Doc No. SGHRM/POL/004 Effective Date 01.11.
2022
Doc Name Probation Confirmation Policy Rev. No. 0
Department Shyam Group HR Section Talent Management
1.0 - Objective:
To provide guidelines for review during probation period of the new employee, prior
to confirmation.
2.0 - Process:
2.0.1 - Every employee is required to go through probation period for 6(six) months
before he is considered for confirmation; the same cannot be shortened for any
reason whatsoever. This is to ensure suitability of the new employee and no adhoc
decisions are made. This does not apply to an employee on contract, retainer, or
temporary/training.
2.0.2 - No employee shall be deemed to be confirmed unless informed in writing by
the company.
2.0.3 -The probation period is primarily to be used for evaluating the new employee
suitability in the job and this is without prejudice to the earlier period available
when the candidate was working in any other category/capacity.
2.0.4 -The evaluation of the probation is the primary responsibility of the immediate
superior and the overall responsibility of the Head of the Department.
2.0.5 -The employee performance will undergo a monthly review by the immediate
superior. The same will be maintained by the immediate superior till he does a final
review at the time of completion of probation by the respective Head of the
Department.
2.0.6 -During probation period, the employee can be transferred from one job to
another depending upon the requirement and at the discretion of the departmental
head.
2.0.7 -However it is suggested not to transfer the new employee more than twice
during the period of initial 6 months i.e. probation period.
2.0.8 -If an employee has reported to more than one immedite superior during the
probation period the employee performance documents should be jointly assessed
by both the concerned.
2.0.9 -Before completion of the final probation period, i.e. one (1) month before the
completion of probation period, the Head of the Department shall send the
Probationary assessment as per Annexure I to the HR Department to ensure that
the confirmation letter of the employee is received on the due date. The
confirmation letter issued by the HR Department shall be as per Annexure II.
2.0.10 -If the behavior / performance records do not meet the expected level, the
probation period can be extended for a maximum term of not less than 3 months
and will not exceed 6 months. Such extension can be done twice. In case the
employee is not found suitable during the probation period, the Head of the
Department is required to intimate the HR Department regarding the decision to
extend the probation. In the event of probation period being extended, the employee
shall be issued Probation Extension Letter as per Annexure III.
2.0.11 -In case the employee’s performance is not found satisfactory even after
extending probation twice, his/her services can be terminated by the management.
2.0.12 -When an employee is promoted and put on probation, and found to be
unsuitable during probation, he/she will be reverted back to the earlier position and
salary.
2.0.13 -On receiving of feedback from the respective department, HR notifies the
appropriate status (Confirmation, Extension, Termination) to the employee at least a
day before the due date of his confirmation. On successful completion of
Confirmation, HR will publish a confirmation letter in HRIS & will be triggered to the
employee’s e-mail ID.
3.0 - Guidelines:
3.0.1 -The immediate superior gives the assessment feedback to the employee.
3.0.2 -On the date of confirmation the HOD in presence of immediate superior hands
over the probation confirmation / extension letter to the employee and takes
acknowledgement on the second copy. The acknowledged copy then send to HR
head.
3.0.3 -A copy of the filled in confirmation assessment and confirmation extension
letter is maintained in employee personal file.
3.0.4 -The entire process of triggering confirmations to be done through HRIS only.
3.0.5 -The process of Probation Confirmation is initiated auto - triggered notification
from HRIS to the HOD of the respective department of the employee. On
confirmation from the HOD the employee’s status is updated as “Confirmed” in HRIS
by respective HR.
4.0 - Interface:
4.0.1 -The policy would have interface with Recruitment and Performance
Management policy.
The policy is subject to modification, amendment and alterations by the
management at any time without assigning any reasons or without giving any prior
intimation to the employees.
Role & Responsibility
Key
S. No. Process Initiating Decision Maker
Interface
Sending the Assessment Form
1 HR
(Anex - 1)
Immediate Sectional Head & Head
2 Assessment of the Employee Employee
Superior of the Dept.
