In DSA-Sworn Safety

31.1 Probationary employees shall undergo a probationary period of six (6) months unless a longer period is prescribed by the Civil Service Commission for their classes. Individual probationary periods may be extended with good cause upon request of the department head and concurrence of the Human Resources Director; however, no probationary period shall exceed twelve (12) months except as stipulated below. If an employee is incapacitated due to medical conditions and is reassigned to work that is not part of their normal duties, the probation period for the primary job will be extended for the duration of the reassignment. The employee shall be notified inRead More →

In DSA-Sworn Safety

Permanent employees who are promoted to a higher class shall undergo the probationary period prescribed for the higher class, but shall have the right to demote to their former class in their former department if rejected during their probationary period if a vacancy in their former class exists. If no vacancy exists, such employees shall be placed in the longest standing vacancy, as determined by the requisition form date, Countywide. If no vacancy exists, such employees shall displace the least senior employee as determined by Rule XVI. If no less senior position exists, then the employee shall be removed from County service.  Read More →

In 3. Probationary Periods

The probationary period is the final phase in the examination process. The purpose of the probationary period is to allow the employer to make a determination regarding the employee’s ability to perform at a satisfactory level in all aspects of the job and to conform to acceptable norms of conduct. It is important to provide employees who are in their probationary period with training, guidance, and counseling to assist them in reaching and maintaining a successful level of performance. It is also important to closely monitor the performance and conduct of probationary employees so that a determination can be made regarding conversion to permanent status.Read More →

In 3. Probationary Periods

– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE Donna Vaillancourt, Director Human Resources Department 455 County Center, 5th Floor Redwood City, CA 94063 RE: Probationary Period Extension – EMPLOYEE’S NAME Dear Ms. Vaillancourt: The above CLASSIFICATION will complete his nine-month probationary period on approximately DATE. NAME has experienced some difficulty in meeting his job expectations but has shown recent improvement. Because he has further room for improvement, however, I have informed him that I am recommending a three-month extension to his probationary period. I am therefore requesting that his probationary period be extended in order to provide us with the necessary time to workRead More →

In 3. Probationary Periods

– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE NAME CLASSIFICATION DEPARTMENT Dear NAME: Due to your unsatisfactory performance as a CLASSIFICATION, you are being rejected during your probationary period effective today, in accordance with Rule XI of the Civil Service Commission Rules. You are being rejected (due to performance concerns, unsatisfactory attendance record, etc.) If you prefer to resign, you may do so by providing me with written notice of such by 4:00 p.m. on NEXT DAY, and this probationary rejection will be changed to a resignation. Sincerely, MANAGER’S NAME TITLE cc: DEPARTMENT HEAD Donna Vaillancourt, Director, Human Resources Department Civil Service Personnel FileRead More →

In 3. Probationary Periods

Section 12 of Civil Service Commission Rule XI provides that employees may transfer from one position to another in their same classification. This rule also states that employees who transfer to a position in the same classification, but into another department, may be required by the gaining department head to start a new probationary period. You should note that Section 12 of Rule XI also requires that, if a new probationary period is required for a transfer, the employee must sign a statement on the Request for Transfer or Voluntary Demotion Form indicating an understanding that a new probationary period is in effect. This form is also signedRead More →

In 3. Probationary Periods

The County Ordinance Code states: “No vacation will be permitted prior to the completion of 13 full pay periods of continuous service in any status.” The American Federation of State, County and Municipal Employees (AFSCME) MOU states “No vacation will be permitted prior to the completion of thirteen (13) biweekly pay periods of service. Such service includes time in an extra-help status provided that there has not been a break in service…” Most of the other union contracts have language similar to the Ordinance Code. We recommend vacation requests in most cases be denied for new County employees who have not previously worked in anyRead More →

In 3. Probationary Periods

Yes, a probationary period can be extended to a total maximum length of 2,080 hours (one year of full-time service). Probationary periods that are already established at 2,080 or 3,120 hours (18 months of full-time service) for the classification cannot be extended. If a probationary employee is exhibiting conduct problems (e.g., discourtesy, has numerous unscheduled absences including tardies, misuses the Internet,) the recommendation is usually probationary rejection rather than extending the probationary period. Extending a probationary employee’s probationary period is more appropriate when there are performance-related concerns that may be overcome with a longer period of training and observation by the supervisor to assess theRead More →

In 2. Documentation

Supervisory Notes – Jill Smith Administrative Assistant I (1040 hours probationary period) [PROBATIONARY REJECTION FOR ATTENDANCE] 9/10/10 (Monday, 9 a.m.) – I met with Jill Smith who started her County employment today. We went over the list of written expectations I provided which include department-specific expectations as well as generic expectations as a County employee. We then reviewed the resource materials including the reference manual and her training schedule for the next four weeks. I encouraged her to take notes during our meetings and to keep them in the resource binder that also includes desktop procedures and additional reference materials. We reviewed her work scheduleRead More →

