Initiating the Hire
Click on each of the steps below for further details on how to hire a Postdoc Researcher.
Recruiting postdoctoral scholars is the responsibility of the individual faculty member or research group. Before recruiting a postdoctoral fellow, the faculty member who will be providing the training needs to ensure that:
- Sufficient financial support for the PDF is available for the duration of the position. For information on external fellowship opportunities click here.
- There is appropriate research/office space and resources available to complete the training
- The prospective PDF fits within the definition of a PDF as outlined in the University of Calgary postdoctoral policy. Individuals can only be appointed as postdoctoral scholars to the end of their 5th year post-PhD (10 years of post-completion of an MD, DDS, DVM or equivalent)
- The prospective PDF provides the following documentation:
- Official documents indicating that s/he has (or will have) completed all the requirements for a doctoral degree from a recognized university
- Letters of recommendation.
Advertising a Position
If you wish, you may post your postdoctoral position on the Postdoctoral Career Opportunities website by emailing the ad to the postdoctoral administrator at email@example.com. Each posting will remain on the Postdoctoral Career Opportunities website for six months or until notice is received that the position has been filled.
Many societies provide placement services on their web sites or at their annual meetings. These meetings can be effective recruiting tools, particularly when prospective candidates and supervisors can meet.
Negotiating a Verbal Offer
Once you've selected a candidate for a Postdoc position you will first negotiate a verbal offer in preparation for producing a formal offer letter. Prior to negotiating a verbal offer consult the Verbal Offer Checklist. This checklist was designed to help guide your verbal negotiation and to ensure the offer your are making meets both university and funding agency rules and guidelines.
Now that you have negotiated a verbal offer with a prospective Postdoctoral candidate, please follow the steps below to finalize the offer:
STEP 1 – "Personal Information Request form" to be submitted by the postdoctoral scholar:
Please send to your prospective postdoctoral scholar an email that:
- outlines details of the offer, including a short blurb on the research he or she will be doing and indicating a start and end date of the initial appointment; and
- Includes a link to the Personal Information Request form for the postdoctoral scholar to complete and submit to firstname.lastname@example.org with a CV and PhD document attached (preferably as one combined PDF file) in order to prepare a formal offer letter.
STEP 2 - “Request for Postdoc Offer Letter form” to be submitted by the supervisor:
Please complete the Request for Postdoc Offer Letter form and submit to the Postdoc Office at email@example.com Please refer to the following links for more clarification on completing the Offer Letter Form:
- Appointment Type
- Postdoc Plan C Benefits
- Please note - If the complete source of funding for the appointment is not available an approved Authorized Over-Expenditure Form must accompany the offer letter request.
STEP 3 - Review of the offer letter and signature by the supervisor:
Once the Postdoc Office has received the "Request for Postdoc Offer Letter form" from you and the "Personal Information Request form" from the candidate, the eligibility and a minimum salary requirement will be verified and a request for the funding verification will be sent to RTA. If approved, the Postdoc Office will then prepare a DRAFT offer letter and send it to Human Resources (HR) for final review. HR will send the letter to the supervisor who will review the offer letter. If no additional edits are required, the supervisor will sign and submit the signed copy of the FINAL offer letter to firstname.lastname@example.org.
STEP 4 – Signature by the Postdoc candidate:
HR will send the signed offer letter to the prospective postdoctoral scholar. The supervisor will be copied on all correspondence with the prospective candidate. The postdoctoral scholar must sign, scan and submit the final signed letter to email@example.com.
Once the offer has been accepted the Postdoc Administrator will process the hire paperwork via the Template-Based Hire form in Human Resources PeopleSoft. The online TBH form will automatically flow to all applicable approvers. Once all approvals are received, the hire is processed by Human Resources and an automatic hire notification is sent to the Postdoc's reporting manager.
For international hires, TBH forms will be submitted prior to receipt of work permit and Social Insurance Number (SIN). Those hires will be pre-approved and sitting in a ready to process status. Once the immigration documentation is received the job will be processed immediately.
Once the Postdoc job has been hired in the system, the Postdoc Administrator will initiate onboarding activities, including notifying the Postdoc, the PI, and the faculty or department onboarding coordinator that the hire has been processed and directing them to initiate their onboarding checklists. These checklists can be used to ensure that your new Postdoc is given an IT account, a university email address, and is set up in other systems required to support their research work, including IRISS registration, and enrolment in any required training.
Postdoc Onboarding Checklist – This checklist directs the new Postdoc on applying for IT account access, enrolling in IRISS for ethics approval, and completing enrolment forms for Plan C benefits.
Faculty/Department Onboarding Coordinator Checklist – Postdoc Scholar – This checklist directs the departmental onboarding coordinator in all those activities that have to happen at the departmental level including, setting up work space, getting a university ID Card, and ensuring Postdoc is given access to labs and other research space.
Supervisor (PI) Checklist for a Postdoctoral Scholar – This Checklist direct the Principal Investigator on those activities that they are responsible for including, organizing the new Postdocs first day, making introductions, and arranging access required to begin research activities on day one.
CLICK HERE to view Hiring at a Glance Process for Postdoc Hires.