HRPOL34 Probation Policy and Procedure GROUP WIDE by Provide Community

Probation Policy and Procedure

Version: V3

Ratified by: People and Culture Steering Group

Date ratified: 01/02/2023

Job Title of author:

HR Business Partner

Reviewed by Committee or Expert Group Staff Partnership Forum

Equality Impact Assessed by:

1. Introduction

1.1 Provide Group aims to deliver high quality and safe services and it recognises that this commitment to quality and safety must be reflected in the work and conduct of all its employees.

1.2 Probationary periods are considered necessary to allow the Provide Group to review the behaviour and performance of all new employees, to ensure that they are supported and that any skills gaps or training needs are identified and addressed, to enable the employee to meet the expectations of the organisation.

1.3 It is essential that clear guidance is given at the earliest opportunity to all new employees on the standards of performance and/or behaviour the employee needs to achieve based on the Provide Group values, the employees’ job description and the objectives set.

1.4 This policy sets out Provide Group’s approach to probation for new employees and its commitment to the fair, equal and consistent treatment of all new colleagues with regards to their probation period.

2. Scope

2.1 The Probation policy and procedure applies to all new employees at Provide and ther Provide Subsidiary Companies (collectively the Provide Group) whether on fixed term contracts or permanent employees and applies to fulltime or part time employees New employees who join the Provide Group with continuous/reckonable service from other NHS organisations are still subject to a formal probation review.

2.2 The policy also applies to those colleagues moving to a new role within the Provide Group and other Provide Subsidiary companies with less than 12 months continuous service.

2.3 The procedure does not apply to those on zero hours / flexi / bank contracts or where an employee transfers to the Provide Group under TUPE regulations.

3. Key Principles

3.1. All conditional offers of employment shall make it clear that if a conditional offer is made following satisfactory pre-employment checks, then employment will be subject to a probationary period.

3.2 All new employees will be subject to a 6-month probation period.

3.3 The Provide Group reserve the right to adjust this policy or procedure depending on the circumstances and this may include moving to any stage in the process at an earlier time, after appropriate consideration is given to the details of an individual case.

3.4 This may result in a decision regarding confirmation or non – confirmation in post being made earlier.

4. Key Responsibilities

4.1 Employees

On appointment, new employees are expected to work with their line manager to set objectives, meet any reasonable objectives within the deadlines set, and identify any training, development, or support requirements they have to enable them to fulfil the requirements of their role

New colleagues are also required to attend corporate and local induction.

4.2

Managers

During a probation period, the line manager has responsibility for monitoring a new employee’s performance and progress. The line manager must ensure that the employee is properly informed at the start of their employment about what is expected of them during probation, for example the required job outputs or standards of performance.

4.3 All Executive Directors, Chief Officers, Directors, Assistant Directors

All Executive Directors and Directors are responsible for ensuring that this policy is appropriately consulted upon and that all resource implications are highlighted and funding identified. They will ensure that their Senior Managers are informed of the progress.

The Group Chief People Officer is accountable to the Group Chief Executive and the Provide Group Board for ensuring this policy is implemented and associated documents become active documents within the Provide Group

4.4

The Group Chief Executive

The Group Chief Executive Officer has overall responsibility for the strategic and operational management of Provide which includes ensuring that this policy and associated documents comply with all legal and statutory requirements.

4.5

The Provide Group Board

The Provide Group Board is responsible for setting the strategic context in which organisational documents are developed, and for ensuring the formal review and approval of documents takes place.

5. Procedure / Implementation

5.1

Procedures

During an employee’s probation, the line manager should provide regular feedback to the employee about their performance and progress, and should there be any problem areas, raise these with the employee as soon as possible with a view to resolving them.

The line manager is also responsible for providing guidance and support and for identifying and arranging any necessary training or coaching.

5.2 Review Meetings

The line manager must monitor the employee’s progress, reviewing and assessing their performance, capability and suitability for the post. It is recommended that the line manager holds progress meetings with the employee.

