• Section 1 - Context
• Section 2 - Authority
• Section 3 - Scope
• Section 4 - Procedure
• Probation Durations
• Performance Concerns During Probation
• Probation Review and Outcome
• Confirmation of Appointment
• Non-Confirmation of Appointment
• Section 5 - Definitions

Section 1 - Context

(1) The probation period is a formal period of review for an employee when they are first engaged at RMIT.

(2) The probation period gives RMIT an opportunity to review an employee’s suitability and effectiveness in their position. It also provides the employee time to consider if RMIT and the position meets their expectations.

(3) This procedure sets rules and outlines information and support available to managers and employees regarding the probationary process.

Section 2 - Authority

(4) Authority for this document is established by the Employee Lifecycle Policy.

Section 3 - Scope

(5) This procedure applies to all continuing and fixed term employees of RMIT University and RMIT Training.

Section 4 - Procedure

(6) All new employees at RMIT University and RMIT Training are subject to a probationary period in accordance with their relevant enterprise agreement or employment contract terms and conditions.

(7) A probationary period is designed to establish whether there is an appropriate match between the individual, the position, and the work environment. This period provides the opportunity to address any issues, including role clarity or performance concerns early.

(8) The people manager is responsible for executing the probation process with all new employees to RMIT in accordance with this procedure.

(9) Where the people manager (see Section 5 - Definitions - usually the immediate line manager of an employee) is satisfied that the employee is able to apply the skills, competencies, experience and behaviours required for the position and environment, and the employee is satisfied with the arrangement, the employee successfully completes probation.

(10) Existing continuing employees entering into a secondment or new contract of are not required to serve a probation period.

(11) People managers are expected to provide guidance on the role requirements and performance expectations to employees as part of the onboarding process.

Probation Durations

(12) Probation periods are determined by appointment type in accordance with Table 1: Probation Durations, unless the relevant enterprise agreement requires otherwise.

Table 1: Probation Durations

Performance Concerns During Probation

(13) People managers are expected to bring incidents of unsatisfactory performance or conduct to the attention of the employee immediately and address any concerns with the employee in a professional and confidential manner.

(14) Employees must be given an opportunity to improve/correct behaviour in a reasonable timeframe and with support.

(15) People managers must ensure they keep file notes from meetings when discussing performance or conduct issues.

(16) When discussing performance or conduct issues with employees, people managers are required to make clear:

1. the behaviour and standards which are required
2. how the employee is failing to meet those expectations
3. timelines in which to improve and dates of follow up meetings
4. any steps or actions intended to address the issue
5. what support is required for the employee to meet the expectations of the role
6. summary of any factors the employee wishes to take into consideration
7. that the issue might lead to non-confirmation of employment if reasonable improvement is not achieved within the timelines (where relevant).

(17) People managers must conduct regular (at least monthly) check ins with employees during the probationary period to provide the employee with feedback.

(18) People managers are strongly encouraged to contact their People Partner mid-way through the probation period to discuss the employee’s progress, particularly where there are questions or concerns regarding employee performance relative to role requirements.

(19) In cases of serious misconduct immediate non-confirmation of employment may be required. The People manager must consult with their People Partner.

Probation Review and Outcome

(20) People managers will be notified by Workday of upcoming probation end dates.

(21) Six weeks prior to the expiry of the probationary period the people manager should assess if they have any concerns regarding the employee, and, if so, contact their People Partner.

(22) At the end of the probationary period the manager must decide if:

1. the employee’s appointment is confirmed, or
2. the employee’s employment is not confirmed.

Confirmation of Appointment

(23) Once the probation date has passed, the employee’s employment is automatically confirmed in Workday.

(24) For employment to be confirmed the employee must at a minimum demonstrate:

1. behaviour consistent with the Code of Conduct
2. adherence to the relevant enterprise agreement, policies and procedures
3. willingness and capacity to achieve requirements within the position
4. performance to the satisfaction of the People manager.

Non-Confirmation of Appointment

(25) At any time during probation, either party may bring employment to an end in accordance with their contract and/or the relevant enterprise agreement.

(26) If a People manager is considering non-confirmation, they must have the support of their manager and their People Partner to determine how to progress it most effectively.

(27) For non-confirmation of employment to be supported there must be satisfactory documentary evidence that the manager had discussions with the employee regarding deficiencies in performance or behaviours and that the employee was provided with opportunity to take corrective action.

(28) The People team will liaise with the manager to ensure that all requirements of the relevant enterprise agreement and/or contract terms and conditions are met.

(29) In line with the Delegations of Authority Policy, the employee’s employment may be terminated during or at the end of their probation period with approval from the Chief People Officer (or delegate) or CEO for entities. The manager will notify the employee of non-confirmation of employment, with support from the People team.

(30) Nothing in this procedure precludes an employee from being dismissed or summarily dismissed for misconduct or serious misconduct.

(31) Non-confirmation decisions must be documented and made in accordance with the Delegations of Authority Policy.

(32) Compliance with this procedure is monitored by Policy and Workplace Relations and reported as part of reporting of overarching attrition metrics to the Nominations, Renumeration and People Committee each quarter.

Section 5 - Definitions