STATE OF LOUISIANA

DEPARTMENT OF STATE CIVIL SERVICE

BATON ROUGE, LOUISIANA

General Circular No. 001485

To: Heads of State Agencies and Human Resource Directors

Subject: Procedural Recommendation for Job Offers to Permanent Employees

Issue Date: June 4, 2002

We have received a number of phone calls in the past few months from employees. They state that they have accepted a new position without a break in service, but the employing agency did not clearly communicate that the appointment was to be a probational appointment, rather than a move into the employing agency without loss of their permanent status.

This situation can cause great duress for employees and agencies. Some employees do not realize they are on probation until orientation at the new agency, or months later when they are terminated without notice. This scenario can produce a spawning ground for ill feelings, hostile work relationships, and even grievances and appeals.

We strongly recommend that you do the following to avoid the negative consequences that may stem from such situations:

• Alert persons involved in hiring at your agency that, when making a job offer, they should clearly communicate the terms of the job offer, including whether or not the appointment is a probational appointment even for those employees who are permanent status employees.
• Implement a procedure that requires a permanent employee who accepts a probational appointment to sign a written statement confirming his understanding that he will serve a probation period to last no fewer than six, but no more than 24 months.

Remember that pay is a separate issue from the employee’s appointment status. You do not have to pay the new employee in this scenario the minimum of the range. Pay can be established according to Civil Service rules and the flexible pay policies of your agency.

This recommendation is being placed in the HR Handbook in the Documentation and Reporting Requirements Section, which is available on our web site at www.dscs.state.la.us.

If you have any questions, please contact your Assistance Coordinator or call the Program Assistance Division at (225) 342-8274.

Attached for your convenience is a sample policy and confirmation form.

Sincerely,

Allen H. Reynolds

Director

Attachment

It is the policy of this agency that when a probational appointment job offer is made to an employee who has permanent status at the time, it shall be clearly stated to the employee who is accepting the probational appointment, that he will serve a probation period to last no fewer than six, but no more than 24 months.

Secondly, it is the policy of this agency that a permanent employee who accepts a probational appointment must sign a written statement confirming his understanding that he will serve a probationary period to last no fewer than six, but no more than 24 months.

I, ________(applicant name)______________, understand that I have accepted the position of _____________________________ in probational status. I understand the probation period may last no fewer than six, but no more than 24 months, and that I may be separated at any time for any reason while on probation.

_______________________________________ ______________

Employee Signature Date

_______________________________________ ______________

Witness Signature/Title Date