Probation

Intent

The intent of the policy is to detail probation arrangements for continuing and fixed term staff.

Scope

Continuing and fixed term appointments may be made subject to a probationary period with the processes for review of performance being specified in the JCU Performance Management Program (PMP). Supervisors are required to ensure ongoing support and direction are provided to employees during probation and to provide feedback on a regular basis.

Policy and Procedures

1. Academic Staff

For new appointees the PMP process should commence within the first three months of employment and must be initiated by the supervisor. Academic Staff at JCU offered a continuing appointment will generally be placed on a 3 year probationary period but will be as specified in the Offer of Appointment.

The University regards its teaching and research roles as central to all of its endeavours, and the primary obligation of each member of staff must be to contribute to high standards of achievement in these areas.

The University therefore requires probationary academic staff to demonstrate satisfactory performance in each of the areas specified in their work plan, consistent with the level of the position held. Specific areas may include:

• Skill in and commitment to teaching, including course and subject development;

• Achievement in research and/or scholarship and/or professional consultancy activities;

• University administration;

• Professional and community involvement; and

• Other areas specified in the individual work plan.

The criteria which must be met in measuring performance in the above areas are outlined below. It is important to note that the criteria should not be applied rigidly, but should be modified in the light of the opportunities available to a new staff member during the probationary period, their experience before appointment to the University, and their approach to academic work.

The standard of evidence required to show that criteria are met are described in the Academic Promotions Policy.

1.1 Teaching

The University expects that members of the probationary academic staff will carry out their teaching and associated tasks conscientiously and effectively, and that they have:

• Established themselves as capable and effective teachers;

• Demonstrated an awareness of the expectations and capabilities of the students, and selected teaching methods appropriate to the subject and the students;

• Demonstrated ability to establish an effective environment for learning;

• Developed a systematic approach to the subject matter and been able to relate it to the objectives of the course of which it is part; and

• Identified the achievements expected of the students and, where appropriate, the relevance of those achievements to professional activities, and communicated them to the students.

Staff are encouraged to supply as much evidence as possible of having achieved these objectives. Evidence must include feedback from students, and may include feedback from colleagues and Heads of Schools.

1.2 Research

The University expects that a member of the probationary academic staff will have had the opportunity to initiate and develop, or to participate creatively in research or other scholarly activity, and that he or she will have shown willingness and ability to acquire the necessary skills and will have applied them methodically. In particular, the staff member will demonstrate that they have:

• Set specific research objectives which, if achieved, represent an addition to knowledge;

• Been able to relate that additional knowledge to the cumulative knowledge of the discipline;

• Identified and justified the methods of achieving the objectives; and

• Either made some progress towards achieving the objectives, or identified specific reasons for lack of progress.

It is recognised that in some disciplines considerable time may pass before any substantial products of research or scholarship become available - it is not the intention to encourage an attitude of "publish at any price". As well as formally published material, indications of partial outcomes and progress reports are relevant.

1.3 University Administration

It is expected that a member of the probationary staff will be performing competently the administration associated with their teaching and research activities and contribute to the administration of the school, if required.

1.4 Professional and Community Involvement

A member of staff may make valuable contributions to a professional body and in relevant community activities, and should report on such matters.

1.5 Process

As part of the PMP the supervisor will be required to provide a recommendation not less than six months prior to the conclusion of probation as to whether the employee be confirmed as an ongoing employee.

While regular feedback from the supervisor is required, particularly in terms of assisting the employee to meet probation requirements, a formal meeting must be held not less than twelve months prior to the end of the probationary period. This could form part of the formal annual review. At this meeting, the supervisor must inform the employee of their progress and any issues that must be resolved to achieve ongoing employment status. This must be followed by a meeting not less than six months prior to the end of probation identifying the final decision of, confirmation of employment, or termination at the end of the probationary period.

It should be noted that, while a probationary staff member's professional and community involvement and administrative and non-teaching internal activities allocated by the head of school would be considered, the essential criteria would be to demonstrate satisfactory performance in teaching, service, and research. Teaching and research performance would generally represent two thirds of the total assessment.

2. General and Research Support Staff

For new appointees the PMP process should commence within the first two weeks of employment. Staff on probation require two reviews, one at mid term and one prior to the last two weeks of the probationary period.

The process will commence within the first two weeks of employment. The supervisor will discuss with the staff member the performance management and career development plan in which performance and career objectives will be discussed and recorded. At the mid-term meeting the supervisor must inform the employee of their progress and any issues that must be resolved to achieve confirmation of appointment.

As a result of the review undertaken at least two weeks before the probation period ends the supervisor will make a recommendation on whether to confirm the appointment or terminate employment.

Generally the probation period will not exceed 3 months. Probationary periods greater than 3 months are allowable if it can be shown they are reasonable, the most important consideration being the nature of the job eg. a key function of the position cannot be undertaken within a short time frame.

3. Fixed-term Contracts

The probationary period for fixed term contracts will generally not be more than 1/3 of the duration of the total period of appointment with a decision on confirmation to be made not later than six weeks prior to the expiry of the probationary period. A probation period will not apply to appointments of less than 3 months duration.

4. When Probation Does Not Apply

There will not normally be probation:

• For appointments of less than three (3) months;

• Where a continuing employee is appointed or seconded to another position in the University;

• Where a fixed-term employee is appointed to a second or subsequent fixed-term position

Related Documents, Legislation or JCU Statutes

Academic Promotions Policy

Performance Management Program

Approval Details

Modification History