Post-doctoral fellows (PDFs)

UVic adopted an updated University Policy HR6310 Post-Doctoral Fellows Policy and Appointment Procedures in August 2010. The purpose of the policy is to:

• define the eligibility requirements for a 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.

University Policy HR6305 - Employment under Externally Funded Grants and Contracts is also relevant to grant-funded PDFs, as it sets out some of their conditions of employment.

Faculty members who supervise PDFs and individuals interested in becoming post-doctoral fellows are advised to familiarize themselves with the policy and appointment procedures. Please also refer to the information for prospective post-doctoral fellows.

Policy reviews

For information on the review of the previous PDF policy that was completed in mid-2010, please see the policy review page.

The following is a summary of the appointment process. Supervisor and departments must also review University Policy HR6310 Post-Doctoral Fellows Policy and Appointment Procedures.

Note: Although PDF supervisors are responsible for the appointment process, they may receive assistance from their unit’s Administrative Officer (AO) who should be kept updated on all PDF appointments.

Essentially, there are four steps in the appointment process:

Step 1: Space and Facilities Form

PDF Supervisor: Complete and obtain necessary approvals on the Confirmation of Space and Facilities Form (signatories include faculty member/PDF supervisor; chair or director; and dean of faculty).

Step 2: Letter of Offer

PDF Supervisor: Once Space and Facilities Form is signed, prepare the Letter of Offer using the appropriate template below based upon the employee funding (grant or external) and eligibility to work in Canada (Canadian or International).

• Customize the letter as necessary being as explicit as possible, clarifying the terms of the offer
• Sign the letter and send to the PDF for PDF’s signature
• Copy of the letter should be retained and sent to Payroll with the recommendation for appointment form

Letter of Offer Templates

• Grant-funded Canadian PDF – for PDFs eligible to work in Canada, and 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)
• Grant-funded International PDF - for International PDFs paid by their supervisor’s grant(s)
• Externally funded International PDF - for International PDFs who bring their own external funding (including those whose funding may be ‘topped up’ by their supervisor)

Step 3: Recommendation for appointment form

PDF Supervisor: Complete the appropriate Recommendation for Appointment form from the Accounting Services website. Depending on how the PDF is funded, it may be necessary to complete both forms.

Select from the links below to access the appropriate form:

• For grant-funded PDF: use the ‘All other employee groups’ recommendation for appointment form
• For externally funded PDF: use the ‘Adjunct, cross-listed, visiting scholar, visiting scientist other (non-remunerated appointment)’ recommendation for appointment form

If you need assistance with Appointment Forms, please contact the Payroll Office at (250) 721-7034 or payroll@uvic.ca.

Step 4: PDF Supervisor and hiring department/research centre responsibilities

Mail or submit to the Payroll Office using the payroll sign and submit forms page:

• A copy of the signed Letter of Offer
• The original signed Appointment Form(s)

For more information about remotely submitting Payroll documents, please see the Accounting Services website. 

Mail or email ORS:

• A copy of the signed Space and Facilities Form
• A copy of the signed Letter of Offer
• A copy of the signed Appointment Form(s)

For more information about remotely submitting these documents to ORS, please see "Electronic documents submission" below. 

Hiring department/research centre must retain the following records:

• Original of the signed Space and Facilities Form
• Original of the signed Letter of Offer
• Copy of the signed Appointment Form(s)

PDF Supervisor responsibilities:

• obtain documented proof of the PDF having completed their PhD, and that the PhD was completed within the four-year period immediately prior to the start of the appointment
• once the letter of offer is signed, ensure the PDF has:
  • a copy of the Letter of Offer
  • a copy of the HR6310 Post Doctoral Fellows Policy
  • obtained a Netlink ID so they can get a UVic ONECard (ID card) and access UVic Libraries
  • been provided an orientation within the first month of the PDF commencing their appointment with UVic. See HR6310 Post Doctoral Fellows Policy for details.

Electronic document submission

As part of the university’s response to the evolving COVID-19 situation, staff are working remotely and in order to ensure the safety of staff and faculty, we are accepting emailed/scanned documents with electronic signatures and/or signatures authorized by email.

Signatories may use any of the following options to approve Post-doctoral Fellow documents:

Affix your electronic signature using Adobe Acrobat (Fill and Sign, or other method)

Print the document’s signature page, sign at the designated signature space, and email a scanned copy of the signature page

Email their approval from their authorized UVic email address

Please email the saved/scanned documents with either a signatory’s electronic signature or email response to postdocinfo@uvic.ca. Original forms with signatures should be retained by the unit/supervisor.

Please refer to the UVic COVID-19 information for faculty and staff.

In order to address payment challenges created by the COVID-19 pandemic, the following processes have been developed to facilitate payment to individuals not physically present in Canada, who do not have a valid Social Insurance Number (SIN) or Canadian study / work permit or are providing services from outside Canada. Please ensure that when the payee arrives in Canada, they are transitioned quickly back to the usual process.

As we receive new information, our practice and processes may change and the information below will be updated to reflect any changes. We thank you for your ongoing patience and support.

Payments for services provided as a Post-Doctoral Fellow (PDF) who is retained by the faculty member and paid by their supervisor's grant(s) through a research account

Read the Frequently asked questions about appointing post-doctoral fellows and answers to those questions.

If you are a faculty supervisor wishing to recruit an international PDF or if you are a prospective international post-doctoral scholar, consider that getting the proper documentation can take time. International PDFs who are not Canadian citizens or permanent residents of Canada, will need to apply for a work permit and/or visa in order to come to Canada for their fellowship. Obtaining these documents is the PDF's responsibility and the process can take up to several months or more depending on where they are from.

• Immigration guidelines to help plan for a PDF at UVic are available on the university's Immigration website
• Information on work permits and other requirements can be found at Immigration, Refugees and Citizenship Canada (IRCC)
• PDFs should consult the Government of Canada’s immigration website for the latest information on new travel requirements.

• See the university's Immigration website for COVID-19 Frequently Asked Questions (FAQs) relevant to international PDFs.

If you are recruiting an international PDF, please read the new process for hiring international PDFs who are not physically present in Canada (in the Appointing a PDF section). 

There are several external Post-doctoral Fellowship opportunities available. All external funding applications must be approved internally before submission to the funding agency.

Are you a faculty member seeking a PDF (either paid by your grant or who brings their own external funding)? Please contact the Office of Research Services for ideas on sharing PDF opportunities. Please email the following information to postdocinfo@uvic.ca:  

• faculty member/supervisor’s name
• department/unit at which PDF will be held
• a brief description in an email, electronic document (e.g., Word or Adobe PDF) or on a website (e.g., department, lab or personal research website) outlining the following:
  • description of the PDF position
  • salary/benefits offered
  • details on how to apply (what to submit, and how)
  • the application deadline

Please note that UVic does not have a central posting web page for advertising PDF positions. 

If you are currently a post-doctoral fellow at UVic, your supervisor is always your first point of contact for any questions.

Office of Research Services
 postdocinfo@uvic.ca