In 2. Documentation

Supervisory Notes – Jon Jones Community Worker II (1040 hours probationary period) [PROBATIONARY EXTENSION DUE TO PERFORMANCE] 8/6/10 (Monday, 9 a.m.) – I met with Jon Jones who started his County employment today. We went over the list of written expectations provided which include department-specific expectations as well as generic expectations as a County employee. We then reviewed the resource materials including the reference manual and his training schedule. I encouraged him to take notes during our meetings and to keep them in the resource binder which includes additional reference materials. We reviewed his work schedule that we had already discussed (7:00 a.m. to 4:00Read More →

In 3. Probationary Periods

Employees who are appointed to a classified position undergo a probationary period. Employees who promote, demote, or transfer to another department may also serve a new probationary period. Extra help, temporary, provisional, and unclassified employees DO NOT undergo a probationary period.Read More →

In 3. Probationary Periods

An employee’s probationary period is made up of either 1040, 1560, 2080, or 3120 hours (equivalent to 6, 9, 12, or 18 months of full-time employment). The probationary period is calculated on the actual number of hours in a paid status. You can determine the length of the probationary period for a specific classification by accessing the job specification table database at http://hr.smcgov.org/job-classification-table A probationary period is automatically extended by any leave of absence, provided the leave exceeds ten working days, and is in full pay period increments. So, if an employee goes on a twenty working day leave of absence, his or her probationary periodRead More →

In 3. Probationary Periods

– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE Donna Vaillancourt, Director Human Resources Department 455 County Center, 5th Floor Redwood City, CA 94063 RE: Extension of the probationary period of NAME Dear Ms. Vaillancourt: NAME is a CLASSIFICATION, and is due to complete her six-month probationary period on approximately DATE. I have spoken with her regarding her productivity level, and have informed her that I am recommending a [THREE-MONTH OR SIX-MONTH] extension to her probationary period. She is aware of the concerns, and is anxious to remedy the situation. I feel that NAME can do the work that is assigned her, but she needsRead More →

In 3. Probationary Periods

– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – Resignation of Employment This will document NAME’s decision to resign from HIS/HER probationary position of CLASSIFICATION effective DATE. The DEPARTMENT NAME accepts NAME’s voluntary resignation effective that date. NAME has turned in all County property, identification, and equipment that is in HIS/HER possession. The County agrees not to contest NAME’s application for unemployment benefits should HE/SHE apply for them. ______________________ ____________________________ NAME MANAGER’S NAME CLASSIFICATION TITLE Date: _________________ Date: _______________________ cc. DEPARTMENT HEAD Donna Vaillancourt, Director, Human Resources Department Civil Service Personnel File Department Personnel FileRead More →

In 3. Probationary Periods

– PLEASE PLACE ON YOUR DEPARTMENTAL LETTERHEAD – DATE: EMPLOYEE’S NAME HOME STREET ADDRESS CITY, STATE ZIP CODE Dear NAME: This letter will acknowledge the department’s receipt and acceptance of your resignation effective DATE. I want to thank you for your [years of] service with the San Mateo County DEPARTMENT NAME and wish you luck in all of your future endeavors. Sincerely, MANAGER’S NAME TITLE cc. DEPARTMENT HEAD Donna Vaillancourt, Director, Human Resources Department Civil Service Personnel File Department Personnel FileRead More →

In 3. Probationary Periods

The preferred way is for the supervisor to write a performance evaluation just prior to the end of the employee’s probationary period, recommending that the employee be placed in a permanent status. However, know that absent any action from the supervisor or manager to extend the employee’s probationary period or reject him/her during probation, the employee will automatically become permanent upon completion of the prescribed probationary period.Read More →

In 3. Probationary Periods

An employee is notified via a letter from the department head or designee, stating he/she is being rejected during his/her probationary period. If this is the initial probationary period for an employee, the employee leaves County employment. Typically, the probationary employee is given the option to change the probationary rejection to a resignation within a specified amount of time. If this probationary period is being served due to a promotion, demotion or transfer, the employee may be entitled to return to their former classification. If the employee has the right to return to a previous classification they held with the County, the letter will alsoRead More →

In 3. Probationary Periods

You are responsible for communicating performance and conduct standards and expectations to the employee, monitoring their performance and conduct against those standards, and providing timely feedback to him/her. You are expected to meet with all employees you supervise. The frequency of these supervision meetings will depend upon each employee and your training program. When conduct and/or performance issues arise, you need to address any concerns with the employee in private and promptly. If corrective action (verbal counseling) does not result in an immediate and sustained improvement by the employee, you should consult with your manager and contact your Employee & Labor Relations representative for furtherRead More →