SOAS University of London

Human Resources

Probation Procedure for New Academic (Teaching & Research) Staff (for staff new to the academic profession)

PROBATION POLICY AND PROCEDURE FOR NEW ACADEMIC (TEACHING & RESEARCH) STAFF
 

Academic staff with less than 3 years’ experience in teaching and research roles

 

1. Introduction
 

1.1  The probationary period allows time for mutual assessment by the School and the academic. 

 

1.2  The probationary period provides an opportunity for academics to develop and demonstrate their capabilities prior to confirmation of the appointment by the Academic Staff Probation Review Panel (‘the Panel’).

 

2. Scope
 

2.1  Newly appointed full or part-time lecturers shall normally serve a probationary period of three years, after which time they may be confirmed in post. 

 

2.2  If the appointee has previous relevant academic experience, their period of probation may be reduced; the minimum probationary period is twelve months.

 

2.3  The initial period of probation will be decided on appointment.

 

2.4  For all probationers, confirmation in post will be subject to the Panel agreeing that the probationer has met the objectives set in their probationary programme, which will align with the requirements of the Academic Performance Framework.

 

2.5  Experienced staff will be subject to the Probation Procedure for Experienced Academic (Teaching and Research) Staff.

 

3. Principles
 

3.1  The probationer’s progress will be assessed at regular intervals during the period of probation.  The Academic Staff Probation Review Panel will assess progress during the final year of probation.

 

3.2  During the probationary period, the Head of Department and assigned Mentor are responsible for assessing the progress of the probationer and for ensuring that the probationer is provided with the necessary support to enable them to progress.

 

3.3  In the final year of probation, if the Panel is not satisfied with the probationer's progress, probation may be extended for a maximum of 12 months.

 

3.4  If the Panel decides that the probationer has not met the requirements after the extension period, the appointment will be terminated with appropriate notice, in accordance with the School’s Standing Order for Academic Staff: Dismissal, Discipline and Grievance Procedures and Related Matters (Part V: Other Dismissals, paragraph 16: Probationary appointments).

 

3.5  In certain circumstances (e.g. Gross Misconduct) the School’s Disciplinary Procedures for Academic (Teaching & Research) Staff may take precedence over these probationary procedures.

 

3.6  For employees with a fixed term contract or funding end date shorter than the length of the relevant probationary period, the normal probation process will be followed for the duration of employment. If employment is subsequently extended, the probation period will be extended up to the standard period.

 

4. Equality and Diversity
 

4.1 The probation procedures should be carried out with due regard to any diversity issues which may have affected either the original situation or the current process. The School’s Diversity Adviser and diversity specialists within the Human Resources Directorate are available to support colleagues in this area.

4.2 Where a diversity issue (e.g. a disability including chronic physical or mental health conditions) has been disclosed to the School, whether prior to the situation which triggered this process or during the process, the line manager co-ordinating the process is responsible for checking with the employee to determine their needs and for making the appropriate arrangements.

4.3 Employees who have not previously disclosed a diversity issue which may be relevant to this process are encouraged to do so, as early as possible, so that it can be taken into account.

 

Date: July 17


PROBATION PROCEDURE FOR NEW ACADEMIC (TEACHING & RESEARCH) STAFF
 

1. The probationary review process
 
1.1 Appointment of a mentor
 

1.1.1      The Head of Department will appoint an appropriate academic colleague to mentor a new probationer.  (Please refer to Section 9 for more information on the role of Mentor). 

 

1.1.2      Where a probationer believes that a different mentor would be more appropriate, he/she should draw this to the attention of the relevant Pro Director.

 

1.1.3      The Mentor is involved in the probationary review process and attends the review meetings together with the probationer and Head of Department.

 

1.2  Setting objectives
 

1.2.1      The purpose of the probationary review process is to assess progress achieved against an agreed probationary programme.

 

1.2.2      On appointment, Head of Department should agree specific objectives for the probationer with the Chair of the interview panel, to be achieved by the first review meeting.

