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“I want to extend the probationary period of one of my veterinary team members beyond six months. Is this ok and is it a good idea?”
It is important to ensure all new employees are set up to thrive. If they are not working out during their probation, ask yourself the following questions:
Is it because I recruited the wrong person? (Look at your recruitment process)
Were they aware of expectations in relation to their role and associated tasks (Position Description)
Were they aware of expectations in relation to behaviours and our culture? (Policies and Handbook)
Were they made aware of all expectations and understood the “rules and expectations” within our practice? (Policies)
Did we provide them with a good solid induction program?
Did we provide them with time for feedback?
Did we ensure they had time to get to know the team and build bonds?
Quite often, an employee does not make it through probation as they are not aware of expectations, and we do not spend enough time supporting them in the initial stages, identifying where they require help.
During the probationary period, it is highly recommended to schedule formal catch-ups at six weeks, 14 weeks, 18 weeks and 22 weeks – whereby the employee undertakes a self-review, which you then review (all documented) to identify gaps early on and put in place further training within the probationary period.
Technically speaking….
Technically speaking, an employer can only extend a probation period if the contractual arrangements in relation to the probation period would allow the employer to do so. For example, a written contract that listed a probation period of 6 months but included a provision that allowed for an extension of an additional 3 months at their discretion, would enable the employer to extend in those circumstances.
However, as mentioned above, if an employee continues to be engaged after a 6-month probationary period they are considered to have completed their minimum employment period and therefore have full access to the unfair dismissal laws. Given this, it is strongly encouraged to evaluate an employee’s performance and suitability for the role before the end of the minimum employment period.
If you do decide to come to a mutual agreement whereby you extend the probationary period (in writing and provided you have the necessary clause in your contract of employment) I would then put in place something like a written support plan, outlining the areas for improvement, timeframe, strategies to get them there with weekly catchups and proper documentation. If you extend and then decide the employee is not suitable, you will have to go through a formal disciplinary process in relation to poor performance, whereby a lawful fair process must be undertaken in line with best practice.
If you have an HR question you would like answered in HR Corner, email it to Judy judyg@vetanswers.com.au (it’ll always be anonymous).
You can also contact Donna at Harmonise HR directly for a free 30-minute HR Healthcheck or book into one of their full-day HR Fundamentals Courses – click here to schedule a time.
Donna is qualified in Human Resources Management, Business Management, and Practice Management having worked in mental health and the animal care industry. Having worked in the animal care industry for 15 years in Management and HR Donna understands the complexities within this unique industry and is passionate in supporting veterinary clinics across Australia with all HR related matters.
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