An overview of the academic probation process
Faculties/Departments/School of Management are responsible for managing probation and early career development support for Lecturers.
As explained in the University’s Probation Policy, the University aims to create a positive environment where everyone is enabled to work, fulfil their responsibilities and perform to the best of their ability to meet the needs of the University and make the next step in their career as soon as possible.
The use of probationary periods is intended as a constructive process to allow the probationer to:
- understand the University, their department, their role and how these fit together
- understand the standards required for their role and to fulfil those standards
Lecturers have a 6-month probation period, in common with most other employees at the University. This Employment Probation has the purpose of setting sound foundations and supporting the probationer to get up to speed as they settle into the demands of the role and ways of working at Bath.
In the guidance provided here, the term “manager” may refer to anyone responsible for the probation of the newly-appointed lecturer, which may be the Head of Department / Division, but in some cases may be a duly deputised member of the Department/School leadership team.
Effort invested by manager and staff member in this period is essential and hugely worthwhile in setting up a new staff member to thrive as they become more independent. It is the opportunity to set expectations around standards, behaviours and citizenship that are the foundations of our academic success.
The University expects that the majority of probationers will make good progress have their appointment confirmed after 6 months. If at any point the manager thinks that there are serious problems and that the new staff member may not be capable of fulfilling their role, they should refer to the Probation Policy for the procedure to follow, including seeking advice from the relevant member of Human Resources.
Probation requirements for Lecturers
These requirements apply to both Education specialist (teaching-only) and Research and Education contracts.
- Establish a performance and development plan for the short and medium term set in the context of longer term ambitions.
- Undertake academic work according to the needs of the Department/School and their background and circumstances.
- Engage with other domains of the academic career framework that are not included in (2).
- Complete all mandatory training.
- Demonstrate their commitment to academic citizenship and the values of the University.
Period of Supported Professional Development
Newly appointed lecturers will also have a period of supported professional development, lasting until 3 years after appointment. This will normally include completion of the Pathway to Fellowship for early career lecturers.
During the early years of appointment, the following workload adjustments will be made to enable lecturers to complete the Pathway, get their teaching under way and build their research. These will be applied by Departments/School as appropriate.
(Note that these figures follow established arrangements and may change as further work is carried out to understand the appropriate workload adjustment for this period).
Education and Research contract
- Workload adjustment - reduce normal load by:
- Year 1: 0.25-0.5 of normal teaching load
- Year 2: Tapering...
- Year 3: 0
Education contract
- Workload adjustment - reduce normal load by:
- Year 1: 0.2 of normal teaching load
- Year 2: Tapering...
- Year 3: 0
Allowance for Pathway to HEA Fellowship programme
- All contracts: 80 hours total
Practical arrangements
Key stages: minimum activities and meetings between line manager and probationer Templates are provided to help structure / record these stages.
Pre-arrival
- Departments/ School allocate manager ('probation reviewer') who will be responsible for supporting the new lecturer through their probation period and supported professional development phase. This may be the formal line manager or a duly deputised member of the Department/School leadership team.
- Department / School allocate a mentor to work with the lecturer through their probation period and supported professional development phase.
On arrival (first week) - Induction programme starts
- Departments/Faculties/School normally provide an induction into the local ways of working, arrangements for offices, IT systems etc.
- Early conversation with line manager to discuss expectations of first few months; which teaching, research and other activities will they be involved in, and how will they be supported, including the Pathway to Fellowship for early career lecturers.
- New lecturer meets mentor and agrees plan for working with them.
First month - starting work, planning for performance and development
- Towards the end of the first month, a more formal meeting at which a plan for the first 6 months should be put together, referring to the requirements for employment probation for lecturers . Further aims should be outlined for the medium-term (1-3 years) in the context of future career aspirations.
- A Performance and Development plan should be recorded at this stage, but considered a dynamic document that evolves as circumstances change and the probationer progresses in their role.
- A plan for the relevant sessions of the Pathway to Fellowship for early career lecturers programme should also be in place at this stage (following introduction by the Centre for Learning and Teaching.) (Depending on the start date, it may not be possible to take part in workshops straight away but engagement with the CLT is to be expected.)
Three months - mid-probation review
- A light-touch check-in to see how things are going, what is progressing well and what may need more support, based on a discussion of the Performance and Development plan. Consider modifying the Plan.
