Revised Probationary arrangements to launch on 1 October 2021 - Briefing note for institutions

Summary

This page provides an overview of the revisions to University probationary arrangements that will come into effect on 1 October 2021. These were approved in August 2020 (Reporter, 2019–20: 6586, p. 495; 6587, p. 552; 6588, p. 573).

Actions

Departmental Administrators are asked to:

  • Familiarise themselves with the new policy and associated documents (see below) prior to the launch.
  • Ensure line managers are aware of the forthcoming policy changes and new forms.
  • Ensure any local induction documentation is updated accordingly.

Schools should ensure that their local probation protocol setting out what is expected of probationers on the Research and Teaching Academic Career Pathways Scheme is published locally by 1 October 2021.

Further information is provided using the drop down menus below and any questions may be directed to the relevant HR School Team.  

The revisions to the University’s probationary arrangements were due to launch on 1 October 2020, but have been delayed for reasons connected to the COVID-19 pandemic.  Their introduction will now coincide with the launch in Michaelmas Term of the Research and Teaching Academic Career Pathways exercise, the implementation of the new Academic Titles structure (pending approval of Her Majesty in Council), and the introduction of the new Teaching and Scholarship Academic Career Pathways scheme (also pending approval of Her Majesty in Council). The revised launch date of 1 October 2021 for the probationary arrangements is pending General Board and Council agreement and departments will be informed if this changes.

The new arrangements have been introduced to harmonise, as far as possible, the University’s approach to probation across the different staff categories and to align with the new probationary requirements for academics under the new Academic Career Pathways schemes.

The new Probationary Policy sets out the overarching principles of probation for all staff categories, including the duration of probationary periods, expectations around induction, mentoring and the use of the Staff Review and Development Scheme after probation has been passed.

The new policy is complemented by associated procedures for the management of probation according to the relevant staff category. There is also a new practical guidance document to support probation reviewers and revised forms to document formal and final probation review meetings.

Procedurally, the way probation will be managed is very similar to before, however information has been gathered in one place and work has been done to rationalise the arrangements across the staff categories where possible and to provide further clarity in connection with some aspects of the procedures.  See the points to note section below for further detail. 

A copy of the new policy and associated procedures can be found below with examples of the new probationary assessment forms.  All relevant documentation will be uploaded to the University’s staff webpages ahead of launch on 1 October 2021 with all links activated. There will also be a reminder of the introduction of the new arrangements just ahead of their launch in October.

The key points to note about the new arrangements are as follows:

  • The new Probationary Policy and associated procedures apply to academic-related, assistant and research staff, and to academic staff below the level of Reader (or Professor (Grade 11) under the new Academic Titles Structure).
  • In each case the probation reviewer will be the Head of Institution, although depending on the size of the department or faculty and the nature of the probationer’s role, they may delegate these duties to the line manager, supervisor or Principal Investigator. In that case, the Head of Institution will retain overall responsibility for the probationary process and decide (or recommend as appropriate) whether to confirm that probation has been passed.
  • There is a renewed emphasis on the responsibilities of the probation reviewer in their management of probation, including induction, support and record-keeping.
  • References to induction, professional development, mentoring and the University’s Staff Review and Development (SRD) Scheme and how these relate to probation are contained in the new overarching policy.  
  • There is a new Appointment Support process, to apply to unestablished staff categories. This will permit departments to apply a less formal support mechanism in the case of staff who have worked at the University for more than one year and who have successfully completed their probation, who are transferring from one University post to another.
  • There is an emphasis on making reasonable adjustments under the Equality Act 2010 for disabled staff and the consideration of wider contextual factors for all staff.
  • There is the inclusion of the right to be accompanied by a trade union representative or work colleague at a final decision meeting to consider unsatisfactory performance and the ability to attend by way of video or teleconference call.
  • There is a new probationary appeal procedure for all unestablished categories (academic, academic-related, assistant and research staff), for consistency and to ensure parity of treatment. At present unestablished academic-related and assistant staff appeals are considered under the relevant disciplinary and grievance procedures.
  • Probationary periods for academic-related and assistant staff have been adjusted to take account of grade. Periods for unestablished and fixed-term academic staff have been clarified.  
  • A new Record of Objectives Form is available for the start of the probationary period. 

For Academic Staff specifically

  • Schools have approved local probation protocols setting out what is expected of probationers on the Research and Teaching Academic Career Pathways Scheme (with reference to the evaluative criteria set out in the Report of the General Board on arrangements for the implementation of the Academic Career Pathways scheme (Reporter, 6547, 2018-19, p.562)).  These local protocols should be available locally from 1 October 2021.
  • For academic staff on the Teaching and Scholarship Academic Career Pathways Scheme, the evaluative criteria are set out in Scheme A (for Grade 9 T & S academics) and Scheme B (for Grade 6-8 T & S academics) and will be included in the probationary assessment forms for these categories (for ease of reference).
  • The new policy and procedures contain references to academic titles under the new Academic Titles Structure and provisions relating to probation for staff on the Teaching and Scholarship Academic Career Pathways scheme, in anticipation of these schemes being approved by Privy Council in Michaelmas Term.

For staff members who are under probation at the time the new arrangements are introduced, the probationary period as set out in their terms and conditions of employment will continue to apply, but they should be managed under the new relevant procedural arrangements. If complications arise during the transition period in applying the new arrangements, departments should speak to their relevant HR School Team to determine how these can be applied fairly in the circumstances.  

 

the HR Division has arranged virtual drop-in sessions to provide departmental administrators (and equivalent) with the opportunity to raise any queries they may have ahead of the launch. The sessions will be run via Zoom and can be accessed via the links below (there is no need to book in advance):