Probationary Period Policy

Purpose

This policy sets out the process for evaluating the performance of new employees to Wilson Vale Catering who are required to serve a probationary period. It aims to ensure that during their probationary period, employees are given every opportunity to demonstrate expected standards of conduct, attendance, capability, and competence for the post to which they have been appointed, within a supportive framework.

This policy applies to all Wilson Vale employees who are required to complete a probationary period. The policy applies to all new full-time, part-time, and permanent and temporary employees, newly promoted employees but does not apply to employees who have come into Wilson Vale Catering as a result of a TUPE transfer unless the employee is within their probationary period at the point of TUPE transfer

This policy does not form part of an employee’s contract of employment and Wilson Vale Catering may amend this policy at any time.

Introduction

It is Wilson Vale’s policy to operate probationary periods for all new employees, and in some cases in respect of employees who have been transferred or promoted into different posts.

This policy is intended to allow both the employee and the Manager to assess objectively whether or not the employee is suitable for the role. During this period your suitability, conduct and performance will be assessed using a probationary review form. This will allow you to bring up any concerns that you may have. If during this time your manager has any concerns, then they will raise them with you.

The Manager is responsible under this policy for ensuring that all new employees are properly monitored during their probationary period. If any problems arise, the Manager should address these promptly. This will ensure that the employee is aware that some aspect of their performance or conduct is unsatisfactory and prevent the problem from escalating.

New employees will not be permitted to take any holiday during their probationary period unless otherwise agreed with their Manager.

Length of Probation

Wilson Vale’s standard period of probation is 26 weeks for all Managers and 13 weeks for all other employees. For employees that work within a school, the probationary period will be two full terms (applicable to the term period that the school operates). Existing employees (transfer or promotion) will be subject to a 13 week period of probation.

Reviews During Probation

The Manager should review and assess the employee's performance, capability and suitability for the role at least once a month during the employee's probationary period, and again at the end of the probationary period. A clear record should be made of each review meeting using the Probationary Review Meeting Form. Please refer to the Probationary Review Meeting Form.

During an employee's probation, the Manager should provide regular feedback to the employee about their performance and progress, and should there be any problem areas, raise these with the employee as soon as possible with a view to resolving them. This will allow the employee to bring up any concerns that they may have too. The Manager is also responsible for providing guidance and support and for identifying and arranging any necessary training or coaching.

Extending Probationary Periods

Wilson Vale Catering reserves the right to extend an employee's period of probation at its discretion, with the total period of probation being no longer than 12 months.

An extension may be implemented in circumstances where the employee's performance during probation has not been entirely satisfactory, but it is thought likely that an extension to the probationary period may lead to an improvement, or where the employee has been absent from the workplace for an extended period during probation.

Before extending an employee's probationary period, the Manager must discuss this with their HR Representative. If an extension to the probationary period is agreed, the Manager will confirm the terms of the extension in writing to the employee, including:

The length of the extension and the date on which the extended period of probation will end.
The reason for the extension and if the reason is unsatisfactory performance, details of how and why performance has fallen short of the required standards.
The performance standards or objectives that the employee is required to achieve by the end of the extended period of probation.
Any support, for example further training, that will be provided during the extended period of probation.
A statement that, if the employee does not meet fully the required standards by the end of the extended period of probation, their employment will be terminated.

Irregularities Discovered During the Probationary Period

If, during an employee's probation, it is suspected or established that the employee does not have the qualifications, skills, experience, or knowledge that they claimed to have at the time of recruitment, the matter will be discussed with the employee to establish the facts. If the evidence suggests that the employee misrepresented their abilities in any way, Wilson Vale Catering may terminate the employment in line with the notice and termination clause set out in the employee’s contract of employment. If the employee is an existing employee who has been transferred or promoted into a different role, Wilson Vale Catering’s normal disciplinary procedure must be followed in full.

End of Probation

At the end of the probationary period, the Manager should conduct a final review of the employee's performance and suitability for the job. This will involve a meeting with the employee to discuss their performance and progress throughout the period of probation. The review must be conducted on or shortly before the date on which the employee's probationary period comes to an end. If the employee's performance is satisfactory, the Manager should issue a letter confirming successful completion of probation to the employee.

If the employee's performance has not met the standards required by Wilson Vale Catering, the Manager should discuss the matter with a HR Representative before any decision is made to terminate the employee's employment.

Termination of Employment

If an employee's performance while on probation has been unsatisfactory, despite support from their Manager and it is thought unlikely that further training or support would lead to a satisfactory level of improvement, the employment will be terminated at the end of the period of probation. If, however, there is clear evidence prior to the end of the probationary period that suggests the employees is unsuitable for the role, the Manager should discuss the matter with a HR Representative with a view to terminating the employee’s contract early.

Where a decision is taken to terminate the employee's employment, the employee must be informed of the reason for the termination. The employee should be invited to a formal Probation Review Meeting, with the right to be accompanied by a colleague or accredited trade union representative offered. The Manager will write to the employee confirming the termination and the reason for it. The employee will be given an opportunity to appeal the decision.

If the intention is for an employee's employment to be terminated after the expiry of the probationary period, or if the employee is an existing employee who has been transferred or promoted into a different role, Wilson Vale Catering’s normal capability or disciplinary procedure must be followed in full.

If an employee’s probationary period expires without having conducted the required end of probation review, then the probationary period will automatically be deemed as successful, and the employee will be appointed into that role.

If the employee wishes to terminate their employment during the period of probation, we will require the employee to put their request in writing to the Manager giving the appropriate notice period as detailed in the employee’s contract of employment.