SayPro Human Capital Probation Management Procedure SayProP537

Document Code: SayProP537
Approved By: Neftaly Malatjie, Chief Executive Officer
Date Approved: 22 June 2025
Next Review Date: 22 December 2025

Policy Owner: SayPro Chief Human Capital Officer SayProCHCR

1. Purpose
   This procedure establishes the standards and expectations for the management of probation periods for newly appointed SayPro Human Capital. It ensures consistency, transparency, and accountability in evaluating the suitability and performance of individuals during their initial period of engagement.
2. Scope
   This procedure applies to:

• All newly appointed SayPro Human Capital (permanent, contract, or intern)
• Royal Directors, Officers, and Team Leads responsible for managing Human Capital
• SayPro Royal HR/HC Division and Governance & Compliance units

3. Objectives

• Provide clear guidance on the duration, supervision, and evaluation of probation periods
• Promote performance-based confirmation and professional development
• Address unsatisfactory performance fairly and promptly
• Align probation processes with SayPro Human Capital Policies and Procedures

4. Definitions

• Probation: A defined period (typically 3–6 months) where a new Human Capital’s suitability for a role is assessed
• Probation Officer: The SayPro Officer assigned to supervise and evaluate the individual during probation
• Confirmation: The formal acceptance of a Human Capital member into a permanent or extended appointment after successful probation

5. Probation Period Overview

• Standard probation is three (3) months unless otherwise stated in the appointment letter
• May be extended by an additional three (3) months with approval from the CHCO and Royal Director
• All probationers must undergo performance assessments and training as per their roles

6. Roles and Responsibilities

6.1 Chief Human Capital Officer (CHCO)

• Oversees the implementation of the probation procedure
• Approves extensions, terminations, or confirmations of Human Capital probation

6.2 Royal Director / Team Lead

• Assigns Probation Officer and ensures induction is completed
• Reviews monthly performance reports and provides feedback

6.3 Probation Officer

• Conducts regular check-ins, provides coaching, and monitors progress
• Completes performance assessments using SayPro Probation Evaluation Form (SayProF537-02)

6.4 Human Capital (Probationer)

• Completes assigned tasks, attends induction, and demonstrates alignment with SayPro values and standards
• Participates in review meetings and completes self-assessment forms (SayProF537-03)

7. Probation Process

Step 1: Onboarding & Induction

• Issue Probation Appointment Letter (SayProF537-01)
• Assign Probation Officer
• Conduct onboarding and provide job description, KPIs, and training schedule

Step 2: Monthly Review Meetings

• Monthly meetings between Probation Officer and probationer
• Use SayProF537-02 for documentation
• Identify strengths, concerns, and action steps

Step 3: Final Evaluation

• At the end of the probation period, Probation Officer submits final evaluation report
• Human Capital completes SayProF537-03 Self-Review
• Royal Director and CHCO jointly decide on one of the following:
  ▪ Confirmation
  ▪ Extension of probation
  ▪ Termination of appointment

Step 4: Outcome Documentation

• Issue Confirmation Letter or Probation Extension Letter (SayProF537-04)
• If termination, follow SayPro Disciplinary/Exit Procedure (SayProP045)
• File all documents in the personnel record

8. Forms and Templates

• SayPro Probation Appointment Letter – SayProF537-01
• SayPro Probation Monthly Evaluation Form – SayProF537-02
• SayPro Self-Assessment Form (Probationer) – SayProF537-03
• SayPro Confirmation/Extension/Termination Letter – SayProF537-04

9. Compliance

• Failure to complete evaluations or follow procedures may lead to delays in confirmation
• Managers not fulfilling probation supervision responsibilities may be subject to corrective action
• Human Capital on probation must not be granted permanent privileges until confirmation

10. Monitoring and Review

• CHCO maintains a register of all active probationers
• Quarterly reports are submitted to the Governance Committee for oversight
• Procedure reviewed bi-annually

11. FAQs

Q1: Can a probationer apply for internal transfers?
A: No. Transfers are not permitted during the probation period unless exceptional circumstances exist and CHCO approves.

Q2: Can probation be waived?
A: Only by written exemption from the CEO upon Royal Committee recommendation.

Q3: Are probationers eligible for benefits?
A: They are eligible for limited benefits as outlined in their appointment letter or relevant policy.

Q4: What happens if the probationer goes on extended leave?
A: Probation will be suspended and resume upon their return.

Approved By:
Neftaly Malatjie
Chief Executive Officer, SayPro