Probation

For:

Extension of probation: The University reserves the right to extend the period of probation in appropriate circumstances, for example where there are concerns that the employee has not met the standard for confirmation of appointment within the one year probationary period or where there has been a significant period of absence. Extension should only be considered where there is a realistic probability of the employee meeting the required performance standards in the additional period. The length of the extension should be appropriate to the time required for the individual to develop and demonstrate the necessary skills to undertake the job effectively. The maximum period of extension is three months (For the E&R job family, the maximum period of extension is 12 months).

Non Confirmation of Probation: No later than one month before the expiry of the period of probation, the appropriate manager/Pro-Vice-Chancellor/Head of Service will submit a written report to the Director of Human Resources. At least one week prior to submitting the report, the appropriate manager/Pro-Vice-Chancellor/Head of Service will send a copy to the member of staff (for Professional Services staff grades B-D the manager should offer to meet with the member of staff to discuss their performance). The member of staff may submit their own written comments to the Director of Human Resourcesvia the appropriate manager/Pro-Vice-Chancellor/Head of Service. The appropriate manager/Pro-Vice-Chancellor/Head of Service’s report should include a clear recommendation of confirmation or non-confirmation of appointment.

Professional Services staff Grades E and above and academic staff will be informed in writing where non-confirmation of appointment is recommended, and given a minimum of 14 days’ notice that a meeting will be held under the non-confirmation of probation procedure and that their ongoing employment is at risk. All papers will be circulated at least 7 days prior to the meeting.

Appeal: Employees have the right to appeal any decision to dismiss under this procedure.

Non Confirmation of Probation: on or before the last day of the probationary period the employee will be informed in writing that they have not met the required standards of performance (and/or conduct). The Director of Human Resources will take a decision on whether to proceed with the non-confirmation of probation procedure, or whether to delay enacting this ((for definition of delay see information on temporary changes to procedures). In reaching this decision, consideration will be given to the applicable non-confirmation of probation procedure for the role/grade and/or whether alternative means of conducting a non-confirmation of probation meeting can reasonably be followed, i.e. by Microsoft Teams or partially in person. A temporary variation may be made to allow any suitable manager (Grade H upwards) to chair the hearing, the level of HR support for the panel and the manager presenting the report to the meeting. Timescales for the meeting to be held by, paperwork to be received by and outcomes to be agreed by will be agreed as reasonable. This will not affect an employee’s right of appeal and the period for raising an appeal will be set out in the outcome letter.

Appeal: all employees dismissed for non-confirmation of probation continue to have a right to appeal. There may be a delay in the University being able to hear an appeal, and the employee will be informed of the likely timeframe in writing as soon as possible following receipt of their appeal


Support staff

All new appointments to the University are subject to an initial period of probation of twelve months.

The University reserves the right to extend the period of probation in appropriate circumstances, for example where there are concerns that the employee has not met the standard for confirmation of appointment within the one year probationary period or where there has been a significant period of absence, for example due to sickness, maternity or other family-friendly leave. Any proposal to extend a period of probation will be the subject of discussion with the member of staff. The discussion will include the reasons for the extension, the targets to be met and the time period. The member of staff will be informed of their right to be accompanied to any meetings. The details of the extension, reasons for extension and targets to be met and time period will be put in writing to the member of staff within 14 days of the decision to extend.

Procedure for non-confirmation and dismissal within the probationary period

Support staff Grades A-D

No later than one month before than the expiry of the period of probation, the appropriate manager in the College/Service will submit a written report to the Director of Human Resources*. The report should include a clear recommendation of confirmation or non-confirmation of appointment. Prior to submitting the report, the manager should offer to meet with the member of staff to discuss their performance and the manager’s recommendation. The member of staff may add their own written comments to manager’s report before it is submitted to the Director of Human Resources*.

Where confirmation of appointment is recommended, the Director of Human Resources* will advise the member of staff in writing that their appointment is confirmed.

Where non-confirmation of appointment is recommended, the Director of Human Resources* will give notice to the member of staff that their employment is to be terminated (in accordance with the notice requirements during probation for staff in Grades A – D). This letter will also advise of the right of appeal and the procedure to be followed to make an appeal.

The member of staff may exercise their right of appeal by writing to the Director of Human Resources* within 7 days of the date of the notification. The appeal will be considered by the College Dean/Head of Service*, or a senior manager in another College or Service nominated by the Director of Human Resources*, who has not previously been involved in the decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting. The member of staff may be accompanied by a trade union representative or fellow worker. The College/Service and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The manager considering the matter will hear evidence from the appropriate manager and may call other witnesses to attend. The manager may be advised by a representative of the Director of Human Resources or the University’s solicitor. The appeal will follow the University’s standard appeal procedure at the hearing and the decision of the manager will be final. The manager may confirm the appointment, in which case the employee will be re-instated, or agree that the appointment should not be confirmed, in which case the dismissal will stand.

