Contents:
- Purpose
- Background
- Summary
- Probationary Period Timeline
- Completing the Evaluation
- Addressing Performance or Conduct Concerns During the Probationary Period
- Cross References
PURPOSE:
To outline the process for evaluating employee performance during the probationary period for newly hired full-time staff employees of the University Libraries.
BACKGROUND:
The probationary period serves as an evaluation period during which time supervisors assess a new employee’s performance, workplace conduct, and ability to meet the requirements and expectations of the position. The review process provides an opportunity for mutual feedback between the supervisor and employee, as well as documentation of the employee’s progress and overall performance.
SUMMARY:
Supervisors are expected to conduct meaningful probationary period evaluations at three-month intervals throughout an employee’s probationary period, beginning on the employee’s most recent full-time date of hire. The University Libraries Probationary Employee Performance Evaluation Form is provided to document the probationary employee's performance and progress. At each review interval, the supervisor is to meet with the employee to discuss their performance, provide comprehensive feedback, and complete the evaluation form. Supervisor feedback, however, should not be limited to the documented conversations.
PROBATIONARY PERIOD TIMELINE:
Full-time staff employees will follow the probationary period timeline and provisions outlined in University Policy HR34 – Employment Conditions for Full-Time Staff Employees.
COMPLETING THE EVALUATION:
Upon completion of each interval of the probationary period review, the supervisor should meet with the employee to discuss the evaluation results and provide feedback. The evaluation form should be signed by both the supervisor and the employee to acknowledge the review discussion occurred. An employee’s signature acknowledges the conversation occurred and does not necessarily indicate agreement with the evaluation.
The supervisor should retain the completed evaluation form during the course of the probationary review period. Following the final twelve-month evaluation, the employee should receive and retain a copy of the completed evaluation form, and the original should be forwarded to Libraries Human Resources to retain in the employee's personnel file.
Effective probationary period reviews are supported by:
- Fostering a mutual understanding of job responsibilities, performance expectations, standards of performance and conduct, and the evaluation process.
- Meeting regularly to provide performance feedback, guidance, and support.
- Providing coaching and development opportunities to assist the new employee in meeting training objectives and performance expectations.
- Supporting the development of knowledge, skills, and abilities required for successful job performance.
- Providing the new employee with the training, resources, and tools necessary to perform their job responsibilities.
ADDRESSING PERFORMANCE OR CONDUCT CONCERNS DURING THE PROBATIONARY PERIOD:
Supervisors who are considering whether a probationary employee is meeting the established requirements, performance standards and/or expectations of the position should consult with Libraries' Human Resources (HR) for guidance before taking any employment action. HR will evaluate and provide guidance regarding applicable policies, documentation, and/or other available options for addressing performance concerns, as applicable. Supervisors may not separate a probationary employee from employment without prior review and approval by Libraries Human Resources and the Dean of the University Libraries.
Supervisors are encouraged to contact Libraries Human Resources promptly if performance or conduct concerns are identified. Early consultation allows for timely guidance, performance feedback, coaching, and/or other appropriate measures to support employee success and address identified concerns.
CROSS REFERENCES:
Form: Probationary Employee Performance Evaluation Form (Word Document)
Policy HR34 Employment Conditions for Staff Employees
Effective Date: April 2, 2007
Date Approved: April 2, 2007 (Dean's Library Council)
Revision History (and effective dates):
- August 25, 2026 - Updated language to align with process; form updated
- May 13, 2022 - Updated Probationary Employee Performance Evaluation form
- October 2018 - Process updated
- July 7, 2010 - University Policy on Probationary Period changed to one year
- April 2, 2007 - New policy
Last Review Date: August 2026