Penn State University Libraries - Probationary Period Review

Also please visit UL-HR08 Probationary Period Review

Overview of the probationary period review:

The probationary period is crucial for both the employer and the new employee. This is the time for new employees to demonstrate and confirm that they are the best-qualified person for the position and that they are worthy of continued employment with the University. It also offers the employee an opportunity to assess whether or not the position meets his or her needs. Supervisors should consider this time as an opportunity to fully evaluate the new employee's qualifications, as well as their ability to understand the job responsibilities and to meet or exceed the performance standards and expectations of the job.

• Probationary period review meetings should be held at the following times:
  • 2 months
  • 6 months
  • one other time prior to the end of the 1-year probationary period

Who serves a probationary period?

All new staff employees in standing or fixed-term positions must serve a 1-year probationary period. Employees joining the Libraries from another unit who have already served a probationary period do not have to serve another one if their employment is continuous.

*Note: Probationary period guidelines for technical-service employees are outlined in the "Agreement between The Pennsylvania State University and Teamsters Local Union No. 8"

Setting Performance Expectations

From the time the employee begins working, supervisors should begin clarifying the expectations of the position. This should be done by discussing the job description, position information questionnaire, desk job description, job competency, or any of which apply. Ample opportunity should be given to the new employee to ask questions in order to ensure comprehension. Ideally, a performance plan should be created that outlines expectations and if needed, provides a developmental plan.

Preparing for the Probationary Period Review Meeting

• Continuous feedback should be provided to the employee throughout the probationary period.
• Document progress and performance concerns
• Organize and review notes prior to the meeting
• Schedule meeting in a private place where you can hold the meeting without interruptions.
• Complete the University Libraries Probationary Employee Performance Review ratings section and have a copy ready to discuss with the employee.
• For the second and final meetings, contact LHR about any performance concerns and possible option in case employee continues to fall short of expectations.

Holding the Review Meeting

• Be positive: Make sure to present feedback in a positive way. First point out the ways in which the employee is meeting or exceeding expectations, and then discuss any areas in which development is still needed.
• Address performance issues: When explaining performance issues or deficiencies, make sure to use examples so that the employee clearly understands the areas that do not meet expectations.
• Ellicit feedback: Throughout the review, be sure to ask the employee how they think they are doing, if they understand what you are telling them, and also ask for their input on ways they can improve. Two-way communication is an important tool for a successful probationary period.
• Discuss consequences: Be prepared to explain to the employee what will happen if the performance does not improve.
• Complete form: Have the employee complete the 'Employee Comments' section of the form, complete the 'Evaluator Comments' section, and both sign the form.
• Schedule next meeting: Set up the next meeting, unless holding the final meeting. If final meeting, complete and sign the final section of the form and submit to LHR.

What if I would like to terminate the employee?

As the probationary period is coming to an end, it is important to determine whether or not the employee is meeting the requirements of the position. If the employee is not successful and attempts to improve performance have not worked, now is the time to end the employment relationship. Once the probationary period has been completed, performance and disciplinary issues must be handled as outlined in policy HR-78.

If you are considering terminating the employee, consider the following questions:

• Has the employee received clear performance standards?
• Has the employee had sufficient time to understand the job duties and demonstrate his or her performance level?
• Has the less-than-satisfactory progress been discussed with the employee and has it been documented during the probationary period review meetings?
• Has the employee had sufficient time to correct the deficiencies? In the case of poor work habits, was it made clear to the employee that the behaviors were unsatisfactory?

If you have considered the above questions and would like to proceed with terminating the employee, the following should be done:

• Contact LHR for guidance before proceeding. Do not terminate a probationary employee without prior authorization from LHR.
• To avoid unnecessary terminations, contact LHR as soon as you become aware of problems with the probationary employee. Often effective use of the probationary period reviews provide the means to encourage the employee to quickly improve. If there is no improvement, though, the documentation completed serves to support a termination, if necessary.