A probationary period is a period of specified time (usually 6 or 12 months) at the beginning of an appointment that is used for a close review of an employee's performance prior to granting the employee permanent status. This is the final step in the selection process.
A probationary report helps the supervisor and employee:
- adapt to his/her job and work environment
- recognize effective performance
- identify aspects of performance that could be improved
- be used as a tool for guidance in training
- grant permanent civil service status
It is the policy of the Department of General Services (DGS) to evaluate the work and efficiency of a probationer at sufficiently frequent intervals to keep the employee adequately informed of progress on the job. If the employee is rejected during the probationary period, a final report may be filed for the period not covered by previous reports.
Performance appraisal shall be governed by the following:
- The appraisal of work performance provides recognition for effective performance and identifies aspects of performance that could be improved.
- Performance appraisal is a continuing responsibility of all supervisors, and supervisors shall discuss performance informally with each employee as often as necessary to ensure effective performance throughout the year.
- Each supervisor, as designated by DGS, shall make an appraisal in writing and shall discuss with the employee overall work performance at least once in each twelve calendar months following the end of the employee's probationary period for the purpose of informing the employee of:
- the caliber of the employee's work; and
- helping the employee recognize areas where performance could be improved.
- Each employee shall be given a copy of the written appraisal covering the employee's own performance and is privileged to discuss it with DGS management before it is filed.
Length of probationary periods
The table below provides guidance on the length of probationary periods per tenure.
|Temporary Authorization Utilization (TAU)||
|Limited Examination and Appointment Program (LEAP)||
REQUIRED WORK HOURS
During the prescribed calendar length of the probationary period, the employee is required to work the following hours:
- 840 hours if serving a six-month probationary period
- 1260 hours if serving a nine-month probationary period
- 1680 hours if serving a twelve-month probationary period
EXTENSION OF PROBATIONARY PERIODS
In the event a probationer has not, during the prescribed calendar length of the probationary period, worked the required number of hours, probation will automatically be extended until the probationer has worked the required number of hours. The State Personnel Board (SPB) and the probationer shall be notified of an extension, in writing.
Vacation, sick leave, military leave or other leave of absence, compensating time off, suspension or other separations, including separations subsequently voided or otherwise set aside, shall not be considered working time.
Note: Overtime and other worked time should be included in computation of hours worked.
The following table depicts various "if" "then" scenarios for the extension of probationary periods.
|Probationer has had a continuous period of absence of 60 or more working days and upon return from such absence, DGS determines that the remaining portion of the probationary period is insufficient to evaluate that probationer's current performance||
DGS may extend the probationary period with the approval of the SPB Executive Officer
|Probationer rejected during probationary period||
DGS may extend the probationary period for a maximum of five working days in order to comply with notice requirements in SPB Rule 52.3.
|Probationer alleges s/he has disability as defined under GC Section 12926||
The probationer and DGS submits a written agreement for approval to SPB, extending the probationer's probationary period within his/her existing classification for up to six months to provide a reasonable accommodation to the employee as follows:
The table below depicts the roles and responsibilities of the staff impacted by probationary periods and reports.
|Classification and Pay Analyst||
|Construction Intervention Consultant||
|Customer Resource Unit||
reinstatement following rejection on probation
A person who attains permanent status (i.e., completes probation in a certain classification) and is rejected on probation in a subsequent promotional appointment, retains permissive reinstatement eligibility to the classification from which rejected as long as the person remains in State service with no break in service.
Once the employee leaves State service, s/he is no longer eligible for reinstatement to the higher classification. However, reinstatement eligibility for lower classifications is retained.
An employee must serve a new probationary period under the following circumstances:
- Enters or is promoted in the State civil service by permanent appointment from an employment list.
- Reinstates after a permanent separation that resulted in a break in continuity of State service.
- By reinstatement or appointment from a reemployment list to a classification with a promotional relationship to the classification of the employee's former position.
- Has not attained permanent status when accepting another appointment. Shall serve the remainder of that probationary period unless required to serve a new probationary period.
- Any other type of appointment situation not specifically exempted by statute or State Personnel Board (SPB) rule.
Exception: A new probationary period shall not be served when:
- an employee is being appointed from any reemployment list under DGS
- reinstating with a right of return
- without a break in service under DGS and to the same class in which the employee had completed the probationary period
- demoting (in lieu of layoff)
Responsible Control Agencies
- California Department of Human Resources
- State Personnel Board
Laws and Regulations
- CalHR Rule 599.795, 599.798
- Government Code section 19059, 19170-19180, 19992
- SPB Rule 52.3, 321-327
Other Resource Materials
Department of General Services
Office of Human Resources
West Sacramento, CA 95605
Contact your assigned Constructive Intervention Consultant.