Employment Induction Policy Created: November 2013 Review Date: November 2016 (or earlier if legislation changes) Author: Karen Williams

Transcription

1 Employment Induction Policy Created: November 2013 Review Date: November 2016 (or earlier if legislation changes) Author: Karen Williams Haslington Primary School Crewe Road Haslington Crewe CW1 5SL 0

2 CONTENTS Page No. Induction Programme; Aims, Principles, Responsibility 2 The Induction Programme 3 Probation Review Procedure 4 Review at 8 weeks 4 Review at 16 weeks 5 Final Review at 24 weeks 6 Appealing against the Decision 7 Other Reasons for Granting an Extension 7 Ratification of Policy 8 Appendix A: Induction Checklist 9-13 Appendix B: Probation Review Flowchart 14 1

3 This policy applies to all new support staff appointments. New entrants include those joining Cheshire East Borough Council from another authority with continuous service, and those re-entering local government after a break in service. AIMS Schools HR Consultancy recommends that all new permanent and temporary employees, whether employed on a full or part time basis, receive a full programme of induction into the school. The aim of the induction is to introduce the employee to the school, its service, place of work, their job, the team and its plans. By completing the induction process, it is anticipated that the employee will understand how the role they carry out contributes to service objectives, as well as how it fits into the school as a whole. The purpose of the induction is to integrate a new employee into the school in order that he/she is encouraged to become an effective and motivated member of the team. It is acknowledged that effective induction is a major contributory factor in establishing a positive psychological contract and retaining newly appointed employees. PRINCIPLES Schools HR Consultancy recommends that, when carrying out an induction, no employee will be disadvantaged on the basis of their gender or transgender, marital status or civil partnership, racial group, religion or belief, sexual orientation, age, disability, pregnancy or maternity, social or economic status or caring responsibility. This means that the induction may need to be adjusted to cater for the specific needs of an individual including the provision of information in alternative formats where necessary. RESPONSIBILITIES Schools HR Consultancy advises that the line manager has overall responsibility for ensuring that a new employee is inducted into the school, settles in as quickly as possible and has all the information and skills to be able to work safely and efficiently. Schools HR Consultancy recommends that governing bodies adopt this policy, or they seek to ensure that another induction policy is in place that will support this process. THE INDUCTION PERIOD An effective induction programme is not a one-off event, but takes place over a period of some weeks. It is an ongoing process to ensure that the new employee settles well into the organisation and is confident in carrying out the full scope of his/ her duties. A well-planned induction programme will lay the foundation for a positive working relationship that can be built on over time. Essential information should be supplied to the employee in a planned and systematic way to avoid information overload and to ensure that he/she is able to absorb it. Although all new employees will be supplied with the core information set out under the induction checklist, the design and content of the induction programme will depend on factors such as the new employee s role, range of contacts, level of responsibility and previous work experience. Managers should therefore be prepared to vary the induction to suit the needs of the individual employee and his/her role specification. PROBATIONARY PERIOD All new support staff entrants to a Cheshire East school, including those from other Authorities with continuous local government service will be subject to a probationary period of 6 months. Probationary reviews will be conducted at 8, 16 and 24 weeks (see Probation Reviews Procedure, Pages 3-7). Following successful probation reviews, the appointment will be confirmed and the employee will commence management under the school s appraisal system. 2

4 INDUCTION PROGRAMME The induction programme will begin on the day the new starter joins the school. To help structure the induction process an induction checklist will be used. The induction checklist has been broken down into stages e.g. first day, within the first week, thereby allowing a gradual flow of information. The checklist includes information an employee requires to do their job. Initially the line manager will meet with the new employee to discuss an induction programme, which will include: The first few weeks will be spent getting to know the work place, meeting colleagues, learning about the role and gathering information about the school. A colleague may be assigned to act as a buddy for the first weeks to answer day to day queries, to act as a guide in the work place and to introduce the new employee to other work colleagues. By the end of the first month the line manager will meet with the new employee to evaluate how the induction is progressing and to plan the remainder of the induction. Standards of performance and objectives will be planned and set with the line manager over the induction period through regular meetings. The line manager will be work with the new employee to ensure their development meets the needs of the school. If the new employee is new to local government (or has come from another Authority with continuous service), there will be a probationary interview with the line manager after 8 weeks, 16 weeks and 24 weeks service. At the end of the probationary period (6 months), if there are no concerns, the employment will be confirmed. If there are any areas the line manager feels need additional input, or more time to accurately assess work performance, the probationary period may be extended. The line manager may also set targets for improvement. On successful completion of the probationary period the line manager will meet with the employee to discuss the school s appraisal system. If at any stage the new employee feels they are not getting the information and input they require to help understand and settle into the new role they should raise this immediately with the line manager. Please refer to Appendix A Induction Checklist 3

