Probationary Procedure for
School Support Staff - Toolkit
Practical Guidance &
Model Documents
Catherine O’Keeffe, Schools’ HR Advisory Team
February 2013
Version 1
Page no
Document no
Document name
3
1
Probationary Process Flowchart
4
2
Probationary Period Review Form
6
3
Probationary Period Joint Action Plan
8
4
Fixed Term Worker Probationary Period Form
9
5
Poor Performance Letter
10
6
Invite to Final Probationary Review Meeting
11
7
Extension Letter
13
8
Successful Completion Letter
14
9
Termination Letter
2
Document 1 – Probationary Process Flowchart
New Starter to school - Manager and employee to meet within first week to arrange induction programme

Manager and employee to agree a probationary action plan

Schedule First Probationary Review Meeting (within weeks 7-9)
First Probationary Review Meeting (within weeks 7-9)
Satisfactory performance

Complete Probationary Review form (copy to employee)

Review Probationary Action Plan

Schedule second review meeting
Unsatisfactory Performance

Complete Probationary Review form

Review Probationary Action Plan

Schedule second review meeting

Follow up meeting with letter outlining:
a. points discussed
b. any agreed actions
c. date of 2nd review meeting
d. right of employee to bring union/professional Association rep or work colleague to
2nd review meeting
e. enclose a copy of probationary review meeting form.
Second Probationary Review Meeting (within weeks 13-15)
Satisfactory performance

Complete Probationary Review form (copy to employee)

Review Probationary Action Plan

Schedule 3rd and final review meeting (20 week meeting)
Unsatisfactory Performance

Complete Probationary Review Form

Review Probationary Action Plan

Schedule 3rd and final review meeting (20 week meeting)

Follow up meeting with letter outlining:
a. points discussed,
b. any agreed actions
c. date of 3rd and final review meeting
d. right of employee to bring union/professional Association rep or work colleague to 20
week review meeting
e. enclose a copy of probationary review meeting form.
Third and Final Probationary Review Meeting (20 weeks)
Satisfactory Performance

Complete Probationary Review form (copy to employee)

Review Probationary Action Plan

Confirm Successful completion of Probationary Period in writing

Copy to employee and in employee’s personnel file in school.
Unsatisfactory performance
Head to conduct the meeting whether or not they have been involved in previous meetings. Head to:

Outline areas of poor performance or unsatisfactory conduct and where the employee has failed to improve

Give employee chance to explain any reasons they may have for not performing to a satisfactory level.