 

1.2.3      Objectives must be set in line with the requirements of the Academic Performance Framework, under the following headings:

 

·         Teaching and learning

·         Research and enterprise

·         Administration, management and outreach

 

1.2.4      Objectives should be reviewed and revised as appropriate at each review meeting, with further targets to be achieved by the time of the next review. 

 

1.2.5      Probationers should be given a reduced teaching and administration workload. Workload should be equivalent to a half load in year 1 and a two-thirds load in year 2. A full workload should be allocated in year 3.

 

1.3  Review period

 

1.3.1      The Head of Department and Mentor will be responsible for assessing the progress of the probationer.  Part of this assessment must involve formal review meetings with the probationer and the completion of Progress Review Reports , which must be discussed with the probationer.

 

1.3.2      Formal reviews should be conducted after 9, 21 and 30 months in post.

 

 

1.4  Progress review meeting

 

1.4.1      Progress will be reviewed formally after 9 months and again after 21 and 30 months by the Head of Department and the Mentor.

 

1.4.2      At each review, the probationer should be requested to submit a summary of their progress against the agreed objectives.  This will provide the basis for discussion at the formal meeting.

 

1.5  Progress review report

 

1.5.1      At the end of the Progress review meeting, the Head of Department will complete the Progress Review Report, with input from the Probationer and Mentor. A copy will be provided to the relevant Human Resources Business Partner and to the probationer.

 

1.5.2      The Progress Review Report must state whether:

 

a)   Performance has been at the reasonable minimum expectation as set out in the Academic Performance Framework (in the three areas of teaching and learning, research and enterprise, and administration, management and outreach);

 

OR

 

b)   Performance is unsatisfactory in one or more of these areas, in which case the report must give details of the areas causing concern and the remedial action necessary.

 

1.5.3      Where progress is not at the expected standard, the probationary review should support the probationer to identify appropriate goals for improvement and set out a timeline to achieve the minimum requirements for probation within the probationary period.

 

1.5.4      Progress review reports will be provided by HR to the Academic Staff Probation Review Panel to note and comment upon where required.

 
2      The Academic Staff Probation Review Panel

 

2.1  Criteria for confirmation of appointment
 

2.1.1      In reaching a decision under this policy, the Academic Staff Probation Review Panel (‘the Panel’) will be guided by the following statement of criteria for employment at the School:

 

A post-probation contract of employment at the School is based on the expectation that all academic members of staff will contribute actively to the School's mission as an institution of excellence in research and teaching in Asian and African studies and related fields.

 

2.1.2      This contribution will be assessed against the reasonable ‘minimum’ expectations set out in the Academic Performance Framework. Staff can only be considered to have successfully completed their probationary period if they can show that they have achieved the minimum standards.

 

2.2  Teaching and learning criteria
 

2.2.1      The capacity to teach at all levels, as evidenced by the results of course assessments and other indicators of teaching quality, including annual classroom observation by the Head of Department. 

 

2.2.2      All staff would normally be expected to have successfully achieved a Higher Education Academy (HEA) recognised qualification by the end of the probationary period (Fellowship level). Those who already hold an HEA recognised qualification would be expected to work towards the next level of qualification.

 

2.2.3      Part time staff (0.6FTE or lower) would be expected to achieve at least an associate fellowship by the end of probation

 

2.2.4      The normal route for achieving the HEA qualification would be through the Postgraduate Diploma in Higher Education Practice (PDHEP) with resulting HEA Fellowship (early career staff would not normally have sufficient teaching experience to follow the portfolio route). Probationers interested in completing the portfolio route in lieu of the PDHEP should discuss this with the Programme Leader for the (PDHEP).

 

2.2.5      Those on fixed term contracts will be expected to complete the core units of the PDHEP and further participation in the programme as is appropriate to the length of their contract. It is expected that if the contract is extended to full three years, that probationers on fixed-term contracts would have completed the course and achieved the HEA Fellowship by the end of the three years. 