5 PROBATION REVIEW PROCEDURE This Probation Review Procedure is applicable to all new support staff, Including those with previous local government service and continuous service. This procedure will not apply to internal promotions or to employees moving without a break in service between Cheshire East Community and Voluntary controlled schools and those transferred under TUPE. This procedure should be applied in line with the Induction process. PRINCIPLES The procedure will provide an ideal opportunity for new employees to have a period of planned induction, management support and training and will enable managers to respond promptly and professionally to any concerns about an employee s performance or conduct during this period. Formal reviews of performance should be carried out at 8 weeks, 16 weeks and 24 weeks (see Induction Programme above and Appendix A Induction Checklist). In the case of part year staff these should be done on the basis of working weeks. However, an employee s performance and conduct should be monitored by his/her line manager on a day to day basis through the normal supervisory process, and where necessary additional meetings should be arranged if concerns are apparent in-between formal review meetings. Review meetings should be a two way process in which line managers and employees can have an honest discussion about training, support, performance and conduct during the probationary period. Line managers should respond to any concerns raised by employees during the review meetings. The line manager should ensure that employees have suitable, clear work objectives during their probationary period, against which performance can be monitored. Employees will be made aware at an early stage of any concerns about their performance; they will be advised of the required standards and given time and encouragement to achieve those standards. Throughout the process the employee will be treated with dignity and respect. Schools HR Consultancy recommends that governing bodies adopt this procedure, or they seek to ensure that another Probation procedure is in place that will support this process. PROCEDURE Line managers should ensure that all new employees commence their probation period from the first day of employment, and this should be explained to them at their induction. Managers will also need to refer to the Induction Policy and complete the Induction Checklist to ensure new employees are correctly inducted from day 1 to the end of the probation period. Please see Appendix B Probation Review Flowchart. REVIEW AT 8 WEEKS (8 WORKING WEEKS FOR PART YEAR STAFF) This review is to discuss the employee s early performance and conduct and let them know how they are progressing. The employee should leave this interview with a clear understanding of what is required of them and the key tasks that need to be achieved within the agreed timescales. Any training needs should be identified and arrangements made by the line manager to ensure these training needs are met. Satisfactory Performance Confirm with the employee that performance and conduct is satisfactory, and identify where necessary any targets that need to be achieved and training that needs to be undertaken within an agreed timescale. 4

6 If the next review date has not already been set, it should be set at this meeting. Unsatisfactory Performance If the employee is not performing satisfactorily to the level required, the manager should take the following actions: Discuss with your Schools HR Officer that the employee is not performing to the required level in order to seek appropriate advice Explain to the employee exactly where and how they are failing to perform, identify any areas where there is a lack of clarity about their role, ensure that they are receiving adequate support and training and check there are no conflict issues with the rest of the team, and put in an action plan to address the situation with clear targets and timescales. The employee should be made aware that should their performance/conduct not improve within the timescale set, it may result in their employment not being confirmed. Confirmation of the conversation should be recorded on the review form supplied by ESC. In addition confirmation of the concerns and the actions to be taken must be put in writing to the employee within 2 working days of the meeting. If the next review date has not already been set, it should be set at this meeting. REVIEW AT 16 WEEKS (16 WORKING WEEKS FOR PART YEAR STAFF) This review should follow the same format at the 8 week review however at this stage new employees should now be performing at a good level and have a good understanding of their role. Satisfactory Performance Confirm with the employee that performance and conduct is satisfactory, and identify where necessary any targets that need to be achieved and training that needs to be undertaken within an agreed timescale. If the next review date has not already been set, it should be set at this meeting. Unsatisfactory Performance If the employee is not performing satisfactorily to the level required, the manager should take the following actions: Discuss with your Schools HR Officer that the employee is not performing to the required level in order to seek appropriate advice Explain to the employee exactly where and how they are failing to perform, identify any areas where there is a lack of clarity about their role, ensure that they are receiving adequate support and training and check there are no conflict issues with the rest of the team, and put in an action plan to address the situation with clear targets and timescales. The employee should be made aware that should their performance not improve within the timescale set, it may result in their employment not being confirmed. 5

