regular review meetings—typically on a monthly basis—to provide feedback and guidance.
In addition to formal reviews, informal check-ins will be conducted to ensure you understand your responsibilities and are receiving appropriate support.
Final Review Meeting
Near the end of your probationary period, a final review meeting will be held to assess your overall performance and suitability for the role.
If concerns have been identified, you will be notified in writing ahead of the meeting.
This notification will include specific examples and outline potential outcomes. You may choose to be accompanied by a colleague or trade union representative.
During the meeting, you will have the opportunity to ask questions and provide feedback.
Possible Outcomes:
- Confirmation of permanent appointment
- Extension of the probationary period(see below)
- Termination of employmentor invitation to a performance dismissal hearing if improvement is deemed unlikely
The outcome will be confirmed in writing, detailing the rationale behind the decision.
Extension of Probationary Period
An extension may be considered if:
- Performance has been below expectations but shows potential for improvement
- There has been significant absence during the probation period
If an extension is agreed, you will receive written confirmation including:
- Duration and end date of the extended period
- Reason for the extension
- Objectives to be achieved
- Support measures (e.g. training) to be provided
Extensions must be agreed before the original probation period ends.
Final Review of Extension
A final review will be conducted shortly before the end of the extended probation period.
If performance concerns persist, you will be informed in writing prior to the meeting. You may again choose to be accompanied by a colleague or trade union representative.
Possible Outcomes:
- Confirmation of permanent appointment
- Termination of employment or invitation to a performance dismissal hearing
Please note: probation extensions will not be granted more than once, except in exceptional circumstances.
The outcome will be confirmed in writing, with supporting rationale.
Appeal Process (if applicable)
You have the right to appeal a decision to dismiss you during your probationary period.
Appeals must be submitted in writing to [HR department/name] within 5 working days of receiving the decision. Your appeal should clearly state the grounds for appeal.
An appeal meeting will be arranged, and you may be accompanied by a colleague or trade union representative.
You will be notified of the outcome within 14 days of the appeal meeting. The decision will be final.
Roles and Responsibilities
Your line manager is responsible for monitoring your performance and progress throughout the probationary period.
Data Protection
All personal data collected during the probationary period will be processed in accordance with our Data Protection Policy.
Only necessary information will be recorded and retained for an appropriate duration.
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Download our probationary period policy.