 

2.2.6      Any proposed exemption from achieving a teaching qualification must be agreed with the Programme Leader for the (PDHEP), with input from the Pro Director (Learning and Teaching) where appropriate. 

 

2.2.7      Probationers should be given a reduced teaching and administration workload in years 1 and 2, equivalent to a half load in year 1 and a two thirds load in year 2. A full workload will be allocated in year 3.

 

2.2.8      It is essential that any remedial action required for teaching is undertaken by the end of the second year in order to enable a full report to go forward to the Academic Staff Probation Review Panel.

 

2.3  Research and enterprise criteria
 

2.3       

2.3.1      The capacity to have a productive research career as demonstrated by the publication of articles and books of a standard appropriate for submission in research assessment exercises. 

 

2.3.2      The conclusion of a PhD is normally an expectation before appointment.  Where this is not the case, it will be made clear at the outset whether completion of a PhD is a pre-requisite for the successful completion of probation. In cases where the PhD thesis is about to be submitted, the Panel may recommend confirmation of appointment subject to the successful completion by the beginning of the following academic session. 

 

2.3.3      Probationers who have completed their PhD or have an equivalent record of published research on appointment will be expected to provide evidence of continuing research achievement during the period of their probation. The Panel will expect that by the time the panel meets, such probationers will have obtained commitment to, or evidence of, material sufficient to satisfy research assessment exercise requirements.

 

2.3.4      Probationers failing to meet the requirement regarding successful completion of their PhD and for whom a further six months of probation is recommended, will be expected, to have met the conditions of publication (2.3.3), in addition to successfully completing their PhD, by the end of the extension period.  

 

2.4  Administration, management and outreach criteria
 

2.4       

2.4.1      The probationer has performed such administrative tasks as have been given to him/her in a competent and timely manner.

 

2.4.2      The probationer has undertaken outreach by making some contribution to society and the economy through the application of knowledge to the benefit of the broader community (i.e. NGOs, business, government and the general public).

 

2.5  The Academic Staff Probation Review Panel meeting
 

2.5       

2.5.1      The Academic Staff Probation Review panel will consider the progress review reports for all probationers in their final year of probation, as well as having access to other review reports completed during the year

 

2.5.2      The Panel meets annually, towards the end of the academic session[1].

 

2.5.3      The Panel is chaired by a Pro-Director and includes the other Pro-Directors, plus an additional panel member nominated by the Chair Pro-Director in consultation with the HR Directorate at the beginning of each session. Panel members will be drawn from the academic staff cohort, and will normally be at the level of Professor.

 

2.5.4      The Panel will consider whether the probationer’s performance in the three areas of learning and teaching, research and enterprise and administration, management and outreach have been satisfactory, and fully meets the minimum expectation set out in the Academic Performance Framework for the relevant grade/post.

 

2.5.5      Where the Panel recommends an extension to the probationary period the relevant Pro-Director, Head of Department and Mentor are responsible for setting appropriate and reasonable objectives, and timescales for achievement, within the period of the extension.

 

2.5.6      If, following a discussion with their Head of Department and Mentor, the probationer contests the decision of the Review Panel, they can request a meeting with the Chair of the Review Panel to highlight their concerns.  They may be accompanied to this meeting by a colleague or trade union representative. A Human Resources representative should also be present.  There is, however, no right of appeal against the Review Panel’s decision at this stage.

 

3      Confirmation of appointment

 

3.1  A positive recommendation from the Review Panel shall be reported to Executive Board for record purposes only.

 

3.2  Confirmation of the permanent/fixed term appointment shall be deemed to have effect from the end date of the probationary period.  This does not affect the probationer's date of continuous employment.

 

3.3  The Human Resources Directorate will write to the probationer confirming their appointment, copying in the Head of Department. 

 

3.4  The probationer is eligible for two terms of research leave on successful completion of the probation period if they have also attained three years of service with the School, subject to the following conditions:

 

o   Leave should be taken within one year of the probationary panel;

o   Leave will be subject to the procedure for paid research leave allocation.

