University of Texas System

Seal of the University of Texas

UT System Administration Policy Library -- Policy INT131

Probationary Period for Classified Employees

Responsible Officer: Associate Vice Chancellor for Employee Benefits and Services
Sponsoring Office: Office of Employee Services
Effective Date: February 1, 2006
Last Reviewed: June 1, 2007
Next Scheduled Review: June 1, 2009
Errors or changes to: policyoffice@utsystem.edu

Policy Statement
Rationale
Scope
Website Address for This Policy
Related Statutes, Policies, Requirements or Standards
Contacts
Definitions

Responsibilities
Procedures

Forms and Tools/ Online Processes
Appendix

POLICY STATEMENT

Each newly appointed classified employee of The University of Texas System is required to satisfy a probationary period of six continuous months from the beginning date of employment.

The probationary period is used to ensure that the applicant selected for a position is qualified to perform the job and satisfactorily meets requirements to be a regular employee of The University of Texas System. The probationary period will apply to the first regular classified position held by the employee for six continuous months and will not apply to positions occupied by transfer or promotion.

During the probationary period, the supervisor will carefully evaluate the employee’s performance and suitability for employment to ensure that the most qualified applicant was selected for the position.

The purpose of the probationary period is to foster a mutual understanding of expectations for the employee and of performance standards for the job.

RATIONALE

The purpose of this policy is to provide supervisors and department heads with information about the intent and requirements of the probationary period for individuals new to employment with The University of Texas System.

SCOPE

All Offices of UT System Administration

WEBSITE ADDRESS FOR THIS POLICY

http://www.utsystem.edu/policy/policies/int131.html

RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

UT System Administration Policies & Standards	Other Statutes, Policies & Standards
Board of Regents’ Rules and Regulations, Rule 30501

CONTACTS

If you have any questions about UT System Administration Policy INT 131, Probationary Period for Classified Employees, contact the following offices:

Subject	Office Name	Telephone Number	Email/URL
Human Resources/ Employee Benefits	Office of Employee Services	512-499-4587	esc@utsystem.edu

DEFINITIONS

Regular Employee:
An employee appointed to work twenty hours or more per week for a period of four and one-half consecutive months or longer (135 calendar days).

RESPONSIBILITIES

.
Supervisor or Designee(s)

Evaluates the employee’s performance during the probationary period to ensure that the most qualified applicant was selected for the position.
Conducts a departmental orientation for the new employee and ensures he or she completes New Employee Orientation.
Provides the new employee with a clear description of the job to be performed, develops standards for the job, observes work performance, and provides feedback to the employee.
Terminates employment of any probationary employee judged not to be competent or otherwise not qualified to continue employment after reviewing facts with Office of Employee Services.

PROCEDURES

1.1 The probationary period is six months in length and is counted in whole calendar months if the employee begins employment on the first of the month; if the employee begins on any other day in the month, six months from that date is counted. For example, if an employee begins employment on September 15, the probationary period will end on March 15.

Any scheduled holidays that occur during the probationary period are considered as part of the probationary period.

If an employee is placed on leave without pay during the probationary period, the probationary period is extended by the same number of days that the employee is on leave.

1.2 The supervisor or designee(s) in the employee’s work group will conduct a departmental orientation for the new employee. During the departmental orientation, the supervisor will discuss the purpose of the probationary period and advise the employee of the length of the probationary period and when it will end.

1.3 The supervisor will ensure that the employee completes online New Employee Orientation offered by The University of Texas System Office of Employee Services within sixty days after employment begins.

1.4 The supervisor will provide the new employee with a clear description of the job to be performed, develop standards for the job, observe work performance, and provide feedback to the employee.

1.5 The period is used for the supervisor’s observation of a new employee’s work performance and to permit the employee to adjust to the job and work conditions. Throughout this period, the supervisor will provide any assistance considered necessary to improve performance or facilitate adjustment.

1.6 The supervisor will evaluate the work performance of a probationary employee after ninety days and again prior to the end of the six-month probationary period. Supervisors must use the standard performance evaluation form to evaluate employees.

1.7 The University of Texas System may terminate the employment of any probationary employee who is judged not to be competent or otherwise not qualified to continue employment. An employee terminated during the probationary period does not have access to the discipline and dismissal policies and procedures of The University of Texas System.

Information about the employee’s performance should be documented and submitted to The University of Texas System Office of Employee Services for inclusion in the employee’s personnel file.
Prior to termination, the administrative official must review the facts of the case with The University of Texas System Office of Employee Services.

1.8 Upon completion of the probationary period, an employee will have all privileges of a regular classified employee.

1.9 An employee who is hired on a temporary basis and continues employment without a break in service in a regular position for which he or she has applied will have a probationary period to commence on the first date of regular employment. For example, if an employee working in a temporary capacity becomes a regular employee, the probationary period will begin on the date the employee becomes a regular employee.

FORMS AND TOOLS / ONLINE PROCESSES

None

APPENDIX