Management of Probationary Officers - Regulation 12/13 Policy

1.      Statement of Policy

• All officers and staff have a vital role to play in ensuring the highest standard of service delivery is provided to the community. The Force is therefore committed to creating an environment where everyone has the opportunity to achieve their full potential, regardless of their position in the organisation.
• It is also recognised that in order to foster this environment it is essential that all probationary officers fully understand the standards of attendance, performance and conduct expected of them. Instances will however arise where they do not meet the required standard.
• The aim of this policy and the associated procedure is, therefore to assist managers, trainers and staff to quickly identify what assistance is required to improve the situation. It is intended to be a positive and supportive mechanism to enable all probationary officers to achieve the expected and consistent standards expected of them in a fair and consistent manner. Each case will be considered on its own merits.

 

The policy’s purpose is to:

• ensure all staff are aware of their rights and obligations under this policy and understand the recording, monitoring and procedures Dyfed Powys may use in regard to underperformance, attendance and conduct concerns
• provide managers and supervisors with a structured framework to assist them in managing under performance, attendance and to address conduct concerns
• ensure all probationary officers are treated with fairness and consistency,
• create an opportunity for positive action to be taken to improve the performance and welfare of probationary officers by assisting them to overcome any difficulties that may affect their ability to work effectively,
• ensure that the highest levels of quality and service can be maintained to all Dyfed Powys Police to fulfil its obligations to the public

 

2.      Policy Scope

Dyfed-Powys Police are committed to providing probationary officers with training and development opportunities in accordance with the Police Education Qualification Framework (PEQF) and the Police Constable Entry Programme (PCEP), covering all entry routes into policing.

• Irrespective of their entry route, any decision to take action against an officer under this policy will only be made if an officer’s behaviour, attitude, conduct, performance and/or attendance has led to a concern that they are not physically and mentally fit to perform the duties of a constable, inspector, superintendent or rejoiner (as appropriate), and that they are not likely to become an efficient and well conducted officer
• All probationary officers must achieve the required competencies, standards and qualifications as required for their ranks/role before confirmation of appointment. Dyfed Powys Police will provide all reasonable means to facilitate that process.
• During their initial training period at Headquarters, the team within the Learning and Development Services (LDS) and the Higher Education Institution (HEI); subsequently upon completion of initial training, line managers will be responsible for the management of behaviour, attendance, performance and / or attendance of the probationary officers.
• This policy provides structure, clarity and outlines the steps to be followed. It assists managers and staff to quickly identify what assistance is required to improve the situation. It is intended as a mechanism to enable all staff to achieve the standards of performance and / or attendance expected of them in a fair and consistent manner. They should use their professional judgement in applying the prescriptive requirement of this policy. Any deviations from the policy must be justified.
• This policy will be applied consistently to all probationary officers. The force recognises the protection given to staff by the Equality Act 2010.

 

This policy and procedure should be applied in the following circumstances:

• Where there is evidence of a pattern of poor performance by a probationary officer, including the failure to:
• reach the required academic standard as set by the Higher Education Institution (HEI) including ensuring the successful completion and passing examinations and assignments within prescribed submission deadlines
• maintain appropriate fitness levels to required standards o maintain standards of professional behaviour
• complete the individual assessment portfolio
• Where there is evidence of unacceptable levels of attendance or becoming unfit to perform normal duties through illness or injury. Details of the management triggers for sickness are detailed in the procedure.
• Where there is evidence of behaviour or conduct which brings into question whether they will become a well conducted officer.

 

Terminology

• For the purpose of this document the terms ‘member of staff’, ‘staff member’ and ‘staff’ shall be used to refer to Police Officers within their probationary period.
• The term ‘Regulation 12’ refers to Regulation 12 of the Police Regulations 2003 which allows for a probationary officer’s probationary period to be extended if deemed necessary.
• The term ‘Regulation 13’ refers to Regulation 13 of the Police Regulations 2003 which provides the grounds on which a Chief Officer may dispense with the services of a probationary officer.

 

Acronyms often used include:

• LDS – Learning and Development Services
• HEI – Higher Education Institution
• OCP – Operational Competence Portfolio
• PPD – Degree in Professional Policing
• PCEP – Police Constable Entry Programme
• PCDA – Police Constable Degree Apprenticeship
• DHEP – Degree Holder Entry Programme

 

• The term ‘Workplace companion’ is used to describe a police officer or a police staff member employed by Dyfed Powys Police, a trade union or staff association representative who may accompany, advise and represent the staff member during all formal stages of the procedure
• The term ‘Appropriate Authority’ is used to describe the Chief Officer with responsibility for People Services.

