1. Purpose
The purpose of this policy is to set a clear process for line managers to manage the performance and conduct of team members during their probationary period.
2. Scope
It is the Organisation’s policy to operate a probationary period for all new staff and may be used where an existing team member is commencing a new role. Probationary periods will be used constructively to help new team members integrate effectively into the business and allow the line manager to assess whether the team member is suitable for the role.
The length of probation will depend on the role carried out by the team member. The period of probation will be set out in the team members Contract of Employment.
3. Managing the probationary period
The line manager is responsible for setting objective performance standards for the team member and should discuss their expectations with the team member. A mid-point probationary review meeting should be held with the team member during their probationary period. This meeting will be used to assess how the team member is progressing and discuss whether any improvements are needed for the team member to successfully complete their probationary period.
4. Providing support during probation
The line manager is responsible for providing guidance and support to the new team member during the probationary period. The level of support required will differ depending on the individual team member. All support necessary should be given by the line manager to allow the team member to successfully complete their probationary period and continue their employment.
The line manager should ensure the team member receives appropriate training at the start of the probationary period. An induction and training plan should be set in place to assist with the team member’s development and introduction to the Organisation. All relevant Organisation documentation should be made available to the team member at the earliest date.
5. Providing support for team members with a disability
As legally required by the Equality Act 2010, line managers must ascertain whether additional support is required for team members with a disability to ensure they are not subjected to unlawful or less favourable treatment during their probationary period. Reasonable adjustments must be made to remove any barriers the team member faces at work. It is the responsibility of the Team member to raise a request for a reasonable adjustment to be implemented.
The line manager must discuss the support offered to the team member during their probationary period with the HR department.
6. Addressing concerns during the probationary period
During the probationary period, the line manager will be continually assessing the suitability of the team member. The line manager should hold a mid-point probationary review meeting to discuss any concerns with the team member’s performance or conduct during the probationary period.
When concerns are raised before or after the mid-point probationary review meeting, the line manager should arrange a formal meeting with the team member to discuss these. Failing to address these concerns in
a timely manner could lead to the team member failing to complete their probationary period. Minutes of the meeting should be taken, and a record of any agreed actions should be made in writing and provided to the team member and the HR department.
7. Terminating employment before completion of the probationary period
Most team members will remain employed by the Organisation until the end date of their probationary period. In some circumstances, the line manager may identify that the new team member is unsuitable for their role and will not reach the required standard with further support before the end of the probationary period.
Where there is sufficient evidence that the required standards are not being met and are unlikely to be met, the employment can be terminated at any stage during the probationary period. The line manager should discuss early termination with the HR department before any such conversations with the team member take place.
8. Terminating employment at the end of the probationary period
Despite being provided with support, necessary training and concerns being addressed as they arise, the team member may not meet the required standards of performance by the end of their probationary period. This includes, but is not restricted to, the team member not meeting their work targets, persistent lateness or unacceptable conduct during their probationary period.
The line manager may decide that their probationary period has been unsuccessful, and their employment should be terminated at the end of the probationary period. This should be discussed in advance with the HR department to ensure termination can take place at the end of the probationary period.
The line manager should hold a probationary review meeting with the team member and inform them of the decision to terminate. The reasons for termination should be recorded in the probationary period review form.
9. Extension of the probationary period
In some circumstances, the line manager may determine that a team member has not yet met the required standards by the end of their probationary period but shows the potential to do so with further time and support. In such cases, the probationary period may be extended.
An extension should only be applied where there are clear and justifiable reasons, such as:
• The team member requires additional time to reach the expected performance standards
• There have been performance or conduct concerns that are capable of improvement
• There has been insufficient time to fully assess the team member due to absence or other exceptional circumstances
The line manager must discuss any proposed extension with the HR department before confirming the decision with the team member.
A formal probationary review meeting must be held with the team member before the end of the original probationary period. During this meeting, the line manager will:
• Explain the reasons for the extension
• Clearly outline the areas requiring improvement
• Set specific, measurable objectives and expectations for the extended period
• Confirm the length of the extension and the review date
The outcome of the meeting, including the reasons for the extension and the required improvements, must be confirmed in writing to the team member and a copy provided to the HR department.
During the extended probationary period, the line manager will continue to provide appropriate support and monitor the team member’s progress.
At the end of the extended probationary period, a final review meeting will be held. The outcome will be one of the following:
• Confirmation of successful completion of probation
• Termination of employment
Further extensions will not normally be granted unless there are exceptional circumstances, which must be agreed with the HR department.
9. Confirming successful completion of the probationary period
If the team member has met the required standards during their probationary period, the line manager should hold a probationary review meeting with the team member and inform them that they have successfully completed their probation. Future performance objectives should be discussed and agreed with the team member.
The line manager shall notify the HR department that probation has been successfully completed, and they will confirm this to the team member in writing.
10. Terminating employment after probation
The team member’s future performance will be assessed under the Organisation’s capability policy, and their conduct will be reviewed under the Organisation’s disciplinary policy. Any breach of these policies will be managed in accordance with the Organisation’s normal processes which could lead to formal action up to and including dismissal.
11. Dishonesty during the probationary period
Following the probationary period, the line manager may discover that the team member has been dishonest when applying for the role. The line manager should inform the HR department immediately.
Deliberate dishonesty relating to a qualifying criteria i.e.- qualifications or suitability to work with vulnerable people are a serious matter and may result in summary dismissal from employment.
12. Responsibilities of the Line Manager
The Line Manager is responsible for ensuring that the probation period is effectively managed and that the team member is supported to succeed. This includes:
• Setting clear expectations, objectives, and performance standards at the start of the probation period
• Providing appropriate training, guidance, and resources to enable the team member to perform their role
• Holding regular one-to-one meetings to review progress, provide feedback, and address any concerns
• Monitoring performance, conduct, attendance, and overall suitability for the role
• Identifying and addressing performance issues promptly, including implementing support or improvement plans where necessary
• Keeping accurate records of meetings, feedback, and any actions taken during the probation period
• Making recommendations regarding the outcome of the probation period (confirmation, extension, or termination) in a timely manner
13. Responsibilities of the Team member
The team member is responsible for actively engaging in their probation period and demonstrating their suitability for the role. This includes:
• Taking ownership of their learning and development within the role
• Demonstrating commitment, professionalism, and adherence to company policies and procedures
• Meeting the performance standards and objectives set by their Line Manager
• Seeking clarification, support, or feedback where needed
• Acting on feedback provided and making reasonable efforts to improve performance where required
• Maintaining satisfactory attendance, punctuality, and conduct
• Participating fully in review meetings and discussions regarding their progress
• Making their line manager aware of any disability which requires reasonable adjustments to be implemented
14. Responsibilities of the HR team
The HR team is responsible for supporting both managers and team members in the consistent and fair application of the probation policy. This includes:
• Providing guidance and advice to Line Managers on managing probation periods, including performance
• Ensuring the probation process is applied consistently and in line with company policy and employment legislation
• Supporting documentation, record-keeping, and audit requirements related to probation reviews
• Advising on appropriate actions in cases of underperformance or conduct issues
• Assisting with formal processes where required, including probation extensions or terminations
• Monitoring overall probation outcomes and identifying trends or areas for improvement in onboarding and support processes
The Tingdene Group, 34-36 Bradfield Road, Finedon Road Industrial Estate, Wellingborough, Northamptonshire NN8 4HB Tel: 01933 551627