4. Probation Policy July 2026

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Chard Town Council
Probation Policy

1. Introduction
Chard Town Council operates probation periods for all new employees to create a
supportive and positive environment which enables new employees to perform
effectively during their employment.
2. Purpose
The purpose of this policy is to provide a framework which sets out how to manage
the performance and conduct of new employees during their probation period.
The use of probation periods is intended as a supportive and constructive
process to allow new employees to:
• understand the organisation, their team/service, their role and how these fit
together.
• understand the standards and objectives required for their role.
• demonstrate their skills and abilities for the role.
• learn and adapt to their new job and working environment.
The probation period should enable the organisation to monitor the new
employee’s effectiveness over a reasonable time frame; to provide feedback,
support, and training as appropriate to the new employee; and to help decide
whether their employment should continue.
This policy should be used in conjunction with the organisation’s HR Policies.
3. To Whom This Policy Applies
This policy applies to all new employees.
This policy does not form part of an employee’s contract of employment, and the
organisation reserves the right to amend or withdraw it at any time.
The probation process can also be used for existing employees who are promoted
or transferred into a different role, as it provides a framework for monitoring and
support when they take up their new role. However, if there are concerns which
need to be addressed during their probation, the organisation's normal
capability/disciplinary process should be followed rather than addressing these at
a Probation Hearing.
This policy does not apply to Councillors, agency workers, contractors, consultants,
volunteers or self-employed individuals engaged by the organisation.
4. Terms of Employment During the Probation Period

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During the probation period, all the terms and conditions set out in the contract of
employment will apply.
The exception to this is the organisation’s disciplinary and capability policies. During
the probation period, neither of these policies will apply. Any capability or conduct
issues will be addressed and dealt with in accordance with the probation process
set out below.
5. Length of the Probation Period
The length of an employee’s probation period is specified in their contract of
employment and will reflect the requirements of the role. Unless otherwise stated,
the probation period will normally be four months.
This may be extended where appropriate to give an additional short period to
establish whether they have met the required standards and/or to enable
management processes to be followed.
The organisation reserves the right to terminate employment at any time during the
probation period. This may occur, for example, where there is sufficient evidence
that the required standards of performance or conduct are not being met and are
unlikely to be met, or where allegations of serious misconduct have arisen.
6. The Probation Process
The probation process is normally split into three key steps, as follows:
Step 1 - Prepare for Probation

Step 2 - Probation Review Meetings

Step 3 - Final Probation Review Meeting
A more detailed Flow Chart for the Probation Process is shown in Appendix C. This
also shows the process to be followed at/after Step 3, depending on whether the
required standards have been fully met, nearly met or not met.
6.1. Step 1 - Preparation for Probation

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Before the New Employee Starts
Prior to the new employee starting in post, the Town Clerk / relevant line manager
should review the role to determine the standards and objectives that the
employee will be expected to meet during their probation period.

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They should also consider what training and support may be needed to help them
to achieve the expected standards and objectives, and ensure that this is
provided from the start of the probation period. The level of support required is
likely to differ depending upon the individual employee.
At this stage, where possible, the Town Clerk / relevant line manager should also
schedule dates for all probation review meetings, including the Final Probation
Review Meeting. These meetings will normally take place at the end of month 1, at
the end of month 2, the end of month 3 and by the end of month 4. The meeting by
the end of month 4 will be the Final Probation Review Meeting.
The timings of the probation review meetings can be flexible, taking into account
business needs, annual leave, sickness absence etc. However, they should be
planned to ensure that the Final Probation Review takes place before the end of the
four month probation period.
Initial Meeting When the Employee Starts
The Town Clerk / relevant line manager should meet with the employee early in
their probation period. During the initial meeting they should:
•

clearly set out the standards and objectives that the new employee will be
expected to meet within their probation period.

•

set out the training and support that is planned to enable them to succeed in
the role.

•

ask the employee whether they have any health conditions, disabilities, or
aspects of neurodivergence they wish to disclose, so that appropriate
adjustments or support can be considered. If so, discuss what support may be
needed and whether involving other colleagues would be helpful in providing this
support.

