Manage probation details and IPO

This guide covers setting up and updating probation details and IPO

Guide contents

  1. Record probation details
  2. Manage IPO
  3. Next steps

For non-academic appointments, follow 'Manage probation details' below

For academic appointments, follow 'Manage Initial Periods of Office (IPO)' below

Navigation: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Click on Probation Details from the staff record menu.
  2. View the contracts held for this individual by clicking on the drop-down next to their job title.
    • Note: The individual may have more than one active appointment within your department.
  3. Select the appointment to which you wish to add the probation details, with a single click.
  4. Depending on the situation complete/amend the fields as below:
Field name Instructions
Probation Expiry Date Update if required.
Review Date 1 and 2Review Date 1 and 2 Update if required.
Probation Extension Date Enter revised end date if probation is extended.
Extension Reason Select relevant reason and add comments, as appropriate
Probation Completion Date Enter date probation completed.
  1. Click SAVE.

Various tracking and recording activity must be carried out for academic staff appraisals (ie Initial Period of Office, or ‘IPO’). Follow the guidance below on updating the IPO review details and dates.

Navigation: People Management > Employees > View > Employee Search > (Locate individual) > View

  1. Click on Probation Details from the staff record menu.
  2. View the contracts held for this individual by clicking on the drop-down next to their job title.
    • Note: The individual may have more than one active appointment within your department.
  3. Select the appointment to which you wish to add the probation details, with a single click.
  4. Depending on the situation complete/amend the fields as below:
Field Instruction
Probation Expiry Date Update if required
Review Date 1 and 2  Enter planned start dates for Interim (1) and Formal (2) reviews. 
Probation Extension Date Enter revised end date if probation is extended.
Extension Reason Select relevant reason and add comments, as appropriate.
Probation Completion Date  Enter date probation completed
  1. Click SAVE.
  2. Input any additional data into the Additional IPO data UDF's

  1. If relevant, generate and issue an extension letter or 'End of probation confirmation' letter. Follow the Generating documents in PeopleXD guide.
  2. Proceed to record all required new starter UDFs

Useful reports

To help track probation dates, don’t forget to regularly run PERDEP40_Probationary Dates Due report.

To help track academic appraisal data you should regularly run: PERDEP08_Academic Appraisals (IPO)

 

 

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