Probationary Period Policy

I.              SCOPE

This policy applies to all full-time, university staff as a whole hired on or after September 1, 2026, as well as current university employees newly promoted to supervisory positions on or after September 1, 2026.

II.            PURPOSE

The purpose of this policy is to provide an introductory period of employment applicable to all full-time operational and professionals and professional faculty employees, which is used to determine if employment will be continued.

III.           DEFINITIONS

Covered Employees means newly employed full-time Operational, Professional, or Professional faculty employees of the University, or newly promoted current employee of the University to an Operational or Professional supervisory position. University employees who are placed into new positions because of a reorganization or downsizing will not be subject to this policy. 

IV.          POLICY STATEMENT

It is the policy of the University to require a probationary period of employment for individuals who are newly employed into operational and professional full-time positions, including employees transferring from other State institutions or agencies (“agencies”), and for current employees promoted into a first-time supervisory position within the University. During the probationary period, covered  employees may be terminated at any time, regardless of performance, for any non-discriminatory reason.

The following probationary periods apply to covered employees:

• All employees new to the University will serve a 12-month probationary period.
• Employees new to W&M who have served a probationary period in another state agency will serve a new 12-month probationary period.
• Employees who are promoted from non-supervisory positions into a first-time supervisory position at the University will serve a 12-month probationary period.

Probationary periods may be extended as described in Section VI.E of this policy.

V.        SUPERVISORS’ RESPONSIBILITIES

Supervisors will provide covered employees with information about the requirements of the position, the performance levels expected, and evaluations of how well they are meeting expectations.

A. Orientation

Supervisors will help the covered employee succeed in their new position by:

• providing a copy of the full job description for the position into which the covered employee has been hired
• discussing with the covered employee the goals or objectives for the position, expectations for performance, and information about how and when performance will be evaluated.
• informing covered employee of the probationary period and this policy
• describing work hours and other pertinent information about the workplace
• orienting the covered employee to the work unit, including introducing coworkers, and
• providing appropriate work equipment, tools, supplies, and training.

B.      Performance Planning and Feedback

1.  Performance Plan: As soon as possible, but within 30 days of the hire date, a performance plan will be developed jointly by the supervisor and employee. 

2.  Performance Feedback: Supervisors will provide covered employees with regular feedback, including informal feedback through discussions as well as interim evaluations. All interim evaluations will use the Probationary Progress Review form (PPR).  PPR forms are intended to be shared with the covered employee and copies forwarded to the University Human Resources. Supervisors should contact University Human Resources for assistance in addressing poor performance before feedback is delivered to the covered employee. 

VI.      PROBATIONARY PERIOD GUIDELINES

A.      Termination During the Probationary Period

Covered employees may be terminated at the University’s discretion at any time during the probationary period for any legitimate, non-discriminatory reason, without access to the University Grievance Procedure. An interim or formal performance evaluation is not necessary prior to termination, and an employee can be terminated for performance or other reasons at any time, including prior to the end of any scheduled review period. Supervisors must contact University Human Resources for assistance in termination actions before they discuss termination or initiate termination actions with the covered employee. Covered employees may choose to resign at any time rather than being terminated. Termination or resignation will be documented by letter or memorandum. Copies will be:

• provided to the covered employee and
• placed in the covered employee’s personnel record.

A covered employee who claims that termination or other disciplinary action was made in violation of the University’s policies on discrimination may contact the University’s Office of Compliance & Equity.

B. 12- Month Probationary Period – Newly-Hired Employees

1.     Six-Month Review. When an employee has completed six months of the probationary period, a formal written evaluation will be made using the PPR form. The six-month review will establish whether the employee is progressing satisfactorily. If the employee is not progressing satisfactorily, the six-month PPR form will specify the deficiencies and a development plan, and assign a reevaluation date of at least 30 days but not later than 90 days after the six-month evaluation. New supervisors must attend the in-person Compass training within one year of hire, provided the training is offered. If not offered during the first year, it will be required when offered.  Supervisors must also complete the online supervisory training modules within one year of hire. Upon reevaluation:

• If the deficiencies are not corrected or the employee’s performance is otherwise unsatisfactory, the employee generally will be terminated. The University may instead extend the probationary period as described under Section E(2), below. The supervisor must contact University Human Resources for assistance with termination or probationary period extension before discussing the topic or initiating actions with the covered employee.
• If the deficiencies are corrected and the covered employee is performing satisfactorily, the re-evaluation will document satisfactory performance.
• If there are performance issues noted before the six-month review, a PPR form can be used to document issues and provide the employee with expectations.  This form can be used at any time during the probationary period.

