BONNEVILLE POWER ADMINISTRATION

**HUMAN RESOURCES**

**Portland, Oregon**

**PERSONNEL LETTER NO. 315-2 DATE:** September 15, 1998

**SUBJECT**

Probationary and Trial Periods for New Employees

# PURPOSE OF ISSUANCE

This letter describes Bonneville Power Administration's (BPA's)
procedures for administering the probationary or trial period of
employment required for new employees.

# PURPOSE OF REVISION

To adapt BPA Manual (BPAM) Chapter 400/315A to Personnel Letter format.
In addition, Personnel Letter 315-1, dated 11/13/87, has been superseded
and incorporated into this Personnel Letter.

# COVERAGE

This issuance applies to new Competitive Service employees required to
serve a probationary period under the provisions of 5 CFR, Part 315,
Subpart H, and to Term employees required to serve a trial appointment
under 5 CFR, Part 316, Subpart C. This issuance does not apply to
probation in the Senior Executive Service or to supervisory or
managerial probationary periods (see Personnel Letter 315-1, dated
7/20/98, for instructions regarding supervisor and managerial
probationary periods).

# POLICY AND DELEGATED AUTHORITIES

See BPAM Chapter 400/700A for policy and delegated authorities for
removing employees during their probationary/trial periods.

# REFERENCES AND RELATED INFORMATION

A.  [Authorities]{.underline}.

-   5 CFR, Part 315, Subpart H, Probation on Initial Appointment to a
    Competitive Position

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-   5 CFR, Part 316, Subpart C, Term Employment

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-   5 CFR, Part 752, Adverse Actions

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-   5 CFR, Part 432, Performance-Based Reduction in Grade and Removal
    Actions

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-   5 CFR, Part 1201, Subpart A, Jurisdiction and Definitions \[of the
    Merit Systems Protection Board\]

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-   BPA Manual Chapter 400/700A, Employee Relations Program

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-   BPA Manual Chapter 400/300A, Employment

B.  [Related Information]{.underline}.

-   Personnel Letter 315-1, Supervisory and Managerial Probationary
    Periods

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-   Management Assistance Services (MAS) Handbook, Chapter 9,
    Termination during Probationary Periods

# DEFINITIONS

A.  [Probationary Period]{.underline}. A one-year period immediately
    following a competitive appointment, during which time the employee
    must demonstrate his/her fitness or qualifications for continued
    employment in the Federal service.

B.  [Trial Period]{.underline}. A one-year period immediately following
    a Term appointment (under 5 CFR, Part 316, Subpart C) during which
    time the employee must demonstrate his/her fitness or qualifications
    for continued employment.

# USE OF PROBATIONARY/TRIAL PERIODS 

The probationary/trial period is the final and most significant step in
the examining process for determining a new employee's capacity for
continued Federal employment because it provides the indispensable test
of performance on the job. During the probationary/trial period, the
employee's conduct and performance in the actual duties of his/her
position must be observed and evaluated, and the employee may be
separated from the service, before the probationary/trial period ends,
without undue formality if circumstances warrant.

# RESPONSIBILITIES

A.  [Personnel Services]{.underline}:

-   Furnish guidance on the requirements and administration of
    probationary or trial periods.

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-   Determine whether new employees are subject to probationary or trial
    period and document appointment records accordingly.

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-   Advise and assist supervisors/managers in removing
    probationary/trial period employees, when warranted.

B.  [Supervisors/Managers]{.underline}:

-   Orient employees serving probationary/trial periods to their work
    environments and job assignments.

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-   Observe the employee's conduct and performance, and discuss work
    progress with the employee as he/she phases into the full duties of
    the position.

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-   Complete the required supervisory reports.

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-   In consultation with the Employee Relations staff, take timely
    action to remove the employee if it becomes apparent at any point
    during the probationary/trial period that the employee's
    performance, conduct, or capacities do not warrant retention.

## REPORTS AND NOTICES DURING PROBATIONARY/TRIAL PERIOD

A.  [At the Time of Appointment]{.underline}. The supervisor/manager and
    the employee will receive a copy of the SF-50, Notification of
    Personnel Action, at the time of the appointment. The SF-50 will
    indicate whether the employee must serve a probationary/trial period
    and when the probationary/trial period will end. The
    supervisor/manager will also receive a New Employee Orientation
    Guide for Supervisors, indicating that the employee must serve a
    probationary/trial period, and giving brief instructions for
    evaluating the employee during the probationary/trial period.

B.  [Two-Month Progress Report]{.underline}. Attached to the Guide
    (received by the supervisor/manager at the time of appointment) will
    be an Orientation and Placement Follow-up Report, that must be
    completed by the supervisor/manager at the second month. On the
    follow-up report, the supervisor/manager will evaluate the
    employee's progress and adjustment to the job. The progress report
    should be returned through channels to Personnel Services.

C.  [Fourth-Month Notice]{.underline}. The supervisor/manager will
    receive a notice at the fourth month of the employee's
    probationary/trial period.

D.  [Tenth-Month Notice]{.underline}. At the tenth month, the
    supervisor/manager will receive a notice asking him/her to evaluate
    the employee's performance and conduct and to certify if the
    employee warrants retention through the probationary/trial period.
    If performance or conduct does not warrant retention, the
    supervisor/manager should call the Employee Relations staff for
    advice and assistance to remove the employee during his/her
    probationary period.

## REMOVAL OF AN EMPLOYEE DURING THE PROBATIONARY/TRIAL PERIOD

At any time during the probationary/trial period, if the
supervisor/manager identifies that the employee's performance or conduct
does not warrant retention, the Employee Relations staff should be
contacted for advice and assistance.

Two-weeks notice is normally given when possible, but the effective date
of the removal action must be before the probationary/trial period ends.
If the effective date of the removal is after the end of the
probationary period, the termination will be subject to the full adverse
or performance-based action procedures described in Personnel Letters
752-1 and 432-1. BPAM Chapter 400/700A specifies the managerial level
that has been delegated the authority to remove an employee during their
probationary/trial period. Chapter 9 of the MAS handbook has more
information on removing employees during their probationary/trial
periods, including a sample removal letter.

The procedures for terminating an employee during his/her
probationary/trial period for unsatisfactory performance or conduct in
the job are different than termination for conditions arising before
appointment. In either case, the Employee Relations staff should be
contacted for advice and assistance.

X.  SEPARATION OF EXCEPTED SERVICE EMPLOYEES DURING THE INITIAL STAGES
    OF EMPLOYMENT

Excepted Service employees may be separated for the same reasons as
employees serving probationary/trial periods, if the separation is
effected prior to the time the employees gain due process rights under 5
CFR, Parts 752 and 432. The length of the initial period may vary,
depending on the type of the appointment, whether the issue is related
to performance or conduct, and whether the appointee has veteran's
preference. The Employee Relations staff will advise supervisor/managers
on a case-by-case basis.

Veronica L. Williams

Manager, Human Resources