• confirm dates of all probation review meetings.
Where an employee has a disability, the Town Clerk / relevant line manager must
discuss with them what support and/or adjustments are needed in order to enable
them to perform their role effectively. Reasonable adjustments must be put in
place. Where necessary, advice can be sought by carrying out an Occupational
Health referral.
6.2. Step 2 – Probation Review Meetings
Probation Review Meetings should be held regularly during the probation period, and
at least at the end of month 1, at the end of month 2 and the end of month 3. These
will be followed by the Final Probation Review Meeting, which must be held by the
end of month 4, as set out in the following section.
The purpose of these meetings is to assess and review the employee’s progress and
performance against the standards and objectives set during the initial meeting,
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and to provide support and guidance where improvement is required.
The Town Clerk / relevant line manager should record notes using the Probation

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Review Form – Appendix A at each probation review meeting, ideally noting the
employee’s progress in relation to each standard and objective set, and any actions
agreed. A copy of the forms should be retained by both the employee and the Town
Clerk / relevant line manager.
6.3.

Step 3 – Final Probation Review Meeting

By the end of month 4, the Town Clerk / relevant line manager should hold a
Final Probation Review Meeting.
The purpose of the meeting should be to carry out a final review of the
employee’s conduct, performance, progress and suitability.
The Town Clerk / relevant line manager should again record notes using the
Probation Review Form – Appendix A.
However, at the end of this meeting they should also complete the Final Probation
Review Meeting Record - Appendix B to confirm their view as to whether or not the
employee’s performance and conduct have been satisfactory.
If performance and conduct are satisfactory – see Section 7
If performance and/or conduct are unsatisfactory – see Section 8
If more time is needed to assess whether or not performance and/or conduct are
satisfactory – see Section 9.
7. If Performance and Conduct are Satisfactory
If, by the end of the meeting, it is concluded that the employee's performance
and conduct are satisfactory, the Town Clerk / relevant line manager will:
•

Complete the Probation Review and Final Probation Review Forms Appendix A and B.

•

Confirm during the meeting that the employee has successfully completed
their probation and their appointment is confirmed.

• Write to the employee following the meeting to confirm the above.
8. If Performance and/or Conduct are Unsatisfactory
If, by the end of the meeting, the Town Clerk / relevant line manager’s view is that
the employee's performance and/or conduct during their probation has been
unsatisfactory then they will:
•

Complete the Probation Review and Final Probation Review Forms Appendix A and B.

•

Inform them that they will be invited to a Probation Hearing in order to

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consider whether or not to continue their employment.
•

Inform them that their probation period is being extended until the date of the
Probation Hearing.

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•

Write to the employee to confirm the extension and invite them to the Probation
Hearing without delay, in accordance with section 10. The hearing should
normally take place within one week of the Final Probation Review Meeting.

9. If More Time is Needed to Assess Whether or Not Performance and/or
Conduct are Satisfactory
By the end of the meeting, the Town Clerk / relevant line manager’s view may be that
more time is needed to assess whether or not the employee will be able to meet the
required standards of performance and conduct.
Other than in exceptional circumstances, there should only be a single additional
review period of up to one month. [For simplicity, the guidance below assumes a
one month period.]
Circumstances when a probation period may be extended include, but are not
limited to:
• when the organisation considers that an extension may lead to the
necessary improvement, or
• where circumstances have not enabled performance to be adequately
assessed, or
• where the new employee or line manager has been absent from the
workplace for an extended period during the probation period.
In such circumstances, at the end of the meeting, the Town Clerk / relevant line
manager will:
•

Complete the Probation Review and Final Probation Review Forms Appendix A and B.

•

Inform the employee that their probation is being extended for an additional
one month period.

•

Set out the objectives to be achieved and/or standards that they will need to
meet during this time in order to successfully complete their probation.

•

Agree any support, for example further training, that will be provided and plan
any additional review meetings to check progress, where relevant.

•

Explain that at the end of the one month period a Probation Hearing will take
place. The purpose of this will be to decide whether the employee’s
performance and conduct meet the required standards, and:
o if they have met the standards, they will be confirmed in post.

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o if they have not met the standards by this point, a further extension is
unlikely, and a decision may be taken to terminate their employment
and issue them with the required notice.
Following the Final Probation Review meeting, Town Clerk / relevant line manager
will write to the employee to confirm the above points and invite them to the
Probation Hearing on a date at the end of the one month period, in accordance with
section 10.
Any additional review meetings during the one month review period should be
recorded using the Probation Review Form – Appendix A.
10.

Probation Hearing

The purpose of a Probation Hearing is to discuss the employee’s performance
and/or conduct within their probation period and consider whether or not to
continue their employment.
Examples of when a probation hearing may take place include:
•

Where serious misconduct/poor performance has taken place at any point
during the employee’s probation, calling into question whether their
employment should continue.