The University reserves the right to invoke this procedure at any time during the period of probation where concerns about the member of staff’s performance, competence, attendance or conduct which may lead to a decision that the requirements for confirmation of appointment have not been met.

* or designate

Support staff Grades E and above

No later than one month before the expiry of the period of probation, the College Dean/Head of Service will submit a written report to the Director of Human Resources. At least one week prior to submitting the report, the College Dean/Head of Service will send a copy to the member of staff. The member of staff may submit their own written comments to the Director of Human Resources, via their College Dean/Head of Service . The Dean/Head’s report should include a clear recommendation of confirmation or non-confirmation of appointment.

Where confirmation of appointment is recommended, the Director of Human Resources will advise the member of staff in writing. Where non-confirmation of appointment is recommended, the matter with be referred to a College Dean/Head of Service or Deputy Vice Chancellor (who has had no previous involvement) for a decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting and warned that their on-going employment is at risk. The member of staff may be accompanied by a trade union representative or fellow worker. The College Dean/Head of Service and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The Dean/Head/ Deputy Vice Chancellor considering the matter (who may be advised by a representative of the Director of Human Resources) will hear evidence from the College Dean/Head of Service and may call other witnesses to attend.

The Dean/Head/ Deputy Vice Chancellor considering the matter may confirm the appointment or agree that the appointment should not be confirmed. In the latter instance, the Director of Human Resources will write to the member of staff within 7 days of the meeting to advise of the decision and to give notice of dismissal. This letter will also advise of the right of appeal and the procedure to be followed to make an appeal. The member of staff may exercise their right of appeal by writing to the Director of Human Resources within 14 days of the date of the notification.

The appeal will be considered by a panel who have not previously been involved in the decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting. The member of staff may be accompanied by a trade union representative or fellow worker; the University’s case may be presented by a representative of the Director of Human Resources or the University’s solicitor. The University and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The appeal panel will follow the University’s standard appeal procedure at the hearing and the decision of the appeal panel will be final.

The University reserves the right to invoke this procedure at any time during the period of probation where concerns about the member of staff’s performance, competence, attendance or conduct which may lead to a decision that the requirements for confirmation of appointment have not been met.

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Research

All new appointments to the University are subject to an initial period of probation of twelve months.

The University reserves the right to extend the period of probation in appropriate circumstances, for example where there are concerns that the employee has not met the standard for confirmation of appointment within the one year probationary period or where there has been a significant period of absence, for example due to sickness, maternity or other family-friendly leave. Any proposal to extend a period of probation will be the subject of discussion with the member of staff. The discussion will include the reasons for the extension, the targets to be met and the time period. The member of staff will be informed of their right to be accompanied to any meetings. The details of the extension, reasons for extension and targets to be met and time period will be put in writing to the member of staff within 14 days of the decision to extend.

Procedure for non-confirmation and dismissal within the probationary period

No later than one month before the expiry of the period of probation, the College Dean/Head of Service will submit a written report to the Director of Human Resources. At least one week prior to submitting the report, the College Dean/Head of Service will send a copy to the member of staff. The member of staff may submit their own written comments to the Director of Human Resources, via their College Dean/Head of Service . The Dean/Head’s report should include a clear recommendation of confirmation or non-confirmation of appointment.

Where confirmation of appointment is recommended, the Director of Human Resources will advise the member of staff in writing. Where non-confirmation of appointment is recommended, the matter with be referred to a College Dean/Head of Service or Deputy Vice Chancellor (who has had no previous involvement) for a decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting and warned that their on-going employment is at risk. The member of staff may be accompanied by a trade union representative or fellow worker. The College Dean/Head of Service and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The Dean/Head/ Deputy Vice Chancellor considering the matter (who may be advised by a representative of the Director of Human Resources) will hear evidence from the College Dean/Head of Service and may call other witnesses to attend.

The Dean/Head/ Deputy Vice Chancellor considering the matter may confirm the appointment or agree that the appointment should not be confirmed. In the latter instance, the Director of Human Resources will write to the member of staff within 7 days of the meeting to advise of the decision and to give notice of dismissal. This letter will also advise of the right of appeal and the procedure to be followed to make an appeal. The member of staff may exercise their right of appeal by writing to the Director of Human Resources within 14 days of the date of the notification.

The appeal will be considered by a panel who have not previously been involved in the decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting. The member of staff may be accompanied by a trade union representative or fellow worker; the University’s case may be presented by a representative of the Director of Human Resources or the University’s solicitor. The University and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The appeal panel will follow the University’s standard appeal procedure at the hearing and the decision of the appeal panel will be final.

The University reserves the right to invoke this procedure at any time during the period of probation where concerns about the member of staff’s performance, competence, attendance or conduct which may lead to a decision that the requirements for confirmation of appointment have not been met.

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Education & Research

New Lecturer appointments are subject to a Professional Development Programme of up to five years.

New Senior Lecturer and Associate Professor appointments will be subject to a probationary period of one year. The University reserves the right to extend this by up to 12 months where there are concerns that the employee has not met the standard for confirmation of appointment within the one year probationary period.