 

Staff will not be eligible for research leave in cases where:

 

o   the staff member has been promoted to Senior Lecturer during the probationary period; or

o   leave has already been taken as part of an extension to the probationary period.

 

4    Extending the probationary period
 
4.1  Dealing with unsatisfactory performance
 

4.1.1      The Head of Department and Mentor should seek advice from their designated HR Business Partner where a probationer’s performance/conduct gives cause for concern or when problems first arise.  If appropriate, a member of the HR Directorate may be present at formal review meetings.

 

4.1.2      Where difficulties in meeting the appropriate standard(s) and/or relevant training needs are identified, appropriate opportunity/support shall be provided to assist the probationer in meeting the agreed objectives.

 

4.1.3      The Head of Department and Mentor shall meet formally with the probationer to:

 

discuss any problems identified;
explain what aspect of the work/conduct is not considered satisfactory;
explain which objectives/standards are not met and the shortfall between standards and/or timescales expected of the probationer and those achieved;
discuss what remedial guidance and training will be provided;
give clear early warnings of what may happen if required standards are not met;
give an unambiguous indication of any necessary improvements;
agree a course of remedial action and timescales;
record the outcome of the meeting in writing and give a copy to the probationer.
 

4.1.4      The probationer may be accompanied at the meeting by a colleague or trade union representative.

 

4.1.5      If the required standards of conduct are not met, the disciplinary procedure may be invoked.

4.2  Extending the probation period due to absence

4.2.1      Exceptionally, SOAS reserves the right to extend the probation period where, due to sickness or other authorised absence, it has not been possible to adequately assess the probationer’s performance.

 

4.2.2      The probationary period will not normally be extended if the period of absence relates to a disability. In this regard, due cognizance will be taken of SOAS’s obligations under the Equality Act.  Advice should be sought from the designated Human Resources Business Partner.

 

4.2.3      Where the probation is extended, the following must be communicated in writing to the probationer by the Human Resources Department, in liaison with the Head of Department:

 

a)    The reason(s) for the extension;

b)    The length of the extension period;

c)    The assistance/training that will be given during the period of extension;

d)    The areas for improvement and specific objectives relating to these areas as appropriate (i.e. learning and teaching, research and enterprise and, administration, management and outreach);

e)    That the appointment will be terminated at the end of extension period if the probationer fails to meet standards of performance expected for their grade/post.

 

5      The extended probationary period

5.1  During an extended probationary period (up to twelve months), the Head of Department and Mentor are responsible for monitoring the progress of the probationer against set objectives.  This will include:

 

The Head of Department and Mentor holding regular meetings with the probationer (at least monthly) to discuss progress against objectives and the assistance/training required by the probationer to achieve them;
Providing written feedback to the probationer about their continued performance following each review meeting, including alerting them that where objectives have not been met, this may result in their dismissal;
Providing a written report on the performance and progress against objectives of the probationer to the Review Panel Chair (see below) at the end of the agreed extended probationary period, including copies of all written feedback reports following the review meetings conducted during the probationary extension period.
 

6      End of the extended probationary review period

6.1  Immediate confirmation in post

6.1.1      If progress and performance/conduct are satisfactory at the end of the extended period, the Head of Department will discuss this with the probationer and the probationer’s Mentor and recommend in a written report to the Academic Staff Probation Review Panel Chair that the appointment be confirmed.

 

6.1.2      Confirmation in post following an extended period of probation is subject to the approval of the Academic Staff Probation Review Panel.

 

6.1.3      The probationer will be advised in writing by HR of the successful completion of their probationary period.

 

6.2  Review by the Academic Staff Probation Review Panel

6.2.1      If progress is still considered unsatisfactory, the Head of Department will inform the probationer and the HR Business Partner of his/her assessment. 

