Probation
This section incorporates the policies, procedures and staff information relating to probation at Durham University.
You will find information relating to the probation requirements for each staff group (Lecturers, Research, Grades 6-10 and Grades 1-5) on the left hand side.
For a summary of actions required during a member of staff's probationary period - click here or see below.
Staff Type | Probationary period | Dept Actions | HR Actions |
| All New Staff |
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| Recruitment team sends an auto email via iGRasp when the new member of staff accepts their offer including details of probationary period from contract. |
| 6 months PDP and 1 review | Start date/induction - Line manager agrees PDP with member of staff, diarises reviews for 3 and 6 months. | No prompts from HR to complete PDP or Reviews. | |
| 3 months - review progress against PDP, inform HR of any issues or concerns at the earliest opportunity. | Follow up any issues of concerns raised by Dept. | ||
| Before/by the end of 6 months - review/decision - sign off PDP, write letter to member of staff (optional) and send email confirmation or copy of completed PDP to HR for personal file. |
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| 12 months PDP and 2 reviews | Within 6 weeks of start date - Line manager agrees PDP with member of staff. |
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| 6 months - review progress against PDP, inform HR of any issues of concerns. | 9 months - HR emails HoD, reminder to complete interim review and final recommendation is due in 3 months.
Follow up any issues of concerns raised by Dept. | ||
| 11 months - review and final recommendation. Line manager and member of staff sign off PDP. |
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| Confirmation - line manager makes recommendation to Head of Dept or nominee to confirm appointment (signs PDP form). HoD writes to member of staff and sends copy of letter and PDP to HR. | 12-13 months - if not received, HR will chase PDP and confirmation letter for file. | ||
| 3 years (normally) PA and 2 reports | Start (no later than 3 months) - complete Probation Agreement with line manager or HoD and approved by the Faculty PVC. 6 months - light touch review of progress to date. Raise issues with HR/Faculty. | 5 months - HR emails HoD, reminder to complete Probation Agreement and light touch review.
Follow up any issues or concerns raised by Dept. | |
| 15 months - interim report completed with member of staff. Signed by HoD and forwarded to Faculty PVC with CV and Probation Agreement (copy to HR).
Faculty PVC approval - completed report to HR from Faculty Office (copy to HoD).
Raise issues with HR. | 13 months - HR emails HoD, complete interim report.
Follow up any issues or concerns raised by Dept.
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| 30 months - final report and recommendation, signatures by HoD and Directors of Research and Learning & Teaching then forward to Faculty PVC for signature and final confirmation. Faculty PVC approval - completed report to HR from Faculty Office (copy to HoD) | 28 months - HR sends email to HoD complete final report | ||
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| Confirmation - letter from HR to member of staff, probation completed and salary changes in 6 months time. Copy of letter sent to HoD. | ||
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| Nearest APC meeting - reported by HR (Feb or Oct) | ||
| 1 year PDP | Start date/induction - agree PDP with line manager |
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| 12 months - complete final review and confirm appointment. Line manager and member of staff sign PDP. Dept writes letter to member of staff (optional). Send copy of completed PDP and letter to HR for personal file. | 9 months - email to HoD that a review and completed PDP is due in 3 months. | ||
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| 12 months - chase any completed PDPs not received. |
| 3 years PA and 2 reports | Start (no later than 3 months) - complete Probation Agreement with line manager or HoD and approved by the Faculty PVC. 6 months - light touch review of progress to date. Raise issues with HR/Faculty. | 5 months - HR emails HoD, reminder to complete Probation Agreement (and light touch review). Follow up any issues of concerns. | |
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| 15 months - interim report completed with member of staff. Signed by HoD and forwarded to Faculty PVC with CV and Probation Agreement (copy to HR). Faculty PVC approval - completed report to HR from Faculty Office (copy to HoD). Raise issues with HR. | 13 months - HR emails HoD, complete interim report. Follow up any issues or concerns.
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| 30 months - final report and recommendation, signatures by HoD and Director of Learning & Teaching then forward to Faculty PVC for signature and final confirmation. Faculty PVC approval - completed report to HR from Faculty Office (copy to HoD) | 28 months - HR sends email to HoD complete final report |
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| Confirmation - letter from HR to member of staff, probation completed and salary changes in 6 months time. Copy of letter sent to HoD. |
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| Nearest APC meeting - reported by HR |
| 3 years (normally) PA
| Start (no later than 3 months) - complete Probation Agreement with line manager or HoD. Ensure member of staff has completed DULTA or PG CAP module 1. Line manager and member of staff sign off PA and confirm completion of probationary period. | No prompts from HR to complete PA or Reviews. |