Support Staff Policy & Procedure for Probationary & Trial Periods

Support Staff Policies & Procedures

Support Staff Policy & Procedure for Probationary & Trial Periods

Last update: 1/6/2015

Policy

Applies to: University support staff

General:

During the probationary period, employees have no assurance of continued employment. Employment during the probationary period may be terminated at any time and for any reason, with or without cause, and with or without notice.
Employees serve a probationary period commencing at the time of hire and/or when the employee changes employee group or bargaining unit. An exception occurs when an employee, currently employed at the University in another bargaining unit, enters the 1585 bargaining unit without a break in service. This employee is subject to a 250-working hour trial period rather than a probationary period.
Employees serve a trial period when changing positions within a bargaining unit.
Any employee who has successfully completed a probationary period in a bargaining unit and then leaves the bargaining unit and continues University employment in another bargaining unit, and then later returns to the same bargaining unit (regardless of the time away), is required to serve a trial period.
Probationary and trial periods of bargained-for employees are not extended except through prior approval of MSU Human Resources Employee Relations and the employee's bargaining representative (union).
The unit administrator may extend the probation of a non-bargained-for employee up to six months by notifying the employee in writing prior to completion of the original probationary period.
An employee whose position is reclassified is not subject to a trial or probationary period.
During probationary or trial periods, the supervisor should have regular discussions regarding performance with the employee. Problems should be addressed in clear and precise terms, documented, and the consequences of unimproved performance should be spelled out.
When an employee makes a percent change during his/her probationary period, the employee will complete the remaining hours minus the time already worked. Example: A half-time CT employee goes to full-time status after having worked 300 hours. The 300 hours worked would be deducted from the full-time probationary period of 1040 hours, leaving the employee with 740 hours to complete his/her probationary period.

Probationary period:

APA, APSA, Nurses and POAM: These employees shall serve a one-year probationary period commencing at the time of hire as a new employee with the University or entry into the bargaining unit from other University employment.

CTU: Full-time employees shall serve a probationary period of 1040 hours of actual work commencing at the time of hire as a new employee with the University or entry into the bargaining unit from other University employment. Three-quarter time employees shall serve a probationary period of 780 hours of actual work, and half-time employees 520 hours of actual work.

1585, 324, SSTU: Employees shall serve a probationary period of 1040 hours of actual work upon entry into the bargaining unit (VARIES: 1585 and 324 part-time employees serve a probationary period of 520 hours of actual work upon entry into the bargaining unit).

Off-campus (MSU Extension): One year.

Trial periods:

APA: The trial period is the first six months in a new position within the same employee group.

APSA and Nurses: The trial period is the first six months in a new classification within the same employee group.

POAM: One year when accepting a different position within the bargaining unit.

CTU: The first 256 actual hours worked.

Trial period clarification for a CTU employee: An employee reassigned within a department to another position at the same grade level and classification does not undergo a trial period. An employee entering a position that has been posted, even though it's in the same department and is at the same grade level and classification, does need to complete a trial period consisting of 256 working hours. A CTU employee bypassed due to a reduction in hours serves a 256-hour trial period in the new position. Prior to the expiration of 256 hours, the employer may terminate the trial period.

All others: The first 520 actual hours worked.

NOTE: Specific Collective Bargaining Agreements should be consulted for details regarding probationary and trial periods (see Policy and Procedure for filling vacant positions - regular).

PROCEDURE

General:
Supervisor:

Monitors performance of employee.
Advises employee of progress.
Points out areas requiring improvement.
Is responsible for notifying employee of unsuccessful probationary or trial period prior to completion of period. Unless otherwise notified, employee completes probationary or trial period at end of stipulated time*.

*Prior to notifying an employee of an unsuccessful probationary period, the supervisor must contact MSU Human Resources Employee Relations (telephone 517-353-5510, e-mail) at least two (2) calendar weeks prior to the end of the probation/trial period. Extension requests received outside the two (2) week deadline will not be processed and the employee's probation/trial period will be not extended.

Probationary periods:
MSU Human Resources Employee Records: A Probationary/Interim Evaluation form is used only for CTU and off-campus employees who are within their applicable probationary period. The Probationary Evaluation Form is available on the HR website for completion by the supervisor. The Probationary/Interim Evaluation Form is used only for APA and APSA employees who are within their 12 month probationary period. This form is alao available on the HR website for completion by the supervisor.

Successful completion:
Supervisor: Discusses and completes probationary evaluation form with the employee before expiration of probationary period.

Department: Supervisor and departmental administrator retain one copy and give another copy of completed form to employee and return original to MSU Human Resources Employee Records for inclusion in official personnel folder.

Unsuccessful completion:
Supervisor:

Contacts MSU Human Resources Employee Relations (telephone 517-353-5510, e-mail) to discuss unsuccessful probationary period. Contact should be made reasonably far in advance to provide the Office of Employee Relations sufficient time to review the matter.
Notifies employee of unsuccessful probationary period and resulting termination. Completion of performance evaluation form is not required.
Employee may be given up to two-weeks notice.
Employee's last day of work must occur prior to expiration of probationary period.
Sends appropriate Termination form to MSU Human Resources Employee Records.
Makes arrangements for final paycheck with Payroll Office.

Final paycheck:

MSU Human Resources Employee Records: Upon receipt of Termination form, makes necessary arrangements with Payroll Office for final paycheck or issues an authorization slip to supervisor for paycheck.

Supervisor:

Pick up final paycheck from Payroll Office, if necessary.
Receive all University property, keys, parking gate card, and identification card from employee.
Give final paycheck to employee.

NOTE: See Policy and Procedure for resignation - voluntary termination.

Trial periods:

Successful completion: No action required.

Unsuccessful completion (supervisor/employee):

Refer to appropriate Collective Bargaining Agreement.
Contact MSU Human Resources Solutions Center (517-353-4434) immediately for guidance on the specific process to be followed.

Refer questions to:MSU Human Resources Employee Relations (telephone 517-353-5510, e-mail).

Revision history:

1/6/2015 - Changed probation/trial period extensions so that they must be processed at least 2 weeks prior to the probation/trial end date.

8/31/2018 - Updated union names; MSU Extension probationary period changed to one year.

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