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Home » Postdoctoral Fellows » Hiring and Internal Procedures

Hiring and Internal Procedures

Recruitment

Hiring procedures

  • Appointee and position must meet the requirements of the Senate Policy on Postdoctoral Researchers and the YUFA collective agreement.
  • If you wish to hire a PDV, please contact the Dean’s Office in your Faculty to let them know. Your Faculty Dean will need to approve and sign off on any postdoctoral hire. Faculty Dean’s Office contacts are:
  • It is expected that any required workspace and resources will be accommodated through the supervisor’s assigned space, research funding and/or other existing resources, unless additional space and/or resources have been approved in writing by the Dean or delegate prior to the appointment of the PDV.
  • Please work with the Dean’s Office in your Faculty to complete a Letter of Offer for your PDV, to be signed by both PDV and Faculty Dean. For your reference, see PDV letter of offer template.
  • The PDV will need to return the signed letter and provide information for Payroll (e.g., direct deposit information, SIN)
  • You will need to sign the ETF provided by Faculty Administrator to authorize payments from your cost centre.
  • Onboard your postdoc. A checklist for incoming postdocs is available to assist.

Recruitment

  • The process for applying to externally funded fellowships is typically driven by the postdoctoral candidate themselves with the prospective postdoc contacting the faculty member directly. However, faculty members interested in supervising a postdoctoral fellow may also consider approaching prospective postdoctoral candidates.
  • Each funding opportunity has specific requirements for the supervisor and the institution. General information available in the Guide for Supervisors Supporting Applications for Externally-funded Postdoctoral Fellowships.

Internal procedures

  • Appointee and position must meet the requirements of the Senate Policy on Postdoctoral Researchers.
  • Contact your Dean’s Office/post-award administrator for support. You will need to follow the procedures from Research Accounting to set up the cost centre with the funding at York. A PDF letter that outlines the terms of the fellowship and includes an Intellectual Property (IP) agreement is required. The postdoc will need to sign the letter and provide information for Payroll (e.g., direct deposit information, SIN). Faculty Dean’s Office contacts are:
  • Sign the ETF to authorize payments from the cost centre.
  • Onboard your postdoc. A checklist for incoming postdocs is available to assist.

Recruitment

  • The process for applying to externally funded fellowships is typically driven by the postdoctoral candidate themselves with the prospective postdoc contacting the faculty member directly. However, faculty members interested in supervising a postdoctoral fellow may also consider approaching prospective postdoctoral candidates.
  • Each funding opportunity has specific requirements for the supervisor and the institution. General information available in the Guide for Supervisors Supporting Applications for Externally-funded Postdoctoral Fellowships.

Internal procedures

  • Appointee and position must meet the requirements of the Senate Policy on Postdoctoral Researchers.
  • Contact the Postdoctoral Services & Professional Skills Coordinator, for more information on internal procedures for different types of fellowships, including for assistance with institutional signatures (e.g., Request for Instalment or Reinstatement of Award Paid Directly to Award Holder form).
  • An Intellectual Property (IP) agreement is mandatory and it is recommended you prepare and each sign a PDF letter outlining the term of the postdoctoral fellowship.
  • Onboard your postdoc. A checklist for incoming postdocs is available to assist.

International postdocs in all categories must comply with the immigration laws of Canada (as contained in the Immigration and Refugee Protection Act and Regulations), and contingent upon any approvals, authorizations, visas or permits required by Immigration, Refugees and Citizenship Canada (IRCC), and if applicable by Employment and Social Development Canada (ESDC).

Immigration processes add to the timeline and it is advisable to begin the process well in advance of the proposed start date of the postdoctoral position. The Immigration & Relocation Officer requires at least four months to facilitate immigration and relocation processes if new postdocs are to have a reasonable chance of arriving in time to start their new positions.

  • Appointee and position must meet the requirements of the Senate Policy on Postdoctoral Researchers and the YUFA collective agreement (if applicable).
  • International postdocs will require a work permit.
  • For postdocs requiring an employer-specific work permit, your Dean’s Office will prepare a letter for immigration purposes and submit an Offer of Employment to A Foreign National Exempt from a Labour Market Impact Assessment form in IRCC’s Employer Portal. As the supervisor, you will be responsible for the $230 compliance fee. Faculty Dean’s Office contacts are:
  • After the Offer of Employment to A Foreign National Exempt from a Labour Market Impact Assessment form has been submitted to and the compliance fee has been paid, the offer of employment ID number, a copy of the form, and a copy of the fee receipt should be provided to the postdoc. The postdoc will need to include the ID number on the work permit application form.
  • For further information on immigration requirements please visit the Immigration & Relocation website.