POLICY NO: 618
EFFECTIVE DATE: 01/01/2000
INTRODUCTORY PERIOD
For all new regular staff members, the Introductory Period consists of
the first four months of employment at the University. This period may be
extended with prior approval from Staff and Labor Relations. It is used to
determine if performance meets the expectations of the position and if
continued employment is warranted. Staff members who terminate University
employment must complete an Introductory Period upon their reemployment
with the University.
New staff members must be informed of the existence and length of the
Introductory Period at the time the offer of employment is made. The
Introductory Period should be outlined in the offer letter.
Upon hire and/or within the first week of employment the supervisor is
expected to do the following:
- provide the staff member with a copy of his/her position
description;
- establish written performance expectations for
goals/responsibilities that the staff member will be evaluated on.
Document expectations on the Introductory Performance Plan form or
alternative form of documentation (e.g. letter, memo);
- meet with the new staff member to discuss the job
responsibilities, practices, performance expectations, policies and
procedures and the process of review during the Introductory Period.
The supervisor and staff member should date and initial the
Introductory Period Performance Plan form;
- give a copy of the Introductory Period Performance Plan, with
the completed performance expectations to the staff member;
- ensure that the new staff member receives the appropriate
orientation to the University, school/center and department.
Throughout the introductory period review process, the supervisor
should:
- meet with the staff member regularly to discuss performance and
provide constructive feedback as to whether s/he is meeting the
expectations for the position, determine if staff member needs
additional training and, if necessary, provide staff member with a
plan for improvement;
- complete the Introductory Period Performance Plan and discuss
staff member's progress and
obtain staff member's
comments;
- determine whether the staff member meets the required
performance expectations for continued employment.
618.1 EXTENSION OF THE INTRODUCTORY PERIOD REVIEW PROCESS
If a new staff member is not meeting the required performance
expectations of the position within the first four months of hire, the
supervisor should review the situation with a representative of HR/Staff
& Labor Relations. If additional time is needed to make a
determination, the Introductory Period may be extended by a maximum of
eight (8) months, after consultation with HR/Staff & Labor Relations.
Only one extension may be requested and must be made prior to the end of
the initial Introductory Period. (Please note, that the introductory
period cannot go beyond twelve (12) months from the initial hire date.)
The staff member must receive a letter outlining the extended time period
and areas that need improvement.
618.2 EXCEPTION TO THE NORMAL INTRODUCTORY PERIOD TIME FRAME
If the initial four months Introductory Period is not an adequate time
frame to evaluate the staff member's
performance due to the nature of job responsibilities of the position,
work cycle, and /or business and operational needs of the
department/school/center, an extended period up to a year from the date of
hire may be granted after consultation with HR/Staff & Labor
Relations. The supervisor must submit a written request to HR/Staff &
Labor Relations outlining the business rationale supporting the extended
time frame. The request for an extension must be reviewed with HR/Staff
& Labor Relations prior to the employment offer. If the extension is
granted, the time frame must be outlined in the employment offer letter.
618.3 PAID TIME OFF ACCRUAL
During the Introductory Period, staff members do not accrue paid time
off (vacation). A staff member whose employment is terminated during this
period will not receive payment for paid time off days. However, upon
completion of the Introductory Period, paid time off (vacation) will be
credited retroactively to the initial date of employment.
In cases where the Introductory Period is longer than six (6) months,
the staff member will be credited retroactively paid time off (vacation)
to the initial date of hire after six (6) months of employment. If the
staff member has more than six (6) months of employment and is terminated
during this time, the staff member will receive payment for paid time off
(vacation).
618.4 TERMINATION
At any time during the Introductory Period, after consultation with
HR/Staff & Labor Relations, a staff member may be terminated from
employment with the University of Pennsylvania. The staff member should be
notified in writing of the effective date of termination.
The staff member will be given at least one (1) week's notice or one (1)
week's pay in
lieu of notice. Termination during the introductory period is not subject
to the guidelines of the University's
termination policy or the Staff Grievance Procedure.
618.5 UNIONIZED STAFF MEMBERS
University staff members who are covered by collective bargaining
agreements should refer to the appropriate contract article.
Applicability: All Regular Staff Members
Cross-reference: Policy 101, Policy 117, Policy 607, Policy 627, Policy 628, Policy 629
Supersedes Policy Number(s): 618 (07/01/1997)