Probation

Questions for Employees

 What is the updated Probationary policy and where can I find it? 

The Probation Policy is to ensure that all newly appointed employees are supported and assisted to settle into their new role within the University.The probationary process is expected to be a collaborative process between an employee and their line manager, with support and training being available for all new employees to ensure they are supported to be able to discharge their duties appropriately. 

The policy can be found on the HR website here: Policies and Procedures - University of Galway 

What categories of employees does the new probationary policy apply to? 

The probationary policy applies to all newly recruited employees of the University.  This includes academic, research, professional support, and technical employees. The details of which and specific periods are outlined in the signed terms and conditions of the employment contract. Individuals who are out of scope are Graduate Teaching Assistants, agency staff and those on work placement.  

How do I know the length of my probationary period? 

The probation clause is stated in each employee's contract of employment.

How will I know if I have passed probation? 

On receipt of the Record of the Final Review Meeting from the Line Manager/Head of School, the Director of HR will notify the employee of the outcome by way of a letter, which shall reflect the recommendation of the Line Manager/Head of School.

I have completed 6 months of a probationary period but have now secured a new role. Am I required to complete probation again?

Existing employees who are promoted or transferred within the University, or who have contracts which have been extended or renewed, and have not completed their initial probation period, will be required to complete the remainder of the original probation under the new contract.

If however, you have successfully completed a probationary period (while in continuous employment), you will not be required to complete another probationary period. If you move to a different role within the University your line manager will support you during your induction period to help you settle into your new role. For further information on Induction click here: Induction - University of Galway

If, however, you were an agency employee you will not have completed probation with the University so you will now complete probation for the period specified in your contract of employment.

I need further support in my role, where is this available?

If you feel you need further support speak with your line manager who will discuss the support you need and can arrange the appropriate training, coaching, or mentoring to help you perform in your role. 

Where can I provide feedback on how I feel I am performing in the role? 

During the formal and informal conversations with your line manager you can provide your own feedback or any concerns you may have. You will also be given the opportunity to write your comments on the Probation Assessment Form before signing it.  

How does the Probation Policy differ from Performance Management and Development (Performance 4 Growth Framework)? 

The probation policy is separate from Performance 4 Growth but has several similar elements. The probation process is to be completed for all employees who have commenced with the University for the period specified in their contract of employment. Once the individual has successfully completed their probation Performance 4 Growth will then apply. 

What happens regarding Confirmation in Post for academics? 

Confirmation in Post no longer exists. All employees are now managed under the new Probation Policy. 

I am an academic, when can I apply for academic progression? 

The progression scheme is open to applicants who meet the eligibility criteria.  For further information, please go to this webpage:  
https://www.universityofgalway.ie/registrar/promotional---progressional-outlets/ 

What is the duration of probation for a permanent contract?

11 months with a mid-review at 4 months and a final review at 10 months.

What is the duration of probation for a contract in excess of 2 years?

11 months with a mid-review at 4 months and a final review at 10 months.

What is the duration of probation for a specific purpose contract?

11 months with a mid-review at 4 months and a final review at 10 months.

What is the duration of probation for a contract of between 1 and 2 years?

6 months with a mid-review at 3 months and a final review at 5 months.

What is the duration of probation for a contract of less than one year in length?

50% of the duration of the contract with a mid-review at 25% of the duration and a final review at 1 month prior to probation expiry date.

If a short-term contract is followed by another contract – will probation continue in the subsequent contracts? 

No, probation does not apply to contract renewals/extensions

If an employee has a part-time role and is offered a second role in tandem – how is probation calculated?

Where the part-time employee has completed probation then probation would not apply to the second role. Where the part-time employee is in the middle of probation then probation would continue for the remainder of the period of probation for both roles. 

If a short-term position is extended will the extension give rise to further probation commensurate with the duration of the extension?

No, probation does not apply to contract renewals/extensions.

If an individual is employed under a casual/TSS contract and subsequently are awarded a more substantial contract – are they required to complete probation?

Yes, unless they have already completed probation. All TSS employees are included in the Probation Policy and therefore required to complete probation. 

How are we addressing probation related to breaks in service?

If the break is 6 months or less it is considered continuous service, in excess of 6 months break will give rise to new probationary period.

How are we addressing probationary reminders.

The Line Manager will be advised of the probationary dates at commencement of employment and will take responsibility to completing the process and providing the necessary paperwork to HR.  Once Core hierarchy and functionality is built out EMS reminders can be sent automatically. 

What is the employee’s probationary status should the Line Manager neglect to complete probation in a timely manner.

Probation will be passed by default in the absence of any formal reporting. Where such instances arise the line manager will be asked to explain why the probation meetings were not completed. 

Is the Probation form the same form to be used for all cohorts of staff who are in scope?

Yes, the Probation Form is a generic form to be used for all cohorts of staff who are in scope. Academics may use the Academic Competency Framework to support them when completing the form.

Questions for Managers

What support is available to managers during the probation process?

Training and resources will be available to all managers over the coming weeks. These will help managers ensure they are providing all necessary support to their new hires and setting them up for success. 

Your HR Business Partner/Senior HR Manager/Employee Relations Manager are available to provide advice and support about the Probation Policy. 

How am I notified that a member of my team is currently on probation?

If the individual is an external new hire probation will apply. Details of their probation period will be stated in their contract of employment. If they are an existing employee who recently joined your team, you will be informed if there is a remaining period of probation to be completed by HR. As the manager, it is your responsibility to schedule dates for the probation assessment meetings at the 4th and 10th month (or change as per duration) to ensure both of you prioritise these meetings.   

How often do I need to meet with the new employee to discuss probation? The probation clause is stated in each employee's contract of employment.

The probation policy provides for an initial meeting to set objectives, explain the role expectations clearly and discuss training and support required. Following on from that there are two formal meetings, one at 4 months and one at 10 months. However, we highly encourage that you have more regular meetings with your employees to discuss their progress and support required.  

Where do I send the Probation Assessment form to and what happens to these forms? 

All Probation Assessment forms should be sent to probationforms@universityofgalway.ie to be stored on the employees file. 

Probation Policy Resources

Probation Assessment FormProbation Assessment FormProbation Assessment Form‌

Probation Assessment Form (Word Doc)‌

Foirm Measúnaithe Promhaidh- Word Doc‌

Foirm Measúnaithe Promhaidh- PDF

Smarter Objectives Matrix Template

DCM Learning Resources

DCM Learning Hub Resources‌

Creating Smarter Objectives

Gathering and Delivering Feedback

‌Delivering 180-degree or 360-degree Feedback Template

Gathering 180-degree or 360-degree Feedback Template‌