People Talent and Culture (PTC) reviewed the Academic Probation process with input and feedback from the relevant stakeholders to create consistent practice and management of the process, increase compliance and reduce risks to the University.
From March 2024, standard review timings will be in place and a new suite of informative email templates will be sent to Line Managers and staff members. A new standardised online Academic Probation Review Summary will be in place and an optional Staff Member Statement will be available.
These standardised email and document templates provide timelines, instructions and recommendations to Line Managers, staff members and the relevant Academic Probation Review Committee. They make clear the responsibilities of each and ensure a consistent staff experience.
The following is a high level overview of the Academic Probation Process Map (links to full size image).
Timings of reviews are guided by Policy and Procedure and allow sufficient time for any required actions to be implemented.
|
Template email to be sent |
Email sent from |
Email received by |
Time frame |
|
|
Staff member |
Line Manager |
|||
|
Customised New Starter Induction & Academic Probation email to Line Manager |
People Central |
No |
Yes |
When staff member commences |
|
Generic Academic Probation Review preparation email to Line Manager |
People Central |
No |
Yes |
Sent 6-8 weeks prior to Committee meeting at each review point (9, 18, 27 months)
|
|
Generic Academic Probation Review preparation email to staff member |
People Central |
Yes |
No |
Sent 6-8 weeks prior to Committee meeting at each review point (9, 18, 27 months)
|
|
Generic Academic Probation Committee feedback notification email to Line Manager |
People Central |
No |
Yes |
Sent approximately 2 weeks after the Committee meeting after each review point (9, 18, 27 months) |
|
Status |
Definition |
|
Initial |
Initial review date at 9 months |
|
Mid-Point |
Mid-Point review date at 18 months |
|
Final |
Final review date at 27 months |
|
Awaiting Completion |
Final review date has passed but the probation end date has not yet been reached. The staff member’s record will sit at this status until the probation end date has passed. |
|
Complete |
The probation end date has passed |
|
TBC |
If there is a blank Initial review date |
*All statuses are determined by a specific review date. The status will automatically update once the date of the review has passed. Please notify People Central if any issues arise regarding a staff member's probation record.