Dinesh DivekarDear Chitra,
Yes, before confirming the employee, it is important to take the HOD of the employee into confidence. To do this, many companies conduct a Performance Review or Performance Appraisal before the expiry of the probation. Based on the rating, a decision is taken on whether to extend the probation or make the services permanent.
You have asked for the format for assessing the employee. However, there cannot be a standard format across all industries or functions. It has to be customised with respect to your industry or company.
For recruitment purposes, you could be using Interview Assessment Form. I recommend you may design the form based on this form. You need to review whether there is a gap between the image made of the candidate during the interview and his/her performance. If the gap emerges, then it also gives insight to those who were involved in recruitment.
Lastly, if you extend the probation, then the situation merits feedback to the employee on why the probation has been extended and what is the scope of improvement.
From India, Bangalore
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