Introductory Period

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Introductory Period

• Review Process FY 2000
• University of Pennsylvania
• Effective January 1, 2000

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Table of Contents
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Objectives of the Introductory Period Review
Process

• Help staff members to understand job duties,
  responsibilities and expectations
• Orient staff members to the University,
  school/center and department
• Used to determine if staff members performance
  meets the expectations for the position
• Determine if continued employment is warranted

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Changes for FY2000

• Incorporating performance expectations in the
  Introductory Period Review Process
• Providing flexibility on the time frame for the
  Introductory Review Period
• Establishing 3 tier Summary of Overall
  Performance
• Distributing all materials online
• Streamlining the steps in the Introductory Period
  Review Process

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Performance Expectations

• Changed the format of the form to be consistent
  with the Performance Staff Development Program
  (to include performance expectations for the
  position)
• Upon hire and within the first week of employment
  the supervisor is expected to
• meet with new staff member to discuss the job
  responsibilities, performance expectations,
  policies and procedures
• discuss the Introductory Period Review Process
• provide the new staff member with a copy of the
  position description and a copy of the
  introductory period performance plan with the
  completed performance expectations outlined

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Time Frame

• The normal introductory review period will remain
  four (4) months
• Extension
• supervisors will have the flexibility to extend
  the time frame by a maximum of eight (8)
  additional months
• only one extension will be permitted
• Example Staff member is hired and is given a 7
  month introductory period. An extension will not
  be granted.
• Example Staff member is hired and is given a 4
  month introductory period. An extension may be
  granted up to 8 months.

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Time Frame Contd

• Exception to the four (4) months introductory
  review period
• managers/supervisors may request an extended
  period up to a year at the time of hire based on
  nature of work, cycle, and/or operational needs
  of the department
• request must be submitted in writing and reviewed
  by Staff Labor Relations prior to an employment
  offer

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Time Frame Contd

• Paid Time Off (vacation)
• during the normal four (4) months introductory
  period the staff member will not accrue paid
  time off (PTO), however upon completion, paid
  time off will be credited retroactively to the
  initial date of employment
• in cases where the introductory period is longer
  than six (6) months, the staff member will be
  credited PTO retroactively to the initial date of
  hire after six (6) months of employment

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Time Frame Contd

• Paid Time Off (vacation)
• if staff member has more than six (6) months of
  employment and is terminated during the
  introductory period, the staff member will
  receive payment for unused paid time off.

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Summary of Overall Performance

• Section defines 3 levels of overall performance
• performance is fully acceptable and results were
  achieved.
• performance only meets the minimum required
  expected results. Performance generally
  acceptable but improvement is needed
• performance is below acceptable level for time in
  position

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Summary of Overall Performance Contd

• Extension may be granted
• performance is rated generally acceptable or
  below acceptable level
• only in cases where the staff member is in a four
  month introductory period

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Materials Online

• All materials will be distributed online via HR
  website - www.hr.upenn.edu
• After the appraisal is completed and reviewed
  with the staff member, the hard copy should be
  forwarded to the Division of Human
  Resources/Staff Labor Relations.

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(1) During the Selection Process

• Review the position description for accuracy
• Make sure that the position description outlines
  the current job responsibilities
• Communicate the job responsibilities, goals, and
  performance expectations to candidates

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(1) During the Selection Process Contd

• New employees must be informed of the
  Introductory Period at the time the offer of
  employment is made
• The length of the Introductory period should be
  outlined in the offer letter

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(2) First Week of Employment

• The supervisor should
• The supervisor should provide the new staff
  member with a copy of his/her position
  description
• Establish written performance expectations for
  the position using the Introductory Period
  Performance Plan

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(2) First Week of Employment Contd

• Meet with the new staff member to discuss the job
  responsibilities, performance expectations,
  policies and procedures, and the Introductory
  Period Review Process
• Supervisor and staff member should date and
  initial the Introductory Period Performance Plan

