• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Policy Principles
• Section 4 - Academic Probation Process
• Section 5 - Establishing Probation Period
• Section 6 - Performance Enhancement and Career Development Interview
• Section 7 - Progressing Goals (Probation Requirements)
• Probationary concerns and extensions:
• Section 8 - Submission and Determination of Application
• Section 9 - Probation Determination (Fixed Term)
• Section 10 - Probation Determination (Continuing)
• Section 11 - Faculty Probation Committee Composition and Procedures
• Section 12 - Request for Review
• Section 13 - Roles and Responsibilities
• Academic Staff Member
• Head of School/Academic Supervisor
• Section 14 - Appendix A – Supporting Evidence Requirements for Probation
• Learning and Teaching Supporting Evidence
• Research Supporting Evidence:
• Academic Governance and Service Supporting Evidence:
• Section 15 - Definitions

Section 1 - Purpose

(1) This Procedure outlines the procedure for determination of probationary appointments for continuing and fixed term academic staff, and the process for appeal.

Section 2 - Application and Scope

(2) This Procedure applies to staff employed under the University of Wollongong University of Wollongong (Academic Staff) Enterprise Agreement, 2023.

(3) This Procedure should be read in conjunction with the University of Wollongong University of Wollongong (Academic Staff) Enterprise Agreement, 2023.

(4) This Procedure does not apply to staff employed under other agreements.

Section 3 - Policy Principles

(5) The University of Wollongong (UOW) is committed to providing pathways for academic staff to optimise their career aspirations and build our capacity to drive UOW’s future.

(6) Induction, probation, professional development, academic promotion and performance management are all interdependent components of this commitment.

Section 4 - Academic Probation Process

(7) Academic probation follows a staged approach:

1. establishing probation period;
2. performance enhancement and career development interview;
3. progressing goals;
4. submission of academic probation application;
5. probation review meeting and outcome; and
6. request for review (if required).

Section 5 - Establishing Probation Period

(8) Normally all appointments to the academic staff, whether on a fixed term or continuing basis, are made with a probationary period.

(9) The length of the probationary period is included in the academic staff member's employment contract, as specified by the Agreement and provided in the table below.

(10) When determining the length of a staff member’s probationary period, or whether to waive the probationary period, the University will consider the nature of the work to be performed, the staff member’s prior service and performance at other universities, and their qualifications and experience.

(11) This initial period of probation may only be reduced or waived in accordance with the Delegations of Authority Policy.

(12) In addition to the requirements of academic probation the staff member must complete all mandatory training for probation (as outlined in their letter of offer) within the first month of their employment.

Section 6 - Performance Enhancement and Career Development Interview

(13) Within two months of the staff member’s appointment, the Head of School/Academic Supervisor will facilitate a performance enhancement and career development interview.

(14) The purpose of the interview is to establish work priorities focussed on probationary requirements and professional conduct and career and development goals that are in line with the faculty and career directions.

(15) The nature of the goals are partly dependent on the nature of the appointment. Where the academic staff member has teaching responsibilities, the Academic Supervisor and academic staff member should discuss the timing and strategy for collecting required teaching evidence during the performance enhancement and career development interview using Appendix A.

(16) Where agreement on goals is not possible the Academic Supervisor will determine the appropriate goals for the probation period.

Section 7 - Progressing Goals (Probation Requirements)

(17) Following the meeting, the staff member will progress on the agreed goals.

(18) The Head of School/Academic Supervisor will schedule all other formal probationary review meetings, with the performance enhancement and career development interview occurring at least annually.

Probationary concerns and extensions:

(19) If the Head of School/Academic Supervisor has concerns regarding the academic staff member's performance or conduct they are strongly advised to consult with the People and Culture Division as soon as possible and should discuss these concerns with the staff member.

(20) A staff member on a continuing appointment (not fixed term) who has not had reasonable opportunity to meet the requirements of the probationary period due to circumstances beyond their control may request an extension of their probationary period.

(21) The request should be submitted to the Executive Dean prior to the due date for submission of their probation application.

