PROBATION PROCEDURES FOR PROFESSIONAL STAFF
CONFIDENTIAL
1.
Definition
1.1
All professional staff including support research employees who are appointed to a permanent or fixed-term full-time or
part-time positions at CQUniversity are subject to a probationary or qualifying period according to the following scale:
HEW/SRE Level
Levels 1-9
Probationary Period
6 months
1.2
Each employee will be required to undergo regular reviews throughout the probationary period. A probationary
employee will be subject to a minimum of two reviews that will be completed by the employee’s immediate supervisor in
consultation with the employee prior to the conclusion of the probationary period. Probationary periods do not apply in
cases of reappointment, transfer, or secondment provided that the initial period of probation in respect to the initial
appointment has concluded.
2.
Statement
2.1
Probation is the initial period of a person’s employment during which their suitability and performance is assessed. If
the person has not been satisfactory in the position, the employment relationship may be terminated provided that the
employee has been told specifically what it is about their conduct or capacity that is unsatisfactory; and that the
University has considered any response to allegations; and the employee has been given the opportunity to improve
after being clearly told what improvement is expected.
2.2
Probation provides an opportunity for CQUniversity to set and clarify work performance standards for new employees, to
provide support to ensure that these standards are met and to determine whether new employees meet the standards
required for continued employment.
3.
During Probation
3.1
The following procedures apply during the probationary period:
3.1.1 During the first week of duty, the immediate supervisor shall meet with the appointee to discuss the position description,
duties and responsibilities, standards of performance, and results expected during the probationary period. A signed
record indicating when this initial meeting occurred, should be held by the supervisor and appended to the first
probationary report.
3.1.2 Throughout the probationary period the supervisor should assist the appointee by providing regular feedback in respect
to performance outcomes and providing counselling, support and training to assist in overcoming performance
deficiencies.
3.1.3 The supervisor shall monitor the general progress of the appointee. A report is to be completed by the Pro ViceChancellor & Executive Dean/Head of Division/Centre (or other reviewing officer authorised by the Pro Vice-Chancellor
& Executive Dean/Head of Division/Centre) as follows:

Interim report at 1 month and 3 months with a final report at 5 ½ months.

The final report, which includes a recommendation in respect to continuation of appointment (successful or
unsuccessful), must be received in the People and Culture Directorate (PAC) two weeks prior to the
completion of the probationary period.

If termination is recommended, PAC will then generate an appropriate letter. Notice periods will apply, which may be
worked or paid in-lieu thereof by mutual agreement.
3.1.4 At each of the interim reviews, the supervisor should meet with the appointee to review performance, provide feedback,
and to counsel the appointee. The supervisor shall confirm the content of these review meetings in writing and provide
copies of that document to the appointee and to PAC. The appointee should be requested to sign the copies to confirm
receipt, and that it is a fair and accurate record of discussion. If the appointee does not believe that it is a fair record,
areas of agreement and disagreement should be recorded.
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4.
Expiry of Probation
4.1
Before the expiration of the probationary period, the Pro Vice-Chancellor (Faculty) / Head (or nominee) shall consult the
supervisor in respect to their final report and shall:

4.2
Where termination is recommended, the Director, People and Culture shall ensure that the probationary clause in the
current Enterprise Agreement has been followed. If the appointee does not believe that it is fair, areas of agreement and
disagreement should be recorded. Employment law recognises that the employer must adopt a code of conduct which is
called procedural fairness. To satisfy the test of procedural fairness, an employer must not terminate an employee
without first:





4.3



The employee has been told specifically what it is about their conduct or capacity that is unsatisfactory, with
reference to the relevant position description and University policies such as the Code of Conduct;
The employee has the opportunity to respond to the allegations
The supervisor has considered the employees response to the allegations
The employee has been given the opportunity to improve after being told clearly what improvement is expected and
within what timeframe.
It is not valid or acceptable for an employer to terminate an employee for any of the following reasons:






4.5
Having a valid reason
Allowing the employee to respond to any allegations or criticisms of the employees’ performance;
Providing adequate counselling to assist the employee;
Giving adequate cautions to the employee about loss of employment (preferably in writing);
Allowing a reasonable time to respond to counselling or to reprimands.
The principles contained in the ‘Unsatisfactory Performance’ clause of the current Enterprise Agreement should be
followed prior to a person being terminated during a period of probation. These are basically that:

4.4
inform People and Culture Directorate (Building 2, CQUniversity Rockhampton) that the appointment is to be
confirmed/terminated.
Temporary absence through illness or injury;
Union activity;
Discrimination;
Family responsibilities;
Absence on parental leave;
Engaging in lawful industrial action.
At the conclusion of the probation period, unless PAC is advised otherwise, the employee will be confirmed in the
position.
Staff on fixed-term contracts cannot be terminated for unsatisfactory performance outside of a period of probation.
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PROFESSIONAL STAFF EMPLOYEES PROBATION REPORT
CONFIDENTIAL
Probation is the initial period of a person’s employment during which their suitability and performance is assessed.
Probation provides an opportunity for CQUniversity to set and clarify work performance standards for new employees, to
provide support to ensure that these standards are met and to determine whether new employees meet the standards required
for continued employment
If the person has not performed satisfactorily in the position, the employment relationship may be terminated provided that the
employee has been told specifically what it is about their conduct or capacity that is unsatisfactory; and that the University
has considered any response to allegations; and the employee has been given the opportunity to improve after being clearly
told what improvement is expected.
SECTION 1: EMPLOYEE DETAILS
Name:
Faculty/Division:
Present Position:
Current HEW/SRE Level:
Date of Appointment:
/
/
End Date of Probationary Period:
/
/
SECTION 2: REPORTING PERIOD
Indicate with (x)
which report
HEW 1-9
Initial meeting
In week one of employment
FIRST INTERIM REPORT
During first month of employment
SECOND INTERIM REPORT
During third month employment
FINAL REPORT
5 ½ months after commencing employment
Reviewing Officer:
NAME
Date of Review:
SIGNATURE
/
/
THIS REPORT IS TO BE COMPLETED AND FORWARDED TO:
PEOPLE AND CULTURE DIRECTORATE (Building 2, CQUniversity Rockhampton)
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SECTION 3: SIGNED RECORD OF INITIAL MEETING IN WEEK ONE OF EMPLOYMENT
RECOMMENDATION:
During the first week of duty, the immediate supervisor shall meet with the appointee to discuss the position description, duties
and responsibilities, standards of performance, and results expected during the probationary period.
Comments:
Signature of Supervisor:
Date:
/
/
Signature of Appointee:
Date:
/
/
SECTION 4: TO BE USED FOR THE FIRST, SECOND AND FINAL PROBATION REPORT
1. With reference to the major duties and responsibilities as contained in the relevant position description that have
been performed to date, indicate:
Duties performed well:
Duties where performance needs improvement:
Goals for next review (where applicable):
Areas of greatest improvement since the last report (where applicable):
Areas that have not improved or areas that have degenerated since the last report (where applicable):
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2. Factors affecting performance
The employee uses job skills, normally identified in the position description, to achieve the job tasks and accountabilities.
From the list of job skills below, select those that are more applicable to this position and add any others required for the
job such as technical or computer skills. Assess them, and comment on how the employee may improve performance.
Job Skills and Knowledge
Rating
S = shows STRENGTH
E = is EFFECTIVE
D = requires DEVELOPMENT
U = is unsatisfactory
Statement in support of your rating
Oral Communication
Is clear, logical and convincing when
expressing points of view.
Written Communication
Written work is presented in an
accurate, concise, clear, logical and
appropriate manner.
Interpersonal Effectiveness
Interacts effectively with others; works
cooperatively within a team; builds trust
and commitment in others.
Judgement
Identifies and analyses problems and
develops effective solutions.
Application of Knowledge
Knowledge or expertise applicable to
the position allows for independent
performance of job duties.
Leadership
Motivates individuals or groups towards
a common goal.
Resource Management
Effectively manages financial, physical
or human resources.
Adaptability
Responds positively to change and
adapts to different situations.
Others Factors
Describe other factors affecting
performance eg attention to detail,
motivation, initiative, planning and
organising etc.
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3. What training activities do you suggest the employee undertakes?
4. What arrangements have been made to implement and monitor these activities?
5. General comments by reviewer
6. Comments by employee
Please indicate your ratings and supporting statements if you disagree with any reviewer ratings or statements; or
any general comments you may wish to add.
/
Reviewing Officer:
NAME
SIGNATURE
NAME
SIGNATURE
/
DATE
/
Staff Member:
/
DATE
At the successful conclusion of the probationary period, the employee and the supervisor should complete the
Performance Review, Planning and Development (PRPD) document to plan for the next 12 months.
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SECTION 5: ASSESSMENT AND APPROVAL
Assessment by reviewing officer and approval by Pro Vice-Chancellor (Faculty) / Head
RECOMMENDATION:
This report is to be completed by the reviewing officer (as so authorised by the Pro Vice-Chancellor (Faculty) / Head) when an
employee is due to complete Interim Reports at 1 month and 3 months with a final report at 5 ½ months (in the case of HEW/SRE
levels 1-9).
The reviewing officer should ensure that the Pro Vice-Chancellor (Faculty) / Head is provided with the opportunity to review each
of the interim reports and the final report.
To indicate which report is being completed, tick only one of the following boxes.
First interim report only (approx. 1 month after commencing employment)
Second interim report only (approx. 3 months after commencing employment)
Final report (approx. 5 ½ months after commencing employment)
If Final Report:
Appointment to be confirmed
Appointment to be terminated
Comments:
/
Supervisor:
NAME
SIGNATURE
/
DATE
/
PVC&ED/HOD/HOC:
NAME
SIGNATURE
/
DATE
ACTIONED by People and Culture Directorate:
/
NAME
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