Transfer/Promotion Probation Warning Memo Format
(For Classified Staff on Transfer/Promotion Probation)

The following statement will be inserted at the beginning of the letter:

"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 describe the substandard performance/behavior. Explain the impact to the job and the work unit.

For example:

"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.

For example:

"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.

For example:

"Continued unsatisfactory performance will lead to your being placed on administrative layoff at or before the end of your [transfer/promotion] probation."

There are 3 paragraphs that are always included in a Transfer/Promotion Probation Memo and they will appear automatically on the final draft.