Before the end of the probation period, the line manager must make a decision on the suitability of the employee for the post and inform the employee accordingly.

Frequency of review meetings will be agreed in advance as outlined in the table below: Length of Contract Length of Probation Period First Formal Review Meeting End of Probation Period (*Final Formal Review Meeting to be held at least 2 weeks prior) All contracts 6 months Week 12 Week 26

5.3

First probation review meeting

This formal review meeting should take place at the midpoint of the probation period and review performance against the objectives set. However, this meeting may be brought forward if there are concerns which should be addressed with the employee and ensure a record is retained of this using the First Probation Review Form (see Appendix 1)

At the meeting, the line manager should:

• Make the employee aware of progress made, of any discrepancy between actual and expected performance and what improvement is expected.

• Set any further objectives.

• Provide positive feedback where applicable and address any areas of concern including highlighting areas that require improvement.

• Give the employee an opportunity to ask questions, highlight any issues they may have and make suggestions about any support or training they think that they require.

• Continue to monitor and meet with staff as required, until the final review meeting.

It should be noted that if there are any areas for concern these should not be a surprise to the employee as they should have been picked up and discussed at the time the concern arose.

5.4 Final probation review meeting

At the end of the probation period, the line manager should conduct a final review of the employee’s performance and determine their suitability for the job. This will involve a meeting with the employee to discuss their performance and progress throughout the period of probation.

The review must be conducted on or shortly before the date on which the employees probation period comes to an end, and ideally two weeks before the end of the probation period.

The circumstances and rationale for the extension must be explained to the employee and confirmed before the end of the probation period. An extension cannot be given retrospectively once the end of the probation period has passed.

A record must be retained of the meeting by using the Final Probation Review Form. The meeting will have one of three outcomes:

• Probation period successfully completed

• Extension of the probation period

• Non-confirmation in post (termination of employment)

The line manager should contact the HR Business Partner/Advisor for advice where required.

5.5 Successful Completion of the Probation period.

If at the end of the probation period the employee’s performance is satisfactory, the line manager must confirm the successful completion of the probation period in writing (see Appendix 2) to the employee and place a copy of the letter on their personal file. A copy of this must be forwarded to hr.provide@nhs.net

5.6

Extending the Probation Period

The probation period may be extended at Provide’s discretion and is without prejudice to our right to terminate employee’s employment before the expiry of the probation period

In exceptional circumstances, it may be appropriate to extend the probation period for up to a maximum of an additional 3 months where performance, conduct or attendance are unsatisfactory or where it has not been possible for the manager to make an objective assessment.

Where appropriate and in cases of individuals covered under the Equality Act 2010, an extension may be discussed with the Human Resources Department.

After the final probation review meeting, the employee must be informed in writing (see Appendix 5), within 7 calendar days of the meeting, of the duration and reasons for the extension.

Usual supervisory meetings with the employee should continue, to support the employee, and a further final review meeting must be arranged before the end of the extension of the probation period.

Human Resources should be advised of the outcome of the probation period following an extension. If not sure, contact the Human Resources Business Partner/Advisor for advice.

5.7 Termination of contract - Non-Confirmation in Post

In situation where the employee’s performance has not met the standards required by the organisation, the line manager should discuss the matter with Human Resources before any decision is made to terminate the employees’ contract. The decision should be made by an appropriate senior manager.

If it is thought unlikely that even with further training or support a satisfactory level of improvement would be reached by the employee, consideration may still be given to the termination of employment.

However, if there is clear evidence prior to the end of the designated period of probation that suggests (this is not an exhaustive list):

• the employee is wholly unsuitable for the role

• there are significant ongoing concerns.

• gross misconduct relating to safety of children and or vulnerable adults.

the Provide Group reserves the right to adjust this policy or procedure depending on the circumstances and this may include moving to any stage in the process at an earlier time and terminating employment before the probation period comes to an end.

