Transfer/Promotion Probation Memo Format
To: Employee's name and title (Do not address to Human Resources or employee's file.)
From: Supervisor's name and title
Subject: Transfer [or Promotion] Probation Performance Warning
State when the employee began the probation period. State the reason for the discipline - unsatisfactory performance; failure to maintain regular and satisfactory attendance; inappropriate conduct, etc., and quote the rule(s) of conduct violated.
"You are currently on a [transfer/promotion] probationary period that began on [date], due to your [transfer/promotion] into your current position. You are being issued a performance warning due to your unsatisfactory conduct or performance in this position, in accordance with Classified Staff Policy #112.0, Probation Periods.
State the facts, give specific examples, list witnesses, dates, etc., that verify the substandard performance/behavior. Explain the impact that this has had on operations.
"You were given several assignments on [date] to complete by [date]. These assignments were turned in late, without explanation, and contained several errors. As a result, we had to assign additional staff to review and correct the problems in order to meet our departmental deadlines."
Give the behavior and/or performance that must be achieved to be considered satisfactory. State outcomes to the extent possible with specific actions detailed only as necessary. Also, state that once the improved level of performance/behavior is achieved, it must be maintained.
"In order for your performance to be considered satisfactory, you will need to complete your assignments on time and they must be error-free. You must achieve this level of performance and it must be maintained in order for you to successfully complete your probation.
Always include a statement in this section that indicates the consequences of non-compliance.
"Continued unsatisfactory performance will lead to your being placed on administrative layoff at or before the end of your [transfer/promotion] probation."
Clarify that the employee is immediately granted the opportunity to submit an application for transfer to a previously held classification in which the employee's performance met job requirements.
"If you feel that things are not working out in your current position, you are eligible to apply for a transfer to a position in the classification you previously held in which you met the job requirements."
These statements are always included at the end of the written warning:
The University's on-campus Employee Assistance Counseling/Consultation (EACC) provides free, confidential counseling to benefits eligible employees. If you feel that you may benefit from these services, you may contact EACC at 621-2493. The EACC office is located at 1533 East Helen Street.
You have the right to appeal this action through the Staff Dispute Resolution Procedure (Classified Staff Policy #406.0). You may review the classified staff policies referenced in this document online at www.hr.arizona.edu by clicking on "Policies & Procedures" and selecting the Classified Staff Policy Manual. You may contact an Employee Advisor from Human Resources at 626-0850 for assistance in reviewing options available under University policies.
xc: Human Resources Employee Records.