Probationary Performance Review

Policy

Category: Human Resources
Subject: Probationary Performance Review
Division: N/A
Policy Number: CA.52.01.114
Effective Date: March 6, 2012

POLICY STATEMENT

Wellington-Dufferin-Guelph Public Health (WDGPH) will conduct probationary performance reviews for all new employees within their probationary period. Employees will receive relevant, timely feedback as it relates to their performance, new job responsibilities and assignments.

Supervisors are responsible for providing performance feedback to employees on an ongoing basis.  Supervisors must complete a formal probationary performance review no later than two weeks prior to the end of each employee’s probationary period.  If there are performance issues a probationary review may be conducted at any time within the probation period.  Appropriate action will be taken to address the performance issue(s).

The decision to confirm employment will be made by the Director in consultation with the Manager and will be based on the employee’s performance during their probationary period and the formal performance review.

SCOPE

This policy applies to all employees who must complete a probationary period as part of their employment contract. 

RESPONSIBILITIES

Senior Management will:
  • Promote probationary policy and procedure to ensure employees receive the necessary orientation, training, and support to successfully complete their probation period;
  • Confirm that probationary performance reviews are conducted as required;
  • Approve employment of new employees who meet the probationary requirements;
  • Conduct probationary performance reviews for employees reporting directly to them according to policy and procedures; and
  • Collaborate with Managers and Human Resources (HR) to finalize probationary process.
Managers will:
  • Organize new employee’s probationary period including orientation, training, and support at all levels, i.e. HR, Program, Division, and Agency;
  • Regularly confirm with the employee during the probationary period that they understand and are receiving the necessary support to successfully complete their probation;
  • Conduct the probationary performance review obtaining feedback from the employee and other personnel two weeks before the probation period ends;
  • Identify areas that require additional training and support to further develop the employee’s ability to perform their responsibilities; and
  • Provide information to the Director in order to hire at the end of probation; determine if a probation extension is necessary.
Human Resources will:
  • Assist and respond to inquiries from management and employees regarding probationary performance process;
  • Issue Performance Review reports on a monthly, quarterly and annual basis identifying probationary performance review due dates;
  • Organize HR orientation, training and any additional information to support the employee during their probationary period;
  • Ensure the probationary performance reviews are conducted in a timely manner according to the policy and procedure; and
  • Process finalized probationary performance documents for input in the Human Resources Information System.
Employees will:
  • Understand the probationary performance policy and procedure;
  • Participate fully in the orientation and training process during probationary period;
  • Identify areas that require additional training and seek support from immediate Supervisor;
  • Provide feedback to their immediate Supervisor during the probationary performance review; and
  • Offer suggestions and recommendations relating to the overall probationary performance process.

DEFINITIONS

Probationary Performance Review – An initial analysis of an employee’s work performance from the date of hire to the end of the specified probation period to determine the degree the job responsibilities have been reached within that time period.

The probationary periods are:

  1. Outlined in the collective agreement for unionized staff; and
  2. 120 working days for non-union staff.

 

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Procedure:  CA.52.02.114 Probationary Performance Review
CA.52 01.105  Performance Review and Professional Development/Goal Setting Process
CA.52.01.109  Recruitment and Selection
CA.52.01.112  Orientation – Employees, Students and Volunteers
CA.30.01.124  Probationary Performance Review Form

APPROVED BY

Carole Desmeules 


Procedure

Category: Human Resources
Subject: Probationary Performance Review
Division: N/A
Procedure Number: Probationary Performance Review
Effective Date: March 6, 2012

PROCEDURE

  1. Commencing from the employee’s hire date, the Supervisor will ensure that the employee receives the necessary orientation, training and support throughout the probationary period as required.
  2. Two weeks prior to the end of the probationary period, the Supervisor will review the employee job description, assignment, progress and performance expectations as identified in the CA.30.01.124 Probationary Performance Review form. Part of this review is to include discussions with peers of new employees to assist in assessing the new employee’s relationships with the organization and tasks completed.  The Supervisor will maintain confidentiality of information when conducting probationary performance reviews.
  3. The Supervisor will complete a formal Probationary Performance Review. If there are issues in the performance of a new employee prior to the end of the probationary period, the review can be completed at any point within the probationary period
  4. Following the completion of the Probationary Performance Review, the Supervisor will contact the division Director to review the recommendations for the employee’s permanent employment or termination of employment.  The Supervisor and Director may also decide on an extension of the probationary period.
  5. The Supervisor and Director may also decide on an extension of the probationary period.  For employees who require an extension of their probationary period, the Supervisor will arrange a meeting with the employee to discuss the reason(s) for the extension, the new probationary review date and the areas the employee needs to address during the extended probationary period.  Two weeks prior to the end of their extended period, a final decision will be provided.  If there are performance issues, a review and final decision can be made earlier during the extended probationary period.
  6. The Director, Finance and Corporate Services will review any termination of an employee and will advise the Medical Officer of Health (MOH) prior to an employee termination.  If the recommendation is to terminate the employee, refer to the WDGPH policy CA.52.01.127 Terminations and work with Human Resources. In fairness to employees and management, decisions regarding termination should not be left to the last two weeks of the probationary period.
  7. For employees who are recommended for permanent employment, the Supervisor will schedule a meeting with the employee to:
  • Discuss the Probationary Performance Review with the employee and request they sign the Probationary Performance Review form;
  • Discuss any current and ongoing professional development the employee needs regarding their job assignment; and
  • Schedule a Performance Review and Professional Development/Goal Setting date annually to be completed a year from the employee’s start date.
  1. The Supervisor will collect all signed forms and forward them to the Director and/or Medical Officer of Health for signature. 
  2. The Director and/or Medical Officer of Health will review the forms, sign and forward the original form to Human Resources.
  3. Human Resources will make two photocopies which will be sent to the Supervisor and employee and the original will be placed in the employee’s personnel file.
  4. ​Human Resources will process finalized probationary performance review documents for input in the Human Resources Information System.

REFERENCES AND RELATED FORMS, POLICIES AND PROCEDURES

Corresponding Policy:  CA.52.01 114  Probationary Performance Review
CA.52.01.105  Performance Review and Professional Development/Goal Setting Process
CA.52.01.109  Recruitment & Selection
CA.52.01.112  Orientation – Employees, Students and Volunteers
CA.30.01.124  Probationary Performance Review Form

APPROVED BY

Carole Desmeules