2 EMPLOYEE ORIENTATION AND PROBATION

Employee orientation • E
 nsure the new employee feels valued as part of the
An orientation program that can be utilised whenever team. The induction can also provide an opportunity
new employees are appointed is essential in every service. for the manager and new employee to discuss specific
This will ensure that new employees are welcomed elements related to the service, such as culture of the
appropriately and provided with the essential information organisation, and clarify expectations of his/her role
and assistance to settle into his/her new role and the and responsibilities.
service as quickly as possible. • A
 llow time for the direct manager (if applicable)
or committee representatives to be available to the
Effective orientation contributes to setting up the new employee on the first day. This will assist the new
employment relationship for success. It is an opportunity employee to feel supported and allow clarification of
to positively introduce the employee to the service’s culture any residual matters before commencing work.
and values, and communicate expectations. It establishes
• I f possible and appropriate, provide a support/buddy
the basis of a successful workplace culture of communication
person for the employee to refer queries and seek
and ongoing dialogue between the employer and
support during the probationary period.
employee.

It also assists in presenting the service as a caring, Probationary period

well-managed and professional place of employment The probationary period is an important part of the
with a positive impact on employee retention. (Refer to EM&D process. It is the first few weeks or months of
Tool 2.1: New employee checklist and Tool 2.2: Employee a job during which new employees are closely supported,
orientation checklist.) trained and assessed to see if they’re suitable for
the position.
Responsibility for orientation
The probationary period also allows the employee to
The process of orienting new employees is the
assess the employer and the workplace, and make an
responsibility of the employer. However, the employer
informed decision regarding continuation of employment.
may delegate aspects of orientation to other employees
The length of the probationary period and notice
such as the service manager, as required.
requirements for terminating employment during the
Useful tips for orientation probationary period are set out in legislation, or in
applicable awards or industrial agreements. If an
• P
 rovide an opportunity for a site visit prior to the
employee is covered by an industrial agreement or award,
employee commencing work to become familiar with
the employer must ensure that the probationary period
service/resources and meet other employees, parents
is set in accordance with the terms of this agreement.
and children.
• P
 repare an orientation pack with essential information ELAA recommends setting a probationary period for all
about the service and their role including the service’s new employees. It is important in these instances to:
philosophy and vision, strategic plan, policies and • a
 dvise the prospective employee about the
procedures (particularly those concerned with safety probationary period prior to commencing employment
e.g. OHS policy), constitution, hours of operation, • c onfirm the probationary period in writing as part of
program, key contacts and security procedures/pass the letter of employment.
codes etc.
• W
 elcome the new employee on his/her first day (Refer to Tool 2.3: Probation implementation checklist
and introduce them to other employees. If a site and Tool 2.4: Probation Review Report.)
visit prior to commencement has not been possible,
Implementing the probationary period
provide a tour of the service, including noting
emergency exits etc. If there is a probationary period in place, the following
actions are recommended:
• P
 repare a clean work area or personal desk (if
appropriate) for the employee to ensure that the 1. Specify the probationary period clearly in the letter
employee has an effective start to their employment. of employment to the successful applicant.