Decision to terminate contract or extend probationary period to be made at the end of the meeting.
Termination of Contract
Extension of Probationary period
Termination letter sent to
Written Confirmation of extension period to be sent to employee stipulating
employee stating their notice
the conditions and notice period if extension is unsuccessful. Final review
period. Complete leavers form
meeting scheduled where outcome will be satisfactory completion of PP or
and send to payroll.
termination of employment.
Document 2
Probationary Period Review Form
To be completed jointly by the line manager and employee during the first, second and final
probationary review meetings. This form should be used in conjunction with the Job
Description to ensure that all relevant skills and abilities necessary to carry out each
responsibility have been addressed.
Review
stage
(e.g. 1,2
or 3)
Start
Date:
Name:
Job Title:
Line
Manager:
Date of
meeting:
Is the employee performing to a satisfactory standard?
Yes/ No*
If No, actions to address this will be outlined in the Joint Action Plan below.
Key objectives, tasks and targets:
Key objectives, tasks and
targets
Satisfactory
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Comments
Sickness absence:
Number of days sickness absence
Days
Number of occasions sickness absence
Occasions
Other issues discussed:
Joint Action Plan:
Areas for improvement/ timescales/ assistance offered – Complete Joint Action Plan document 3 of
toolkit:
Employee’s Comments:
Employment can now/ cannot yet* be confirmed as permanent
Headteacher’s
signature:
Employee’s
Signature
Date:
Date
*Delete as appropriate
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Document 3
Probationary Period Joint Action Plan
This form should be completed jointly by the employee and line manager at each of the three
probationary review meetings.
Date of Meeting:
Present at
Meeting:
Table 1: complete during employees first week of employment (induction period)
Outline objectives should be achieved by the employee prior to the First Probationary Review
Meeting
First Probationary Review Meeting Date:
OBJECTIVES
OWNER/TIME SCALES
Training needs identified to meet these objectives:
Employees comments:
Employees Signature:
Managers Signature:
Table 2: complete at the end of the First Probationary Review Meeting:
Outline objectives should be achieved by the employee prior to the Second Probationary Review
Meeting
Second Probationary Review Meeting Date:
Training needs identified to meet these objectives:
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Employees comments:
Employees Signature:
Managers Signature:
Table 3: completed at the end of the Second Probationary Review Meeting:
Outline objectives should be achieved by the employee prior to the Final Probationary Review
Meeting
Final Probationary Review Meeting Date:
Training needs identified to meet these objectives:
Employees comments:
Employees Signature:
Managers Signature:
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Document 4
Fixed Term Worker Probationary Period Form
(to be completed where the employment period is less that 26 weeks)
PERSONAL AND CONFIDENTIAL
Employee’s name:
Manager’s name:
Post:
Start date:
Length of contract:
End date of contract:
It has been mutually agreed that the probationary period will be for <insert number of weeks>
weeks, expiring on<insert date> and the review dates are as follows;
1st Review Date:
<insert date>
2nd Review Date:
<insert date>
Final Review Date <insert date>
Signatures:
Manager:
Date:
Employee:
Date:
*A copy of this form should be placed on the employees personnel file
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Document 5
Poor Performance Letter
(to be sent to employee after first and second review meetings)
PERSONAL AND CONFIDENTIAL
Dear <insert name>
I refer to our meeting on <insert date> at which your work performance during your probationary
period was formally reviewed. Also present at the meeting were <insert other attendees (if
applicable) i.e. Trade Union representative>.
At this meeting, the necessary standards required for your role were explained. I confirm that the
areas where you have failed to reach an acceptable standard are as follows:
<Give details here of shortcomings and reminders of advice/warnings>
In order to meet these standards, the following support and development has been mutually agreed:
<Give details here of developmental opportunities and support that have been
offered/organised>
I would like to remind you that confirmation of your appointment is subject to your suitability for
employment in this role. You need to demonstrate satisfactory performance and conduct throughout
your probation period. If you fail to meet the necessary standards outlined above your employment
may be terminated. Your performance will be reviewed again formally at a further meeting on <insert
date>, at which you have the right to be accompanied by a Trade Union representative or work
colleague. <when sending this letter following second review meeting, please insert following
text>: I must remind you that if at the Final Review Meeting, you have failed to meet the
standards outlined above, the outcome of the meeting may be the termination of your
employment.
If you have any questions please do not hesitate to contact me.
Yours sincerely
Line Manager/Headteacher
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Document 6
Invite to Final Probationary Review Meeting
PERSONAL AND CONFIDENTIAL
Dear <insert name>
I am writing to inform you that you are required to attend a Final Probationary Review meeting on
<insert date, time and location>.
At this review the question of whether you have performed satisfactorily, in accordance with the
School’s Probationary Procedure, will be considered. The consequences of not performing to a
satisfactory level may be that your employment is terminated.
At your probationary review meeting(s) on <insert date(s)> your unsatisfactory performance was
outlined and discussed and a time period for expected improvement agreed. The following areas
remain a concern:
<Give details here of shortcomings and reminders of advice/warnings>
My role will be to chair the hearing and make a decision regarding your future employment with
<name of school>. <Name> will also be present from the Schools’ HR Advisory team.
You are entitled, if you wish, to be accompanied by a work colleague or trade union representative. If
you are to be accompanied, I should be grateful if you could confirm who will be attending this
meeting.
Yours sincerely
Headteacher
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Document 7
Extension Letter
PERSONAL AND CONFIDENTIAL
Dear ………………………….
Further to the final review meeting on <insert date> regarding your probationary period, which is due
to end on <insert date>, I am writing to confirm that it has not been possible to fully assess your
suitability for the post of <insert job title>. This is due to <state reason>.
I am therefore offering you an extension <enter agreed time NB: this should not be longer than 3
months> to your probationary period. This will take you to <insert date>. It is felt that this would give
you a more reasonable time to demonstrate your suitability for the role. This extension would
constitute a mutually agreed variation to your contract of employment as issued to you on <insert
original contract date>.
During this extended probationary period the areas you need to concentrate on in order to reach an
acceptable standard are as follows:
<Give details here of shortcomings/areas which you have not been able to assess properly>
In order to meet these standards the following training/support has been mutually agreed:
<Give details here of developmental opportunities and support that will be offered>
If you agree to this extension a final review of your performance will take place on <insert date, time,
location and name of reviewer>. You may be accompanied by your Trade Union representative or
a colleague if you wish. However, if you fail to successfully complete your extended probationary
period you will only be given statutory notice of <insert length>.
If you wish to accept this offer of an extended probationary period, please sign the letter overleaf and
return to me. A second copy of this letter is enclosed for your records.
If you should choose not to accept this offer of an extension, I regret that your appointment cannot be
confirmed as you have failed to reach and maintain a satisfactory level of performance. This letter
would therefore act as notice that your employment with <name of school> will terminate with effect
from <enter date>.
Yours sincerely
Headteacher
I agree to the extension of my probationary period and understand that this is a mutually agreed
variation to the terms of my employment that were stated in my offer letter dated <insert date> and
its attached Statement of Written Particulars.
Signed………………………………………………Date…………………………….
OR
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I do not agree to an extension of my probationary period and understand that my employment with
<name of school> will terminate with effect from <insert date>.
Signed………………………………………………Date…………………………….
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Document 8
Successful Completion Letter
PERSONAL AND CONFIDENTIAL
Dear …………………………….
Following your Final Probationary Review Meeting on <insert date> I am pleased to confirm you
have successfully completed your probationary period and your appointment is now confirmed.
I would like to take this opportunity to offer my congratulations and to wish you continued success in
your role.
Yours sincerely
Line Manager/Headteacher
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Document 9
Termination Letter
PERSONAL AND CONFIDENTIAL
Dear..........................................
TERMINATION OF EMPLOYMENT
I refer to the final probationary review meeting which took place on <insert date> with <insert
attendees>. The meeting was arranged in order to formally review your performance at the end of
your probationary period.
At this meeting you were informed of the areas of your job in which you have failed to reach a
satisfactory standard during the probationary period:
<Give details here of shortcomings and reminders of advice/warnings>
After due consideration of all the evidence presented to me and of the responses from yourself <and
your Trade Union representative/work colleague – include if appropriate>, I have decided that
despite assistance being given to you over the past <Insert number weeks/months> you have
failed to reach and maintain a satisfactory level of performance. I have therefore concluded that I
must terminate your employment with <name of school> on the grounds of capability.
Your dismissal will take effect on <insert date> which takes into account the <insert number>
weeks notice to which you are entitled. You will/will not <delete as appropriate> be required to
attend work during your period of notice.
If you wish to appeal against this decision you should do so in writing to <insert name>, Chair of
Governors, via the school within seven working days of receipt of this letter.
Yours sincerely
Headteacher*
* The person signing the letter should be the individual who heard the final probationary meeting. .
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