(22) The Executive Dean will consider requests submitted in writing in accordance with the Delegations of Authority Policy. Any approved requests to extend the probationary period will be confirmed in writing by the People and Culture Division to the staff member and Head of School/ Unit.

Section 8 - Submission and Determination of Application

(23) The Faculty Probation Administrator will communicate the relevant application submission dates and for continuing appointments the Faculty Probation Committee dates, directly to the staff member.

(24) Advice may be sought from the Chief People and Culture Officer or representative to provide expertise or advice on EDI matters. This applies to instances where an applicant identifies an EDI issue and/or has consulted with a People and Culture Division staff member regarding the EDI issue.

Section 9 - Probation Determination (Fixed Term)

(25) For fixed term appointments of 12 months or less:

1. the probation application is submitted through the Head of School/Academic Supervisor by the due date;
2. the Head of School's determination will be based on the information and supporting evidence provided; and
3. the completed form should be submitted to the People and Culture Division no later than 4 weeks prior to the end of the probationary period.

(26) For fixed term appointment longer than 12 Months:

1. probation applications with supporting evidence must be submitted through their Head of School/Academic Supervisor by the due date;
2. the Head of School/Academic Supervisor will provide a recommendation to the Executive Dean;
3. the Executive Dean determination will be based on the information and supporting evidence provided; and
4. the completed form should be submitted to the People and Culture Division no later than 4 weeks prior to the end of the probationary period.

Section 10 - Probation Determination (Continuing)

(27) Confirmation of an appointment for continuing academic staff will normally be considered once only during the probationary period, usually at a point not earlier than six months before the expiry of the probationary period.

(28) For confirmation of a probationary appointment, an academic staff member must:

1. meet the performance indicators for the relevant academic level (as outlined in the Academic Performance Framework and Guidelines and the Continuing Professional Development (Learning and Teaching) Policy), and
2. demonstrate performance and overall merit relative to the Academic Staff Position Classification Policy of the level to which the academic staff member was appointed and/or their position description together with appropriate evidence of their performance.

(29) The staff member will complete the relevant academic probation application and provide supporting evidence in relation to their learning and teaching, research, and governance and service activities (see Appendix A for requirements of supporting evidence).

(30) The application with required evidence (as per Appendix A) must be submitted to the Faculty Executive Office (or equivalent) at before the relevant Faculty Probation Committee meeting date.

(31) Applications will be considered by the Faculty Probation Committee (see section 11 for information on composition and procedures).

(32) If the Faculty Probation Committee approves the application:

1. the Executive Dean will advise the People and Culture Division to prepare the notification for the staff member.

(33) If the Faculty Probation Committee does not approve the application:

1. The recommendation will be referred to the Vice-Chancellor and President for consideration in accordance with Clause 24 of the University of Wollongong (Academic Staff) Enterprise Agreement, 2023;
2. Where a staff member has not been confirmed in their appointment, their employment will be terminated in accordance with Clause 24 of the University of Wollongong (Academic Staff) Enterprise Agreement, 2023, see section 12 for Request for Review).

Section 11 - Faculty Probation Committee Composition and Procedures

(34) It is recommended that the Faculty Probation Committee meet every two months (or as required, depending on academic staff probation end dates). Each Faculty sets its own Probation Committee meeting dates.

(35) The Faculty Probation Committee membership will consist of:

1. Executive Dean of the relevant Faculty (or equivalent);
2. three Associate Deans of the relevant Faculty (or equivalent);
3. a faculty administration representative will act as Secretary to the Committee;
4. the membership should reflect an appropriate level of diversity, where possible. If there are concerns regarding the diversity of the Committee, the People and Culture Division may provide advice and guidance.

(36) The Executive Dean may nominate a replacement (Professor or Associate Professor level) if a member/s of the Committee is absent at the time that the Faculty Probation Committee is considering cases for confirmation of an appointment.

(37) The composition of the Faculty Probation Committee, at a minimum, must have at least two of the members listed in clause 31 and maintain a quorum of at least 75%. In exceptional circumstances where this is not possible a Deputy Vice-Chancellor and Vice-President or authorised representative may be asked to sit on the Faculty Probation Committee.

