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Durham University

Human Resources & Organisational Development

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.

Staff Type

Probationary period

Dept Actions

HR Actions

All New Staff

Recruitment team sends an electronic contract which includes details of the probationary period attached to the new staff member’s appointment.

Grade 1-5

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.

Grade 6 and above Admin and Management

12 months

PDP and 2 reviews

Within 6 weeks of start date - Line manager agrees PDP with member of staff.

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.

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.

Academic and Teaching Staff

1 year

Start (no later than 1 month) - Head of Department or nominee should meet with the individual to discuss what is expected within the probation period

A note of the meeting should be provided to the member of staff, copied to the Faculty PVC and the HR Business Partner.

The HR Business Partner will check on the progress of all probation staff as part of thier regulary monthly catch ups with Head of Departments.

6 Months - Head of Department or nominee should provide Faculty PVC with an update on progress at 6 months copying in the HR Business Partner.

12 Months - Complete probation report form and forward, with faculty PVC's signiture to HR Business Partner.
Confirmation- letter from HR to member of staff and probation completed letter sent to Head of Department

Research

1 year

PDP

Start date/induction - agree PDP with line manager

Regular reviews should be held, and we would recomment the following timescales:

6 months - review progress against PDP, inform HR of any issues of concerns.

11 months - review and final recommendation. Line manager and member of staff sign off 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.

12 months- chase any completed PDPs not recieved

Bank Contracts

1 year

Start (no later than 1 month) - Head of Department or nominee should meet with the individual to discuss what is expected within the probation period

A note of the meeting should be provided to the member of staff, copied to the Faculty PVC and the HR Business Partner.

The HR Business Partner will check on the progress of all probation staff as part of thier regulary monthly catch ups with Head of Departments.

6 Months - Head of Department or nominee should provide Faculty PVC with an update on progress at 6 months copying in the HR Business Partner.

12 Months - Complete probation report form and forward, with faculty PVC's signiture to HR Business Partner.

Confirmation- letter from HR to member of staff and probation completed letter sent to Head of Department