Staff Probation Periods

Staff Probation Periods Overview

Staff probation periods are a tricky thing. It’s likely to conjure up images of police officers and good behavior, which is why many spaces switch to language like ‘trial period’ or ‘introductory phase’. The intention of these periods of time – which can range from a few weeks to a few months – are to see if the employee is a ‘good fit’ for the program. Certain benefits (paid holidays, paid time off) are usually withheld until the period is completed.

Typically, employees in the probation period are intended to be subject to more performance meetings and evaluations, and in many cases, have not signed an official employment contract, meaning they can be fired without typical notice and severance (they still can’t be fired without just cause, since you can’t fire people just because. Wordplay!)

This post is intended to spark reflection and suggest ways of addressing the topic covered when writing or updating policies and procedures. Your policies and procedures should be written to meet your program’s needs and unique circumstances.
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It’s EXTREMELY important to note that most places in the US are at-will employers, meaning that you can still fire people at any time, and people can still quit at any time, even after a probation period has ended. This means that if you have a probation period at your workplace, you need to be very clear about what it entails: does it mean employees need to attend certain meetings? Do they have access to benefits? What will happen when the period is completed?

There is a school of thought among Human Resource blogs (which I have sacrificed an inordinate amount of time reading so that you do not have to) that staff probation periods are essential because your hiring process isn’t perfect. This period allows you to assess new employee performance and decide if they have the ability to improve.

At the same time, you should be doing this anyway, so what good is a probation period really doing you? It’s possible that you might have a candidate for a position that’s a great fit and would be a fabulous member of the team. Then, due to a three-month staff probation period that excludes them from healthcare, they decline your job offer in favor of something that gets them coverage sooner. It can also feel patronizing for high-quality, experienced candidates to be in ‘probation’ if that period doesn’t come with useful performance reviews, meetings, and evaluations.

In place of a probation period, consider how your hiring process and first few weeks on the job look. What kind of questions do you ask to get to know people before you hire them? Who checks in with new employees, and how often? How are problems addressed? How are you going to ‘train them up’? Most people that you hire will not be perfect in every single way, but most people are generally open to improving if you provide them the foundation they need.

Where to Include

At Playvolution HQ, we recommend using the Three Handbook Method.

Consider adding this policy to your Staff Handbook.

Considerations

Probation periods are also common regarding performance improvement plans; that is, an employee is placed on probation due to certain behaviors, and has the set amount of time and coaching to fix the behavior before termination. This, again, does not mean the individual cannot be fired at any other time for any reason. (That’s at-will employment again.)
Some places have probation periods for promotions in addition to new hires: does that feel right for your program?
Seriously, you need to be really specific about what your probation period is and isn’t: some examples below are lacking.

Sample Policies

NOTE: The following samples are real-world examples relating to this post’s topic and are provided as a reference for creating your own policies and procedures. Sharing them here is not a recommendation of their content.

Sample 1

INTRODUCTORY PERIOD

The introductory period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether their new position meets their expectations. ABC Academy uses this period to evaluate employee capabilities, work habits, and overall performance. Either the employee or ABC Academy may end the employment relationship at-will and at any time during or after the introductory period with just cause to be documented and explained in a written notice to be signed by both parties.

All new and rehired employees work on an introductory basis for the first ninety (90) calendar days after their date of hire or rehire. Any significant absence will automatically extend an introductory period by the length of the absence. If ABC Academy determines that the introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a special period.

Upon satisfactory completion of the introductory period, employees enter the established employment classification for their position.

ABC Academy, Michigan, USA

Sample 2

Probation Period

All staff serve on a probation period for six weeks, during which the physical and psychological competence for working with children is evaluated.

Salem State University Preschool, Massachusetts, USA

Sample 3

A 90-day probation period if for all new employees. This probation period is for both you and the center to make sure you are right for the position. If before the probation periods ends the director feels that you are not right for the position you will either be transferred to a more suitable position or led go. Staff on probation not already having completed the state mandated training must be enrolled and attending this require training before probation is lifted. This requirement overrides the 90-day time period and probation will be extended until this requirement has been met. Most benefits begin after the probation period.

The director shall schedule regular periods of observation during the probation period, with ongoing feedback to the employee. Legally, no reason needs to be given if dismissal occurs during the probationary period.

Creative Times Academy, Florida, USA

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Staff Probation Periods Overview

Where to Include

Considerations