•

Where the employee’s performance/conduct has not been considered
satisfactory at their Final Probation Review Meeting and a final decision is
required whether or not to continue their employment.

•

Where the employee’s probation has been extended for one month, at the end
of which a review is needed to decide whether or not they have met the
required standards and can be confirmed in post.

10.1. Arranging the Probation Hearing
The Town Clerk / relevant line manager should write to the employee to confirm the
Probation Hearing arrangements. The letter should:
•

Explain that the purpose of the hearing is to discuss performance/conduct
during the probation period.

• Give brief details of the areas of concern.
•

Where relevant, include any evidence which shows that the employee’s
performance has fallen short of an acceptable standard and/or that conduct
has been unsatisfactory.

•

Inform them that they can, if they wish, be accompanied to the hearing by a

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work colleague or trade union representative.
• Set out that a possible outcome of this meeting could include dismissal.

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The employee should be given reasonable notice of the meeting (ideally at least 5
working days) in writing.
The Town Clerk / relevant line manager may need to seek approval or request
participation in this final meeting from the HR Committee, so that the meeting is
conducted by someone with authority to decide on all the possible outcomes,
including dismissal.
10.2. Conducting the Probation Hearing
The Town Clerk / relevant line manager usually be the deciding officer at the
Probation Hearing.
If the above is not the employee's line manager, the line manager will also attend in
order to provide information to those making the decision. A note-taker may also be
present if needed.
During the hearing, the Town Clerk / relevant line manager will:
1. Outline the purpose of the hearing.
2. Consider the evidence/feedback about the employee’s performance and
conduct in relation to the objectives and standards required, including the areas of
concern.
3. Give the employee the opportunity to discuss their performance and/or
conduct and make any other comments, before a decision is made.
Requests for an adjournment can be made by the employee or the Town Clerk /
relevant line manager. It is up to the deciding officer to decide whether or not a
request should be granted.
10.3. Outcome of the Probation Hearing
The outcome of the hearing may be a decision to do one of the following:
• Confirm that the employee has successfully completed their probation.
• Terminate their employment.
•

Extend their probation and schedule another Probation Hearing at the end of
this time, as per section 10.4.

The decision outcome from the Probation Hearing should be confirmed to the
employee verbally on the day of the hearing. It must also be confirmed in writing,
wherever possible within 5 working days of the hearing.
10.4. Extended Probation Period Agreed
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Other than in exceptional circumstances, a decision to extend the probation
period is not appropriate where it has already been extended beyond the
employee’s original four month probation period.
In any situation where a decision is reached at the hearing to extend the probation
period further, the Town Clerk should ensure that this allows sufficient time to
complete the process (including the extended probation period, another Probation
Hearing and, in case they are unable to meet the required standards, the
employee’s notice period) within six months of the employee’s start date.
Where an extension is decided upon, the Town Clerk should:
•

Explain that the employee’s probation will be extended for a further period (up to
one month, as long as timescales allow), during which they will be expected to
demonstrate that they have met the required standards of performance and
conduct.

•

Agree any support, for example further training, that will be provided during the
extended period of probation and plan any additional review meetings to check
progress.

•

Explain that a date will be set for another Probation Hearing at the end of the
one month review period.

•

Explain that the purpose of the next Probation Hearing will be to decide
whether during the period of extension the employee’s performance and
conduct meet the required standards and:
o if they have met the standards, they will be confirmed in post.
o if they have not met the standards by this point, a further extension is
unlikely, and a decision may be taken to terminate their employment
and issue them with the required notice.

When confirming in writing that this is the outcome of the Probation Hearing, the
Town Clerk will communicate the above points and also invite the employee to
another Probation Hearing on a date at the end of the one month period.
Any additional review meetings during the one month review period should be
recorded using the Probation Review Form – Appendix A.
11.

Representation

Employees have the right to representation at a Probation Hearing either by a trade
union representative or a work colleague.
Representatives have the right to address the hearing. They may also ask
questions and present the employee’s case. However, they have no right to answer
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questions on the employee’s behalf.

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12.

Dealing with Concerns and Minor Misconduct

If problem areas arise at any stage of the probation period, the Town Clerk /
relevant line manager should raise these concerns promptly, providing
constructive feedback and guidance to the employee, and not wait until the next
formal probation review meeting to do this.
The Town Clerk / relevant line manager will normally consider minor misconduct
issues and resolve them, where possible, without recourse to the formal probation
procedure.
However, where allegations of more serious misconduct have arisen or where a
previous warning has been given but the required improvement has not been
made, this should immediately be referred to Town Clerk and may result in a
decision to hold a Probation Hearing before the end of the probation period.
13.