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(2) First Week of Employment Contd

• Give a copy of the Introductory Period
  Performance Plan, with the completed performance
  expectation to the staff member
• Ensure that the new staff member receives the
  appropriate orientation to the University,
  school/center and department

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(3) Feedback During the Introductory Period

• The supervisor should
• Meet and provide constructive feedback regularly
  to the staff member as to whether s/he is meeting
  the expectations for the position
• Identify performance problems and provide
  training that will assist staff member in meeting
  goals for the position

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(4) Completing the Introductory Period
Performance Plan

• The supervisor should
• Review staff members actual performance against
  the established goals
• Determine if the performance expectations were
  achieved
• Describe performance results in detail, including
  supporting examples
• Explain how staff member did or did not meet each
  goal

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(4) Completing the Introductory Period
Performance Plan Contd

• Check one definition that describes staff
  members overall performance in the Summary of
  Performance section
• Discuss the performance plan with your manager or
  department head as appropriate

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(4) Completing the Introductory Period
Performance Plan Contd

• Determine if the staff member has successfully
  achieved performance expectations for continued
  employment, if an extension of the introductory
  period is needed or termination of employment is
  warranted
• if an extension or termination is being
  considered, discuss with Staff Labor Relations
  prior to meeting with the staff member
• if termination of employment is the agreed course
  of action for the staff member at the end of or
  during the introductory period, he/she must be
  given a termination letter
• if an extension of the introductory period is
  granted, the staff member should receive a letter
  which indicates that the introductory period has
  been extended, the date it is extended to, and
  outline the performance areas that are deficient
  and need further improvement

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(4) Completing the Introductory Period
Performance Plan Contd

• Discuss the performance plan with the staff
  member
• Provide the staff member with the revised
  performance expectations and key competencies for
  the remainder of the performance appraisal cycle
• identify and discuss with staff member 3-5 key
  competencies that are vital to the success of the
  position or
• identify competencies for further development

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(4) Completing the Introductory Period
Performance Plan Contd

• Obtain staff members comments and signature
• Supervisor should sign and date form
• Provide the staff member a copy
• Send original form to Division of Human
  Resources/Staff Labor Relations

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Things to Remember

• Provide staff member with a position description
  and a completed introductory period performance
  plan that outlines the established performance
  expectations within the first week of employment
• Be clear about goals, projects, and
  responsibilities
• Meet regularly and provide staff member with
  constructive feedback concerning performance
• Provide supporting examples of performance
  results
• Solicit staff members feedback
• Complete Introductory Period Performance Plan
  prior to the end of introductory period.

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Competencies

• Information on competencies can be located by
• Clicking on Monthly Paid Staff or Weekly Paid
  Staff in the Competencies section of the
  Introductory Period Performance Plan via the HR
  website at www.hr.upenn.edu
• Refer to the Guidelines to the Performance and
  Staff Development Program for competency
  definitions (via HR web site www.hr.upenn.edu)

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Effective Goal Writing

• Example
• Instead of
• Develop a student newsletter.
• Consider
• Develop a monthly two-page student newsletter
  that is easy to read and provides accurate and
  thorough information on student programming,
  program policy and procedures, and helpful
  information to assist student in obtaining
  academic success.

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Effective Feedback

• Example
• Instead of
• You did a good job implementing and conducting
  student programs.
• Consider
• The programs you implemented address the needs
  of the students, received average overall ratings
  of 4.5/5.0 and were well attended. Attendance at
  programs increased 25 over last year.

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Effective Feedback on Competencies

• Example of effective feedback on competency
• Instead of
• You have good communication skills.
• Consider
• Your oral and written communication is clear,
  accurate and thorough. The monthly reports
  submitted were complete, easy to understand and
  required little to no modification. You can
  enhance your presentation skills by taking a
  training course on Effective Presentations and
  implementing the course learnings into your
  upcoming presentation to applicants and parents.

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