Please read my comments below, my replies are in BOLD & ITALICS :-
a) Most of the organisations have the probabtion period as six months after which a confirmation letter is given.
My query is should an employee fill up the performance appraisal form before the confirmation letter is issued.
Ans) - Do not confuse between confirmation and annual performance appraisal. As the name suggests, the annual performance appraisal can only be performed when the employee completes one working year with the Organisation. Hence the question of making an employee fill in the Appraisal form during the probation peroid does not arise.
b) Are employees given hikes during confirmation?
Ans )- Depends on the policy of your company. Generally, this is not done. Snce the probationer is in position to leave by giving a short notice period, it is not advisable to hike the salary. If the performance has been exceptionally brilliant, a cash award maybe given, rather than revising salary.
c) Regarding annual appraisal:
i) The organisation's appraisal cycle is Apr-Mar. If an employee joins an organisation in July then he gets confirmed in January. But will he get covered in the appraisal during Mar or will he be getting the hike only in June as he joined in July.
Ans) - Like I said before, the Performance Appraisal (PA) is out of question for any employee who has not completed six months. However, since your employee joined in July, he/ she completes 8 months by march end. For such an employee, carry out the PA in March - April, but make a note to revise the salary wef July only.
ii) If an employee joins in January and gets confirmed in June and subsequently gets a hike in December, will he again be covered in March.
Ans) - Yes. The length of Appraisal period is at the discretion of the Management. In the first year of an employee's service, the period may extend upto 15 month instead of 12. Hence, all those completing one year in January may be appraised in March - April.
What is the procedure? will the employees get covered in appraisals only during the appraisal cycle of the organisation or for the first year alone it is on Date of Joining basis and from the next year onwards it is as per the appraisal cycle. Please clarify.
Ans) - This is for your management to decide. You can have a system of annual appraisals in march - april, or you may have a system of appraising employees as and when they complete a year of employment.
Please do revert if you have any further queries.
I hope this has given you a clarification slightly..