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Probation and confirmation of appointment

Overview of probation

Probation involves close supervision and monitoring of an employee's performance during the initial period of employment to establish whether there is an appropriate match between the person, the job and the work environment. There are special terms and conditions which apply in the probationary period and these are outlined below.

The probationary employment principles for academic staff are outlined in the current Monash University Enterprise Agreement (Academic and General Staff) 2005 or, where applicable, the relevant AWA Terms and Benefits Policy.

The review of a probationary staff member's progress during the probationary period is managed through the Academic Performance Management Scheme. Upon commencement at Monash the staff member will be informed of the name of her or his designated Academic Performance Management Scheme supervisor.

Before the end of the probation period specified in a staff member's contract, a decision must be made as to whether the staff member should continue in employment with the university. In the event that the staff member cannot meet the conditions of probation, her or his employment may be terminated.

For an overview of the academic probation process, please refer to the academic probation flowchart.

Application and period of probation

At Monash, all new academic staff appointed up to Level D (Associate Professor or Reader) on full-time, part-time, fixed term or continuing employment, are subject to a probationary period.
The normal period of probation is:

  • three years extendable* by up to 24 months for all new academic staff appointed on a contract leading to continuing employment;
  • three years or 50% of the period of the contract, whichever is the shorter but extendable* in either case by up to 24 months, for all new academic staff appointed on a fixed-term contact of employment.

New academic staff appointed to academic Level E will not ordinarily be subject to a period of probation.  However, in a particular circumstance, the Vice-Chancellor (or nominee) may require a reasonable probationary period to be served that is directly related to the work to be carried out by the staff member.

(* Note: extension of probation by up to 24 months is only available where the staff member was appointed on or after 22 November 2005 and the letter of offer includes a statement that probation may be extended.)
Probation periods do not apply in the following cases:

  • transfer;
  • secondment;
  • pre-retirement contracts;
  • second or subsequent contracts unless the second or subsequent contract is for a position where the duties are substantially different; or
  • contracts for a period of less than six months.

Reduction of probation period

In an exceptional case where the new staff member showing an excellent adjustment to the job and the work environment is clearly performing at a high level and is likely to sustain that level following a review of his/her performance in accordance with the Academic Performance Management Scheme, the Head of Unit may recommend to the Dean that an appointment be confirmed prior to the conclusion of the normal probationary period.

The minimum period of probation will be one year and, unless the staff member is research-only, will include at least one semester of teaching.
Prior to the recommendation the Head of Unit will:

  • review the staff member's performance recorded in the Achievement Report, in accordance with the Academic Performance Management Scheme; and
  • consult with the staff member's designated Academic Performance Management Scheme Supervisor and appropriate academic staff of the administrative unit.

The Dean, where satisfied that confirmation is timely, may then recommend the confirmation to the Faculty appointment review committee or Level D appointment review committee as appropriate. The decision of the appropriate review committee is forwarded to the Divisional Director, Human Resources Division, who will notify the staff member.

Conditions of probation

The university may attach conditions to a new academic staff member's probation period. Conditions of probation are notified to the staff member in the letter of offer, and may be supplemented or modified by a letter from the organisational unit and/or in the staff member's engagement profile as part of the Academic Performance Management Scheme.

The conditions of probation generally include:

Graduate Certificate in Higher Education

An integral part of the Monash strategic plans, Monash Directions 2025 and Excellence and Diversity, Strategic Framework - 2004-2008 is to achieve excellence in teaching and to strive for the highest possible quality in teaching and learning.

As part of this commitment to enhancing teaching and learning, it is Monash University policy that new members of academic staff should gain formal qualifications in university teaching during their probationary period unless they already have an equivalent qualification or experience. This expectation is included in the letter of offer and, in the case of staff undertaking a doctorate, is suspended until the completion of the doctorate. (For further information refer to The Graduate Certificate in Higher Education site).

