Extending the probationary period
The purpose of extending a probationary period is to allow the employee further time to improve their performance in order to demonstrate competence in the full range of duties and required behaviors.
If a probationer’s performance is unsatisfactory in some areas, but you feel that further training and support may bring the employee up to the required standard, an extension ( on a month-by-month basis) can be considered.
This could also be appropriate in cases where the employee or the manager has been absent from the workplace for an extended period during probation due to circumstances beyond the employee’s control.
An extension should normally be granted only where there are special circumstances justifying such a course and can only be made before the end of the original probationary period.
It’s important you contact the HR Team for advice, before proceeding with the extension of probation.
It is recommended that you do not extend the probationary period on more than one occasion, unless there are extenuating circumstances. It is thought that if the employee has not met the standards set, in that time, they will struggle going forward.
Where it is agreed that the employee’s period of probation will be extended, you will need to discuss the following with the employee:
The reason for the extension – for example that the employee’s performance has fallen short of certain standards, but that the manager reasonably believes that an extension of time will be effective in allowing the employee to achieve these standards.
The length of the extension and the date on which the extended period will end.
The performance standards or objective that the employee is required to achieve by the end of the extended period of probation.
Any support such as further training that will be provided during the extension.
That if the employee does not meet fully the required standards, by the end of the extended period of probation, his/her employment will be terminated.
It is not advisable to make extending probationary periods the norm. An extension should be agreed only if there are special factors that justify it.
HR who will confirm in writing to the employee and support you through the process.
What do I need to do during the extension
- Hold regular review meetings with the employee
- Be clear with the employee regarding their progression against the expected objectives or targets
- Make notes to support the final decision
- Keep in contact with HR
- Be honest and don’t delay the decision if the employee is not going to make the grade.