Electronic Personnel Records – Confirmation in Post

Most, if not all new staff will be subject to a probationary period. At the end of this period, they should be formally confirmed in post, unless their performance has been unsatisfactory.

This should not come as a surprise; line management in conjunction with personnel staff should have already provided feedback and support.

Where performance has been unsatisfactory, the necessary warnings should have been given before the end of the probationary period. During the probationary period, which may range from a few weeks to a year or more, the personnel department should ensure that personnel staff and line management keep records of the progress of probationary staff in order to be in a position to confirm them in post where appropriate.

Electronic records management

confirmation in postA brief summary of the probationary period should be placed on the personnel file along with a Confirmation in Post certificate. A copy should go to the central department responsible for posting the employee to the job. If the probationer is not confirmed in post, the reasons for the decision should be given. A further probationary period, or dismissal, may follow. A notification of an extended probationary period or dismissal should be placed on personnel file.

If dismissal takes place, the relevant central authorities must be informed and the staff list amended. Any other procedures in the organisation’s personnel manual should be followed, including the process of appeal or the right to a verbal interview to clarify the decision.

Records issues

Further information

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