Probation and Confirmation

Objective 

The objective of a Probation and Confirmation Policy is to assess, onboard, and evaluate new employees during their probationary period to ensure they meet performance expectations, align with the organization's culture, and contribute to its success. This policy aims to reduce turnover, identify training needs, and make informed decisions regarding permanent employment.

Purpose

The purpose of this policy is to provide a structured framework for effectively assessing and supporting new employees during their probation period. It ensures that individuals are given the necessary guidance, feedback, and resources to succeed in their roles, while enabling the organization to make informed decisions about confirming employment based on performance, behavior, and cultural  fit. 

Scope

This policy applies to all newly hired employees across various departments of the organization. It pertains specifically to full-time permanent employees, excluding those on contractual arrangements or engaged in part-time roles within the organization

Guidelines

Probationary Period Requirement

Upon joining the organization, every employee must complete a three-month probationary period. Probation period can vary and extend up to maximum of six months from the start of joining. In the event of average performance during the probation, it may be extended by an additional three months, followed by one more month (after the initial three-month extension). No further extension of probation period is allowed

Probation Monitoring

During the probationary period, it is essential to maintain close supervision of the employee's development and performance. This responsibility falls on both their reporting manager, who oversees their day-to-day tasks and responsibilities, and the HR department, which ensures that the employee is adapting well to the organization's culture, policies, and expectations.

Performance Goals Agreement

Upon joining, the employee's manager will assign job responsibilities and set performance goals. Both parties, the manager and the employee, should mutually agree upon these goals.

Performance Assessment

At the conclusion of the probationary period, the manager will evaluate the employee's performance by comparing the established performance goals with their actual achievements.

Performance Improvement

In the event that the new employee does not meet the performance standards, the organization may provide training and support to assist in improving their performance. However, if the employee consistently fails to meet the set standards, the organization reserves the right to terminate their employment.

Code of Conduct Adherence

Employees are expected to adhere to the organization's code of conduct. Instances of misconduct may lead to immediate termination of employment.

Confirmation of Employment

Upon recommendation by the manager, HR will issue a confirmation letter to the employee when they have achieved their performance goals, demonstrated adherence to the code of conduct, and exhibited professionalism in the workplace. Leave record was satisfactory and within the limit set for a probation period. 

Special Circumstances

In exceptional situations, such as maternity or paternity leave and unforeseen illnesses, the organization may consider extending the probationary period if both the employee and the organization mutually agree to such an extension.

Termination of Contract

The probationary employee who does not complete the probation period in a satisfactory manner will have their appointment terminated. The termination can take place at the end of the probation period or any time in between depending on the case. The minimum notice of one month is provided before the termination of the contract. In the case of misconduct, the employment will be terminated immediately without any due notice.