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

2. Ensure there is a person nominated to support the Terminating employment during the
employee during the probationary period, review the probationary period
employee’s performance prior to the completion of the
The decision to terminate employment during the
probationary period and make the recommendation
probationary period must be made after a careful
for the decision about confirming the person’s
assessment of factors including the employee’s ability to
employment. In larger organisations, this may be the
perform his/her role and his/her performance during the
manager who the employee reports to. In smaller
probationary period. Employers should ensure that the
organisations, it may be a member of the CoM or
employee has been supported appropriately during the
a sub-committee of the CoM which has been
probationary period and received feedback on progress
delegated this responsibility.
and, despite such support and feedback, the performance
3. Meet regularly with the employee during the of the employee has not met the requirements of the role.
probationary period to assess the employee’s (Refer to Tool 2.4: Probation Review Report.)
progress and provide feedback on his/her performance.
Ensure that the employee is provided with adequate The employer must ensure that the process outlined
support to perform his/her role. Keep a record of in the legislation, or the applicable award or industrial
these meetings, particularly if concerns regarding the agreement as applicable, is followed in terminating an
employee’s performance are identified and discussed. employee during the probationary period.
Ensure that the record is signed by both the employer
and employee. Setting Performance Indicators for
4. Organise a formal probationary review meeting at least
confirmed employees
10 working days prior to the end of the probationary If the employer and employee decide to continue with
period to discuss the employee’s performance, ascertain the employment arrangement, the conclusion of the
his/her willingness to continue in the role, and make probationary period provides the ideal opportunity for
a decision regarding confirmation of employment. the employer and employee to discuss and agree on
Document matters discussed at this meeting and Performance Indicators and any goals/responsibilities
ensure that a record of the meeting is signed by the for the service’s Quality Improvement Plan (QIP) for the
employee and the employer representative. (Refer period leading up to the annual performance evaluation.
to Tool 2.4: Probation Review Report.) (Refer to Tool 3.1 for a list of possible Performance
Indicators.)
Ensure the service’s decision-making process
regarding confirmation or termination of employment Employers must ensure that the key Performance
is followed. Depending on the size and internal processes Indicators, and any goals and responsibilities for the
of the employer, the person reviewing the employee’s QIP are:
performance may or may not be the person with • c losely linked with the employee’s position description,
the authority to make the decision. If that is the standards required in the role and the organisation’s
case, sufficient time must be allowed for internal philosophy and goals
decision-making processes to be completed and the
• r ealistic and achievable given the position of the
decision to be conveyed to the employee before the
employee, his/her qualifications and skills
conclusion of the probationary period.
• l inked to any further development or training that
5. Convey the decision in writing to the employee.
the employee may require to perform his/her role.
The employer may choose to:
• confirm the employee’s ongoing employment, or This will form the basis of the formal performance
• initiate procedures to terminate the employee’s evaluation processes that the employer will undertake
employment prior to the end of the probationary with the employee, at which point the Performance
period if the employee’s performance is Indicators, any goals and QIP responsibilities will be
unsatisfactory (see below). reviewed and modified as required.
6. A copy of the written communication confirming
or terminating employment must form part of the
employee’s record/file maintained by the service.

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.1 NEW EMPLOYEE CHECKLIST

(Note: The employer may complete this form with the new employee.)

Full name of employee: Start date:

Completed
Date
(please initial)

Prior to appointment

Reference check

Qualification check

Experience check

First aid qualification check (as applicable)

Evidence of the following:

• Working with Children Check
• R
 egistration (or provisional registration as the case may be)
with the Victorian Institute of Teaching

Prior to commencement

If Nominated Supervisor, complete and submit to the regulatory authority

NS01 Nominated Supervisor Consent Form
NS02 Notification of change to Nominated Supervisor

Letter of appointment, outlining probationary period1, has been sent

to employee and a signed copy received back from employee

Activate any IT requirements e.g. an email address, internet access etc.

First day

Introduction of individual staff members

Introduction of committee members/other employees, where possible

Ensure employee understands nature and length of probationary period

Provide complete description of the cluster manager/committee’s roles

and responsibilities

Collect and record tax and bank details

Discuss parking arrangements, if applicable

(continued over)

1 For employees covered by an industrial agreement e.g. VECTAA, the probationary period
must be consistent with the provisions of that agreement.

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.1 NEW EMPLOYEE CHECKLIST CONTINUED

Completed
Date
(please initial)

Discuss break entitlements, such as meal breaks, breaks from teaching duties etc.

Discuss local facilities – banks, newsagents, lunch shop etc.

As appropriate, organise time for introductions to contacts at local

services/kindergartens (for support network), local government,
DEECD officers, Maternal Child Health, DHS, family services etc.

Record information on emergency contacts for employee

First week

Discuss reporting systems and communication processes i.e. management

meetings, staff meetings

First month

Organise a briefing with the committee executive/management to clarify

their roles and responsibilities

Arrange a review meeting during the probationary period to provide and

receive feedback on the employee’s performance/progress in the role

At the end of the probationary period

Meet to evaluate the employee’s performance during the probationary period

Confirm employment (or terminate employment) based on the results of the

evaluation and all required processes relevant to the industrial agreement

On completion of this process, this documentation is to be filed in the employee’s personnel file.

