Verbal Offers of Employment

In order to avoid confusion over the terms of an offer of employment, verbal offers are not to be made. The successful applicant may be informed that he or she is the preferred candidate and that, subject to the University’s approval, an Offer of Employment (Employment Contract) will be provided.

How to initiate Offer process in PageUp

In order for the successful applicant to receive their Offer of Employment, the offer details are required to be entered into PageUp and the online approval process completed. Your relevant Faculty or Department Administrator may assist in completing this information in PageUp. The Offer information needs to include the probation criteria that is incorporated into the letter of offer.

Probation and Other Conditions of Employment

In addition to selecting the successful candidate, the selection committee, with the Head of Department or immediate supervisor, is responsible for setting appropriate probation criteria for the successful applicant. The successful candidate may have displayed, during the selection interview and/or during other tests, the need for the development of certain work-related skills. The opinion of the members of the Selection Committee with respect to the length of the probation period and the meeting of such developmental needs should be recorded on the Selection Action Form.

Why have a probation period?

The probation period is the final phase of the recruitment and selection process; a period where by the employer can validate their selection, by ensuring a good match between the person and the job.

Probation is similar to the Performance Development Framework in that it is designed to encourage a process of communication between the supervisor and the new employee, with the emphasis on facilitating the development and transition of the employee into the University role.

The probation period is a critical time for ensuring you have made the correct recruitment decision, as every recruitment and selection decision is strategically important for any department:

• To recruit the right person who can contribute to the achievement of the department’s strategic and operational plans;
• To select a person who is a good fit with the team and will be able to contribute constructively within the team;
• To select a person with the right skills, knowledge and attributes to perform the role required and to develop a career within the University.

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What are the probation periods?

Guide for Continuing Staff

Probation Period
Academic	5 years
Professional	6 months

Guide for Fixed Term (Academic & Professional)

Duration of Employment	Maximum Probation
Up to 1 year	3 months
More than 1 year	6 months

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What are the benefits of having probation criteria to support the probation period?

A well managed probation requires good probation criteria and provides the employer and the employee:

• The best opportunity for a new employee to transition into the University environment;
• Provides a focus for the supervisor and new employee on what knowledge and skills are required to be developed during probation to create a smooth transition into the new job at the University;
• Provides some structure for the new employee on the key aspects of the role and the key players the role interacts with in the department and University community;
• Provides appropriate management support to give and receive feedback on a new employee’s progress during probation.

In most instances, this results in confirmation of the appointment. If, in the unfortunate event there is not a good fit or match between the new employee and the job, the supervisor will have the probation criteria to support them in providing timely feedback and support to the new employee on the issues regarding their performance.

Where the supervisor has provided timely feedback and put in place measures to support the new employee to remedy these, but the performance fails to improve, the probation criteria and an appropriately managed probation process will provide the supervisor a means of recommending termination of the appointment at or before the end of the probation period. This process is more simple and direct than managing underperformance for a confirmed employee.

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How do I prepare probation criteria?

To ensure the supervisor and the new employee can make the most out of the probation period, there needs to be appropriate and sound probation criteria developed that determine whether there is a match between the new employee’s skills, knowledge and attributes with the requirements of the job.

To assist, try and answer the following questions:

• What are the key aspects (activities, skills, knowledge, attributes and behaviours) about this role and the way it is performed that tells you the person is performing to expectation? Does this reflect the position description?
• What are the key priorities for this position (and the Department) in the up coming period?
• What professional development and training will this person require during the probation period to enable them to learn and perform the role?
• What do I, as the supervisor, need to provide to the new employee to facilitate their transition into the University and this job? For example: department induction, outline University processes and protocols, provide information on?

Begin to draft some key requirements based on the above.

Review the objectives you may have now drafted

• Do the objectives set follow the Specific Measurable Attainable Realistic Timely (SMART) principle?
• Are the objectives set within the new employee’s control?
• Are there clear performance indicators, so that I, the employee, or any observer could clearly identify when an objective has been achieved, or what progress has been made?
• Are these objectives desirable and attractive?
• Do these objectives provide knowledge and skill development?
• Do these objectives provide an opportunity for the person to gain broader understanding of the University and develop a network within the department and University?
• Do they facilitate job satisfaction and potential career development?
• Are they seen as adding value to the department?

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Examples of some probation criteria

Teamwork

• Demonstrate the development of effective working relationships with X, as demonstrated by X...
• Demonstrate an ability to listen to others, actively contribute to the team and demonstrate flexibility in adapting to team priorities.

Interpersonal Skills

• Deal effectively with a range of people in a courteous, respectful, timely and empathetic manner.
• Demonstrate discretion, tact and empathy when dealing with sensitive and complex client issues.

Communication Skills

• Demonstrate an understanding of various customer enquiries and communicate these accurately when referring the matter, as appropriate.
• Prepare a range of documentation which demonstrates an ability to identify the key issues or points and communicate these clearly, concisely and effectively.

Technical Skills

• Demonstrate an understanding of (insert technique) and demonstrate proficient skill in performing (technique) and its relationship to X.

Finance Skills

• Prepare the next financial budget for X which reflects a sound understanding of the current financial status of the X and the issues to be addressed.
• Demonstrate an ability to define parameters for extraction of relevant data from financial systems and to interpret financial reports.
• Undertake appropriate training and then demonstrate proficiency in performing a range of financial transactions in Themis, in a timely and accurate manner.

Professional Skills

• Demonstrate sound knowledge and skills in a range of routine veterinary procedures.
• Research and develop a set of appropriate and relevant protocols in... that contributes to (improved process, service..)

Management Skills

• Prepare a paper that outlines the key issues, challenges, priorities in the department with recommendations and suggestions for implementation for consideration by? (For example:HOD or relevant committee/board?.)

Administrative Skills

• Develop and document procedures for the reception area (with minimal supervision).
• Demonstrate proficient skills in word processing and spreadsheets in the preparation of documentation for (insert supervisor or work area’s name) by ensuring documentation prepared is accurate and timely.

Research

• Develop scholarly outcomes from research by achieving acceptance of one article in a refereed journal.
• Complete a research proposal for (insert details) which incorporates relevant timelines, to be completed by (date)
• Successfully obtained at least one externally funded national competitive research grant.
• To have secured national/international invitations to present at seminars, conferences etc (department to more clearly specify expectation)

Teaching

• Effectively prepare and deliver lectures and tutorials, one measure will be that of student assessment scores of at least 3.0 in the following subjects...
• Research and develop new and effective subject material for...
• Demonstrated initiative in improving the quality of teaching in the Department by...
• Demonstrate a capacity and interest in postgraduate supervision and have attracted at least one PhD student and one honours student per...

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