Policies

Probationary Period for Regular Staff Employees

Section: Index C- Human Resources
Policy Number: C-23

Policy

The University of Houston-Victoria (UHV) requires an initial probationary period for all new benefits-eligible staff employees. This probationary period allows time for adjustment on the job and an opportunity to determine whether it will be in the best interests of the employee and the University for the employment relationship to continue. During the probationary period, the supervisor has an opportunity to determine if the employee has the skills and abilities necessary to perform the duties required in the position and is suitable for continued employment, and the new employee may assess whether a working relationship should continue.

The initial six (6) months of employment for each nonexempt, staff employee is probationary. The initial twelve (12) months of employment for each exempt staff employee is probationary.

The initial six (6) months of employment for each nonexempt benefits-eligible staff employee or the initial twelve (12) months of employment for each exempt benefits-eligible staff employee who returns to employment at the university following an interruption of service at UHV is also probationary, unless the employee is reinstated in the same position within less than six months after a reduction-in-force. An employee returning from an approved leave of absence is not subject to this probationary provision, unless the leave began before the end of the employee’s initial probationary period.

This policy applies to all new benefits-eligible staff employees with the exception of the following positions: Provost and Vice President for Academic Affairs, Vice President for Administration and Finance, Vice President for University Advancement, Vice President for Enrollment Management, Vice President for Student Affairs and School Deans. These positions serve at the pleasure of the President. If a designated position involves a faculty appointment, the faculty appointment will be subject to university faculty policies and procedures. Additionally, police officers, although nonexempt, will serve a twelve-month probationary period.

During the probationary period, the supervisor will monitor the employee's performance to determine whether employment should continue. At any time during the probationary period, an employee may be dismissed with or without cause, and without application of the discipline and dismissal procedures, except that the dismissal may not be based on discrimination or retaliation.

It is the policy of the University is to ensure equal opportunity in all its educational programs and activities, and all terms and conditions of employment without regard to age, race, color, disability, religion, national origin, veteran’s status, genetic information, or sex (including pregnancy), sexual orientation, gender identity or status, or gender expression except where such a distinction is required by law. 

Procedure

Probation begins on the first day of work. To ensure continuity of assessment during probation, a new employee may not be transferred to another area of supervision until the conclusion of the six-month, or twelve-month probationary period. Exceptions to this restriction may be granted by the Director, Human Resources.

The initial probationary period may not be extended, except as a result of transfer during probation or as the result of a leave of absence:

• If an employee is transferred  to another area of supervision during the initial probationary period, the probationary period will be extended.
• If an employee is allowed or required to take a leave of absence during probation, the probationary period will be extended by the amount of time taken for the leave.

If an employee has completed the initial probationary period and is subsequently transferred, promoted, or hired into another position within the university, the employee is not required to repeat the probationary period.

If the supervisor determines during the probationary period that employee is unsuitable for continued employment, the employment relationship should be terminated as soon as possible after that determination is made. Department heads may authorize dismissal of a probationary employee after consultation with their cabinet-level supervisor and the HR Director. A department head will then give the employee written notice of dismissal and its effective date and time. A dismissed probationary employee is not entitled to contest dismissal unless evidence can be presented to indicate that the dismissal is based on discrimination or retaliation and that the claim merits inquiry. The availability of the grievance process in such cases will be determined by the HR Director.

The initial probationary period is different and separate from any probationary period instituted as a disciplinary action against an employee. Information pertaining to the discipline and dismissal of a benefits-eligible staff employee who has completed the initial probationary period is found in policy C-14, Discipline and Dismissal Regular Staff Employees. (References)

Supporting Documents:

1. UHV Policy C-5, Equal Opportunity and Non-Discrimination Statement
2. UHV Policy C-14, Discipline and Dismissal Regular Staff Employees
3. UHS Policy 02-A-18, Probationary Period for Regular Staff Employees

Approved by:

Originating Department: Human Resources
Next Review Date: November, 2026 (5 years)

COMMENTS/QUESTIONS

If there are any comments and/or questions regarding this policy, please contact the Human Resources Department.