5.8 Appeal

The employee must be given the right of appeal where the meeting as resulted in the termination of employment This must be submitted in writing setting out grounds for the appeal to their Director, or other senior manager as specified by the panel. The letter setting out the grounds of appeal should be received within 7 calendar days of the date of the letter notifying them of their dismissal

The letter should state that they wish to appeal on one or more of the following grounds: -

• the decision was based on evidence that did not support the conclusion;

• a failure to follow procedure had a material effect on the decision;

• proper account was not taken of any matters of fact referred to at the original hearing;

5.8.1

5.8.2

• the action taken was too severe or inconsistent with previous decisions;

• where new relevant evidence relating directly to the original final review meeting has become available.

The Appeal Panel

The appeal panel will consist of: -

• a nominated manager to Chair the hearing, who, where possible, holds a senior position to the manager who heard the Probation case.

• a Human Resources representative.

Appeal Hearing Arrangements

An employee will be given at least 7 calendar days’ (excluding bank holidays) written notice of the appeal hearing which should be heard as soon as possible. This will normally be within 20 working days of the employee receiving the letter confirming the outcome of the original probation hearing decision.

5.8.3 Process for the conduct of the appeal hearing

Provide has a model process for the conduct of the appeal hearing, (See Appendix 2 of the Disciplinary Policy & Procedure). However, the Chair of the Appeals Panel has the discretion to vary this dependent on the circumstances of the hearing and/or to ensure fairness in the proceedings.

5.8.4

Outcome

The decision of the appeal hearing will be final. The employee should be informed in writing that there is no further right of appeal.

A copy of the outcome letter and information gathered during the probation period will be held on the individual’s HR file for future reference and consideration as appropriate.

The notice period for dismissal during the probationary period is one week for all employees

6. Maternity and Pregnancy

6.1 Under no circumstances will changes in performance or attendance caused by pregnancy or absence on maternity leave form any part of a probation assessment.

6.2 There may be situations where the member of staff will be absent for a prolonged period and not able to complete the probation within the six months e.g. due to maternity or paternity leave.

6.3 In these circumstances, the probation period will be suspended until the member of staff is able to return to work at which point the probation period will recommence. This must be confirmed in writing by the line manager.

6.4 Any pregnancy related absence will not counttoward the length of the probation period.

6.5 Contact your Human Resource contact for support and guidance.

7. Applying for roles during Probation period

7.1 It is important that employees adhere to agreed standards of behaviour and performance at all times.

7.2 If it becomes apparent that the employee is not suited to the position to which they were appointed and / or where there are conduct or performance concerns raised, we reserve the right not to consider applications for other roles within the Provide Group from the employee

7.3 In such circumstances, the employee must discuss with their line manager prior to applying for alternative roles within the Provide Group.

8. Existing Provide Group Staff

8.1 Colleagues transferring to a new post who have been employed by the Provide Group for more than 12 months continuously are not subject to the formal probation period. However, they must still be given the same local induction, training, review and supervision meetings.

8.2 Where performance, conduct or attendance is unsatisfactory for colleagues with more than 12 months continuous service, matters should be addressed in accordance with the relevant Provide Policy.

9. Other Policies

9.1 Where the contract is confirmed as permanent after the probation period, the Provide Group policies and procedures for managing performance, conduct and managing attendance will apply

10.Monitoring and Review

10.1 This policy will be reviewed at least every 3 years in line with the Policy for the Management of Procedural Documents, or more frequently in line with any requirements relating from legislative changes

Appendix 1: First Formal Probation review

First Formal Probation review - 12 weeks and

Final probation review meeting - 26 weeks Probation Assessments

Confidential

Name of employee

Employee number

Position

Directorate/Service

Date of appointment

Date of assessment

meeting

Name of manager

End date of probation (6 months from start)

First Probation review meeting – 12 week assessment

Meeting Objectives

Meeting Skills and behaviours

Attendance

Time Keeping

Quality and accuracy of work

Work relationships (teamwork and interpersonal)

Communication skills

Summary of Discussion

Include achievements against performance and development review targets and development/support provided

Action Plan

Include outstanding or additional tasks, development, support and reasonable adjustments.

