Heads of School Probation Procedure

The purpose of this Procedure is to ensure that the overall suitability of a new Head of School for the role is formally assessed during a probation period. Probation is intended to be a positive, collaborative process, which provides an opportunity to: 

1. support the Head of School in transitioning into their new role;

2. enable a fair and transparent assessment of their performance, conduct, and overall suitability and;

3. inform a recommendation on the Head of School’s suitability to continue in the role.

The probationary period acknowledges that the initial phase of a Head of School’s appointment is unique and requires dedicated attention from both the appointee and the University. Assessment of the individual's suitability for the post will be ongoing during the probationary period. 

While formal Probation Assessments occur at set intervals, this does not preclude or diminish the importance of ongoing, open dialogue between the Executive Dean and the Head of School. The effectiveness of the probation assessment process can be significantly improved by regular, honest, and constructive dialogue between the Executive Dean and the Head of School. 

Duration

A probation period of 12 months will normally apply to all appointments as Head of School.

Frequency

The formal assessment process typically involves three assessment meetings conducted at regular intervals (e.g. 3, 6, and 9 months) by the Executive Dean during the 12-month probation period. If areas for improvement were outlined at the 3 and/or 6-month review and such improvement has not been satisfactorily achieved, the Head of School will be told at the 9-month review whether an extension or reversion to the previous role is under consideration.

More frequent assessments may take place where specific issues arise. While the frequency may vary slightly, the principle of regular assessment with a period to allow for improvement or change should apply.

Assessment Principles

The following principles apply to the probation assessment process: 

1. The probation assessment process is a mechanism for the Executive Dean to assess the newly appointed Head of School’s performance and to regularly share feedback.
2. It also provides the Head of School with a forum to reflect on their role, receive feedback, and discuss their experiences and any challenges they may be facing. This gives an opportunity for discussion on all aspects of the role and whether additional supports or adjustments are required.
3. The assessment process should foster open, two-way communication between the Executive Dean and the Head of School.
4. If aspects of a Head of School’s performance are unsatisfactory, this needs to be clearly communicated to the Probationer as early as possible in the process.  An opportunity for improvement and reasonable support should be provided.
5. While the Head of School has a right of reply concerning the performance assessment, the Executive Dean ultimately decides on whether performance standards are acceptable in relation to the requirements of the role.
6. The onus is on the Head of School to perform or to improve performance if required. Failure to do so means the Head of School is at risk of failing their probation period.
7. The onus is also on the Head of School to bring to the attention of the Executive Dean any aspects of the role he/she feels are problematic or any additional support they may require.
8. An Executive Dean negative assessment of a staff member’s performance does not necessarily constitute bullying. 

Outcomes

The Executive Dean is responsible for making a recommendation regarding the outcome of the probation process.

Successful Completion 

Where the recommendation is that the Head of School is deemed to have passed their probation, they will receive confirmation from the Executive Dean.

Reversion to Previous Role

Where the recommendation is that the Head of School has not met the expected standard of performance, the Head of School will revert to their previous permanent grade and role.