Procedure for non-confirmation and dismissal within the probationary period

No later than the expiry of the period of probation, the College Dean will submit a written report to the appropriate Deputy Vice Chancellor. At least one week prior to submitting the report to the Deputy Vice Chancellor, the College Dean will send a copy to the member of staff. The member of staff may submit their own written comments to the Deputy Vice Chancellor, via their College Dean.

Upon receipt of the written submissions, the Deputy Vice Chancellor may confirm the appointment and the Director of Human Resources will confirm this in writing. The Deputy Vice Chancellor may also ask for further written evidence from the College and/or member of staff prior to making a decision. Any further evidence requested and submitted will be copied to the College Dean and member of staff.

Alternatively, the Deputy Vice Chancellor may refer the decision to a panel chaired by a Deputy Vice Chancellor; the other members of the panel will be drawn from current College Deans and Directors of Research and current and former Deputy Vice Chancellors and Deans. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting and warned that their on-going employment is at risk. The member of staff may be accompanied by a trade union representative or fellow worker. The College Dean and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The panel will hear evidence from the College Dean and may call other witnesses to attend. The panel may be advised by a representative of the Director of Human Resources.

The panel may confirm the appointment or agree that the appointment should not be confirmed. In the latter instance, the Director of Human Resources will write to the member of staff within 7 days of the meeting to advise of the decision and to give notice of dismissal. This letter will also advise of the right of appeal and the procedure to be followed to make an appeal. The member of staff may exercise their right of appeal by writing to the Director of Human Resources within 14 days of the date of the notification.

The appeal will be considered by a panel who have not previously been involved in the decision, comprising a Deputy Vice Chancellor, a lay member of Council and a member of Senate. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting. The member of staff may be accompanied by a trade union representative or fellow worker; the University’s case may be presented by a representative of the Director of Human Resources or the University’s solicitor. The University and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The appeal panel will follow the University’s standard appeal procedure at the hearing and the decision of the appeal panel will be final.

The University reserves the right to invoke this procedure at any time during the period of probation where concerns about the member of staff’s performance, competence, attendance or conduct which may lead to a decision that the requirements for confirmation of appointment have not been met.

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Education & Scholarship

All new appointments to the University are subject to an initial period of probation of twelve months.

The University reserves the right to extend the period of probation in appropriate circumstances, for example where there are concerns that the employee has not met the standard for confirmation of appointment within the one year probationary period or where there has been a significant period of absence, for example due to sickness, maternity or other family-friendly leave. Any proposal to extend a period of probation will be the subject of discussion with the member of staff. The discussion will include the reasons for the extension, the targets to be met and the time period. The member of staff will be informed of their right to be accompanied to any meetings. The details of the extension, reasons for extension and targets to be met and time period will be put in writing to the member of staff within 14 days of the decision to extend.

Procedure for non-confirmation and dismissal within the probationary period

No later than one month before the expiry of the period of probation, the College Dean/Head of Service will submit a written report to the Director of Human Resources. At least one week prior to submitting the report, the College Dean/Head of Service will send a copy to the member of staff. The member of staff may submit their own written comments to the Director of Human Resources, via their College Dean/Head of Service . The Dean/Head’s report should include a clear recommendation of confirmation or non-confirmation of appointment.

Where confirmation of appointment is recommended, the Director of Human Resources will advise the member of staff in writing. Where non-confirmation of appointment is recommended, the matter with be referred to a College Dean/Head of Service or Deputy Vice Chancellor (who has had no previous involvement) for a decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting and warned that their on-going employment is at risk. The member of staff may be accompanied by a trade union representative or fellow worker. The College Dean/Head of Service and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The Dean/Head/ Deputy Vice Chancellor considering the matter (who may be advised by a representative of the Director of Human Resources) will hear evidence from the College Dean/Head of Service and may call other witnesses to attend.

The Dean/Head/ Deputy Vice Chancellor considering the matter may confirm the appointment or agree that the appointment should not be confirmed. In the latter instance, the Director of Human Resources will write to the member of staff within 7 days of the meeting to advise of the decision and to give notice of dismissal. This letter will also advise of the right of appeal and the procedure to be followed to make an appeal. The member of staff may exercise their right of appeal by writing to the Director of Human Resources within 14 days of the date of the notification.

The appeal will be considered by a panel who have not previously been involved in the decision. The member of staff will be given a minimum of 14 days’ notification of the date of the meeting. The member of staff may be accompanied by a trade union representative or fellow worker; the University’s case may be presented by a representative of the Director of Human Resources or the University’s solicitor. The University and the member of staff may submit further written evidence. All papers will be circulated at least 7 days prior to the date of the meeting. The appeal panel will follow the University’s standard appeal procedure at the hearing and the decision of the appeal panel will be final.

The University reserves the right to invoke this procedure at any time during the period of probation where concerns about the member of staff’s performance, competence, attendance or conduct which may lead to a decision that the requirements for confirmation of appointment have not been met.

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