Introductory Employment Period

The IEP provides an opportunity for the manager and the employee to assess whether the employee is suitable for their new position and to make an initial assessment on the employee's likelihood of future success. The IEP does not alter the at-will nature of employment: employees or the university may end the employment relationship at any time, including prior to the end of the six-month IEP, and successful completion of the IEP does not guarantee continued employment.

IEP Applicability

The IEP applies to all benefits-eligible staff employees, except librarians who fall under the Code for Librarians. If there is a direct conflict between this guidance and an applicable collective bargaining agreement, the collective bargaining agreement will prevail.

The following provides a framework and helpful suggestions for managers to assist the employee during the IEP.

Managers should discuss performance expectations and responsibilities with the employee and have them create IEP goals (that can be changed or expanded upon after successful completion of the IEP). Managers may use the Clarifying Expectations Tool (PDF) to facilitate this process. The IEP offers an opportunity for the manager to assess the employee's suitability for the position and whether the employee can successfully apply his or her skills and expertise to the new role or work environment. GW performance factors and other expectations for the position should be evaluated; managers may refer to online resources available in the Professional Growth section of the HR website.

First 30 Days

• Carefully review your job description with your manager to clarify roles and responsibilities. Discuss what your priorities will be during the IEP. Use these priorities to set goals you will discuss with your manager throughout your IEP. Enter these goals (PDF) into Talent@GW, and ask your manager to review and approve them. 
• Engage your manager in regular communication to clarify the performance expectations of your position. Use the Clarifying Expectations Tool (PDF) to align expectations.
• Follow the guidance on the “Your First Day” page.

First 45 days

• Schedule an informal discussion with your manager around day 45 (halfway through the Introductory Employment Period) to discuss your progress toward meeting performance expectations.
• You will review your priorities and goals with your manager and make changes in Talent@GW if applicable (remember to ask your manager to approve any changes to your goals in Talent@GW).

First 90 days

• Continue to engage your manager in regular communication about your performance as well as their expectations. Solicit coaching, feedback, and give recognition to establish continuous development.
• At the end of the 90-day period, your manager will complete an Introductory Employment Period Review in Talent@GW and discuss your performance with you. Your manager will formally communicate whether or not you have successfully completed the Introductory Employment Period.

After successful completion of the IEP

• Collaborating with your manager to determine if your goals should be updated and refined for the current performance year, or if new goals need to be entered for the upcoming performance cycle.
• If you need additional guidance, please contact your HR Business Partner or Talent and Organizational Development at asktodgwu [dot] edu (asktod[at]gwu[dot]edu).

The IEP is intended to assess the employee's suitability for the position and current and future success in the role. At any point during the IEP, managers or employees may engage with their HR Business Partners to discuss the IEP process as well as any questions or concerns. The university also offers a number of online training resources for managers and employees to assist with learning new skills or refreshing existing skills.

Managers may consider if there are performance issues, including:

• Excessive absenteeism and tardiness
• Inability to successfully build relationships with team members or other stakeholders
• Failure to complete assigned tasks or fulfill responsibilities in an effective manner, which may include incomplete work, inattentiveness to timelines, lack of follow through, lack of prioritizing or poor decision making
• Disruptive behavior
• Lack of ownership of areas in the employee's scope of responsibility

Managers who have concerns about suitability, future success or performance issues during the IEP should do the following:

• Promptly inform the employee regarding any concerns, including:
• Explaining the performance concerns
• Identifying the skills and competencies not being met
• Clarifying expectations

Notify your HR representative of serious or ongoing concerns. Your HR representative is available to provide you with guidance about how best to provide employees with feedback.

Managers should document communications advising the employee of the issue(s). Documentation could take the form of an email or memorandum to the employee or notes reflecting a conversation. For available Performance Counseling templates, managers may contact their HR representative.

There may be instances of performance or misconduct where immediate termination is appropriate. Consult with your HR representative regarding any decision about whether the employee should continue for the duration of the IEP, or separate from employment. Any actions to separate an employee during the IEP must be reviewed and approved by your HR representative.

Under certain circumstances it may be appropriate to extend the IEP to provide the manager with additional time to assess the employee's performance and likelihood of future success in the role. Examples that might warrant an extension of the IEP are:

• The employee's manager changed during the IEP
• The employee's role is modified to include new duties
• The employee is on approved extended leave
• The employee may have experienced performance issues but has demonstrated, in the judgment of the manager, improvement that may require additional time to assess

The HR representative must approve any extensions in advance of notification of the employee.