Probation policy

1.1 Registers of Scotland (RoS) is committed to helping its new employees settle into the organisation and to succeed in their career with us.

1.2 This policy applies to employees who are required to complete a probation period. This includes:

• first-time employees to RoS
• Civil Servants who have joined successfully the Civil Service within the last 6 months and have secured a new role at RoS
• Colleagues who change role during their 6 months probation will remain on probation for the remainder of the 6 month period.

1.3 Former established Civil Servants who are re-instated or re-employed may have to complete probation.

1.4 During probation, the Performance Development and Sickness Absence Policy/Procedures do not apply.

The principles of this policy are outlined below.

2.1 Probation gives you the opportunity to demonstrate your ability to meet the requirements of a role. It also gives you the chance to make sure that the job is right for you.

2.2 Your position will only become permanent following completion of your probation period. Management will confirm when you have completed your probation. You will be notified of this before the end of your probation, and it will be confirmed in writing by HR.

2.3 Probation periods normally last six months.

2.4 You will receive training and support to help you settle into your role. During your probation period, you are required to demonstrate an appropriate level of performance, attendance, and conduct. Your line manager will support you in accessing any reasonable adjustments needed and will explain the expected standards during regular check-ins. Any concerns regarding your performance, attendance, or conduct may be raised at any point throughout the probation period. By the end of this period, you must have shown that you have met all expected standards.

2.5 You and your line manager should have monthly probation review meetings to discuss your progress, standards expected and any support or adjustment needed. Probation review reports should be completed collaboratively by you and your manager after each meeting. A copy of this report should be issued to the ER team to add to personnel file.

2.6 A final probation report will be completed at month 4. At this point the manager must make a recommendation on whether the probation period was successfully completed or not.

2.7 If your line manager has any concerns during your probation, they should raise these with you as soon as possible and give you the opportunity to respond. Your line manager must discuss and document any action required by you to address these concerns and agree appropriate support and timescales to achieve them by.

2.8 Your probation may be extended normally for a maximum of 4 weeks, but this will only happen in exceptional circumstances.

2.9 If you fail to meet the required standards at any time during the probationary period, you will be invited to a probation hearing meeting. This may result in your appointment being terminated.

2.10 You have the right to be accompanied by a colleague or trade union representative at any formal meetings during your employment. This includes review meetings held to address any concerns about your performance, attendance or conduct during your probation.

2.11 In the event you are promoted at RoS during your probation period, you must serve the reminder of your probation period in the new role. If at any point during your promotion period, you are not achieving the standards expected, you may be moved back to your previous graded role and expected to complete any remaining or extended probation period.

2.12 You will have the right to appeal any decision to extend your probation or dismiss you.