(38) Where the Academic Supervisor is a member of the Faculty Probation Committee, they will be excused from all Committee discussion, but may be interviewed as the Academic Supervisor.

(39) All members of the Faculty Probation Committee must complete the online training covering the committee process, interpreting evidence of teaching, and EDI.

(40) The Faculty Probation Committee may seek relevant additional information at its discretion, and it may interview the academic staff member and the Academic Supervisor. Academic staff may be confirmed in a continuing appointment without interview but may not fail to be confirmed without an interview.

(41) Where there is relevant employment information, a People and Culture Division representative may provide this to the committee via the Chair or in person.

(42) Members of the Faculty Probation Committee will be required to maintain strict confidentiality. The proceedings and all records of meetings of the Faculty Probation Committee will be kept confidential to members and Secretary of the Committee.

(43) The majority of Faculty Probation Committee members must vote in favour of the application for it to be successful.

Section 12 - Request for Review

(44) Where a recommendation by the Faculty Probation Committee/Executive Dean not to confirm the staff member’s appointment is referred to the Vice-Chancellor and President for consideration, an academic staff member may request a review.

(45) A request for review must be made in writing to the Vice-Chancellor and President in accordance with clause 24 and clause 43 of the University of Wollongong (Academic Staff) Enterprise Agreement, 2023.

(46) Prior to requesting a review, the staff member should seek verbal feedback from the Chair of the Faculty Probation Committee/ Executive Dean as to why their application was unsuccessful.

Section 13 - Roles and Responsibilities

Academic Staff Member

(47) Understand their probation period and probation requirements.

(48) Discuss probation requirements with Head of School or Academic Supervisor.

(49) Understand and collect required teaching evidence (see Appendix A).

(50) Complete all mandatory training.

(51) Submit all required documentation and evidence by the due date. The onus is on the staff member to provide evidence of satisfactory performance based on appropriate criteria and submission of their application.

(52) Liaise with Educational Evaluations Team to organise teaching evaluations (for Research and Teaching and Teaching Intensive positions).

(53) For continuing appointments:

1. Completion of the Probation - Continuing Academic Staff course before submitting an Academic Probation application.

(54) For Fixed term over 12 months and continuing appointments:

1. Complete CPD Level 1 Portfolio.

Head of School/Academic Supervisor

(55) Ensuring that the staff member is aware of their responsibility, and the support which will be provided, to enable them to meet probationary requirements.

(56) Assigning a mentor, within two months of the staff member’s commencement of employment, to the staff member to provide advice and guidance to assist the staff member to achieve their probation requirements. The mentor will normally be an Academic in the same discipline area as the staff member, or a related discipline, and of the same or higher academic level as the staff member.

(57) Facilitating and encouraging regular dialogue with the staff member regarding their performance and professional conduct during probation which will include:

1. monitoring the staff member's progress and providing constructive feedback and counselling (in both scheduled and informal meetings) to assist the staff member to achieve their probationary requirements (on a more regular basis);
2. developing strategies to resolve any identified difficulties which, if appropriate, will include the opportunity to participate in staff development programs to develop and refine their teaching and research skills;
3. maintaining a record of meetings, agreements and outcomes and providing copies to the staff member where appropriate;
4. contacting their People and Culture Division Business Partner for advice in situations where they have any concerns in relation to the staff member's performance or professional conduct.

Section 14 - Appendix A – Supporting Evidence Requirements for Probation

Learning and Teaching Supporting Evidence

Teaching and Research Positions and Teaching Intensive Positions

(58) Academic staff working in designated programs, where the nature of the teaching related activities does not lend itself to teacher evaluations, may substitute other evaluation methods as an alternative. For example, Peer Review of Educational Practice or UOW Peer Observation of Teaching.

Research Supporting Evidence:

1. Full publication listing;
2. Internal/external grants;
3. HDR supervision.

Academic Governance and Service Supporting Evidence:

(59) Record of contributions to academic governance and community outreach/professional activity.

Section 15 - Definitions