HR Reference | Onboarding

First Day

• Review job description and set expectations

  • Let employee know of any changes in job duties outlined in the job description.
  • Be clear and deliberate in explaining the expectations of the job.
• Discuss vacation time off
  • Classified employees earn vacation hours based on number of state service years.
  •  If this is the employee’s first state job or they worked at another state entity but for less than 180 consecutive days, the employee cannot use their vacation time off balances during the probationary period. If the employee separates from the university during the probationary period, they are not paid out for the unused vacation time off balances.
  • If the employee has already worked a consecutive 180 days at any state entity, they may use vacation time off during the probationary period and they would be paid out the accrual if they separated during the probationary period.
• Discuss performance and conduct standards:
  • Reporting to work in a regular and timely manner
  • Scheduled breaks or lunch periods
  • Reporting sick leave use and other absences
  • Dress codes/standards
  • Appropriate conduct
  • Conducting themselves in accordance with designated safety rules
• Let employee know that a failure to meet expectations during the probationary period may lead to termination and that probationary terminations are effective the same day notice is given. However, commit that you will provide the probationary employee with ongoing feedback so they will know how they are doing in the job and that you will provide them with scheduled Probationary Performance Reviews. 
• If you determine that a probationary employee is not competent or is otherwise unqualified for their position, consult with your SWS HR Consultant to determine the appropriate next steps.

Employee Development & Evaluation

Evaluation procedures for probationary employees are outlined in the Handbook of Operating Procedures, HOP 5-2310. Performance evaluation and counseling are based on the concept that proper supervision is not punitive in nature. It seeks to aid the probationary employee in self-correction and performance improvement. It is the responsibility of the first-line supervisor to notify an employee when his or her performance is below acceptable standards. The supervisor should counsel the employee as to the actions required to improve performance to an acceptable standard. Termination of the employee should be considered only after the employee has not improved to an acceptable level following such notification and counseling.

Postdoctoral and Research Fellows are administrative and professional titles and not subject to a probationary period.  Their appointments are temporary, one-year appointment, renewable up to five years.