Actions to be taken and why By whom When

Employee’s comments

Signature

Manager

Employee

Final Probation review meeting 26-week assessment

Meeting Objectives

Meeting Skills and behaviours

Attendance

Time Keeping

Quality and accuracy of work

Work relationships (teamwork and interpersonal)

Communication skills

Date

Summary of Discussion:

Include achievements against performance and Development review targets and development/support provided

Outstanding Actions

Note anyremainingactions or support, learning needs,reasonableadjustmentsetc (Add to Performance and Development Review Form in the Learning and Development section if the employee’s appointment is to be confirmed)

Is employee’s appointment to be confirmed? Yes No

Extension of probation period required? Yes No

If yes, what are the exceptional reason for extension

If yes, period of extension (number of weeks)

If yes, the date on which the employee will complete the extension period.

Employee’s comments

Signature

Date Manager

Employee

Appendix 2: Completion of Probation Period

DATE: PRIVATE & CONFIDENTIAL

Dear…….

Re: Completion of Probation Period

Thank you for meeting with me today. The purpose of our meeting was to discuss the completion of your probation period.

I am pleased to inform you that no significant concerns have been highlighted during the past 12/26 weeks and, therefore, I am able to confirm that you have successfully completed your probation period.

Please retain this letter with your contract of employment.

Yours sincerely

Line manager

Cc (Name-HR rep)

Appendix 3: Unsatisfactory Probation Assessment Meeting Outcome letter

DATE

PRIVATE & CONFIDENTIAL

Dear…….

Re: Unsatisfactory Probation Assessment Meeting Outcome

Following the meeting held on (review meeting date), I am writing to inform you that I am arranging for you to attend a meeting with (…insert name of designated manager with the authority to dismiss under probation) in order to discuss the areas of concern relating to your performance that have been identified during your probation period. At this meeting a decision will be made as to your future employment

You will have the opportunity to discuss the management report, a copy of which is attached

In view of my concerns in relation to your performance, as discussed in our meetings on (… insert dates), I will be recommending to (insert name and title of designated manager) that your employment be terminated due to your failure to satisfactorily complete your probation period.

You are entitled to be accompanied by either a trade union representative or a workplace colleague.

A letter outlining the details of the meeting will be sent to you in the next few days.

Your sincerely,

Line Manager

Cc…(Name)….HR representative

Appendix 4: Final Review Meeting

Dear…….

Re. Invite to additional Probation Review Meeting / Final Probation Review Meeting

Following our meeting on (date) where your on-going progress during your probation first formal review/second formal review was discussed; I would now like to invite you to attend an additional final formal review meeting on (date at time at location) Present at the meeting will be myself and HR name, position (if required).

The purpose of the meeting is to discuss how you are progressing against the objectives/targets/agreed action plan xxxxx (details specifics as required) and review what future support or action may be required. (evidence included)

*delete if not applicable*

As this will be your final review meeting, you need to be aware that confirmation of your employment will be subject to you demonstrating that you have attained and can sustain the required improvements / objectives / targets / actions (details specifics as required).

Therefore, should it be felt that you have not achieved the required standards / performance improvements during your formal probation period this could result in termination of your employment contract.

You are entitled to be accompanied by either a trade union representative or a workplace colleague.

In the meantime, if you have any questions or concerns, please do not hesitate to contact me.

Yours sincerely,

Line Manager

Cc…(Name)HR representative

Appendix 5: Extension of Probation period

Dear……. .

RE: Extension to Probation Period

I write to confirm the outcome of the final probation review meeting with you and (X) on…(insert date)….during which you were accompanied by (x). This meeting was held to discuss and review your performance during your probation period to date.

I am pleased to report that you have made significant improvements in /achieved the following (XXXXX).

