Probationary Period Procedure

Purpose statement

The Corporation of the Town of Oakville (the Town) considers the probationary period as part of the selection process. The purpose of the probationary period is to give managers time to adequately orient, train, observe, and assess a new employee's performance and suitability to the role and ability to contribute to the overall objectives of the department and the Town.  

The probationary period can: 

• Help the employee achieve training goals and performance objectives 
• Ensure that the employee has all the tools to perform the job successfully 
• Help the employee develop the skills needed to perform the job 
• Foster a mutual understanding of expectations, performance objectives, and the evaluation process 
• Confirm the employee is suitable for the position 
   

Scope

This procedure applies to all full-time permanent employees. Employees covered by a collective agreement are also subject to the terms and conditions set out in those collective agreements. 

Procedure

• During the probationary period, both the manager and employee must dedicate focused attention and effort to ensure that the responsibilities of the position are being learned, and that the employee is progressing at a satisfactory rate. The probationary period should include a sufficient amount of time for performance review discussions between the manager and the employee to adequately discuss and document the employee's progress. 

• All newly hired and rehired permanent full-time employees will serve a probationary period during the first six months of their employment with the Town. For employees covered by a collective agreement, the length of the probationary period will be in accordance with the collective agreement. 

• On the rare circumstance and in consultation with Human Resources, probationary periods may be extended by up to an additional two months before they have ended. If a probationary extension is supported, the new employee’s manager will confirm an extension in writing to the employee. For employees covered by a collective agreement, the probationary period extension will be in accordance with the collective agreement. 

• Absences of 10 or more days for any reason, during the probationary period will automatically extend the period by the length of the absence. 

• An employee whose performance is found unsatisfactory during the probationary period will be terminated.   

• •    Upon successful completion of a probationary period, an employee is not required to complete another probationary period if they move to a different position within the Town. 

• •    A temporary employee who is hired into the same role permanently, the time worked in that same position may be counted towards the probationary period, providing the period of temporary employment is greater than three (3) months and continuous. 

• •    A probationary employee may not apply for another position within the Town until their probationary period is successfully completed.

Responsibilities

Management responsibilities 

• Management is responsible to adequately orient, train, observe, and assess a new employee's performance and evaluate the employee's job performance during the probationary period. 
• Management will consult with Human Resources prior to extending an employee’s probationary period or terminating an employee who has not successfully completed their probationary period. 

Employee responsibilities 

• It is the responsibility of the employee to familiarize themselves with the role and expectations and to bring forward any questions or concerns in a timely manner directly to their manager. 

Human Resources responsibilities 

• It is the responsibility of Human Resources to provide guidance, education, and assistance to Managers and employees in regards to their respective responsibilities during the probationary period. Human Resources will also ensure the length of the probationary period is outlined within the employment contract.