3 Month Probation Review Process

We are making an important update to our probation process for all new starters. From November 2026, all external new starters and fixed-term contracts will move to a standard three-month probation period across the business. This change is not applicable to those who have variable probation clauses in place locally.

What’s Changing?

• Three-Month Default: All new starters will have a three-month probation as standard.
• Exceptions: This is not inclusive of those with contractual or unionised contracts.
• Extension Option: Where additional time is needed to assess performance or fit, probation may be extended in one-month increments on two occasions, up to a maximum total probation period duration of five months from their start date.
• Updated Contracts: Offer letters and contracts will be updated to reflect these changes.
• Probation Review Form: A revised probation review form will be used for all new starters from this date.

What line managers need to do

Managers should:

• Diarise an interim review within the first six weeks of employment.
• Ensure appropriate induction and support arrangements are in place.
• Monitor progress and raise any concerns at the earliest opportunity.
• Regularly discuss role expectations and progress with the new starter.
• Diarise and complete the final probation review on or before the three-month point.
• Use the revised probation review form for interim reviews, final reviews and extensions.

Probation details can be checked in Oracle through My Team > Document Records, where the new starter’s contract can be viewed. Managers will continue to receive an Oracle notification 30 days before the probation end date.

Probation Outcomes:

Successful completion

Managers should hold the final review, confirm that expectations and objectives have been met, and verbally confirm successful completion with the employee. The completed probation review form should then be submitted to People Services, who will issue written confirmation. Managers should also discuss ongoing objectives and development plans.

Extension

Before confirming an extension, managers must discuss the case with the Employee Relations Team and obtain approval. The review should clearly identify the areas where expectations have not yet been met, the evidence supporting the extension, the objectives required and the review timeframe. Extensions must be applied in one-month increments and cannot take the overall probation period beyond five months from the employee’s start date.

The completed probation review form and supporting documentation should be submitted to People Services so that the probation date can be amended and written confirmation issued. Managers should continue to provide regular feedback and support throughout the extension.

Unsuccessful completion

Managers must consult the Employee Relations Team before confirming an unsuccessful outcome. Once agreed, managers should meet with the employee, explain clearly and factually where expectations have not been met, and complete the final probation review form with supporting evidence.

The completed documentation should then be submitted through the Freshdesk Portal using Issue Type > Employee Relations > Probation Dismissal, after which the employee will be processed as a leaver in line with the standard process.

What is coming next?

We are preparing to introduce a new Oracle self-service process for managing probation periods. This will enable managers to initiate and manage probation activity directly in Oracle. No action is required in relation to self-service at this stage. Further guidance and training will be provided ahead of the rollout.

Thank you for your support in helping us deliver a consistent and timely probation review experience across the business.

Support and Resources:

Updated Probation Form: Updated probation review form

People Policy Hub Guidance: People Policy Hub Guidance/Policy

By phone: +44 (0) 1457 602745

Online: Support: People Services - M Group