This requirement to complete a qualification in university teaching is normally fulfilled by completing the Monash University Graduate Certificate of Higher Education. Staff appointed to the Faculty of Medicine, Nursing and Health Sciences may undertake the Graduate Certificate in Health Professional Education.

All academic staff, including those on probation, are expected to develop and improve their teaching abilities in order to deliver high quality, effective teaching. The university has mechanisms in place for obtaining feedback for the monitoring and review of teaching and this information will be used in the appointment review process. Further information that may be of assistance can be found on the Centre for Advancement of Learning and Teaching and Centre for Higher Education Quality websites.

Commencement of staff member

A new academic staff member should have a clear understanding of the requirements that they will be expected to meet during their probationary period.

During the first month of commencement of the staff member, the supervisor and staff member should meet to discuss and confirm:

  • the requirements of the position and key aspects of the role, having regard to the Minimum Standards for Academic Levels (MSALs);
  • key outcomes and result areas that the staff member will be expected to achieve during their probation period; and
  • orientation and induction training requirements.

These requirements should be confirmed in writing by a letter from the organisational unit. A suggested proforma letter is available:

It is expected that these requirements would be further clarified and reviewed when developing the staff member's annual Engagement Profile as part of the Academic Performance Management Scheme.

Performance management and review during the probation period

The review of a probationary staff member's progress during the probationary period and the goals that must be met are managed through the Academic Performance Management Scheme.

The Academic Performance Management Scheme is an integrated, comprehensive, university wide performance management system which applies to all continuing and fixed-term academic staff including those staff on probation. The Performance Management Scheme requires an annual, written academic portfolio to be submitted by each staff member and approved by that staff member's supervisor.

As a participant in the Academic Performance Management Scheme all probationary staff are provided with constructive supervision and feedback on a continuing basis, with periodic counselling to confirm progress, identify any difficulties and develop strategies for their resolution. They are encouraged to participate in staff development programs that develop and refine their teaching and research skills, as appropriate, in addition to pursuing further postgraduate studies as specified as a part of the conditions of probation.

The supervisor and probationary staff member will meet to review the latter's work performance and provide feedback in accordance with the provisions of the Academic Performance Management Scheme, as detailed in Clause 56 of the Monash University Enterprise Agreement (Academic and General Staff) 2005 or, where applicable, the relevant AWA Terms and Benefits Policy.

Appointment review and confirmation process

A formal review of the staff member's progress is initiated by the Head of Unit at least six months before the end of the third year (or six months before the end of the extended probationary period, where applicable) to determine whether a recommendation should be made for the staff member's appointment to be confirmed as continuing.

The Head of Unit gives written notice to a staff member of the forthcoming review of performance in sufficient time to enable the staff member to present evidence in support of confirmation of appointment.

Before making a recommendation the Head of Unit consults:

  • the Academic Performance Management supervisor
  • the other professorial members of the administrative unit, and
  • appropriate members (i.e. those in a position to give an informed judgment) of the academic staff of the rank of lecturer and above.

The recommendation of the Head of Unit, together with any evidence supplied by the member of staff, including Academic Performance Management Scheme documentation, will be referred to the appropriate Appointment Review Committee.

For staff at Levels A, B and C the matter is referred to the Faculty Academic Appointment Review Committee and for Level D, to the Level D Appointment Review Committee.

The Committee may seek further information as it deems fit from the staff member and relevant Head of Unit as well as academic colleagues focusing on the key tasks of the position, conditions of probation and the staff member's current level of appointment.

A recommendation for confirmation of an appointment will be made if the staff member:

  • has met the conditions of probation, for example, completion of the Graduate Certificate in Higher Education;
  • has satisfactorily performed the duties consistent with the position classification standard as documented in the Academic Performance Management Scheme process; and
  • has shown promise of making an ongoing contribution to the work of the administrative unit.

The decision of the Appointment Review Committee is forwarded to the Divisional Director, Human Resources Division, who notifies the staff member.  

