Probationary Period

Used for a close review of an employee's performance prior to granting the employee permanent status.

POLICY

It is the policy of the Department of General Services (DGS) to ensure that all applicable laws, rules, and regulations regarding probationary periods are followed. Probationary reports are required for each employee using the Report of Performance for Probationary Employee (Std. 636) form. Probationary Reports are due to the Office of Human Resources (OHR), Constructive Intervention Unit (CIU), each time a probationary report is completed.

DGS Office of Human Resources (OHR) will conduct quarterly audits of probationary reports to ensure timely completion for each employee. Audit findings will be communicated to DGS Executive Staff. Failure to complete probationary reports timely may result in disciplinary action.

DEFINITION

PROBATIONARY PERIOD

The probationary period is the required final phase of the employee selection process. A state employee does not gain permanent civil service status and the protections of that status until they pass probation. Any employee may be rejected by the appointing power during the probationary period for reasons relating to the probationer’s qualifications or failure to demonstrate merit, efficiency, fitness, and moral responsibility.

Probationary reports are required and provide information to employees about their strengths and opportunities for improvement in their current position. The feedback provided to an employee helps improve performance and skills and identify performance deficiencies.

Probationary periods in state service are either six (6) or twelve (12) months, depending on the classification. A probationary period starts the date an employee reports to work on their first day. Employees need to be evaluated at least every third of that period (e.g., every 2 months for 6-month probation periods; every four (4) months for 12-month probation periods). Supervisors are not limited to that schedule and can prepare additional supplemental or interim probationary reports any time during the probationary period, especially in cases of poor performance.

A probationary report helps the supervisor and/or employee:

  • Adapt to their job and work environment.
  • Recognize effective performance. 
  • Identify aspects of performance that could be improved as a tool for guidance in training.
  • Determine whether to grant or deny permanent civil service status.

LENGTH OF PROBATIONARY PERIODS 

The table below provides guidance on the length of probationary periods per tenure. 

TENURE

PROBATIONARY PERIOD

Permanent
  • Six (6) or twelve (12)-month period, depending on the classification.

Part-time
  • Six (6) or twelve (12)-month period depending on classification and the required hours.

Limited term (LT)
  • Serves no probationary period.
  • Time served in LT appointment does not count toward probation completion if appointed to a permanent position.

Temporary Authorization Utilization (TAU)
  • Serves no probationary period.
  • Time served in a TAU appointment does not count toward probation completion if appointed to a permanent position.

Permanent Intermittent
  • Continues until both the required hours have been worked that are equivalent to six (6) or twelve (12)-months depending on the classification.

Limited Examination and Appointment Program (LEAP)
  • For LEAP appointments to positions that have a part-time or intermittent time base, the length of the Job Examination Period (JEP) shall be based on the following:
    • If the probationary period for a parallel classification is six (6) months, the JEP shall be 840 hours.
    • If the probationary period for a parallel classification is twelve (12) months, the JEP shall be 1,680 hours.

NUMBER OF HOURS REQUIRED TO COMPLETE THE PROBATIONARY PERIOD

During the prescribed length of the probationary period, the employee is required to work the following hours: 

  • 840 hours if serving a six (6)-month probationary period.
  • 1680 hours if serving a twelve (12)-month probationary period. 

EXTENSION OF PROBATIONARY PERIODS 

For information about extending probationary periods, reference the Personnel Operations Manual (POM) Section for Probation Extension.

AUTHORITY

PROCEDURE

The following chart outlines the procedure for completing probationary reports:

Probation Reports for all Permanent Full-Time Employees

Step

Action
1. 

 

Attendance Clerk

  • Notates the probationary due dates using their Outlook calendar; these dates are noted on The Notice of Personnel Action (NOPA) and ‘alert’ generated by Activity Based Management System (ABMS).
  • Utilizes probationary tracking spreadsheet to ensure timely completion of probationary reports for their program.
  • Notifies supervisor one month prior to each Report of Performance for Probationary Employee due date.
2.

 

Supervisor

  • Receives ABMS alerts of Report of Performance for Probationary Employee due dates.
  • Completes the Report of Performance for Probationary Employee (Std. 636).
    • If necessary, consults with the OHR CIU Consultant as soon as there are concerns during the employee’s probationary period. The supervisor will contact their CIU Consultant via email at OHRCIU@dgs.ca.gov.
  • Meets privately with employee to discuss the probationary report and obtains appropriate signatures.
  • Distributes signed copies of the probationary report to:
    • Supervisor Drop File
    • Employee
    • Attendance Clerk
3. 

 

Attendance Clerk

4. 

 

Constructive Intervention Unit

 

Probation Reports for Part-time/Intermittent Employees

Step

Action

1.

Attendance Clerk

  • Notates the probationary due dates using their Outlook calendar; these dates are noted on The Notice of Personnel Action (NOPA) and ‘alert’ generated by ABMS.
  • Utilizes probationary report tracking spreadsheet to ensure timely completion of probationary reports for their program.
  • Tracks hours for permanent intermittent (PI) employees.
  • Notifies supervisor one month prior to each probationary report due date based on the current and projected number of hours worked.

2.

Supervisor

3.

Attendance Clerk

4.

Constructive Intervention Unit

If applicable:

  • Works with supervisor and Office of Legal Services to develop the Notice of Rejection During Probation.

5.

Personnel Transactions Unit

  • Receives Report of Performance for Probationary Employee (Std. 636) and updates tracking log for intermittent and part-time employees.

  • Tracks intermittent and part-time employees’ hours, to know when the probation period is completed. Upon completion of the probationary period and key the applicable transaction.
  • Coordinates with the program Attendance Clerk (AC) to notify intermittent and part-time employees that probation continues until the required calendar time and hours have been worked.
  • Files Report of Performance for Probationary Employee (Std. 636)in employee’s Official Personnel File (OPF).

REFERENCES

Government Code Section(s)

California Code of Regulations Section(s)

Other Reference Materials

Responsible Control Agency

 

Contact

Constructive Intervention Unit

Department of General Services
Office of Human Resources

707 3rd Street, 7th Floor
West Sacramento, CA 95605
Contact your assigned Constructive Intervention Consultant.