 

6.2.2      The Head of Department will send a report of their final assessment of the probationer to HR.

 

6.2.3      HR will arrange a meeting of the Academic Staff Probation Review Panel to consider the assessment.

 

6.2.4      No further extension of the probationary period will normally be possible.

 

6.2.5      The probationer will be invited to attend the meeting of the Academic Staff Probation Review Panel. They will receive written notification at least five days prior to the meeting. The invitation letter will confirm:

 

a)    That this meeting constitutes the final review;

b)    That their performance/conduct is not reaching the required levels;

c)    The date, time and location of the review;

d)    That the probationer has the right to be accompanied by a trade union representative or colleague;

e)    That a representative from human resources will also attend the meeting;

f)     That the outcome of the review could result in the termination of the appointment;

g)    The probationer will be provided with all necessary documentation relating to the probationary period and extension, including a copy of the Head of Department’s final written report.

 

6.2.6      At the Academic Staff Probation Review Panel meeting, it is the responsibility of the Chair of the Panel to:

 

a)    Ensure that the necessary processes and procedures have been carried out;

b)    Ensure that the meeting is conducted fairly, in line with this procedure;

c)    Ensure that, as far as possible, all relevant facts relating to the issues are raised at the meeting;

d)    Decide what action, if any is reasonable and necessary based on the facts;

e)    Ensure that the probationer and/or his/her representative are allowed to present his/her case and respond to the issues raised;

f)     Ensure that they have consulted a senior member of the HR Directorate prior to and during the meeting;

g)    Inform the probationer of their right to appeal the decision taken.

 

6.2.7      The probationer will be informed in writing by HR of the outcome of the meeting, with a copy to the head of department. In cases where the probationer is not confirmed in post, the reasons for the decision will be confirmed in writing, together with the right of appeal.

 

6.2.8      A decision to dismiss would not normally be expected unless problems had been identified at an earlier stage and appropriate formal corrective action taken at that time.

 

6.2.9      The outcome of the Review Panel will be reported to the Executive Board.  

 

7    Appeal Procedure
 

7.1  In circumstances where a probationer is given notice that the confirmation of their appointment has not been agreed, they may appeal on procedural grounds.

 

7.2  Grounds for appeal may include:

 

a)    irregularities in the conduct of Panel business;

b)    failure of the Panel to take account of all relevant information

 

7.3  The probationer must appeal in writing within fourteen days of the notice of termination to the Director of Human Resources, stating the full reasons for the appeal.

 

7.4  The Director of Human Resources shall put the matter before an Appeal Panel, which will be constituted in accordance with the School Standing Orders (Standing Order X: Academic Staff: Dismissal, Discipline and Grievance Procedures and Related Matters, Part V: Other Dismissals, paragraph 16. Probationary appointments).

 

7.5  The Appeal Panel shall normally comprise a Pro-Director other than the original Chair, a Head of Department other than that of the probationer, an academic member of HR Committee and one member of the Academic Board Panel nominated annually.

 

7.6  All review reports will be made available to the Appeal Panel, together with any additional documentation as they see necessary.

 

7.7  The Appeal Panel will interview the probationer, the original Chair of the Panel, the Head of Department, the Mentor and other such persons as they consider appropriate. 

 

7.8  The probationer has the right to be accompanied to the interview by a work colleague or trade union representative.

 

7.9  It is for the Appeal Panel to determine the exact procedures by which this process is conducted, but they would need to be in accordance with ACAS guidelines extant at the time relating to appeals against a decision to dismiss.

 

7.10       Appeals against the decision of the Panel may have one of three possible outcomes:

uphold the decision of the Panel
overturn the decision of the Panel and confirm in post
refer the probationer back to the Panel for agreement of a further period of probation
 

7.11       The decision of the Appeal Panel shall be final. 

 

8    Support Systems
 

8.1  Probationers require information, support and guidance throughout their probation period and Heads of Department and other staff have a responsibility to ensure that this is provided. 

 

8.2  On the probationer’s appointment, the Head of Department will be required by the School to nominate an appropriate Mentor.

 

8.3   All Mentors must be post-probationers and normally be of Senior Lecturer status or above. 

 

8.4  The Head of Department will not normally be a mentor but may decide to take on this role for new staff in senior positions within his/her department. (More detail on the role of Mentors is given in Section 11 below).