Signed by employee Signed by employer

Date Role/Position title

Date

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.2 EMPLOYEE ORIENTATION CHECKLIST

Full name of employee: Start date:

Person/s undertaking orientation:

This following list is a guide for discussion and

• Governance and management of the service
information (if available) that can be provided to a new
employee: • Incident, injury, trauma and illness

Tour of the service, including • Interactions with children

security/lock up/keys
• Nutrition and active play
Philosophy of the service
• Participation of volunteers and students
Aims of the service (e.g. business plan)
• P
 rivacy and confidentiality (including
Service information book confidentiality of records)

Staff employment policies • S

 taffing including qualifications and
WWC check/criminal history record check
Service policies and procedures including:
• Occupational health and safety
• Acceptance and refusal of authorisations
• Sun protection
• Administration of medication
• Water safety
• Administration of first aid
Education and Care Services National
• Anaphylaxis Regulations 2011
• Asthma Education and Care Services National
Law Act 2010
• Child safe environment
DEECD Kindergarten Guide
• Code of conduct
Attendance record/book
• Complaints and grievances
Child enrolment record/book
• Dealing with infectious diseases
Medication record/book
• Dealing with medical conditions
Accident, injury and illness record/book
• Delivery and collection of children
Children’s sign-in record/book
• Determining responsible person
Employee attendance record/book
• Diabetes
and/or sign-in sheets
• Emergency and evacuation Locker and/or pigeon hole
• Enrolment and orientation Leave/sick leave procedure/forms
• Excursions and service events Professional Development request forms
• Fees
(continued over)

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.2 EMPLOYEE ORIENTATION CHECKLIST CONTINUED

Noticeboards: Quality Improvement Plan

• Employees Employee rosters

• Parents Maintenance procedures

Industrial agreement information/employment Rubbish collection arrangements

agreement information
Discussion of all employee responsibilities
List of committee members and contact
phone numbers DEECD Regional contact details

List of employees and contact phone numbers OHS induction

Program planning Employee meetings

Process for employing relief/emergency Computer logon/email

employees
List of specialist services with contact details
Emergency/fire drill procedure
Referral folder
List of suppliers

Petty cash/budget information relevant

to the position

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.3 PROBATION IMPLEMENTATION CHECKLIST

The employer should decide whether to have a probationary period when employing a new employee, and must
determine/ensure/undertake the following:

Length of probationary period is in accordance with the agreement/award/act, as applicable

Employee has been informed of their probation and the probationary period is specified
in the letter of employment

Position description and responsibilities are provided and standards/expectations of the

position are clarified

A manager or, if applicable, sub-committee is appointed to have regular meetings to support

the employee during the probationary period and review his/her performance prior to the end
of the probationary period. It is recommended that at least two meetings are held during the
probationary period so the progress of any agreed goals and role expectations at the first meeting
can be discussed.

The employer and employee have met to review performance during the probationary period

The employer has made a decision to confirm employment and has checked with the employee
to confirm his/her willingness to continue employment
(Alternatively, if the employee’s performance does not meet the requirements of the role,
a decision has been made to terminate employment following procedures set in the applicable
legislation/award/agreement)

Employee’s ongoing employment is confirmed in writing

(Alternatively the process to terminate the employee’s employment in accordance with applicable
legislation/award/agreement has commenced)

Performance Indicators, any goals and responsibilities for the QIP, which will form the basis
of the annual performance evaluation of the employee, have been agreed and confirmed

© 2014 Early Learning Association Australia

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SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.4 PROBATION REVIEW REPORT

Full name of employee: Name of service:

First Final Report date: Date employment commenced: Expiry date of probation period:

Key responsibilities/performance standard/conduct Comments about responsibilities/performance/conduct Goals for next review (if a second review is to be held)
(Refer position description) (Identify training needs)

(continued over)

© 2014 Early Learning Association Australia Telephone 03 9489 3500 or 1300 730 119 (rural) Section 2 : : Page 8
SECTION 2 : : EMPLOYEE ORIENTATION AND PROBATION continued

TOOL 2.4 PROBATION REVIEW REPORT CONTINUED

Issues raised by employee

Issues raised by employer

Conducted by

Name: Date: (write below)

Position:

Signature:

Employee’s signature: Date:

Employer’s signature: Position: Date:

FINAL REVIEW ONLY

Action/outcome: Satisfactory completion of probationary period: Yes No Note: Original is to be placed in the employee’s personnel file. Copy provided to employee.

© 2014 Early Learning Association Australia Telephone 03 9489 3500 or 1300 730 119 (rural) Section 2 : : Page 9