 

3.   Powers and Policy/Legal Requirements

This document has been drafted to comply with the general and specific duties in:

• Police (Performance) Regulations 2020;
• Police (Conduct) Regulations 2020;
• Police Regulations 2003;
• Police (Conduct, Performance and Complaints and Misconduct) (Amendment) Regulations 2025 
• Regulation 10 – Policing Qualifications and Experience
• The Equality Act 2010;
• The Equality Act 2010 (Specific Duties) Regs 2011
• The Data Protection Act 1998, 2018;
• Health & Safety at Work Act 1974
• Access to Medical Records Act 1998
• The Freedom of Information Act;
• The European Convention of Human Rights;
• Employment Act 2002;
• Employment Relations Act 1999
• IOPC Guidance (re directed surveillance)
• and other legislation relevant to policing.

 

 Related policies, procedures and guidance:

• Attendance Management Policy;
• Career Break Policy;
• Change Management Policy;
• Data Protection Policy;
• Data Protection Breach Policy;
• Dignity in the Workplace Policy;
• Drugs, Alcohol and Substance Misuse Policy
• Fairness at Work Policy;
• Flexitime Policy;
• Health & Safety Policy;
• Information Security Policy.
• Job Related Fitness Test Policy;
• Leave for Personal Family reasons plus other Special Leave Policy;
• Limited Duties Policy;
• Maternity, Paternity and Adoption Support Leave Policy;
• Menopause Policy;
• Performance Management Policy;
• Police Staff Misconduct Policy;
• Promotion Selection Policy;
• Recruitment & Selection Policy;
• Right to request Part Time & Flexible Working Policy;
• Smarter Working Policy.

Dyfed Powys Police will operate within the policing principles as defined by the College of Policing Code of Ethics and in support of this our policies will seek to promote:

• Courage
• Respect and Empathy
• Public Service.

This policy aims to support the delivery of Our Plan and Our Culture Pledge.

The Welsh Language Standards explicitly provide that members of staff may undertake some processes, or receive some documentation through the medium of Welsh. These rights are listed below, and may or may not apply to this policy. Employees of Dyfed Powys Police have the right to:

• Receive any documentation that outlines their training needs or requirements, performance objectives or their career plan through the medium of Welsh;
• Make a complaint through the medium of Welsh;
• Respond to a complaint or any allegations made about them through the medium of Welsh;
• To attend a meeting to discuss a complaint or a disciplinary matter through the medium of Welsh; and
• Receive decisions relating to a complaint or a disciplinary process through the medium of Welsh.

 

4.   Options and Contingencies

The Code of Ethics is relevant to this policy and the associated guidance document.

• Courage
• Respect and Empathy
• Public Service

Ethical policing requires courage, respect and empathy and public service.

 

5.   Take action and review

Dyfed-Powys Police monitors the application of this policy and has discretion to review it at any time through the appropriate consultation mechanisms and in light of any developments in employment legislations and good employment practice.

Responsibility for the implementation, monitoring and development of this policy lies with Human Resources.

The review will take into account the following criteria:

• Examples of good practice from other Forces and/or other organisations
• Representations made by individuals and/or representative groups
• Relevant diversity data
• Any challenges to the policy

The policy and associated procedure document will be overseen by the People, Culture and Ethics Board.

CODE OF ETHICS CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Code of Ethics and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Code and the principles underpinning it.

HUMAN RIGHTS ACT CERTIFICATE OF COMPLIANCE

This policy has been drafted in accordance with the Human Rights Act and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Act and the principles underpinning it.

EQUALITY IMPACT ASSESSMENT

Section 4 of the Equality Act 2010 sets out the protected characteristics that qualify for protection under the Act as follows: Age; Disability; Gender Reassignment; Marriage and Civil Partnership; Pregnancy and Maternity; Race; Religion or Belief; Sex; Sexual Orientation.

The public sector equality duty places a proactive legal requirement on public bodies to have regard, in the exercise of their functions, to the need to:

• eliminate discrimination, harassment, victimisation, and any other conduct that is unlawful under the Act;
• advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it;
• foster good relations between persons who share a relevant protected characteristic and persons who do not share it.

The equality duty applies to all protected characteristics with the exception of Marriage and Civil Partnership, to which only the duty to have regard to the need to eliminate discrimination applies.

Carrying out an equality impact assessment involves systematically assessing the likely or actual effects of policies on people in respect of all the protected characteristics set out above. An equality impact assessment should be carried out on any policy that is relevant to the public sector equality duty. 

EQUALITY IMPACT ASSESSMENT COMPLETED: October 2025