Probation Review
A standard operating procedure for conducting structured probation reviews that assess new employee performance, cultural fit, and capability during the probationary period, ensuring fair and timely decisions about ongoing employment.
Purpose
To provide a fair, transparent, and structured process for evaluating new employees during their probationary period, ensuring they receive clear feedback, adequate support, and a timely decision about the confirmation or extension of their employment.
Scope
This SOP applies to all probation reviews for new employees during and at the conclusion of their probationary period. It covers mid-probation check-ins, end-of-probation reviews, and the process for extending probation or managing unsuccessful probation outcomes.
Prerequisites
- Employee commenced employment with a defined probationary period in their employment contract
- Probation performance objectives set and communicated within the first two weeks of employment
- Onboarding and training program delivered as planned
- Regular informal feedback provided throughout the probation period
Step-by-Step Procedure
Schedule Mid-Probation Check-In
Schedule a formal mid-probation check-in at the halfway point of the probationary period. This meeting allows early identification of any performance or behavioural concerns and provides the employee with constructive feedback while there is still time to make adjustments.
- 1.1Send a meeting invitation at least one week before the mid-probation date
- 1.2Request the employee complete a self-assessment of their progress
- 1.3Gather feedback from the hiring manager on the employee's performance to date
- 1.4Collect observations from colleagues who work closely with the new employee
- 1.5Prepare talking points covering achievements, areas for improvement, and expectations
- The mid-probation review should be a supportive conversation, not a formal assessment
- Address any concerns early so the employee has a fair opportunity to improve before the final review
Conduct Mid-Probation Discussion
Hold the mid-probation discussion in a private setting. Review progress against the probation objectives, provide balanced feedback, identify any support or training needs, and set clear expectations for the remainder of the probation period.
- 2.1Open the conversation positively and outline the purpose of the meeting
- 2.2Review progress against each probation objective
- 2.3Provide specific feedback on strengths and areas for improvement
- 2.4Discuss any challenges the employee is experiencing and offer support
- 2.5Confirm expectations and any adjusted objectives for the remaining probation period
- 2.6Document the discussion and agreed actions
- Be honest about concerns — vague positive feedback at mid-probation followed by negative feedback at the end is unfair to the employee
- Document the discussion even if everything is going well, to establish a record of the review process
Prepare for End-of-Probation Review
In the weeks leading up to the end of the probation period, gather comprehensive performance evidence, peer feedback, and the employee's self-assessment to prepare for the final probation review and employment confirmation decision.
- 3.1Review the employee's performance against all probation objectives
- 3.2Gather feedback from team members and key stakeholders
- 3.3Review the employee's self-assessment
- 3.4Check that all mandatory training and compliance requirements have been met
- 3.5Prepare a recommendation to confirm, extend, or terminate the probation
- Begin preparation two weeks before the probation end date to allow adequate time
- Consult with HR if you are considering an extension or non-confirmation to ensure the process is managed correctly
Conduct End-of-Probation Review Meeting
Hold the formal end-of-probation review meeting to discuss performance over the entire probation period, communicate the employment confirmation decision, and set goals for the next period. Handle the conversation sensitively regardless of the outcome.
- 4.1Open the meeting and outline the agenda for the review
- 4.2Review performance against each probation objective with specific examples
- 4.3Invite the employee to share their own reflections on the probation period
- 4.4Communicate the decision: confirmation, extension, or non-confirmation
- 4.5If confirming, congratulate the employee and set goals for the next performance period
- 4.6If extending, explain the specific areas that need improvement and the extended timeline
- 4.7Document the meeting outcomes and obtain signatures from both parties
- If the outcome is non-confirmation, ensure HR is present in the meeting for support and compliance
- Regardless of outcome, treat the employee with dignity and respect throughout the conversation
Process the Probation Outcome
Update all HR systems and records to reflect the probation outcome. Process any required documentation such as confirmation letters, probation extension notices, or termination paperwork in accordance with organisational policy and employment law.
- 5.1Update the employee's status in the HR information system
- 5.2Issue the confirmation letter, extension notice, or termination letter as appropriate
- 5.3Update payroll records if the confirmation triggers any changes to salary or benefits
- 5.4File the completed probation review documentation in the employee's personnel file
- 5.5Schedule the next performance review in the standard review cycle
- Issue the outcome letter within two business days of the review meeting
- If probation is extended, set calendar reminders for the new review date
Follow Up and Continuous Support
After the probation outcome is processed, continue to provide ongoing support to confirmed employees through regular check-ins. For employees on extended probation, implement a structured improvement plan with frequent touchpoints.
- 6.1For confirmed employees, schedule the first regular performance check-in
- 6.2For extended probation, create a detailed improvement plan with specific milestones
- 6.3Set weekly check-in meetings for employees on extended probation
- 6.4Provide additional training or mentoring support where needed
- 6.5Monitor progress and adjust the support plan as necessary
- Employees on extended probation need increased support, not just increased scrutiny
- Document all check-ins and progress notes to support the final decision at the end of the extended period
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Percentage of probation reviews completed on time before the probation period expires
Percentage of new employees who successfully complete their probation and are confirmed in their role
Percentage of employees placed on extended probation who ultimately achieve confirmation, indicating the effectiveness of the support provided
Frequently Asked Questions
How should remote employee probation reviews be conducted?
Remote probation reviews should follow the same structure as in-person reviews. Use video conferencing for the review meeting, ensure documentation is shared and signed digitally, and gather feedback from virtual collaborators. Pay particular attention to communication skills and self-management capabilities.
Can a probation period be extended?
Yes, probation can usually be extended if the employee has not yet demonstrated the required standard but shows potential for improvement. The extension should be documented in writing, include specific improvement expectations, and comply with the terms of the employment contract and any applicable legislation.
What happens if probation is not passed?
If an employee does not pass probation, the organisation may terminate their employment in accordance with the notice provisions in their contract. The process should be handled with sensitivity, comply with employment law, and include HR involvement to ensure procedural fairness.
Should probation objectives differ from regular performance goals?
Probation objectives should focus on foundational competencies such as learning the role, building key relationships, and demonstrating core skills. They are typically more immediate and observable than longer-term performance goals that are set after confirmation.
What is the standard probation period length?
Probation periods typically range from three to six months depending on the role complexity and organisational policy. The specific length should be stated in the employment contract. Ensure the period is reasonable relative to the time needed to genuinely assess the employee's suitability.
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