 

8.5  In consultation with the Heads of Department, the Human Resources Directorate will maintain a list of mentors for probationers who will be briefed on the contents of these guidelines and who should normally have attended a mentor briefing session.

 

9    Monitoring
 

9.1  The success of the probation scheme requires the careful co-ordination of activities of all those concerned.  These include the Head of Department, the Mentor, the Pro-Directors, the probationer and the Human Resources Directorate.  It is important that, where problems are identified, remedial action is taken as quickly as possible. 

 

9.2  The probationer will progress to the School's Staff Development and Review Scheme on successful completion of the probationary period.

 

10 Promotion


 
10.1       Staff undergoing probation may be promoted through the School’s Academic Promotion procedures. They must be able to demonstrate evidence of achievement across the Academic Performance Framework and meet the School’s Academic Promotions criteria.
 


Appendix A

 

Academic Staff Probation Review Panel: Evidence for assessment
 

1.    To assess the probationer's progress in learning and teaching, research and enterprise and, administration, management and outreach, the Academic Staff Probation Review Panel will consider the Academic Performance Framework, and following documentation:

 

1.1 This Probation Procedure for New Academic Staff (with less than 3 years’ experience in teaching and research roles) and the Equality and Diversity Policy Statement;

 

1.2 Documentary evidence of successful completion of a course accredited by the HEA or equivalent;

 

1.3 The recommendation of the probationer's Head of Department and Mentor, in the form of copies of the probation review reports (see Appendix B), the School’s Record of Observation of Teaching forms for each year of probation and any other such supporting documentation as s/he feels appropriate;

 

1.4 The probationer's curriculum vitae. This should include, under separate headings:

 

1.4.1.    book(s) / monographs published (full reference, including the number of pages);

1.4.2.            articles in refereed journals (full reference, including no. of pages);

1.4.3.            articles in other journals (full reference, including no. of pages);

1.4.4.            chapters in books (full reference, including no. of pages).

 

(NB. In subjects where criteria other than publications are recognised by a research assessment exercise (currently the REF), equivalent evidence should be provided and will be given equivalent weight by the Review Panel. This might include research outputs other than monographs and articles in peer review journals, for example, performances, electronic media, exhibitions)

 

1.5    Any other information appropriate to the individual case e.g. sickness absence report.

 

1.6    The Chair of the Panel will be responsible for ensuring compliance with the School's Equality and Diversity Policy and practices. 

 

Appendix B

 
Roles in the probation period
1.   The role of the Head of Department
 

1.1    Agree a probationary programme with each new academic appointed to his/her Department, including setting specific objectives relating to in learning and teaching, research and enterprise and, administration, management and outreach, in liaison with the Chair of the interview panel and Mentor;

 

1.2    Monitor the progress of the probationer regularly in respect of achieving set objectives and dealing promptly with performance issues as they arise, including arranging appropriate training and support, etc., in liaison with the Mentor

 

1.3    Ensure that the probationer is familiar with the procedures governing the probationary period and understands the criteria for successfully completing probation;

 

1.4    Advise the probationer, in consultation with the Academic Services directorate with regard to his or her HEA accreditation;

 

1.5    Monitor the probationer's teaching load and research activities and ensure that the duties and consequent workload allocated are appropriate and not higher than an average teaching and administrative load;

 

1.6    Ensure that Mentors are appointed before the beginning of the academic year or term, whichever is appropriate;

 

1.7    Assess student evaluation forms and comments from students on the probationer's teaching;

 

1.8    Arrange for the probationer to observe an experienced teacher's class(es). This arrangement may be with the mentor and will apply to all full and part time staff;

 

1.9    Observe at least one lesson taught by the probationer per year of probation using the School’s Record of Observation of Teaching (at least one observation for those on less than one year’s probation) in order to provide advice and guidance to the probationer in this area;

 

1.10 Ensure that the necessary records are kept and meetings held in accordance with the procedure;

 

1.11 Assist and guide when difficulties are encountered and to take forward any recommendations arising from the Probation Review Panel;

 

1.12 Allocate duties and monitor the workload of the probationer in such a way as to facilitate his or her meeting the criteria for successfully completing probation.

