Induction and probation procedure
Procedure
Intent
This procedure supports the successful alignment of new staff with the University’s strategic direction by ensuring staff members:
- are inducted effectively into the local area and understand their role and responsibilities
- understand the University’s culture, working environment, and organisational structure
- have satisfactorily completed the mandatory online induction modules, understand their obligations, and are committed to Equal Opportunity and Health and Safety in the workplace
- are aware of key policies and procedures
Scope
All staff members University wide
Exclusions
Induction procedures have no exclusions: all staff should undertake both the local and online induction to the University. In particular they must be inducted into RMIT’s Health and Safety procedures.
The following do not serve a probation period:
- certain categories of senior staff
- casual staff
- an existing continuing RMIT staff member who is appointed to another position within the University and who has previously served a probationary period
- an RMIT staff member on a second or subsequent fixed term contract where the duties of the second or subsequent fixed term contract are substantially the same as a previous contract
- staff members who have had their probation period waived due to exceptional circumstances
Procedure steps and actions
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Induction |
Responsibility |
Timeline |
|---|---|---|
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1. Preparation of local induction Manager advises colleagues in the work unit of the new staff member’s commencement date. Manager is responsible for completing the following before the new staff member commences:
NOTE: It is a manager’s responsibility to ensure that any new staff member is inducted into their role, their work area and the University. | Manager | 2 weeks before the new staff member commences |
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2. Local induction meeting Manager undertakes local induction meeting with the new staff member. The manager should:
| Manager | Within first week of employment |
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3. Initial induction and probation review meeting a) Undertake initial induction and probation review meeting and schedule probation review meetings. b) Discuss the new staff member’s position description, the staff member’s workplan (refer to Managing for performance policy). c) The staff member and manager complete and sign the initial induction form (Form 1). | Manager Staff member | At the commencement of employment and no later than 4 weeks after commencement. |
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d) Once the staff member completed the local induction and discussed the position description with their manager, they must complete the induction checklist in Employee self service (ESS). Manager confirms completion of local induction via ESS. |
Staff member Manager |
Within first month |
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4. Completion of mandatory compliance modules undertaken during induction a) The manager needs to allow time for the staff member to complete the following mandatory compliance online modules:
NOTE: Completion of the compliance modules is a mandatory part of probation. The manager needs to ensure the new staff member understands any other relevant policies and procedures. | Staff member Manager | Within first month |
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b) Human Resources will send an automatic reminder email to staff members who have not completed the mandatory modules within the first month. The staff member’s manager may be copied into this email. |
Human Resources |
Weekly |
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c) All staff members must complete the mandatory compliance modules once every two years. |
Staff member |
Every two years |
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5. Reporting on completion rates of induction a) Human Resources monitors and reports on the completion rates for staff induction. | Human Resources | Monthly |
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b) Human Resources sends a completion list to Heads of Schools, PVC’s and Executive Directors to ensure all induction modules are completed. |
Human Resources |
Quarterly |
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6. RMIT induction events The manager will enrol the new staff member into RMIT’s induction events where they can find out what support and services are available. The events include an orientation to RMIT and tour of the campuses. | Manager | Next available session |
PROBATION (if probation applies) for professional and TAFE staff members
(For Academic probation – see next section)
|
Probation |
Responsibility |
Timeline |
|---|---|---|
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1. Before initial induction and probation review meeting Human Resources sends the initial induction and probation meeting form (Form 1) to the manager. This form can also be downloaded from the induction website. Note: Probation periods are defined in the Recruitment and selection policy. | Human Resources | When the new staff member commences employment |
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2. Interim probation review meetings Staff member and manager undertake interim probation review meetings and complete the probation review form, if applicable (Form 2). The manager should document the outcomes of the interim probation review meetings in writing. | Manager Staff member | At regular intervals as agreed in the initial induction and probation meeting form (form 1) |
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3. Between probation meetings The staff member’s induction and performance should be actively reviewed to determine whether the overall work performance of the staff member meets the requirements of the role. This means that in addition to the probation review meetings:
If the staff member is not performing, advise the staff member that performance standards have not been met and outline the deficiencies. The manager and staff member should agree on strategies to address the reasons for the staff member’s underperformance. For further details refer to managing for performance policy and procedure. | Manager Staff member | Ongoing |
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4. Final probation review meeting Human Resources forwards the final probation review meeting form (Form 3) to the manager. | Human Resources | 8 weeks prior to probation end date. |
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Staff member and manager undertake a final probation review meeting and complete the final probation review meeting form (Form 3). Both the staff member and manager sign the form. The staff member should be given a copy of the signed form. A written record of the meeting should be kept. Delegated authority decides to confirm employment or not confirm employment or for TAFE staff only (to extend probation). |
Manager Staff member |
No later than 4 weeks prior to probation end date. |
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5. Decision to extend probation period (TAFE staff only) a) The manager contacts Human Resources to determine extended probation end date. b) Extended probation end date needs to be confirmed by the delegated authority. | Manager/Delegated authority | Within 3 working days of endorsement |
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c) Notification of probation period extension sent to staff member prior to initial probation expiry. |
Human Resources |
Within 3 working days of endorsement |
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d) Further probation review meetings arranged with staff member. Continue with steps 3 and 4. |
Manager |
Within 10 working days of endorsement. |
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6. Decision to confirm employment a) Confirm employment and forward signed final probation review meeting form (Form 3) to Human Resources. | Manager | Within 3 working days of final review meeting. |
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b) Human Resources updates the staff member’s record and sends a confirmation of employment letter. |
Human Resources |
Within one week after Form 3 has been received (prior to end of probation) |