However, during this meeting you were also made aware of our ongoing concerns (add the exceptional circumstances that have prompted you to agree to an extension e.g. length of absences due to sickness or awaiting special equipment or other reasonable adjustments), which are detailed in the enclosed copy of the review form. In summary we agreed the following targets / areas for improvement:

(Detail these as required XXXXX)

To help you successfully achieve these targets the following support was agreed: (Details the support, additional training or development identified XXXXX)

The outcome of this meeting is that I am currently unable to confirm that you have satisfactorily completed your probation period. In order to provide you with additional time to demonstrate your suitability for the post and make the required improvements we discussed the option of extending your probation period.

We agreed an extension of (X) weeks/months to take effect from (X) until (insert revised end date).

It is important for you to understand that you will be expected to demonstrate your suitability for the post during this extension. If you fail to achieve the standards required as set out above/ in the enclosed probation review form / improvement plan, we will unfortunately be unable to confirm you in post and your employment will be terminated. Should your performance or conduct become seriously unsatisfactory the Provide Group reserves the right to terminate your employment before the end of the extended probationary period.

As agreed, there will be supervisory weekly review meetings between yourself and(x) to monitor your progress.

Your additional final formal probationary review meeting will be held on (X). You are entitled to be accompanied by a trade union representative or workplace colleague if you wish.

I hope this will lead to the successful completion of your probation period and am pleased to note your intention and commitment to achieve the required standards.

If you have any concerns or queries during the next few weeks please do not hesitate to contact myself or (X), HR representative.

Yours sincerely,

Name- Line Manager

Cc…(Name).HR representative

To indicate your acceptance of the extension period, please could you sign the note at the foot of this letter and return one copy to me. The other copy is for you to keep.

I confirm that I have received and understood the contents of this letter and accept the extension to my probation period. Signed…………………………………………………………………………………

Employee Name Print……………………………………………………………….

Appendix 6: Invite employee to meeting with Designated Manager-Termination of contract/Non-Confirmation in Post

Dear…

Re: Meeting to discuss unsatisfactory outcome of Probation Period

Further to my recent letter dated (insert date) I am writing to confirm that a meeting has now been arranged with…… (insert Designated Manager name) in order to make a decision on your future employment based on your performance during your probation period (evidence included).

The meeting with (insert Designated Manager name and title) and me will be held on (insert date, TIME at LOCATION).

I would like to remind you that you are entitled to be accompanied by either your trade union representative, or staff side member, or a workplace colleague.

If you do intend to be accompanied, please let me know the name and position of the person before the meeting.

Yours sincerely,

Name, Line Manager Cc…(Name)HR representative

Appendix 7: Rescheduled Probation Meeting Notification –

Private and Confidential (Name) (Address)

(Date)

Dear (Name)

Rescheduled Probation Meeting Notification

I write to inform you that following receipt of your notification that your representative was unable to attend the scheduled Probation meeting on xx a further date has been scheduled for (Insert date). The hearing will be held at (insert venue) at (insert time).

As the meeting has been rescheduled at your request I must advise that if you fail to attend on this occasion the Hearing Manager will proceed to hear the case in your absence.

Should you have any queries please do not hesitate to contact me.

Yours sincerely

Commissioning Manager

Job Title

Appendix 8:

Letter from Designated Manager to employee to confirm dismissal

Re: Termination of Employment

I am writing following the meeting with me held on (insert date) between (insert line manager’s name), your line manager and yourself, your (trade union) representative/HR) to discuss your performance during your (extended)probation period.

Your performance has not improved to the required standards (briefly explain) (adapt as necessary but briefly add any attempts to find a solution to any particular problem). Unfortunately, it is not possible to (further)extend your probation period and therefore I am confirming the termination of your employment.

You have the right to appeal against this decision. If you wish to exercise this right of appeal you should please refer to section 5.8 of the Probation Policy for guidance, clearly setting out the grounds for your appeal.

Yours sincerely,

Name-Designated Manager. Cc…(Name).HR representative

Appendix 9: Manager’s Guidance

Manager’s Guidance for Managing Probation

1.1 On appointment, new employees are expected to:

• Set their objectives, with their line manager or another person acting in that capacity.