Appointment Review Committees

Appointment reviews for staff at Levels A, B and C are referred to a Faculty Academic Appointment Review Committee. The members of this committee are:

  • the Dean or nominee (Chair);
  • the Head of Unit or equivalent;
  • two other members of the continuing staff of the university including at least one from a cognate discipline; and
  • an observer nominated by the Chair of the Monash University Staff Implementation Committee from the pool of elected staff members of the University established under clause 12 of the Monash University Enterprise Agreement (Academic and General Staff) 2005 to ensure that procedures are properly carried out.

The committee should include both female and male members.

Appointment reviews for staff at Level D are referred to the Level D Appointment Review Committee. The members of this committee are:

  • the Deputy Vice-Chancellor with responsibility for academic staffing matters or nominee;
  • the Dean (Chair);
  • the Head of Unit or Associate Dean or equivalent;
  • a Professor from the Faculty or from a cognate area; and
  • an academic staff member from the Faculty in a cognate area.  

When the appointment is for a Clinical Associate Professor the committee membership will include at least one representative of the clinical discipline.

Extension of probationary period

If the relevant Appointment Review Committee finds that the staff member has not:

  • met the conditions of probation, for example, completion of the Graduate Certificate in Higher Education;
  • satisfactorily performed the duties consistent with the position classification standard as documented in the Academic Performance Management Scheme process; and/or
  • shown promise of making an ongoing contribution to the work of the administrative unit

during his/her initial three-year probation, the Committee will have the option of recommending an extension of the probationary period for a single period not exceeding two years where the staff member commenced appointment subsequent to 22 November 2005 and was notified of the possibility of extension in his/her letter of offer of employment.

The decision of the Appointment Review Committee is forwarded to the Divisional Director, Human Resources Division, who notifies the staff member.  The notification will make clear to the staff member what performance and development requirements need to be met during the extended probationary period for the appointment to be confirmed.

Non-confirmation of appointment

Where the Appointment Review Committee decides that the appointment of a staff member should not be confirmed before the end of either the initial three-year probationary period or any subsequent probationary period extension, a report is sent to University Council and the staff member is given a written statement from the Head of Unit, giving the reasons for the Appointment Review Committee's decision.

The employment of a probationary staff member who does not meet the goals and objectives of the position may be terminated by the giving of notice, or payment in lieu, during or upon completion of the probationary period.  Provided that the University may terminate without notice the employment of a probationary staff member found to have engaged in serious misconduct of such a nature that it would be unreasonable to require the University to continue the employment, including but not limited to:

  • theft;
  • fraud;
  • assault;
  • being intoxicated at work; or
  • refusing to carry out a lawful and reasonable instruction that is consistent with the staff member's contract of employment.

The period of notice required for termination will be one-sixth of the staff member's probationary period up to a maximum of six months.  If any period of notice of termination given extends beyond the period of probation, the employment will nevertheless end on the expiry of the period of probation.  Further, any payment in lieu of notice will not include any payment referable to a period of employment after the expiry of the period of probation.

The staff member has the right to appeal to a Probationary Review Appeals Committee.

Probationary review appeals

If a decision to terminate employment is made, the staff member may appeal against the decision to a Probationary Review Appeals Committee.
The staff member will be invited to submit written and oral evidence. A person chosen by the staff member other than a practising barrister or solicitor may accompany a staff member who wishes to appear in person before the committee.
The committee has the right to seek such further information as it thinks fit.
The members of the Probationary Review Appeals Committee are:

  • the Vice Chancellor or nominee (chair)
  • one Dean nominated by the Committee of Deans, or alternate
  • one professorial member nominated by the Academic Board, or alternate
  • one non-professorial staff representative on Council nominated by agreement among the representatives, or alternate
  • the Chair of the Monash University Staff Implementation Committee, or his/her nominee drawn from a pool of elected staff representatives established under clause 12 of the Monash University Enterprise Agreement (Academic and General Staff) 2005.

Academic probation flowchart