Public Service Commission Policies

Probation and Assessment

 

Purpose                

To provide the terms and conditions related to probation and assessment for non-represented core public service employees.


Policy Statement

The probationary and assessment periods are regarded as extensions of the staffing process, resulting in the appointment of the employee. The probationary and assessment periods provide opportunities to assess the employee's capability to perform the position duties and functions as well as the employee's personal suitability in the work environment.

Probation Period

A newly hired employee must serve a six (6)-month probation period in the following circumstances:

(a) the employee is first appointed to the core public service;
(b) the employee is appointed to the core public service after a break in service involving termination of employment.

An employee's initial probation period may be extended up to an additional six months with the approval of the deputy minister or designate. The deputy minister or designate and the employee may meet to discuss the extension before it is imposed.

Where an employee is absent for any reason for more than two (2) weeks during the probation period, the time of such absence shall be added onto the probation period.

An employee who is rejected during the initial or extended probation period and whose employment is terminated must be given a notice period or payment of wages in lieu of, in accordance with The Employment Standards Code.

Assessment Period

A current employee who is appointed to a new position will be subject to a six (6)-month assessment period.

An assessment period may be waived in the following situations:

  • The employee has acted in the position for six (6) months or longer and successfully completed the assessment period.
  • The employee is appointed to a position after successfully completing the probation or assessment period as an underfill appointment in that position.
  • The employee makes a lateral transfer to a position with similar duties and responsibilities.
  • An employer initiates a transfer or demotion of an employee from one position to another for any reason.

An employee promoted within position without competition as a result of reclassification is not required to serve an assessment period.

An employee's initial assessment period may be extended for up to an additional six (6) months with the approval of the deputy minister or designate. The deputy minister or designate and the employee may meet to discuss the extension before it is imposed.

Where an employee is absent for any reason for more than two (2) weeks during the assessment period, the time of such absence shall be added onto the assessment period.

If an employee is rejected during the initial or extended assessment period, the employee may be, where possible, directly appointed to a position within the core public service that is more suitable to the employee's education, skills, knowledge, experience and competencies. If not possible, the employee's employment shall be terminated with a notice period or payment of wages in lieu of, in accordance with The Employment Standards Code.


Application

This policy applies to non-represented core public service employees of the Manitoba government, as defined in the Public Service Act, and to non-represented employees for the offices of the Legislature (Section 58(2) The Public Service Act).

 

Responsibilities

Human Resources:

  • Works with the supervisor to review requirements for a probationary period or assessment period for the employee being appointed.
  • Outlines the terms and conditions of employment, including applicable probationary or assessment clauses, within the letter of offer.
  • Provides probation/assessment review materials to the supervisor.
  • Answers questions concerning the interpretation, application and administration of the policy.

Employee:

  • Agrees to the terms and conditions of employment outlined in the letter of offer.
  • Works to learn the duties and responsibilities of the position.
  • Works to meet the performance standards for the position.
  • Works with the supervisor to improve performance and achieve success.
  • Meets the organization's standards for conduct, including attendance standards.
  • Demonstrates suitability for the position and compatibility with peers and clients.

Supervisor:

  • Informs the new employee of the performance expectations and standards that are being evaluated during the probationary/assessment period.
  • Provides orientation and trains employee to their new duties.
  • Monitors performance and provides performance feedback and coaching.
  • Addresses situations where performance is not being met.
  • Advises the employee as early as possible if an extension to the probationary/assessment period is required.
  • Informs the employee when the probationary/assessment period has ended.
  • Documents a rationale for any request to extend the probationary/assessment period.
  • Notifies the employee, verbally and in writing, of any approved extension to the probationary/assessment period.
  • Consults with Human Resources as early as possible on situations where extending probation or rejecting on probation or assessment may be necessary.
  • Submits performance reviews to Pay and Benefits for filing in the employee's personnel file.

Deputy Minister:

  • Approves extensions to the probationary/assessment period.
  • Approves rejection on probation or rejection of assessment of the employee.

Pay and Benefits:

  • Enters task-monitoring records for all probation/assessment periods at three (3) months and five (5) months.
  • Processes any termination in accordance with its Termination Checklist.
  • Generates the final pay advice and record of employment (electronically sent to Service Canada) which is provided to the employee.


Definitions

Appointment: means an appointment to a position and includes a transfer or promotion into a position.

Assessment period: refers to a period, normally six months plus any extension, following appointment of a current employee during which the employee's performance and suitability are assessed. Before the date when the assessment period ends, the employee is either confirmed to the position or rejected on assessment.

Core Public Service: as defined in The Public Service Act, consists of the Clerk of the Executive Council, the other deputy ministers and the employees in positions within the departments of government.

Department: means a department as defined in The Executive Government Organization Act.

Deputy Minister: means the deputy minister of a department appointed under subsection 33(2) of The Public Service Act.

Employee: means an individual employed in the public service and, unless otherwise indicated, includes a manager or executive.

Non-represented employee: means a person who is either not represented by a bargaining agent as defined in The Workforce Relations Act, or whose position has been specifically excluded from representation by a bargaining agent.

Probation Period: refers to a period, normally six months plus any extension, following appointment of a newly hired employee during which the employee's performance and suitability are assessed. Before the date when the probation period ends, the employee is either confirmed to the position or rejected on probation.

Supervisor: means an employee, including managers or executives, responsible for supervising one or more employees.

Underfill: means an employee is appointed to a position at a pay step that is less than the minimum pay rate in the range for the position classification where the employee does not meet all the requirements of the position classification.

 

Resources and Tools

Letter of Offer Guideline
Letter of Offer Template
Probation Period Webpage
Probation and Assessment Guideline
Transformation and Continuous Improvement Bulletin: Probationary Period Reminders, Feb 18 2020


Authority

This policy should be read in the context of the following and any other applicable legislation:
The Public Service Act
The Public Service Regulation
 The Employment Standards Code 61(1), 61(2), 62(1), 76 and 77


Policy Review and Revision Schedule

A review will be conducted on the administration and operation of this policy, including any related procedural documents and forms, in accordance with a policy review schedule established by the Public Service Commission.


Policy Inquiries

For further information or questions about this policy, please contact:
Coordination and Innovation Branch
Public Service Commission
PSC_HRO@gov.mb.ca
204-945-2332

 

Version Effective Date: February 26, 2022
Original Policy Issued: February 26, 2022