Part D

D15. Probationary Appointments

D15.1 Introduction
D15.2 Policy statement
D15.3 Procedures
   D15.3.1 Probationary period
   D15.3.2 Performance reviews
   D15.3.3 Confirmation of appointment
   D15.3.4 Termination of appointment
   D15.3.5 Documentation

D15.1 Introduction

Policy reference number	D15 Probationary Appointments
Scope and application	These policy and procedures apply to all continuing and fixed term appointments
HR contacts	HR Client Services Team
Policy type/category	Management
Related legislation/ regulations/guidelines	University of Southern Queensland Certified Agreement 2005-2008
Associated USQ policies	Section G2: Managing Unsatisfactory Performance Section I1: Termination of Employment
Delegations authority	Delegate	Authority
	Category 4 Delegate or above	Completion of final review before expiry date Recommendation to confirm or terminate appointments during probation at USQ Levels 1 to 10
	Category 2 Delegate or above	Confirm appointments for all positions at Academic Levels A, B and C Recommend termination during probation for positions at Academic Levels A, B and C
	Vice-Chancellor	Confirm appointments for all positions at Academic Levels D and E and above; and for all positions at Senior Management Levels 1, 2, 3 and 4 and above, including Deputy Vice-Chancellors and General Manager Terminate appointment during probation for all employees at all levels on recommendation of relevant delegate (except VC)
	Council	Confirm appointment or terminate appointment during probation for the Vice-Chancellor
	Executive Director, Human Resources	Confirm general employee appointments at USQ Levels 1 to 10 on receipt of final review
Approval authority	Council for policy statements Vice-Chancellor or General Manager for procedures
Review date/s	Written June 1998 Updated D15.5 'Delegations', March 2005 Updated October 2005

D15.2 Policy statement

University employees appointed on a continuing or fixed term basis will normally serve an initial probationary period prior to having their continuing appointment confirmed.

(Approved by Council June 1998)

D15.3 Procedures

D15.3.1 Probationary period

D15.3.1(a) At the commencement of employment, employees appointed on a continuing basis will serve a probationary period and undertake reviews at the intervals set out below.

Employee Classification	Probationary Period	Probationary Reviews will normally be conducted on or before:
General employees
USQ Levels 1 to 5	3 months	2nd week and 6th week
USQ Levels 6 to 10	6 months	2nd month and 5th month
Foundation/Uniprep/English Language Teaching Employees	12 months	3rd month, 8th month and 11th month
Academic Employees	up to 3 years	12th month, 24th month, 30th month

D15.3.1(b) If, during the probationary period, an employee is granted any continuous periods of leave of one month or more (including periods of leave for maternity or illness/injury purposes), the maximum probationary period will be the period nominated above plus an additional period which equates to the period of leave taken.

D15.3.1(c) For fixed term appointments of 1 year or less, in any classification, a maximum probationary period of 3 months will apply. All other fixed term appointments extending beyond 1 year will be subject to a probationary period of normally one-third of the fixed term appointment.

D15.3.1(d) In exceptional circumstances, the probationary period may be waived or shortened. The usual probationary period can be waived or shortened by a recommendation of the selection panel to the Vice-Chancellor. In making the recommendation/decision, the selection panel and the Vice-Chancellor will have regard to prior service, qualifications, experience and the performance of the appointee in their previous position.

D15.3.1(e) An existing employee moving to a new position within the University will not normally be required to serve a probationary period provided the employee has satisfactorily completed their initial probationary employment with USQ. However in exceptional circumstances, a probationary period may apply.

D15.3.1(f) A decision to waive, shorten or apply a probationary period will be stated in the employee's letter of appointment.

D15.3.2 Performance reviews

D15.3.2(a) Following commencement of a new employee, Human Resources will provide the Category 4 Delegate or above with instructions and timelines for the completion of necessary probationary reviews. Further information on the performance review process can be found in HR Policy G1: Performance Planning and Review.

D15.3.2(b) The Category 4 Delegate or above will ensure that performance reviews are carried out by the due date.

D15.3.2(c) Where probationary reviews are not carried out or not reasonably documented it will be assumed that such procedures were not necessary and the employee's performance will be deemed to be satisfactory.

D15.3.3 Confirmation of appointment

Following the last probationary review the appropriate Delegate will make a written recommendation to the Executive Director, Human Resources confirming or terminating the appointment. The employee will be advised of the decision in writing.

D15.3.4 Termination of appointment

D15.3.4(a) The employee's appointment may be terminated at any time during the probationary period in accordance with the provisions and procedures contained within HR Policy I1: Termination of Employment.

D15.3.5 Documentation

D15.3.5(a) The documentation to be used for the probation process is available from the Human Resources website.

D15.3.5(b) All completed documentation will be retained by the faculty or section on a confidential file until the end of the process.

D15.3.5(c) At the completion of the probationary process all documentation will be forwarded to Human Resources for action and confidential storage.