Probation Process for the Town Clerk

The probation process for the Town Clerk shall follow the procedure set out in this
policy. The planning, initial meeting and Probation Review Meetings will normally be
carried out by the Chairman and Deputy Chairman or two members of the HR
Committee.
Where a Probation Hearing is required, the decision will be made by a panel of 3
members of the HR Committee. The Chairman and Deputy Chairman or two
members of the HR Committee who carried out the Probation Review Meetings
should also be in attendance, either as part of the panel or to present the case.

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Appendix A
PROBATION REVIEW MEETING RECORD To be
completed at all probation review meetings
Job holders Name:
Job Title:
Line Manager:
Date appointed:
Date of review meeting:
Stage of probation: e.g.
1/2/3 month, final review,
extension period

Work Objectives

Skills

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Please give a brief narrative
assessment against each, noting how
well it is being achieved

Please give a brief narrative
assessment of each skill relevant to
the role

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•

Is any further information/development needed?

•

Are there any health conditions, disabilities or aspects of neurodivergence which the
employee has disclosed or now wishes to disclose in order for adjustments/support to
be considered? If so, what are these and what has been put in place or planned as a
result.

Attendance (Total sickness absence taken during the probation period)
days
Has attendance (including time-keeping) met
the requirements during the probation period?

YES

NO

If no give reasons below

Induction (Delete / Amend as appropriate)
•
Have all the required induction sessions been arranged and has the Jobholder attended all of
them?

Jobholder’s comments
Record any comments you wish to make regarding your performance during the probation period to
date. This may include comments on factors that you feel may have affected your performance or
attendance and any training that you think may benefit you.

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Town/ Line Manager comments
Please comment briefly on the Jobholder’s performance during the probation to date, indicating areas where
improvement is required and any training needed. You can record here other relevant information, such as factors
which have affected performance and any skills and knowledge which are not being used in the Jobholder’s current
post. Indicating areas where improvement is required and any training/support that is required.

Planned date of next review:

Jobholder’s signature

Date

Town Clerk / Line manager’s
signature

Date

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APPENDIX B
FINAL PROBATION REVIEW MEETING RECORD
At the Final Probation Review Meeting, complete this form in addition to the Probation Review
Meeting Record
Indicate below the outcome of the Final Probation Review Meeting: 
confirm the new employee’s appointment.
•

extend the probation period by one month and set up a Probation Hearing to take
place at the end of the extended one month review period. (See note below*).

•

invite to a Probation Hearing to consider whether or not to continue employment.
This should take place within one week of today’s Final Probation Review
Meeting. (See note below*).

*NOTE: For the 2nd and 3rd options above, the probation end date is hereby extended until the
date of the Probation Hearing.
Town Clerk / Line Manager comments
Please provide details for outcome given:

Jobholder’s comments
Record any comments you wish to make. This may include comments on feedback, guidance and training, or any
special factors that may have affected your performance or attendance.

Your signature is to confirm that the Final Probation Review Meeting has taken place and that you have read and
understood the record.
Jobholder’s signature
Date

Town Clerk/
Line manager’s signature

Date

When the probation record has been completed a copy should be sent to the Town / Parish Clerk

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Appendix C

Probation Process Flowchart
Manager prepares for new employee’s probation

Manager meets new employee early in their probation and: •
sets expectations, standards and objectives
• agrees appropriate training & support
• confirms dates of probation review meetings
Probation Review Meeting (end month1)

If there are
serious
concerns,
proceed
straight to
Probation
Hearing

Probation Review Meeting (end month 2)
Probation Review Meeting (end month 3)

Final Probation Review Meeting (by the end of month 4)
Performance & conduct
meet the required standard

See Section 7

At the Final Probation
Review Meeting:

•

confirm the
employee in post

More time is needed to
decide whether
performance/conduct meet the
required standard

Performance/conduct do not
meet the required standard

See Section 9

See Section 8

At the Final Probation
Review Meeting:

At the Final Probation
Review Meeting:

•

put in place a one month
extended review period and

•

invite the employee to a Probation
Hearing to be held at the end of this
one month period

•

Invite the employee to a
Probation Hearing to take
place within one week

1 month extended review period

Probation Hearing

Probation Hearing
Confirm in post or dismiss

Confirm in post or dismiss

Full details of the process to be followed are set out in the relevant sections of this policy as
shown above.
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