 

 

2.   The Role of the Mentor
 

2.1.  Make contact with the probationer as soon as possible after s/he has taken up post and maintain regular contact during the probation period;
 
2.2.  Assist in the process of induction of the probationer into the Department and the School;
 
2.3.  Help the probationer define and develop the skills needed to become an effective member of the Department and of the School;
 
2.4.  Discuss with the Head of Department the allocation of teaching and administrative loads;
 
2.5.  Assist the probationer to manage their research programme;
 
2.6.  Encourage the probationer’s participation in training courses organised by the School;
 
2.7.  Give support and guidance to the probationer in teaching activities;
 
2.8.  Provide constructive feedback to the probationer on their work.
 
3.   The Role of Probationers
 

3.1    Ensure that they are familiar with the probationary procedure;
 

3.2    Ensure that they are fully aware of the criteria for successfully completing their probation;
 

3.3    Ensure that they comply with the probationary scheme's requirements of them;
 

3.4    Participate, if required, in a recognised and agreed route leading to HEA accreditation in teaching.
 

4    The Role of the Human Resources Directorate


 
4.1  To draw their respective responsibilities to the attention of all staff involved, to ensure the fair application of the probation procedure;
 
4.2  To monitor the mentor scheme;
 
4.3  To provide the Head of Department with the probation review reports at appropriate points during the probation period;
 
4.4  To liaise with the Heads of Department and other relevant individuals to ensure that the Academic Staff Probation Review Panel receives the appropriate information in the format required;
 
4.5  To advise on the practical operation of the academic probation procedure as a whole;
 
4.6  To advise and support all those involved in the probationary process, particularly Heads of Department, Mentors and the probationers themselves;
 
4.7  To advise on issues relating to employment law and procedures relating to the termination of employment under the terms of this Code of Practice.
 

5    The Timetable of Activities

 

5.1  of appointment
Heads of Department will allocate a mentor to each probationer and confirm these names with the probationer, the Mentor and Human Resources

 

5.2  End of September
Heads of Department to meet probationers to agree the probationary programme.

 
5.3  End of March
The Human Resources Directorate will write to the following members of staff requesting information required by the Academic Staff Probation Review Panel, for all probationers in their final year of probation:

 

5.3.1      To probationers: requesting an up-to-date CV and any additional information s/he wishes to submit to the Panel;

 

5.3.2      To Heads of Department: requesting that they complete the final section of the Progress Review Form and make a recommendation which will be made available to the Panel.

 

5.4  April         
The end of April is the deadline for replies to the request letters outlined above.

5.5  The Academic Staff Probation Review Panel meetings are normally held during the third term.  Following the meeting, the Chair of the Review Panel will write to Executive Board informing them of the outcome of the Panel's decisions.
 
5.6  In the event of an appointment beginning on a date other than at the start of the first term, the review of the probationer will be included in the next most appropriate panel meeting.
 
 

6    Ongoing activities

6.1  HR to send periodic probation reviews reminders (or organise automated reminders through Desktop Manager) at appropriate times to the Heads of Department depending on the length of probation and the date of appointment.
 
6.2  Mentors to meet regularly with probationary staff.
 
6.3  Heads of Department to observe at least one teaching session per academic year.
 
6.4  Heads of Department and Mentor to hold periodic formal review meetings with the probationer and complete probation progress reviews at the appropriate time.
 

7    Review

 

7.1  The operation of this procedure will be periodically reviewed.  Any amendment to it, after consultation with the School’s recognised trade unions, will be advised to staff who will also be informed of the date when the amendment will come into effect.

 

8      Appendix A – Academic Performance Framework

9      Appendix B - Academic Staff Probation Review Panel: Notes for Guidance

10   Appendix C – Flowchart (which needs to be amended)