HR Reference | Onboarding

Probationary Period - New Classified Employees HOP 5-2230

As part of the selection and hiring process, all classified employees who are new to The University are considered probationary employees for their first 180 days of university employment.

• This 180-day time frame allows supervisors to assess whether probationary employees' skills, performance, and dependability fit their position and merit continuation of university employment.
• Includes RESA titles and Research Associates
• the department's HR Coordinator will provide the end date of the probationary period
• The probationary period does not restart for employees transferring from another department
  • Supervisors are strongly encouraged to conduct a reference check with the previous department
  • It’s highly recommended to request the employee’s file which typically includes performance appraisals

Paid Time Off HR Policy Reference

Vacation Time Off

• Employees earn vacation hours based on their state service years.
  • Vacation time off begins to accrue on the first day of employment and the first day of each month.
    
  • During the first two years of state service, employees earn 8 hours a month.
• If this is the employee’s first state job or they worked at another state entity but for less than 180 consecutive days, the employee cannot use their vacation time off balances during the probationary period.
  • If the employee separates from the university during the probationary period, they are not paid out for the unused vacation time off balances.
• If the employee has already worked a consecutive 180 days at any state entity, they may use vacation time off during the probationary period and they would be paid out the accrual if they separated during the probationary period.

Holiday Time Off

• Employees appointed to work at least 20 hours per week for at least 4.5 continuous months received paid holiday time off.
• Part-time employees are granted holiday leave based on the percentage of hours appointed.
• 2023-24 Holiday Schedule

Compensatory Time Off

• State compensatory time is earned at straight time at the end of the work week when the total number of hours recorded as worked plus the total number of hours of paid time off or paid holidays exceeds 40 hours in one workweek.
• Employees must have prior approval before earning compensatory time.
• State compensatory time expires within 12 months of the week it was earned.
• There is a cap on the number of state compensatory hours you may earn.
  • An employee’s state compensatory time balance cannot exceed 144 hours OR the employee’s current sick time off balance, whichever is higher.
• The supervisor/department must review and approve the use of state compensatory time, verify that the employee has accurately recorded the use of their time, and approve the time entry.
• Supervisors are encouraged to accommodate the employee’s use of state compensatory time to the extent practicable.
• See HR guidelines for additional information.

Sick Time Off HOP 5-4210

• Full-time employees earn 8 hours of paid sick leave on their first day of work and on the first day of each subsequent month.
• Part-time employees earn paid sick leave in proportion to their appointment.
• Sick time off is not subject to the new employee probationary period.
• Permitted uses of sick leave:
  
  • Employee's Medical Condition. Sick leave may be taken when an employee is prevented from performing duties because of sickness, injury, or confinement due to pregnancy.
  • Care of Immediate Family. Sick leave may be taken when an employee needs to care for an immediate family member who is actually ill because of sickness, injury, or confinement due to pregnancy.
  • Care of Family Who Do Not Reside in the Same Household. An employee's sick leave used to care for family who do not reside in the same household is strictly limited to the time necessary to provide care to the employee's spouse, child or parent who needs such care as a direct result of a documented medical condition.
  • Parent-Teacher Conferences. An employee may use up to eight 8 hours of sick leave each calendar year to attend parent-teacher conferences for the employee's children who are in pre-kindergarten through the twelfth grade.
• If an employee exhausts all sick leave, any further absence caused by sickness, injury or confinement due to pregnancy must be charged to other accrued paid leave.
• If all other accrued leave is exhausted, the employee will be placed on leave without pay.
• If the sickness, injury, or confinement due to pregnancy is catastrophic, the employee may apply for hours from the sick leave pool. (See 5-4220, Sick Leave Pool Policy)

Onboarding

• First Day - New Employee Orientation

  • Review job description and set expectations

    • Let employee know of any changes in job duties
    • Be clear and deliberate in explaining the expectations of the job
  • Discuss vacation time off
    • Classified employees earn vacation hours based on number of state service years.
    •  If this is the employee’s first state job or they worked at another state entity but for less than 180 consecutive days, the employee cannot use their vacation time off balances during the probationary period. If the employee separates from the university during the probationary period, they are not paid out for the unused vacation time off balances.
    • If the employee has already worked a consecutive 180 days at any state entity, they may use vacation time off during the probationary period and they would be paid out the accrual if they separated during the probationary period.
  • Discuss performance and conduct standards:
    • Reporting to work in a regular and timely manner
    • Scheduled breaks or lunch periods
    • Reporting sick leave use and other absences
    • Dress codes/standards
    • Appropriate conduct
    • Conducting themselves in accordance with designated safety rules
  • Let employee know that a failure to meet expectations during the probationary period may lead to termination and that probationary terminations are effective the same day notice is given. However, commit that you will provide the probationary employee with ongoing feedback so they will know how they are doing in the job and that you will provide them with scheduled Probationary Performance Reviews. 
  • If you determine that a probationary employee is not competent or is otherwise unqualified for their position, consult with your SWS HR Consultant to determine the appropriate next steps.

Employee Development & Evaluation

Evaluation procedures for probationary employees are outlined in the Handbook of Operating Procedures, HOP 5-2310. Performance evaluation and counseling are based on the concept that proper supervision is not punitive in nature. It seeks to aid the probationary employee in self-correction and performance improvement. It is the responsibility of the first-line supervisor to notify an employee when his or her performance is below acceptable standards. The supervisor should counsel the employee as to the actions required to improve performance to an acceptable standard. Termination of the employee should be considered only after the employee has not improved to an acceptable level following such notification and counseling.

Postdoctoral and Research Fellows are administrative and professional titles and not subject to a probationary period.  Their appointments are temporary, one-year appointment, renewable up to five years.

1. Probationary period for new classified employees

   1. New classified employees such as research technicians or administrative staff are probationary employees during the first 180 days of employment.
      1. Tips for Probationary Employees
   2. Does not apply to temporary positions such as postdoctoral fellows.

Departmental Contacts

1. Carla Lanas, Human Resources Coordinator

   1. clanas@austin.utexas.edu

2. Marsha Berkman, Assistant Director

   1. berkman@austin.utexas.edu