Oklahoma Department of Human Services (OKDHS.org) - OAC 340:2-1-28. Probationary or trial period, classified service

Oklahoma Department of Human Services
Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd. • Oklahoma City, OK 73105
(405) 521-3646 • Fax (405) 521-6684 • Internet: www.okdhs.org

OKDHS Home

Programs/Services

County Offices

Online Services

Library

Policy

Last Updated: 10/25/2008

Divisions/Offices | Employment | Calendar | Contact Us

Library: Policy

340:2-1-28. Probationary or trial period, classified service

<< Back

Next >>

Revised 6-1-08

(a) Probationary period upon initial appointment. The probationary period for any appointed employee is one-year or until waived after the employee has served six months. The probationary period may not be extended beyond one year but may be adjusted, per Merit Rule OAC 530:10-11-36. An employee in a leave without pay status in excess of 40 working hours will have the probationary period adjusted equal to his or her leave without pay time in excess of 40 hours. • 1

(1) The probationary period is a working test period during which a classified employee is required to demonstrate fitness for the job family and level to which appointed. The decision to grant a probationary employee permanent status is based upon written evaluations, recommendations, or other pertinent information. The division may require early award of permanent status to be reviewed and approved above supervisor level. When permanent status is granted, the employee and OPM receive confirmation from the Human Resources Management Division (HRMD). • 1
(2) Services of an employee on probationary status may be terminated at any time. • 2
(3) Employee benefits are available to probationary employees in accordance with specific benefit policies.
(4) A change in shift assignment or significant change of duties of a probationary employee, in excess of 30 calendar days, requires prior approval of OPM.
(5) A probationary employee is not:
- (A) eligible for promotion or demotion;
- (B) eligible to apply for OKDHS job announcements until successful completion of the probationary period;
- (C) transferred from the original locality where appointed;
- (D) changed from part-time to full-time; and
- (E) transferred to a position in another job family.

(b) Trial period upon promotion or lateral transfer. A classified employee who is promoted or laterally transferred serves a six-month trial period in the job family and level to which the employee is promoted or laterally transferred. The trial period may be waived in writing at any time. • 3

(1) During the trial period, if an employee does not prove satisfactory in the new job, the employee is reinstated to the former position or another in the same job family and level, at the salary the employee would have received if the promotion or lateral transfer had not taken place.
(2) The reason for denying permanent status in the promotional or lateral transfer position is submitted in writing to the employee before the end of the trial period, and a copy is filed with OPM. • 4

(c) Trial period upon voluntary demotion. Voluntary demotion of a classified OKDHS employee requires a six-month trial period. The voluntarily demoting employee is notified in writing of a trial period prior to the effective date of the voluntary demotion. • 5 The trial period may be cancelled at any time.

(1) During the trial period, if the employee does not prove satisfactory in the new job, the employee is reinstated to the former position or another in the same job family.
(2) The employee is provided written notice of the reason for failure to allow the employee to acquire permanent status in the job to which demoted. A copy is filed with OPM.

(d) Interagency transfer. • 6 Interagency transfers, including demotions, promotions, and lateral transfers, require a six-month trial period, provided OKDHS utilizes the employee's previously held job family and level. A six-month trial period is required for interagency in-class transfers, as well. The employee must be notified in writing prior to entering on duty that a trial period is required. The trial period may be waived in writing at any time.

(1) If the employee does not prove satisfactory in the new job, the employee is reinstated to a position within the receiving agency in the former job family in the same pay band for which the employee is qualified at the salary the employee would have received if the promotion, demotion, or lateral transfer had not taken place.
(2) The employee is provided written notice of the reasons for denying the employee permanent status in the job, and a copy is filed with OPM.

INSTRUCTIONS TO STAFF 340:2-1-28

Revised 6-1-08

1. It is critical that the immediate supervisor and the reviewing supervisor develop Form OPM-111, Performance Management Process (PMP), the accountabilities, to include tasks and performance standards and behaviors expected for successful performance in the assigned job family and level. Form OPM-111 is opened within the employee's first 30 duty days. The immediate supervisor must close out Form OPM-111 not later than 30 calendar days prior to completion of the probationary period.

2. When services are terminated during a probationary period, the appropriate senior administrator, division director, area director, or designee is responsible for notifying the employee and other relevant offices of the termination. This notice is delivered by personal service or sent certified mail to the last known address of the employee. A copy of the notice of termination is filed in the employee's personnel record.

3. A lateral transfer occurs when an employee changes classification, yet remains in the same pay band as held in the previous position.

4. When a determination is made that an employee's trial period is terminated and the employee returns to the previous job family descriptor (JFD), the current division director or designee advises the employee's previous division official of the decision and reaches an agreement on the employee's effective date of transfer, which must not be later than seven duty days from the notification date.

5. Prior to the employee entering on duty, Form 11PE017E, Salary Exception Request for Special Entrance Rate or Voluntary Demotion, is completed on the demoting employee. The demoting employee signs and dates the completed form to acknowledge the demotion, the change of salary, and the required trial period before assuming his or her new job family and level.

6. Before extending a job offer to an applicant from another state agency, the selecting official checks with Human Resources Management Division for verification of the applicant's current job family and level, pay band and whether the currently held position of the applicant is a job family or level utilized by Oklahoma Department of Human Services (OKDHS).

<< Back

Next >>

Oklahoma Department of Human Services
Street address: Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd., Oklahoma City, OK 73105
Mailing address: P.O. Box 25352, Oklahoma City, OK 73125
(405) 521-3646