2. End of Probationary Period. The supervisor will meet with the covered employee and provide a progress review using the PPR form within the last 30 days of the probationary period. If the covered employee’s performance is unsatisfactory, the employee generally will be terminated, or the probationary period may be extended, as described under Section E(2) below. If the employee’s performance is satisfactory, the employee will be deemed to have successfully completed the probationary period.

C.    12-Month Probationary Period – Employees Promoted to a New Supervisory Position

1.     Six-Month Review. During the probationary period, first-time supervisors at the University will be provided training and other support as needed to assist them in succeeding in their new roles.  First-time supervisors must attend the Compass training within one year of obtaining a supervisory role, providing training is available.  Supervisors must also complete online supervisory training within one year of hire.  When an employee has completed six months of the probationary period, a formal written evaluation will be made using the PPR form. The six-month PPR will establish whether the new supervisor is progressing satisfactorily. If the covered employee is not progressing satisfactorily, the six-month PPR form will specify the deficiencies and assign a reevaluation date at least 30 days but not later than 90 days after the six-month evaluation. Upon reevaluation:

• If the deficiencies are not corrected or the covered employee’s performance is otherwise unsatisfactory, the covered employee generally will be terminated. The University may instead extend the probationary period as described under Section E(2) below. The supervisor must contact the University Human Resources for assistance with termination or probationary period extension.
• If the deficiencies are corrected and the employee is performing satisfactorily, the reevaluation will document satisfactory performance.
• If there are performance issues noted before the six-month review, a PPR form can be used to document issues and provide the covered employee with expectations.  This form can be used at any time during the probationary period.

2. End of Probationary Period. The supervisor will meet with the covered employee and provide a progress review within the last 30 days of the probationary period. If the covered employee’s performance is unsatisfactory, the probationary period may be extended up to six months or may be terminated.  If the probationary period is extended, the covered employee’s performance will be monitored monthly until the end of the extended period.  If the employee’s performance is satisfactory, the employee will be deemed to have successfully completed the probationary period.

D.    Successful Completion of the Probationary Period

Employees permitted to work beyond the end of their probationary periods are considered to have successfully completed the probationary period, unless they have been notified otherwise before the end of the period. Failure of the supervisor to complete a formal PPR before the end of the probationary period has no impact on the employee’s successful completion of the probationary period.

E. Extending Probationary Periods

1. Leave. Probationary employees who are absent on any type of leave, with or without pay, for periods in excess of fourteen (14) consecutive calendar days will have their probationary periods extended for the number of days they were absent.

2. Extension to Address Performance Concerns. The University, in its discretion, may extend an employee’s probationary period for up to six additional months for performance reasons. The reasons for the extension will be documented on a Probationary Progress Review form. The form will state the performance deficiencies, the expected level of performance, and the period for which the probationary period is extended. The supervisor must consult with and receive approval from University Human Resources before extending an employee’s probationary period.

F.  Changing Positions within the University during the Probationary Period

If an employee moves to a new position at the University during the last six months of their probationary period, that employee’s probationary period may remain as the original 12 months or may be extended by up to 6 months not to exceed an 18-month period.  If a supervisor leaves their position before the employee’s probationary period has ended, they should complete a probationary progress review for the incoming supervisor’s review.   The total time served in a probationary status may not exceed 18 months, except as described under Section E above.  The supervisor must consult with and receive approval from University Human Resources before extending an employee’s probationary period.

G.  Benefits during the Probationary Period

Covered employees receive benefits upon the start of employment; however, they do not have access to the University’s Grievance Procedure until the probationary period is successfully completed.

VII.    AUTHORITY, IMPLEMENTATION AND AMENDMENT

This policy is approved by the President in accordance with the Restructured Higher Education Financial and Administrative Operations Act, Chapter 4.10, Title 23 of the Code of Virginia, and the Management Agreement effective July 1, 2006.

The Office of Human Resources is responsible for the administration and implementation of this policy. The University reserves the right to revise or eliminate this policy at any time, and shall not be bound by any future change, addition, deletion, or amendment in whole or in part of DHRM Policy by any agency of the state unless such change, addition, deletion, or amendment is expressly adopted by the  University or required by law. The President has delegated to the Executive Vice President for - Finance & Administration the authority to revise or amend this policy.

This policy was revised on August 3, 2026 to expand the scope of the policy to include all operational and professional employees and existing William & Mary employees who transition from a non-supervisory role to a supervisory role. Additionally, the probationary period for new hires from other Virginia state agencies who have already completed a probationary period is changed from a 3-month probationary period to a 12-month probationary period at W&M. This policy does not apply retroactively to an otherwise covered employee who was hired prior to September 1, 2026.