University of Pennsylvania
Introductory Period Review Process: Guidelines for Supervisors

Developing a Performance Plan for the Introductory Period

For all new regular staff members, there is an Introductory Period at the University that is used to determine if performance meets the expectations of the position and if continued employment is warranted.

Guidelines for Supervisors

Step 1     During the selection process, the supervisor should establish written performance expectations for each goal/project/responsibility using the Introductory Period Performance Plan form or an alternative form of documentation (e.g. letter or memo). The alternative format should include the same information as the introductory period performance plan.

Step 2     Upon hire, meet with the new staff member and provide him/her a copy of job description, discuss job responsibilities, performance expectations/goals, policies and procedures, and the Introductory Period Performance Plan. Written performance expectations (Goal/Project/Responsibility sections of the Introductory Period Performance Plan) should be shared with the staff member within the first week of employment.

Step 3    Supervisor and staff member should date and initial the Introductory Period Performance Plan to indicate that the performance expectations were shared with the new staff member within the first week of employment. Give a copy of the Introductory Period Performance Plan, with the completed performance expectations, to the staff member and file a copy in the staff member's departmental file.

Step 4     During the introductory period, the supervisor should have ongoing discussions with the new staff member on performance and determine whether the staff member is meeting the established expectations for the position. The Introductory Period Performance Plan will help the supervisor structure conversations about performance and aid in identifying areas needing improvement and additional training needs. It provides the staff member with a more accurate perspective of the job requirements and supervisory expectations, and creates an opportunity for conversation about continued interest in the job.

Step 5     Toward the end of the introductory period, the supervisor should complete all sections of the form except for the staff member's comments and signature. These sections should be completed by the staff member.

Step 6     Review the definition in the Summary of Performance Section on page one of the Introductory Period Performance Plan form. Based on the performance results achieved, check one definition that best describes the staff member's overall performance. Please note that an extension may be requested where performance is rated generally acceptable or below acceptable level.

Step 7     Review the appraisal with your supervisor or manager, if applicable.

Step 8     Determine if the staff member met the required performance expectations for continued employment. If the staff member is experiencing performance problems, did not meet the required expectations during the introductory period, or additional time is needed to observe performance, the supervisor should review the situation with Staff & Labor Relations, 898-6093, before discussing it with the staff member. Upon consultation with Staff & Labor Relations, the introductory period may be extended. Please note, that the introductory period cannot be extended beyond twelve (12) months from the initial hire date. Extensions must be made and communicated prior to the end of the initial introductory period. The staff member should receive a letter which indicates that the introductory period has been extended and outlines the performance areas that need further improvement. If a decision is made to terminate the staff member during the introductory period, the supervisor must give the staff member a termination letter. The supervisor should consult with Staff & Labor Relations before the termination.

Step 9     Meet with the staff member to discuss the appraisal. Finalize the appraisal, making changes if needed.

Step 10    Obtain the required signatures. Give a copy of the Introductory Period Performance Plan to the staff member and send the original to the Division of Human Resources/Staff & Labor Relations, 527A-3401 Walnut Street/6228. 

Step 11     Even in cases where the introductory period is extended or termination of employment is recommended, the Introductory Period Performance Plan should be completed and shared with the staff member. Discuss accomplishments, areas that fell below the required expectations and plans for continued employment, if applicable. During the extension period, the supervisor will continue to give feedback and support to the staff member in areas where improvement is needed.

Step 12     If performance continues not to meet the expectations of the position during the extension period, the supervisor should again contact Staff & Labor Relations. The supervisor does not need to complete an additional performance plan. In the event the staff member terminates employment during the Introductory Period, the supervisor should return the Introductory Period Performance Plan to Staff & Labor Relations with a copy of the termination letter given to the staff member or the staff member's resignation letter, whichever is applicable.

Step 13    If the staff member has successfully completed his/her introductory period, revise performance expectations for the remainder of the performance appraisal cycle, if necessary. For the remainder of the performance appraisal cycle, identify and discuss with staff member 3 -5 key competencies that are vital to the success of the position or identify competencies for further development.

All inquiries regarding the Introductory Period may be directed to the Division of Human Resources/Staff & Labor Relations, 527A-3401 Walnut Street/6228, extension 898-6093.