Probation Monitoring System
Guidance Notes for Departments

The Probation Monitoring System a web-based tool allowing administrators to monitor probation reviews due dates for staff. The information is updated automatically each night (Monday to Friday) from Resource Link and departmental administrators will receive reminder email with an embedded link to the report every first Monday of the month. This document is an introduction for administrators who are authorised to use this system. The document focuses on log in, understanding the report layout, exporting data as an Excel spread sheet and HR contacts for queries.If you are unsure about which probation periods apply to which staff groups then please consult the Probation Procedures at: .

System Login

Step 1: Administrator/HOD/HODcc/DC log in to the system using UCL ID and Intranet password (Image 1).

UCL Login Screen
Image 1: Login Screen at URL

Step 2: If the user is setup on HR Roles database as DA, HOD, HODcc or DC, he/she will be able to view data (see Image 2 below) for their departments.The system will display an error message for those who do not possess the above roles. Note that the above roles at a parent level can view data for its sub-units too. For example, department administrator for the Faculty of Arts can view data for department of Dutch, German, French, and other sub departments under the faculty.

Understanding the report format.

At the top of the report (Image 2), user's role and name will be displayed (see letter A on image 2).

Next is the Report Date (See letter B on image 2) of data download from Resource Link. In the event that the daily data download fails, data from the day before will be available.

HR contacts for departments are accessible at the link provided above the report (see letter C on image 2).

Data displayed can be arranged in ascending order by clicking on columns titled family name, first name, employee number, grade, post ID, start date and probation end date (see letter D on image 2). If a form has been received in HR this will be indicated in the Rec'd in HR column with a Green tick mark.

Records highlighted in red have passed their first review date and no completed form has been received or recorded in HR. Those records highlighted in blue have an expected review date in the next two weeks (14 calendar days).

Data Report as seen on screen
Image 2: Data Report as seen on Screen

Downloading Report data from Screen

Data can be downloaded by clicking 'Export as Spreadsheet' button (Image 3)at the end of the report. Colour-coded rows will be retained in the document if visible on screen.

Data Report as seen on screen
Image 3: Export report as an Excel spreadsheet

A dialogue box will appear with Open, Save and Cancel options(Image 4). Click Open (1) option on the dialogue box to load report data in an Excel Spreadsheet or click Save (2) option to save data locally on the hard disk for later reference. Please note that some browsers may have a higher security level thus disabling downloads from a site. Guidance on how to enable downloads on Internet Explorer can be viewed at

Dialogue Box for downloading
Image 4: Dialogue box for downloading data report


1. For any further queries please contact your HR Consultancy Team contact:

2. For technical problems such as UCL login not accepted as authorised role, data download or browser problems, please use