{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

---

Induction and Probation Policy

1. Purpose

The purpose of this policy is to ensure that all new employees of {{org_field_name}} receive a structured and comprehensive induction process, followed by a probation period that assesses their suitability for their role. The policy ensures that all staff are equipped with the knowledge, skills, and confidence to provide high-quality care in line with Health and Social Care Standards (Scotland), Scottish Social Services Council (SSSC) Codes of Practice, and Care Inspectorate Scotland regulations.

This policy ensures a consistent approach to welcoming new staff and setting clear expectations for their performance and conduct. By implementing a thorough induction and probation system, we support employees in becoming competent, confident, and effective members of the team. The policy also allows {{org_field_name}} to evaluate an employee’s suitability for their role before confirming their permanent position.

2. Scope

This policy applies to all new employees within {{org_field_name}}, including care staff, support workers, administration personnel, and management. It also applies to staff returning from extended absences who require a refresher induction. The principles outlined in this policy also support agency or temporary staff where applicable.

3. Legal and Regulatory Framework

This policy is informed by the current legislative, regulatory and professional framework for care at home services in Scotland. In implementing this policy, {{org_field_name}} will comply with, and have regard to, the following as applicable:

• Public Services Reform (Scotland) Act 2010 and the Social Care and Social Work Improvement Scotland (Requirements for Care Services) Regulations 2011, which set core requirements for registered care services, including the welfare of people experiencing care, personal planning, fitness of employees and staffing.
• Health and Social Care Standards: My support, my life, which set out what people should experience from health, social care and social work services in Scotland.
• Scottish Social Services Council (SSSC) Codes of Practice for Social Service Workers and Employers (2024), which apply from 1 May 2024 and set the standards of practice, conduct, induction, supervision, learning, protection and employer responsibility expected in social services in Scotland.
• SSSC registration requirements and rules, including the requirement that workers starting in a role requiring SSSC registration must apply within three months of starting employment and be registered within six months, unless a lawful exception applies.
• Disclosure (Scotland) Act 2020, the Protection of Vulnerable Groups (Scotland) Act 2007 as amended, and current Disclosure Scotland guidance on regulated roles, including the requirement from 1 April 2025 that an individual must be a member of the PVG Scheme before carrying out a regulated role with protected adults, and that employers must confirm that membership.
• Adult Support and Protection (Scotland) Act 2007 and the current Scottish Code of Practice, in relation to identifying and responding to adults at risk of harm.
• Adults with Incapacity (Scotland) Act 2000, where issues of capacity, consent, welfare decision-making or proxy decision-makers are relevant.
• Equality Act 2010, ensuring fair treatment, inclusion, accessibility and non-discrimination.
• Employment Rights Act 1996, together with other relevant employment law and ACAS principles, in relation to probationary assessment, support, review and fair process.
• Health and safety legislation, including duties relating to safe systems of work, moving and handling, infection prevention and control, and risk management.
• The Duty of Candour Procedure (Scotland) Regulations 2018 and current Scottish Government guidance, where a serious adverse event triggers the organisational duty of candour procedure.
• Data protection and confidentiality law and guidance, including UK GDPR and the Data Protection Act 2018, in relation to staff records, supervision records, induction records and personal data.

{{org_field_name}} will keep this policy under review and will update practice promptly where legislation, SSSC requirements, Disclosure Scotland requirements, Scottish Government guidance, or Care Inspectorate expectations change.

4. Induction Process

All new employees must complete a structured induction programme designed to introduce them to {{org_field_name}}, their role, and essential policies and procedures. The induction period typically lasts between two and four weeks, depending on the role and the individual’s prior experience. A structured induction ensures that new staff understand their responsibilities, organisational values, and the standards expected of them.

Stage 1: Pre-Employment Preparation

Before the employee starts work, {{org_field_name}} must complete all safer recruitment and pre-employment checks required for the post. These will include, as applicable, verification of identity, right to work, employment history, explanations for gaps in employment, references, qualifications, professional registration status, and any role-specific checks.

