Employment

Procedure 22: Probationary Period


Responsible Office: Human Resources
Revised:
May 2020

A. Purpose and Scope


  1. This UCI Personnel Procedure implements PPSM-22: Probationary Period.
  2. This Procedure applies to Professional and Support Staff, except for represented employees, which are covered by the applicable provisions of their collective bargaining agreement.

B. Authority and Responsibility


The authority and responsibility for implementing the probationary period policies and procedures rests with the department head and the Chief Human Resources Executive.

C. Definitions


Probationary Employee: A probationary employee is a professional or staff employee who has been appointed to a career position and who has not completed the probationary period.

D. Procedures


  1. Overview
    1. Supervisors are encouraged to provide regular feedback to employees concerning work performance and general suitability for University employment during the probationary period.
  2. Timing of written evaluations
    1. The supervisor shall conduct at least one performance appraisal in ACHIEVEonline (check-in) or appropriate evaluation process, prior to completion of the probationary period. (See UCI Personnel Procedure 23: Performance Appraisal.)
    2. In addition to this evaluation, the supervisor may conduct a written evaluation at any time there is a question concerning the quality of an employee's performance or general suitability for University employment.
  3. Completing Probation
    1. A career employee who has satisfactorily completed the probationary period shall be informed in writing of the attainment of regular employee status. (See Sample Letter: Completion of Probationary Period.)

E. Release During Probationary Period


  1. A Probationary Employee may be released by written notice at any time during the probationary period.
  2. Whether or not a Probationary Employee receives a performance appraisal, the employee may be released at any time during the probationary period for serious misconduct, including but not limited to dishonesty, theft, or workplace violence.

F. Extension of Probationary Period


  1. An extension of the probationary period may be granted by the department head under appropriate circumstances, for example, change of supervisor or transfer to a different job during the probationary period. The supervisor is required to consult with assigned Human Resources Business Partner before the extension may be granted.
  2. The extension shall be for a specified period of time, but should normally not exceed three (3) months.
  3. For unusual circumstances, and with Human Resources approval, a probationary period may be extended for up to six (6) months.
  4. If an extension is granted, the Probationary Employee shall be notified in writing of the reasons for and duration of the extension. The notice shall normally be seven (7) calendar days prior to the extension of the effective date and shall state the new completion date of the probationary period. (See Sample Letter: Extension of Probationary Period.)

G. Limited, Floater, and Per Diem Appointments/Probation


  1. Limited, floater, and per diem employees may move to a career position (see UCI Personnel Procedure 20: Recruitment and Promotion). Credit towards probationary period for career appointment shall follow the following guidelines:
    1. An employee who is required to serve a probationary period and has worked in a limited appointment immediately preceding the career appointment, shall have up to 1,000 hours on pay status credited toward completion of the probationary period. The 1,000 hours shall exclude any overtime or on-call hours. The time credited shall be for working in the same position and with the same supervisor that the employee had immediately preceding the career appointment.
    2. A per diem employee who has worked at least 60 equivalent full-time shifts in six (6) consecutive months in the same position to which the employee is subsequently appointed as a career employee shall have three (3) months credited toward completion of the probation period. The 60 full-time shifts must be immediately preceding the career appointment.
  2. Release of limited, floater, and per diem employees will be as follows:
    1. With the approval of the department head and in consultation with assigned Human Resources Business Partner, supervisors may release limited, floater and per diem employees.
    2. Written notice of the release is provided to the employee on or before the release date. Limited, floater, and per diem employees are automatically terminated as of the last day of the appointment, unless there is an earlier separation or formal extension of the appointment in writing.

H. References


Personnel Policies for Staff Members


Procedure 22

Sample Letter: Completion of Probationary Period

Date

Name
Title

RE: Completion of Probationary Period

In accordance with Personnel Policies for Staff Members, Policy 22, this is to inform you that effective [insert date], you have satisfactorily completed your probationary period for University employment, and have attained regular status in your appointment as [insert payroll title].

Thank you for your contributions to department and University thus far, and I look forward to continuing to work with you in the future.

[Name of Supervisor]

cc: [Department Head]
[Human Resources Business Partner]

Procedure 22

Sample Letter: Extension of Probationary Period

Date

Name
Title

RE: Extension of Probationary Period

In accordance with Personnel Policies for Staff Members, Policy 22, this is to inform you that your probationary period for University employment is being extended for a period of [Number (#)] months. The reason(s) for this extension is (are) [_______________]. The new date of completion of your probationary period will be [New Effective Date].

If you have any questions regarding this action or would like to discuss the reasons for this action, please let me know.

[Name of Supervisor]

cc: [Department Head]
[Human Resources Business Partner]

Procedure 22

Sample Letter: Release of Career Employee during Probationary Period

Date

Name
Title

RE: Release from Career Appointment during Probationary Period

This is to inform you that effective [insert date], you are released from your position of [insert position title]. This action is taken in accordance with Personnel Policies for Staff Members, PPSM-22: Probationary Period.

Please contact [insert benefits representative name/title] at [insert phone number] to discuss the important options available to you regarding your benefits.

You may be eligible for unemployment insurance. Details and an application for unemployment benefits may be obtained from the local office of the California State Employment Development Department (EDD).

[Name of Supervisor]

cc: [Department Head]
[Human Resources Business Partner]
[Benefits Representative]