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7. Decision to not confirm employment a) If the manager believes that the staff member cannot meet the performance expectations of the role, they should immediately contact Human Resources. | Manager Human Resources | Within 1 working day of decision |
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b) The manager (with assistance from Human Resources) discusses the decision to not confirm employment and seeks acknowledgement from the staff member using the final probation review meeting form (Form 3) |
Manager Human Resources Staff member |
Prior to the end of probation |
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c) Final probation review form (form 3) needs to be signed by all parties and returned to Human Resources. |
Manager/Delegated authority Staff member | |
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d) Human Resources sends the staff member a letter advising of their final day and final pay details. |
Human Resources |
At least 2 weeks prior to the staff member’s last day. |
PROBATION for Academic staff
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Probation |
Responsibility |
Timeline |
|---|---|---|
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For academic staff, a range of measures and sources of feedback will inform performance reviews, including measures of quality of teaching and learning in line with the Student feedback policy. Confirmation of appointment is subject to registration and completion of the Essentials in Tertiary Teaching Practice program, or submission and approval of an application for exemption. |
Staff member should have a minimum of 3 probation review meetings. Suggested meeting intervals are: 1 year probation: 3, 6 and 9 months 2 years probation: 3, 6, 12, 18 and 21 months 3 years probations: 3, 6, 12, 18, 24, 30 and 33 months. |
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1. Before initial induction and probation review meeting Human Resources sends the initial induction and probation meeting form (Form 1) to the manager. This form can also be downloaded from the induction website. | Human Resources | When the new staff member commences employment |
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2. Interim probation review meetings Staff member and manager undertake interim probation review meetings and complete the probation review form, if applicable (Form 2). The manager should document the outcomes of the probation review meetings in writing. | Manager Staff member | At regular intervals as agreed in the initial induction and probation meeting form (form 1) |
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3. Between probation meetings The staff member’s induction and performance should be actively reviewed to determine whether the overall work performance of the staff member meets the requirements of the role. This means that in addition to the probation review meetings: the manager should provide regular feedback to the staff member about their performance and behaviour the staff member should provide regular feedback to the manager about the position, progress and any difficulties or concerns they might have. Conversations and progress should be documented as part of the performance workplan process. If the staff member is not performing, advise the staff member that performance standards have not been met and outline the deficiencies. The manager and staff member should agree on strategies to address the reasons for the staff member’s underperformance. For further details refer to managing for performance policy and procedure. | Manager Staff member | Ongoing |
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4. Final probation review meeting Human Resources forwards the final probation review meeting form (Form 3) to the manager. | Human Resources | 8 weeks prior to probation end date. |
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Staff member and manager undertake a final probation review meeting and complete the final probation review meeting form (Form 3). Both the staff member and manager sign the form. The staff member should be given a copy of the signed form. A written record of the meeting should be kept. Delegated authority decides to confirm employment or not confirm employment or to extend probation period. |
Manager Staff member |
No later than 4 weeks prior to probation end date. |
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5. Decision to extend probation period a) The manager contacts Human Resources to determine extended probation end date. b) Extended probation end date needs to be confirmed by relevant delegated authority. | Manager/Delegated authority | Within 3 working days of endorsement |
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c) Notification of probation period extension sent to staff member prior to initial probation expiry. |
Human Resources |
Within 3 working days of endorsement |
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d) Further probation review meetings arranged with staff member. Continue with steps 3 and 4. |
Manager |
Within 10 working days of endorsement. |
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6. Decision to confirm employment a) Confirm employment and forward signed final probation review meeting form (Form 3) to Human Resources. | Manager | Within 3 working days of final review meeting. |
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b) Human Resources updates the staff member’s record and sends a confirmation of employment letter. |
Human Resources |
Within one week after Form 3 has been received (prior to end of probation) |
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7. Decision to not confirm employment a) If the manager believes that the staff member cannot meet the performance expectations of the role, they should immediately contact Human Resources. | Manager Human Resources | Within 1 working day of decision |
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b) The manager (with assistance from Human Resources) discusses the decision to not confirm employment and seeks acknowledgement from the staff member using the final probation review meeting form (Form 3) |
Manager Human Resources Staff member |
Prior to the end of probation |
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c) Final probation review form (form 3) needs to be signed by all parties and returned to Human Resources. |
Manager/Delegated authority Staff member | |
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d) The staff member will separate from the University’s employment with either (i) a payment equivalent to a period of notice of six months or (ii) the remaining period of the contract (in the case of a fixed term appointment) – whichever is the lesser amount. The University may agree to the staff member serving their notice period. |
Vice-Chancellor |
Within 3 working days of notification of review outcome |
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e) Human Resources sends the staff member a letter advising of their final day and also final pay details. |
Human Resources |
At least 2 weeks prior to the staff member’s last day. |
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8. Appealing a decision a) Academic staff members can only appeal a decision not to confirm employment on the basis of breach of process. In this case, the decision is reviewed by a Probation Appeals Committee or an independent reviewer. The Probation Appeals Committee will consist of : Vice-Chancellor’s nominee (Chairperson) PVC of the academic staff member’s work area, or nominee one elected academic staff representative. If the staff member fails to choose between an independent reviewer and Probation Appeals Committee, the matter will be referred to an independent reviewer. | Academic staff member | Within 5 working days of receiving notification that probation is not confirmed. |
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b) Human Resources will convene the Probation Appeals Committee or appoint an independent reviewer. |
Human Resources |
Within 10 working days of notification to appeal |
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c) Human Resources will forward the decision of the Probation Appeals Committee or independent reviewer to the Vice-Chancellor. |
Human Resources |
Within 3 working days of decision |
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d) Decision made to confirm (return to step 6), not confirm (return to step 7) or extend employment (return to step 5). |
Vice-Chancellor |
Within 3 working days of decision |