7 Confirmation of the conversation should be recorded on the review form supplied by ESC. In addition confirmation of the concerns and the actions to be taken must be put in writing to the employee within 2 working days of the meeting. FINAL REVIEW AT 24 WEEKS (24 WORKING WEEKS FOR PART YEAR STAFF) NB this review meeting must be held before the end of the probationary period, failure to hold it in the correct timescales will result in the employee s contract being confirmed by default. Satisfactory Performance - Employment Confirmed If the employee is performing satisfactorily, they should be informed of this and advised that their contract of employment will be confirmed in writing to them. The manager should also discuss the continuation of performance monitoring using the school s appraisal system. The manager should then inform the Employee Service Centre of this decision and provide all the relevant paperwork prior to the end of the 6 months probation in order for them to write to the employee confirming that they have successfully completed the probationary period. Continued unsatisfactory performance If the employee has not improved after their 16 week review and they have not met the targets set, the manager should take the following action: Discuss with your Schools HR Officer that the employee is not performing in order to seek appropriate advice The manager should write to the employee inviting them to attend a formal review interview. o The letter must make it clear that a possible outcome of the review could be non confirmation of employment. o The letter must state that they have the right to be accompanied at this review by a member of the Trade Union or a work colleague if they wish. o The manager must ensure they allow the employee at least 5 days notice of the meeting. Schools are advised to have their HR Officer present at this review meeting. The meeting will provide the opportunity for an open discussion about the employee s performance and why the manager feels that the employee has not demonstrated their suitability for the post. The employee/representative will be given the opportunity to respond to the manager. Following an adjournment for consideration of the facts the manager will reconvene the meeting and advise the employee of their decision. If the decision has been made not to confirm the employee s employment, the manager should advise the employee of this, advise them of their notice period and their right to appeal against the decision. Where it is decided that an extension may be appropriate this must be confirmed in writing, along with an agreed action plan, timescale and review date. Taking into account the total week s probation an employee has already undertaken, including any previous extensions that may have been granted, an extension of a probationary period should not exceed 10 months. For Part Year staff this should be the equivalent period in working weeks. The agreed review date will be the final review date, whereby the line manager will confirm or not, the employee has satisfactorily completed their probation period. 6

8 Confirmation of the details should be sent to the employee in writing within 5 working days. APPEALING AGAINST THE DECISION Any appeal must be sent to the head teacher within 10 working days of receipt of the outcome letter, outlining the grounds of the appeal. The appeal will be heard by the chair of governors or a panel of governors within 20 working days, giving at least 7 working days notice to the employee. The outcome of the hearing will be notified in writing to the employee, within 5 working days of the appeal hearing. There is no further right of appeal. Termination of employment will not be delayed pending an appeal. However, if as a result of an appeal or for any other reason the dismissal is withdrawn, the reinstatement of the employee will be backdated to the point of dismissal and continuity of service will be maintained. OTHER REASONS FOR GRANTING AN EXTENSION Inconsistent Performance/Conduct If an employee has performed satisfactorily at the 8 week and 16 week review, but performance or conduct has declined between the 16 week and the 24 week review, then this must be raised with the employee. Before taking this step it is recommended that the manager discusses the performance/conduct with their Schools HR Officer and seek further advice and guidance with regard to any extension that may be appropriate, depending on the circumstances/concerns raised. An extension should only occur where the manager is satisfied that such an extension will, with further training and support, lead to a successful completion of the probationary period. A review date should be set to review performance again, and that review meeting should be treated as the final (24 th week) review meeting. If the manager is not convinced that an extension will improve performance or conduct, the reasons why must be discussed with your HR Officer before it is explained to the employee. If it is clear that an extension will not lead to successful completion of the probation period the manager will then go ahead and arrange the 24 week formal review meeting as per the procedure, giving the employee at least 5 days working notice, and notifying them of their right to be accompanied at this review by a member of the Trade Union or a work colleague. Sickness or annual leave during probation Dependant upon the length of time of the absence the manager may feel the need to extend the probation period to allow more time for monitoring. Any extensions should not exceed the maximum probation period of 10 months. or the equivalent working weeks for part year staff. Serious concerns or Gross Misconduct during Probation If at any time during the probationary period the manager feels that a matter of a more serious nature has arisen or an allegation of gross misconduct has been made against the employee the manager should contact their Schools HR Officer immediately. Equality Cheshire East Council will ensure that, when implementing the Probation Procedure no employee will be disadvantaged on the basis of their gender or transgender, marital status or civil partnership, 7

9 racial group, religion or belief, sexual orientation, age, disability, pregnancy or maternity, social or economic status or caring responsibility. This means that the Procedure may need to be adjusted to cater for the specific needs of an individual including the provision of information in alternative formats where necessary. Review This procedure will be reviewed in the light of operating experience and/or changes in legislation. Confirmation the Employment Induction Policy in respect of Haslington Primary School has been discussed and adopted by the Governing Body Signed by: Chair of L&M Committee:...A. Lewis.... Date:..... Chair of Governors:...C. Davies... Date:... Head Teacher:...J. Fitzhugh.... Date:... Agreed at the Meeting of the Governing Body on:... To be reviewed:... November

10 INDUCTION CHECKLIST APPENDIX A 9

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15 PROBATION REVIEW FLOWCHART APPENDIX B 14