• Demonstrate their suitability for the post for which they are appointed

• Participate as required in both corporate and local induction

• Meet any reasonable objectives within deadlines set

• Identify to their line manager at the earliest opportunity any difficulties they are experiencing

• Raise with their line manager any training, development or support which they believe to be necessary in order for them to fulfil the requirements of the role.

• Take individual responsibility to meet the code of conduct/standards of proficiency for their profession.

1.2 During a probation period, the line manager’s responsibilities are:

• Raise awareness of this policy within their own business units and must highlight changes to their teams at meetings. In addition, they are expected to meet with the employee to:

• Establish the standards of performance consistent with the requirements of the position, in line with the job description and the relevant Codes of Conduct

• Set objectives with new staff and complete the form together. (See appendix 1).

• Communicate the required standards, responsibilities and objectives to the new staff member using the ‘Performance & Development Review’

• Set dates for the first and final probationary review meetings

• Ensure the new employee has completed local induction, mandatory training and signed the checklist to confirm the process has helped them understand their role and responsibilities.

• Ensure that the employee is aware that records of induction activities may be used to support the probation process.

• Maintain induction records which will provide complete and documented evidence to support the probation procedure.

• Provide training, coaching and guidance as necessary to support employees to meet competencies of the role.

• Monitor performance and hold monthly supervisory meetings (and more frequently where necessary) with the employee in order to ensure a good working relationship and provide feedback on the employee’s progress.

• Give constructive feedback to the employee highlighting both achievements and areas of weakness using suitable examples. The employee should be encouraged to discuss areas of difficulty and ways of resolving these should be clearly defined and agreed.

• Must highlight any serious concerns about work performance or behaviour without delay to HR

1.3 Assessing the Performance

It is vital that any issues or concerns are dealt with promptly as they arise and appropriate support is given to the new member of staff to assist them to achieve the required standards.

The key stages during the probationary period is:

• Induction

• 1-1 supervisory meetings

• First probation review meeting (on or around week 12)

• Final probation review meeting (on or around week 26)

• Confirmation to post or termination / non-confirmation to post or exceptionally an extension to the probation period

• Right of appeal against dismissal

Managers must raise concerns and address issues in a timely manager and should not leave matters until the end of the process.

1.4 The probation period may be assessed on the following:

• Capability and achievement of specific objectives

• Conduct

• Team working

• Adhering to Provide Group vision and values

• Reliability

• Attendance Record and Health

• Disability Requirements

• Sickness absences linked to a medical condition

• Absence linked to an accident

1.5 Managing Performance Issues

Where any issues are performance related, the manager should raise these with the individual at the earliest opportunity. This can be as part of supervisory meetings, or specific meetings held to discuss concerns.

The format of the meeting should include:

• The manager stating the performance that is not satisfactory

• Discussion of any reasons for the unacceptable performance

• Any commitment from the manager to support the required improvement

• Meetings and discussions should be clearly documented by the line manager and shared with the employee.

• Ensure that they are clear about the required standards and outcomes including any timescales to improve if appropriate.

• The employee must be warned that failure to meet the required standards may result in a formal meeting being arranged and that this may result in the post not being confirmed.

1.6 Managing Attendance Issues.

Where there are concerns about the employee’s level of attendance, the manager should raise these with the individual at the earliest opportunity. This can be as part of supervisory meetings, or specific meetings held to discuss concerns.

The manager should consider:

• Whether a referral to Occupational Health would be appropriate?

• Where a new medical condition has arisen whether Occupation Health considers that redeployment on medical grounds is an appropriate option?

• Whether the absences may be covered by the Equality Act?

• Whether any additional support can or should be provided to the employee?

For issues relating to carers, staff and managers should also refer to the Flexible Working Policy HRPOL16.

1.7 Managing Conduct Issues

Where any issues are conduct related, the manager should raise these with the individual at the earliest opportunity. This can be as part of supervisory meetings, or specific meetings held to discuss concerns.

