Post doctoral fellows (PDF)
Post Doctoral Fellow Policy
UVic adopted an updated Post Doctoral Fellow Policy and Appointment Procedures in August 2010. The purpose of the policy is to: define the eligibility requirements for a postdoctoral fellow (PDF) appointment at the university; establish the responsibilities of the Faculty Member as the supervisor and/or employer of a PDF; establish the responsibilities of the PDF; and outline the support provided by the university. Faculty members who supervise PDFs and individuals interested in becoming POst Doctoral Fellows are advised to familiarise themselves with the Post Doctoral Policy and Appointment Procedures.
See also: Information for prospective post-doctoral fellows.
Frequently Asked Questions FAQ's
Frequently asked questions about postdoctoral fellows and answers to those questions are available here.
International Post Doctoral Fellows
If you are a faculty supervisor wishing to recruit an international PDF or if you are a prospective international postdoctoral scholar consider that getting the proper documentation can take time. International Post Doctoral Fellows who are not Canadian citizens or permanent residents of Canada, will need to apply for a work permit and/or visa, to enable them come to Canada for their fellowship. Obtaining these documents is the Post Doctoral Fellows responsibility, and the process can take up to several months or more depending on where they are from. Information can be found at Citizen and Immigration Canada for information on work permits and other requirements.
PDF listserv
A mailing list is available for postdoctoral fellows who would like to connect with their peers across campus. To join the listserv, please go to https://lists.uvic.ca/mailman/listinfo/postdocs.
How do I appoint a PDF?
How do I appoint a postdoctoral fellow? provides an outline of the steps in the appointment process, and is a quick reference that should be used in consultation with the full Post Doctoral Fellow Policy. the Appointment Procedure pages are here.
Step 1: Space and Facilities Form
Faculty members complete the PDF Confirmation of Space and Facilities Form, and obtain signatures (your own, your chair/director and your dean), prior to preparing a Letter of Offer for the PDF. Send to the PDF Coordinator in ORS.
Step 2: Letter of Offer
Prepare a Letter of Offer and send to the PDF for signature. These Letter of Offer templates must be used for all PDFs appointed from August 2010 onwards:
- Grant-funded Canadian PDF – for PDFs eligible to work in Canada, and paid by their supervisor’s grant(s)
- Grant-funded International PDF - for International PDFs paid by their supervisor’s grant(s)
- Externally funded Canadian PDF – for PDFs eligible to work in Canada who bring their own external funding (including those whose funding may be ‘topped up’ by their supervisor)
- Externally funded International PDF - for International PDFs who bring their own external funding (including those whose funding may be ‘topped up’ by their supervisor)
Faculty members must provide Letters of Offer to PDFs as part of the appointment process. The Letter of Offer contains the terms and conditions of a PDF's appointment and serves as the agreement between the faculty member and the PDF. Custumize the letter as necessary.
Step 3: Appointment Forms
Complete the appropriate appointment form; depending on how the PDF is funded, it may be necessary to complete both forms.
- For grant-funded PDF: Recommendation for appointment- all other employee groups
- For externally funded PDF: Recommendation for approval for other UVic (non-remunerated) (Adjunct, Limited Term, Visiting Scholar, Visiting Scientist)
Step 4: Submit documents to HRIS and to Office of Research Services (ORS)
Mail to HRIS:
- Copy of the signed Letter of Offer
- Original of the signed Appointment form(s)
Mail or email to the PDF Liaison in ORS:
- Copy of the signed Space and Facilities form
- Copy of the signed Letter of Offer
- Copy of the signed Appointment form(s)
Please contact the PDF Liaison at kmunit@uvic.ca if you have any questions.
Banting Competition 2013-2014: Check back August 2013
2012 Instructions for UVic Supervisors of Banting Applicants
The 2012 UVic Internal Application Form
External Postdoctoral Funding Competitions: Fall 2012
This document identifies a number of the major funding competitions for postdoctoral fellowships with deadlines during the fall of 2012. Please refer to individual funder websites for full details on applicant eligibility, the application process and application forms.
Advertising Available PDF Positions
Are you a faculty member seeking a postdoctoral fellow (either paid by you or who brings their own external funding)? The Office of Research Services maintains an electronic listserv for advertising PDF positions available at UVic. For posting to the notice board, please send submissions to the PDF Liaison (kmunit@uvic.ca), ideally including the following information:
- faculty member/supervisor’s name
- department/unit at which PDF will be held
- description of the PDF position
- salary/benefits offered
- details on how to apply (what to submit, and how)
- the application deadline
Faculty members also post on their own websites or on www.goresearch.ca
- The Post Doctoral Fellow Policy (HR6310) provides complete information on appointment conditions and procedures.
- The Employment under Externally Funded Grants and Contracts Policy (HR6305) is also relevant to grant-funded PDFs as it sets out some of their conditions of employment.
- For information on the review of the previous post-doctoral fellow policy that was completed in mid-2010, please see the policy review page.
If you are currently a postdoctoral fellow at UVic, please remember your supervisor is always your first contact for any questions.
Rowena Locklin
Postdoctoral Fellow Liaison
Office of Research Services
Administrative Services Building
Email: kmunit@uvic.ca