Policy on Probation. Director: Human Resources. Date approved: Implementation date:

Transcription

1 Status: Custodian: Approved Date approved: Implementation date: Director: Human Resources Decision number: SAQA 1299/13 Due for review: =15 File Number: File Reference: 1

2 CONTENTS 1. Introduction 3 2. Purpose Principles Process Confirmation of appointment Termination.. 4 File Reference: 2

3 1. Introduction The recruitment process has as its objective to select the most suitable candidate for a position, taking into account a range of factors, e.g. the prospective employee s qualifications, experience, competencies (Skills, Knowledge and Attributes) and potential as well as the organisation s Employment Equity/Affirmative Action requirements. The employment decision relies inter alia on the representations made by the prospective employee at the interview(s). Upon employment the employer needs to establish/evaluate whether the employee has the capabilities to perform the job to the required output standards and whether the employee is compatible with the organisation and its culture. The probation period is governed by the same principles that regulate the Performance and Development Management System, albeit over a shorter period. 2. Purpose The purpose of probation is to give the employer an opportunity to evaluate the employee s performance and compatibility with the organisation before confirming the appointment. 3. Principles 3.1 Probation should not be used to deprive employees of confirmed appointment. 3.2 Probation period shall be for a period of up to six months and may, under specific circumstances, be extended up to no more than nine months. 3.3 Frequent and specific feedback on the performance progress must be provided to the probationer. 4. Process 4.1 At the outset, the line manager has to ensure that the employee understands and agrees: What the deliverables for the job are What quality standards are required? How output and quality will be measured/assessed and by whom At what frequency assessment will be done (at least two formal assessments) How the assessment will be recorded What the consequences of not meeting the required output and quality specifications of the job will be. 4.2 During the probation period the line manager will Assign the employee the tasks required to be performed on the job Provide reasonable assistance, training, development and guidance to enable the employee to perform satisfactorily. File Reference: 3

4 4.2.3 Observe the employee s performance and provide feedback on how he/she is progressing. Feedback shall comprise of day-to-day informal discussions, advice, assistance, counseling or coaching. This need not be in writing but should be referred to during the formal assessment sessions. 4.3 The formal assessments referred to in shall be in writing, signed by both parties and shall be in addition to the day-to-day guidance provided by the line manager. Assessments shall comprise of predetermined and formal feedback sessions. 4.4 Where performance is sub-standard, specific measures must be agreed to address the performance gap prior to the next assessment period. 4.5 Feedback should not be left until the end of the probation period before being provided to the employee. 4.6 The employee may be represented by a co-worker or union representative during the formal assessment sessions. 5. Confirmation of appointment 5.1 The director may at any stage during the probation period (after at least one month after appointment) recommend that the employee s appointment be confirmed, if the Director is satisfied that the employee adequately meets all the relevant requirements. 5.2 Confirmation of appointment after successful probation must be in writing and signed by the relevant company representative. The parties should, at this stage, conclude the normal Performance and Development Management contracting for the remainder of the PDMS cycle. 6. Termination Where the employee has failed to reach the output and quality required for the job at the conclusion of the probation period, the employee s services will be terminated with notice. The employee should be allowed a fair opportunity to make representation and may have his /her representative present. File Reference: 4

5 PROBATIONARY EMPLOYEE PERFORMANCE EVALUATION FORM Name of employee: Directorate: Job Title: Line Manager/Director: Probation end date: N.B. Review interval: Twice within probationary period Please initial each page!! SECTION A: TO BE COMPLETED BY EVALUATOR Indicate the evaluation of the employee's job performance by using the following assessment scale. Assessment definitions Replaced previous table Rating Description 5 Consistently exceeds the required standard of performance 4 Significantly higher than the required standard of performance 3 Fully meets the required standard of performance 2 Below the required standard of performance 1 Does not meet the required standard of performance File Reference: 5

6 1 ST ASSESS- MENT 2 ND ASSESS- MENT 1 QUALITY OF WORK The extent to which the employee accomplishes assigned work of a specified quality within a specified time period. 2 QUALITY OF COMPLETED STAFF WORK The extent to which the employee's work is well executed, thorough, effective, accurate. 3 KNOWLEDGE OF JOB The extent to which the employee knows and demonstrates why the work is done, given the employee's length of time in his/her current position: File Reference: 6