In some cases, it may be appropriate to discuss any issues for example, if the employee is late for work on one or two occasions without good reason.

In more serious cases, HR advice must be sought on how to conduct the preliminary investigation and where suspension is being considered.

1.8 Review meetings

The first formal review meeting should take place at the midpoint of the probation period and review performance against the objectives set. However, this meeting may be brought forward if there are concerns which should be addressed with the employee and ensure a record is retained using the First Probation Review form (Appendix 1)

At the meeting, the line manager:

• The employee is made aware of progress made, of any discrepancy between actual and expected performance and what improvement is expected.

• Sets any further objectives.

• Provides positive feedback where applicable, and any areas of concern or required improvements must also be highlighted.

• Must give the employee an opportunity to ask questions, highlight any issues they may have and make suggestions about any support or training they think that they require.

• Must continue to monitor and meet with staff as required, until the final review meeting.

• If there are any areas for concern these should not be a surprise to the employee as they should have been picked up and discussed at the time the concern arose.

The final review meeting-At the end of the probation period, the line manager should conduct a final review of the employee’s performance and suitability for the job. This will involve a meeting with the employee to discuss their performance and progress throughout the period of probation.

The review must be conducted on or shortly before the date on which the employees probationary period comes to an end, and ideally two weeks before the end of the probation period.

The review may replace one of the supervisory meetings. In extenuating circumstances, where it is anticipated that it will not be possible to hold the final review meeting before the end of the probation period, an extension to the probation period could be given. The circumstances and rationale for the extension must be explained to the individual and confirmed before the end of the probation period. An extension cannot be given retrospectively once the end of the probation period has passed.

A record must be retained of the using the Final Probation Review form (Appendix 1).

PROBATION PERIOD PROCESS

Meet with employee and establish and convey the standards required

Set dates for the meetings over the 6 months probationary period.

Supervision – use normal supervision record.

Ensure Corporate and Local Induction and mandatory trainingcompleted. Ensure Local inductiondeclaration via staff intranet is completed.

Give constructive feedback during meetingandensure agreed action or support

Inform employee of anyconcerns.

Supervision –use normal supervision record. Give constructive feedback during meeting and ensure agreedaction orsupport Inform employee of any concerns.

Hold First Probation Review.

CompletetheForm.

Discuss with your seniormanagerinyour ownsupervision.

Ensure appropriate action/suppose.

Supervision –use normal supervision record. Give constructive feedback duringmeeting and ensure agreed action orsupport. Inform employee of anyconcerns.

Supervision – use normal supervision record.

Give constructive feedback during meeting and ensure agreedaction/support.

Informemployeeofany concernsandgiveclear indication of whether contract will be permanent. Discuss possible outcomes with your seniormanager.

Getadateincalendar.

Hold Final probation Review.

Explain reasons for intending to terminate, extend or make them permanent.

This should not be a ‘surprise’

Confirm employment in writing OR present SummaryReporttoAD.

Summary report to Senior Manager(AD).

Copyofreporttoemployee. Notificationofatleast10days formeeting.

Right to be represented by unionorworkcolleague.

If dismissed, given one week’s notice

RightofAppeal

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage One: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

HRPOL34 PROBATIONARY POLICY

Provide a brief summary (bullet points) of the aims of the initiative and main activities:

To set out the policy and procedure with regards to the probation period for all new employees within the Provide Group.

Project/Policy Manager: HR Business Partner

Date: Jan 2023

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.

Neutral

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?

Neutral, HR data is not highlighting that colleagues from minority / underrepresented groups are subject to having their employment terminated more than white colleagues. However, we will continue to monitor.

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.

Impact is positive, no further detailed assessment required.

The policy/procedure sets out a consistent approach to be taken with all new colleagues.

Further information:

Useful Websites

www.equalityhumanrights.com Website for new Equality agency www.employers-forum.co.uk – Employers forum on disability www.efa.org.uk – Employers forum on age

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage One: ‘Screening’