Sectional Head / Immediate
3 Review of the Assessment HOD / Divisional Head
HOD Superior
Termination in case of lack of Immediate Sectional Divisional Head / Plant
4
Performance Superior Head / HOD Head
Issuance of Letter (Confirmation,
5 HR Head
Extension & Termination)
Approval Matrix:
Location Level L1 Approval L2 Approval L3 Approval Remarks
Plant Head / Information to
Below DGM Plant HR Head Division Head
Director Plant Director HR
Probation Plant
Confirmation Plant Head / Information to
DGM & Above Plant HR Head Director HR
Director Plant CHRO/ MD
Across all
HO HOD BU Head CHRO
levels
Prepared & Maintained By Reviewed & Validated By Approved By
Management Board
Shyam Group HR
Director HR
CHRO
Annexure - I
Sl. No. Assessment Rating
A. Behaverial
1. Integrity -
Excellent Very Good Good Average Poor Not Applicable
2. Manners and General Conduct -
Excellent Very Good Good Average Poor Not Applicable
3. Attitude & Behaviour -
Excellent Very Good Good Average Poor Not Applicable
4. General Sincerity of Duty -
Excellent Very Good Good Average Poor Not Applicable
5. Punctuality & Attendance -
Excellent Very Good Good Average Poor Not Applicable
6. Cleanliness and Hygiene -
Excellent Very Good Good Average Poor Not Applicable
7. Communication -
Excellent Very Good Good Average Poor Not Applicable
8. Grasping Power -
Excellent Very Good Good Average Poor Not Applicable
B. Functional / Job Related
1. Takes responsibility & leads from the front -
Excellent Very Good Good Average Poor Not Applicable
2. Decision Making Capabilities -
Excellent Very Good Good Average Poor Not Applicable
3. Builds High Performance teams & develops people -
Excellent Very Good Good Average Poor Not Applicable
4. System, Process Orientation -
Excellent Very Good Good Average Poor Not Applicable
5. Takes initiative, is self-driven & proactive -
Excellent Very Good Good Average Poor Not Applicable
6. Ability to promote initiative & retain trust of the subordinates & colleagues in working together -
Excellent Very Good Good Average Poor Not Applicable
7. Readiness to work for and with others -
Excellent Very Good Good Average Poor Not Applicable
8. Efficiency in performance of the job -
Excellent Very Good Good Average Poor Not Applicable
9. Potential to grow -
Excellent Very Good Good Average Poor Not Applicable
C. Overall Assessment
Confirmation Extension For ………..months Termination
HOD Name, Signature & Date
Annexure - II
Date:
Ref No.:
To,
Ms.
Employee Code:
SUB.: CONFIRMATION LETTER
Dear Ms.,
Pursuant to successful completion of your probation period of six (6) months, we are pleased to
inform you that your services are Confirmed as……… with effect from …….
We look forward to your valuable contributions and wish you all the very best for a rewarding career
with the organization.
All other terms and conditions of your letter of appointment will however remain unchanged.
Kindly return the attached duplicate copy of this letter duly signed by you for our records.
Thanking you.
Yours cordially,
For Shyam Metalics and Energy Limited,
Authourized Signatory
Personal File/Accounts/Site HR
Annexure - III
Date:
Ref No.:
To,
Ms.
Employee Code:
SUB.: PROBATION EXTENSION LETTER
Dear Ms.,
We have reviewed your performance during your probationary period of 6 months, we regret to
inform you that your performance during the period is below average.
Hence we are extending your probation period by 3 months. We shall review your performance
again during the extended probation.
All other terms and conditions of your letter of appointment will however remain unchanged.
Kindly return the attached duplicate copy of this letter duly signed by you for our records.
Thanking you.
Yours cordially,
For Shyam Metalics and Energy Limited,
Authourized Signatory
Personal File/Accounts/Site HR
