• Section 1 -  Purpose
• Section 2 - Application and Scope
• Section 3 - Probation
• Mid-point review
• Conclusion of Probation Period 
• Managing Performance Concerns
• Further Probation Periods
• Section 4 - Roles and Responsibilities
• Section 5 - Definitions

Section 1 -  Purpose

(1) This Procedure sets out the University of Wollongong’s (the University’s) requirements for the probation of professional staff.

Section 2 - Application and Scope

(2) This Procedure applies to:

1. fixed term and continuing professional staff; and
2. all processes related to the probation of professional staff.

(3) This Procedure does not apply to:

1. casual staff;
2. academic staff;
3. staff employed by other entities controlled by the University; and
4. campuses of the University outside of Australia.

(4) This Procedure supports and should be read in conjunction with the Employment Life Cycle Policy.

(5) This Procedure should be read alongside the University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023 (Enterprise Agreement), which states requirements for probation.

(6) Where this Procedure repeats a requirement of the University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023:

1. that provision cross-refers to the relevant Enterprise Agreement provision, and
2. the Enterprise Agreement provision is the authoritative statement of the requirement.

Section 3 - Probation

(7) All professional staff who are new to the University will undergo a period of probation.

(8) The probation period will be:

1. for an appointment on a fixed term of less than six (6) months, half the contract duration;
2. for an appointment on a fixed term of six (6) months up to 12 months duration, three (3) months;
3. for an appointment on a fixed term of more than 12 months, or a continuing appointment, six (6) months.

(9) For staff engaged on an individual employment contract, the term specified within the contract.

(10) The Supervisor of a staff member on probation is expected to meet regularly (i.e. fortnightly) with the staff member to discuss their progress during the probation period, answer their questions and address any concerns the Supervisor or staff member may raise.

Mid-point review

(11) The staff member and their Supervisor will review the staff member’s performance at or soon after the mid-point of the probation period.

(12) The staff member and Supervisor should take a written record of the mid-point review discussion.

(13) There is no form for recording the mid-point review, nor does a written record of the review discussion need to be sent to the People and Culture Division.

(14) If the staff member’s position is at level 1/2 or level 3/4, and their Supervisor considers their performance satisfactory at the mid-point review, the appointment can be confirmed and the probation ended immediately, in accordance with the process for confirming appointments below.

Conclusion of Probation Period 

(15) Unless a staff member’s appointment is confirmed at mid-point, as above, the People and Culture Division will email a request to the Supervisor (copying the email to the staff member) four (4) weeks before the end-date of the probation period, requesting that they:

1. hold the end of probation meeting; and
2. complete the checklist, included in the email, to recommend the outcome of the probation.

(16) The staff member and Supervisor will meet before the end of the probation period, to:

1. allow the Supervisor to provide the staff member with feedback on their performance; and
2. allow the Supervisor to determine whether the staff member has successfully met the requirements of probation.

(17) If the recommendation is to terminate the appointment, or the recommendation is to confirm but the position of the staff member on probation is an individual employment contract, the delegate will forward the email with the recommendation to the People and Culture Help Desk.

(18) Where the recommendation is to terminate, the People and Culture Senior Business Partner or Advisor for the division will review the recommendation to ensure the probation process is consistent with the Enterprise Agreement conditions for termination.

(19) The People and Culture Senior Business Partner or Advisor will forward the recommendation to the Vice-President Operations, who will decide the outcome in accordance with the Delegations of Authority Policy. 

(20) The People and Culture Division will advise the staff member of the outcome of the probation, in writing.

(21) If the outcome is termination, the staff member will receive one (1) week’s notice or be paid one (1) week’s salary in lieu of working out the week of notice as set out in the Enterprise Agreement.

Managing Performance Concerns

(22) If the Supervisor of a staff member on probation has concerns about the staff member’s performance, they should:

1. as soon as practicable describe the performance shortfall to the staff member;
2. consult the staff member about their view of the performance shortfall and the reasons for it; and
3. give the staff member every reasonable opportunity, in a reasonable time frame, to improve their performance to an acceptable standard.

(23) If the Supervisor has concerns about the staff member’s performance at the time of the mid-point review, they must:

1. raise the concerns with the staff member and provide the opportunity for the staff member to discuss;
2. consider whether training and/or other support may help the staff member achieve satisfactory performance (and if so, ensure the training and/or support is provided);
3. at or immediately after the mid-point review, provide the staff member with a written record of the performance concerns (Enterprise Agreement, clause 30.3);
4. give the staff member an opportunity to reply;
5. give the staff member every reasonable opportunity, in a reasonable time frame, to improve their performance to an acceptable standard, and;
6. send a copy of the written record, and if applicable, the staff member’s reply to the statement, to the People and Culture Help Desk, to be placed on the staff member’s personal file.

(24) If the staff member’s performance does not improve as requested, their Supervisor will consult the relevant People and Culture Senior Business Partner to determine the next steps, which may include a meeting between the staff member, Supervisor and People and Culture Senior Business Partner.

(25) If, at the end of probation, the Supervisor recommends that the staff member’s appointment be terminated, this decision will be made in accordance with the process for Conclusion of Probation Period above.

Further Probation Periods

(26) If a continuing staff member has previously completed a probationary period and is employed in another position:

1. no further probation will be required if the role is at the same classification with the same or similar duties; 
2. further probation periods may be required if the role is at the same classification but has different duties, or is at a higher classification. This will be assessed on a case-by-case basis by the Supervisor, in consultation with their People and Culture Senior Business Partner, based on the following criteria:
   1. how long the staff member has been employed at the University; and
   2. whether the Supervisor has supervised the staff member through their probation in a previous position.

(27) If a fixed term staff member has previously completed a probationary period and is re-appointed on a second or subsequent fixed term contract for the same or substantially similar position, no further probation period will be required, as set out in the Enterprise Agreement.

(28) If a fixed term staff member has previously completed a probationary period and is employed in another fixed term role different to the initial appointment, or to a continuing position, a further probationary period may apply as set out in the Enterprise Agreement.

(29) To decide whether the position of the appointment is the same as, or substantially similar to the position(s) in which the staff member underwent probation, their Supervisor will apply the following criteria, in consultation with the People and Culture Talent Advisor: 

1. how long the staff member was employed in the previous position(s);
2. how similar the responsibilities of both/all positions are;
3. what essential skills and experience are required for appointment to both/all positions; and
4. whether the Supervisor supervised the staff member through their probation in a previous position.

(30) If the Supervisor and People and Culture Talent Advisor agree a further probation period is not required for the appointment to the position:

1. where the employment contract will be for a fixed term position below level 10, the People and Culture Talent Advisor for the appointment can approve dispensing with probation, on the recommendation of the Supervisor.
2. where the appointment is to a continuing position below level 10, the People and Culture Talent Advisor will email the Authorised Delegate with responsibility for the relevant division, in accordance with the Delegations of Authority Policy seeking approval to waive the probation.
3. where the appointment is to a continuing position at level 10 or above, the People and Culture Talent Advisor will email the Authorised Delegate with responsibility for the relevant division, to request confirmation of their support dispensing with the probation. If they support this, the People and Culture Talent Advisor will email the Vice-President Operations asking them to approve dispensing with the probation.

(31) Where a staff member has undergone probation and had their appointment in a position confirmed, and the position is reclassified at a higher level, there will be no further probation, as set out in the Enterprise Agreement.

Section 4 - Roles and Responsibilities

(32) It is the responsibility of the Supervisor to continually review the services of staff on probation. Staff must be consulted if there are any problems with performance.

Section 5 - Definitions