Where the post is, or includes, a regulated role with protected adults, the individual must be a PVG Scheme member for that type of role before carrying out the role, and {{org_field_name}} must obtain and record confirmation of scheme membership in line with current Disclosure Scotland requirements.

Where the role requires SSSC registration, the employee must be informed at offer stage and again during induction of the requirement to apply for registration within three months of starting the role and to achieve registration within the required timescale. Support will be provided to complete the application and supply the required evidence.

No employee will work unsupervised, administer medication, provide personal care, access service-user finances, or undertake any task for which required checks, training, competence assessment or registration arrangements have not been completed.

New employees will receive their contract, job description, code of conduct expectations, and key organisational policies before or at the start of employment.

Stage 2: Initial Induction (First Week)

Upon joining, new employees will attend an induction session led by a manager or senior staff member. This session provides an overview of {{org_field_name}}, its mission, values, and approach to care. Employees will be introduced to the Health and Social Care Standards, which underpin their daily responsibilities.

During the first week, employees will complete induction covering mandatory and role-specific subjects, including: health and safety; moving and assisting; infection prevention and control; fire safety; lone working; adult support and protection; recognising and reporting harm, neglect, abuse and discrimination; risk assessment and risk enablement; confidentiality, record keeping and information governance; medication support; professional boundaries; equality, diversity and inclusion; communication and consent; complaints and feedback; whistleblowing; duty of candour awareness; and the employee’s responsibilities under the Health and Social Care Standards and the SSSC Codes of Practice for Social Service Workers and Employers (2024).

Induction must also include orientation to the service’s electronic and paper systems, care and support planning arrangements, incident reporting processes, escalation routes, line management arrangements, and arrangements for seeking help where the worker does not feel able or sufficiently prepared to carry out any aspect of the role safely.

Induction will be delivered in a way that supports safe practice from the outset and will include discussion of values, rights-based practice, dignity, communication needs, and trauma-informed practice.

A key part of the first week involves shadowing an experienced staff member. This allows new employees to observe best practices in person-centred care, professional communication, and ethical decision-making. Feedback from mentors and trainers helps employees identify areas for development.

Shadowing and observation periods must be proportionate to the employee’s role, previous experience and demonstrated competence. Completion of shadowing alone does not authorise independent practice. The employee may only work independently when a manager has reviewed induction progress and is satisfied that the worker is safe, competent, appropriately checked, and understands when to seek support or escalate concerns.

Stage 3: Practical Training and Competency Assessments (Weeks 2-4)

Following the initial induction, employees will complete practical training and competency assessment relevant to the role. This may include moving and assisting, medication support or administration where authorised, personal care, use of equipment, communication, record keeping, infection prevention and control, responding to emergencies, and safe lone working.

Competency assessment must be undertaken by a suitably competent assessor and recorded. No employee may undertake a task without the required training, instruction, supervision and signed-off competence appropriate to that task. Where competence is not yet demonstrated, the employee will continue under direct supervision and a clear development plan will be put in place.

Employees will gradually transition into their roles under close supervision, receiving structured feedback and support. They will participate in reflective discussions to review their experiences, challenges, and learning progress.

Stage 4: End of Induction Review (Week 4)

At the end of the induction period, each new employee will have a formal meeting with their supervisor. This meeting evaluates the employee’s progress, confidence, and competency in their role. Trainers, mentors, and supervisors provide feedback, and any additional training needs are identified. If the employee has made satisfactory progress, the induction phase will be signed off and the employee will continue through the remainder of their probationary period with any required support, supervision and development actions recorded.

5. Probationary Period

The probationary period will normally last six months from the employee’s start date, unless a different period is stated in the employee’s contract of employment. Probation is a period of supported assessment during which {{org_field_name}} will evaluate whether the employee demonstrates the values, conduct, reliability, competence and professionalism required for the role.