7 1 ST ASSESS- MENT 2 ND ASSESS- MENT 4 RELATIONS WITH SUPERVISOR The manner in which the employee responds to supervisory directions and comments. 5 COOPERATION WITH COLLEAGUES - INTERPERSONAL SKILLS The extent to which the employee gets along with other individuals. Consider the employee's tact, courtesy, and effectiveness in dealing with co-workers, supervisors, and customers. 6 COMMUNICATIONS The extent to which the employee understands verbal and written communication In English. Please also comment on listening skills, writing, verbal and presentation skills. 7 ATTENDANCE AND RELIABILITY The extent to which employee arrives on time and demonstrates consistent attendance; the extent to which the employee contacts supervisor on a timely basis when employee will be late or absent. File Reference: 7

8 8 INITIATIVE AND CREATIVITY The extent to which the employee is self directed, resourceful and creative in meeting job objectives; consider how well the employee follows through on assignments and modifies or develops new ideas, methods, or procedures to effectively meet changing circumstances. 9 CAPACITY TO DEVELOP The extent to which the employee demonstrates the ability and willingness to accept new/more complex duties/responsibilities. File Reference: 8

9 SECTION B: TO BE COMPLETED BY EVALUATOR 1. Does this employee demonstrate the expertise and general skill level you expected based on the job requirements? es No If no, in what way does this employee s performance differ from your expectations? 2. Do you consider this employee to be making progress appropriate to his/her length of employment? es No If no, please describe the areas that need improvement? 3. Have you made arrangements for the employee to receive additional training? es No If yes, what training? Where conducted? 4. Have you spoken to the employee about areas of concern at any time other than during this probationary review? es No If yes, what was the employee s reaction to the discussion? File Reference: 9

10 5. What goals have you and this employee set for the next few weeks/ months on the job? 6. Does it seem probable that this employee will satisfactorily complete the probationary period? es No If no, please explain. 7. Recommended action File Reference: 10

11 SECTION C: TO BE COMPLETED BY EMPLOYEE 1. Did you undergo a formal HR orientation? es No Was your formal HR orientation session helpful? es No Please elaborate? 2. Did you undergo a formal directorate orientation es No Was your formal directorate orientation helpful? es No Please elaborate? 3. Are you starting to feel comfortable in your new job? es No If no, what can be done to help you feel more comfortable? 4. Did you receive a job description? es No Is the job you are doing different from what was described to you, either verbally or on your job description? es No If yes, in what way does it differ? File Reference: 11

12 5. Do you feel that you have the knowledge/skills to be proficient at your job? es If no, what additional support or training do you feel you need to become proficient? No 6. Has your supervisor spoken with you about your progress to date? If yes, what was the outcome? es No SECTION D: GENERAL COMMENTS 1. Employee comments (please include date; attach additional paper if necessary): 2. Evaluator comments (please include date; attach additional paper if necessary): File Reference: 12

13 RECOMMENDATION to be completed only at last evaluation before end of probationary period: I recommend that this probationary employee be permanently employed by SAQA. I recommend that the probationary period be extended by.. months. NB. Very specific and measurable outputs/targets must be defined for the employee to meet over the period of extension of the probation. I do not recommend that this probationary employee be permanently employed by SAQA and that termination of contract procedures be instituted. Comments to Evaluator and Employee. Evaluators should discuss the evaluation results with the employee. Employees must always be given a copy of the evaluation for their own records. Both the evaluator and the employee should sign the evaluation form. Both the employees and the evaluator are strongly encouraged to include written comments. 1 ST ASSESSMENT Evaluator Signature and Date Employee Signature and Date 2 nd ASSESSMENT Evaluator Signature and Date Employee Signature and Date CONFIRMATION OF APPOINTMENT Confirmation of the permanent appointment of the probationary employee is hereby approved/not approved. Chief Executive Officer Date File Reference: 13