Fifth month - end of probation review
- A vital moment to review progress, provide feedback and plan any further support. If progress is satisfactory, a short report is completed via the Probation Platform including commentary by both manager and probationer, and the performance and development plan is sent to the Dean for final confirmation.
- If you have not demonstrated that your contribution so far would fulfil the requirements of the 6 month employment probation, you should agree a completion plan with your reviewer and notify the Head of Department of this including timescales.
Post-probation - to the end of year 3 (Supported Professional Development)
Regular check-ins with manager at least twice a year, with supportive informal contact more frequently. The staff member will move into the Department’s normal cycle of SDPR/Career Conversations, with their Performance and Development plan a continuing, dynamic foundation for these discussions. Mentoring support continues during this time, along with normal local quality processes related to teaching and research.
Further guidance for lecturers, line managers and reviewers can be found here
Academic Probation Platform
Built using Microsoft SharePoint and Power Automate, the platform has been designed to reduce administrative burden, allowing managers and probation reviewers to focus on the quality of conversations and development throughout the probation period.
When a new Lecturer joins the University, the recruiting manager will receive an onboarding email from Recruitment with details of the next steps and how to access the platform. Until then, no action from managers is required.
General guidance ad useful information on using the platform
What is it?
This new approach to academic probation replaces the Career Progression Portal (CPP) with a simpler, more user-friendly solution. Using SharePoint and Power Automate, it streamlines and automates the process, reducing administrative effort and saving time. Reviewers complete just two short forms and will receive automated reminders when probation meetings are due. Reminders can also be sent to a nominated colleague, such as a Department Coordinator.
How does it work?
When a new Lecturer joins the University, the recruiting manager receives the standard onboarding email from HR Recruitment. This will include a link to a short five-question form to create the employee's probation record.
Once submitted, the line manager will receive an email inviting them to nominate a probation reviewer and, if required, a Department Coordinator or other colleague to support the administration of the process. If the line manager will act as the probation reviewer, they simply need to confirm this in the form.
The probation reviewer (and Department Coordinator, where applicable) will receive automated reminders when review meetings are due. These emails include direct links to the relevant mid-probation and end-probation reports, which are completed jointly by the reviewer and probationer to record progress.
Completed reports are automatically stored in the University's secure SharePoint site and remain accessible to both the probation reviewer and probationer throughout the process. The line manager can also view and download the reports and is responsible for uploading the completed mid-probation and end-probation reports to iTrent.
What happens with the completed forms (mid-probation and end-probation reports)?
Completed forms will be stored securely in SharePoint throughout the probation period. At the end of probation, the line manager should download and upload them to the probationer's iTrent record under 'Probation Record'. For support, please refer to the guidance page or contact your HR Operations Coordinator Once uploaded to iTrent, the forms can be permanently deleted from SharePoint.
Who can access the platform and view the probation forms?
Only the formal line manager, probation reviewer and probationer can access the site and probation documents. Department Coordinators, where nominated, receive reminders only and cannot view documents, ensuring confidentiality and data protection compliance. The Dean or Deputy Dean can access the final probation report.
Is the information stored securely?
Yes. The platform is built using Microsoft 365 technologies, specifically SharePoint and Power Automate, and access is restricted to authorised users involved in the process.
Who is responsible for ensuring the probation reviews are completed on time?
The nominated probation reviewer is responsible for ensuring probation reviews are completed on time. Please note that HR does not monitor or follow up on overdue reviews.
What happens if a probation meeting is missed or delayed?
If a probation review is not completed by the scheduled date, reminder emails will continue until it is submitted. Probation reviewers should aim to hold review meetings as close to the recommended timescales as possible to support the probationer's development and progress.
What happens if a member of staff is absent during their probation?
Where a probationer has an extended period of absence (for example, sickness or parental leave), probation arrangements may need to be adjusted. Please refer to the University's Probation Policy or contact your HR Advisor for guidance. If a probation extension is required, this can be managed directly within the platform by entering a revised probation end date. The workflow will automatically adjust, and send reminders based on the updated review date.
What happens if a probationer moves role or department during probation?
Any changes to the probationer's role, department or reporting arrangements should be communicated to the Academic Career Progression team so that the probation record and reviewer details can be updated where necessary.
Who do I contact if I notice an issue with the platform?
If you notice any technical issues when using the platform, please email the Academic Career Progression Reform team: acp-reform@bath.ac.uk.
Submit feedback
A link to the feedback form for ideas and feedback on the new platform.