During probation, employees must demonstrate that they:

• work in line with the Health and Social Care Standards and the SSSC Codes of Practice;
• provide care and support safely, effectively and compassionately;
• maintain professional boundaries;
• keep clear, accurate and timely records;
• follow policies on safeguarding, whistleblowing, confidentiality, risk, medication and incident reporting;
• seek guidance where unsure or not yet competent;
• engage in supervision, feedback and learning;
• meet attendance, timekeeping and conduct expectations; and
• where applicable, progress and comply with SSSC registration and any qualification requirements for the role.

Supervision and Support During Probation

New employees will receive regular supervision throughout probation. Formal probation review meetings will normally take place at around week 4, month 3 and month 6, with additional meetings arranged where needed. Supervision and probation discussions will cover practice, conduct, attendance, wellbeing, learning needs, service-user feedback where available, record keeping, professional boundaries, and progress against any action plan.

Each employee will have a named supervisor and may also be allocated a mentor or experienced colleague for day-to-day support. Where concerns arise, these will be discussed promptly, recorded clearly, and addressed through supportive action such as additional supervision, refresher training, observed practice, restricted duties, or extended shadowing.

Where an employee’s fitness to practise, wellbeing, conduct or competence raises concern, {{org_field_name}} will take appropriate action in line with employment procedures, the SSSC Codes of Practice, and any relevant referral duties to the SSSC or other authorities.

End of Probation Review (Month 6)

A final probation review is conducted to assess the employee’s overall performance, competence, and suitability for continued employment. This review will consider evidence including supervision records, competency assessments, attendance, conduct, training completion, registration progress where relevant, quality of record keeping, observed practice, and feedback from supervisors, colleagues and, where appropriate and available, people experiencing care or their representatives.

Based on the review, the following outcomes are possible:

• Confirmation of Employment – If the employee meets all expectations, they are confirmed as a permanent staff member.
• Extension of Probation – If additional support or improvement is needed, the probation period may be extended with clear goals and support plans in place.
• Termination of Employment – If the employee has not met the required standards despite support, employment may be discontinued in line with fair employment practices.

5.1 Concerns During Induction or Probation

Where concerns arise during induction or probation regarding competence, conduct, attendance, values, health, wellbeing, professional boundaries, registration, or fitness to practise, the matter will be addressed promptly and proportionately. The employee will be informed of the concern, the evidence relied upon, the standard expected, the support to be provided, and the timescale for review.

Where necessary to protect people experiencing care, colleagues or the employee, duties may be modified, restricted or supervised while concerns are assessed. Serious matters may be managed under the organisation’s disciplinary, capability, safeguarding, referral or other formal procedures.

6. Records, Documentation and Governance

{{org_field_name}} will keep accurate and up-to-date records of all induction and probation activity. This will include, where applicable, pre-employment checks, PVG confirmation, registration status, induction attendance, training completion, competency assessments, supervision notes, probation review records, support plans, restrictions on duties, and final probation outcomes.

Records must be stored securely and handled in accordance with data protection, confidentiality and records management requirements. Managers are responsible for ensuring that induction and probation records are complete, signed, dated and available for internal governance, audit and inspection purposes.

7. Continuous Development Post-Probation

Following successful completion of probation, employees will continue to receive regular supervision, appraisal, learning and development opportunities relevant to their role. {{org_field_name}} will support workers to maintain and develop competence, meet mandatory training requirements, and, where applicable, meet SSSC registration, qualification and continuous professional learning requirements.

Learning and development will reflect the needs of the service, the needs of people experiencing care, changes in law and guidance, and the individual employee’s role, experience and development goals.

8. Related Policies

This policy should be read alongside:

• Staff Training and Development Policy
• Supervision and Appraisal Policy
• Health and Safety Policy
• Safeguarding and Protection Policy

9. Policy Review

This policy will be reviewed annually or earlier if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

---

Responsible Person: {{org_field_registered_manager_first_name}}{{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.