6-month probationary period and potential extension

[MysticalMelody]

Hello.

Hope you're all doing well! I've been around here before, asking questions and seeking advice, and you lot have been incredibly helpful. So, I'm back again, hoping to get some insights on behalf of a mate who's in a bit of a pickle at work.

So, my friend works in Civil Service, and they had encountered the following problem. In an informal meeting, their Line Manager mentioned that their 6-month probation period is getting extended. The thing is, there wasn't any formal review as per the Civil Service policy, nor was any probationary review form filled out. They did have monthly catch-ups about development with their mentor, where my friend was upfront about any issues they faced and even suggested ways to sort them out.

All this feedback and the responses from the previous mentor meetings had been logged in their development records. Every issue is documented through emails, etc.

Up until now, there's been no hint of dissatisfaction with their work, their attendance is spot on, and as far as they're aware, there haven't been any conduct issues either – if there were, nobody's brought them up.

So, here's where we could use your wisdom:

My friend asked for a formal meeting to discuss this probation extension, and they want a union rep to be there for support. Is there any reason why having a union rep there could be opposed? Their line manager told them 'HR is not involved in these meetings in Civil Service'. Then changed their tone and said they wanted to take advice from HR.

What reasons could possibly justify opposing the presence of a union rep?

If an extension is recommended, my friend wants to challenge it. Is there a standard appeal process for this kind of thing in the civil service?

Any pointers on how this situation should be approached are much appreciated.

Thank you.

It will depend on the probation policy but from memory an appeal is only allowed if an employee fails probation. To appeal an extension to probation your friend would need to use the grievance policy.

It isn’t usual to take a TU rep to a probation meeting because you wouldn’t know probation is being extended until the meeting.

The line manager is correct, HR would not be present at a 6 month probation meeting. However, HR will provide advice to a manager if they are not sure about the process.

I am slightly confused about the monthly meetings with the mentor and an informal meeting with their manager. Normally a manager should have a 1:2:1 at least monthly and this should include a discussion about objectives, development etc. so your friend should be aware if they were not progressing as expected.

My advice:

• They should email and request a formal 6 month probation meeting. Check the policy and consider if taking at TU rep is escalating too early in the process.
• they should read the probation policy and take it with them to the meeting.
• start by politely asking for clarification of the mentors role and ask why have there been no 1:2:1s with manager as per the policy.
• take the probation form (and supporting emails) and talk through the process e.g. confirm the objectives that were agreed in the setting up meeting when they first started and recorded either in an email or on the form. If no objectives were set the manager has fucked up.
• ask to go through the objectives and get the manager to explain where they are not meeting them/on course to meet them. Note any development needs the manager mentions.
• after the meeting fill in the probation form and send with a covering email to the manager confirming the discussions.
• wait to see if probation is extended.

From what you have said either the mentor is actually doing the management role or the manager has fucked up by not having monthly meetings.
Alternatively your friend has misunderstood the discussions with the mentor and by raising issues and suggesting solutions hasn’t twigged this may mean they are not developing as expected.

Without much more detail it is difficult to advise further. Making sure the manager has followed the probation policy is the best way to raise doubts but equally your friend has to recognise they may not have picked up that constructive criticism means they are not performing. An extension to probation is not the worst thing as it does mean your friend can maximise the development their line manager should be offering.

Your friend should also talk to their TU rep and use the EAP helpline.

I had my six month probation period extended which retrospectively was very beneficial as I got lots of support.

After two months my probation was successfully passed.

If your employer is supportive it scan be beneficial and the fact they want to extend suggests they see great potential. It's cost them money to train an employee etc

What people in the UK never realize is that probation periods don't mean anything, you gain no additional rights once they are passed, except the right to longer notice period if fired in some cases.

But you can be fired without cause in your first two years of any job.

So your friend should stop faffing about with union rep and processes, it's all background noise. He should focus on improving his performance.

@Nevermindtheteacaps I agree but in the CS, which is this case, if you are on probation the dismissal process has a streamlined timeline.

Once you complete probation then they should follow the PIP process and a longer standard dismissal timeline.

@Propertylover

Yea understood, but OPs friend will do a lot better to focus on his performance that getting tangled up in complaining about process, assuming he wants to keep the job.

Otherwise he is just buying time

@Nevermindtheteacaps I agree but pointing out the process hasn’t been followed buys them time.

I would in the least get advice from the Union in advance of the meeting and your friend needs to ensure they are protecting themselves as I wouldn't assume that this is being done with the best of intentions nor should it be taken lightly. If they have indicated probation is going to be extended then that's what I would expect from the meeting. Your friend should check the dates as I think the probation is automatically passed if they haven't got the ball rolling for the extension in advance of the official end of probation date. I don't think HR gets involved in person at any stage of the line management process and the quality of line management in the CS is very variable !

Honestly as someone unthread has mentioned. He has very little rights before two years regardless of whether or not he passes probation. If they're not happy with him, they can simply tell him thanks but no thanks and pay him his notice and I'm afraid there is nothing he can do about it. I think his focus should be on addressing what ever issues he thinks are there rather than trying to appeal a probation extension which in reality means very little .