Date Posted: 05/24/2005
Establishes guidelines for employees to serve sixth
(6) month probationary periods to achieve full
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The probationary period is an introductory period of
employment that allows the employee and Institution to
determine if the employee is suited for the position.
During the probationary period, employees may be
terminated at the pleasure of the appointing authority,
without access to Clayton State University Grievance
Procedure or that of the University System of Georgia.
All classified persons who begin either original
employment, or re-employment in classified positions
must serve six (6) months probationary periods effective
from the date of employment. This includes employees who
may transfer into from other State agencies.
Probationary periods must be extended when
probationary employee are on any leave with or without
pay, including Military leave without pay for more than
14-consecutive calendar days. Extensions include the
first 14 days of absence, as well as those days in
excess of 14, up to the return to work date.
The supervisor should establish performance
expectations for each new employee. This plan should be
established within the first week of employment.
It is strongly recommended that supervisors provide
feedback to or evaluate new employees’ performance
frequently during the probationary period. An interim
Probationary Review Form may be completed at any time
during the probationary period to document the
employee’s progress or to provide feedback to the
employee. Any forms used for this purpose should be
clearly marked as interim evaluations.
Documentation of an employee’s progress during the
probationary period, such as memoranda or interim
evaluation, should be kept in a confidential
supervisor’s file separate from an employee’s official
personnel file. Employees should be provided copies of
interim evaluations and they and they are permitted to
access any other documentation of their work
The supervisor should meet with the probationary
employee at three (3) months to advise the employee of
his or her progress toward meeting established
performance plans. The supervisor should review with the
· The performance plan that was discussed at the
beginning of employment (See Policy? Performance
Planning and Evaluation); and
· A Probationary Progress Review form, which the
supervisor has completed based on the employee’s
performance to date.
Note: Decline in performance or unsatisfactory
performance following a satisfactory three month
performance review, or at any time during the
probationary period, may be a basis for termination.
The supervisory should meet with the probationary
employee approximately three (3) weeks prior to the
completion of his or her probationary period and provide
a progress review. The Probationary Progress Review for
is to be used for this formal progress review.
The Probationary Progress Review forms completed at
three (3) months and at the end of the probationary
period are official forms that must be kept in the
employee’s personnel file, located in the Office of
The supervisor should notify the employee in writing
when the six-month probationary period has been
completed satisfactorily. If a probationary employee
works beyond a 6-month period without being notified of
satisfactory completion, the employee will be regarded
as having successfully completed the probationary
If the organization determines at any time during the
probationary period that an employee is not suited for
the job, the employee should be terminated or allowed to
resign. Records related to termination must reflect
“Unsatisfactory performance during the probationary
period” or “End of Assignment.” Notice of termination
should be in writing by memorandum or letter.
Probationary employees do not have access to the
Increases for probationary employee must be based on
their most recent Probationary Progress Review ratings.
Increases, if awarded, become effective on October 1st
(See P&P on Performance, Planning and Evaluation.)
All classified employees are expected to serve a six
(6)-month Probationary Period and during this period
supervisors may apply the Standards of Conduct and
employees may use the Grievance Procedure.
Probationary employees are expected to maintain the
highest standards of conduct and job performance. Those
who do not perform to these standards are normally
terminated from CSU prior to the end of their probation.
There are situations where a supervisor finds a
probationary employee’s behavior or performance can be
improved to a satisfactory level with counseling prior
to the end of the probationary period. The following
guidelines are suggested for use by a supervisor who
chooses to counsel with a probationary employee
experiencing either behavioral or performance problems.
Probationary employees must be evaluated during the
probationary period. Those who do not meet minimum
expectations during the probationary period are normally
considered for separation from CSU employment.
Supervisors, however, are strongly encouraged to address
performance difficulties with probationary employees
thorough counseling is to let the probationary employee
know that there are established performance
expectations, what the employee needs to do to achieve
them and the consequences if he/she does not.
Performance counseling works best and is most effective
when it is approached from a positive “rehabilitative”
standpoint versus a disciplinary one. It should be
conducted at the point where (in the judgment of the
supervisor) an observed pattern of substandard
performance has occurred and is likely to continue if
The objective of performance counseling is to
redirect the employee’s behavior.
The following list, while not all inclusive, provides
some basic suggestions for performance counseling: