Information about and for Postdoctoral Fellows
Postdoctoral Fellows are individuals who have completed a doctoral degree and who are seeking the opportunity to train further in a particular area of research. Postdoctoral Fellows at UBC can be either employees or trainees, depending on the job description, level of direction and nature of the research grant.
**A Postdoctoral Fellow is an employee where the individual plays a key role on a research team under the direction of and funded by the supervising faculty member.
**A Postdoctoral Fellow is a trainee where the individual is awarded a competitive fellowship from an external granting agency, which may or may not be paid through UBC, or receives financial support from a sponsoring agency. Trainees do not have an employment relationship with UBC. They independently work under the mentorship of a supervising faculty member at UBC.
For information specifically related to the different categories, such as benefits and leaves, please visit Postdoctoral Fellows as Employees or Postdoctoral Fellows as Trainees.
The information below is important for all Postdoctoral Fellows.
1. Appointment Type
2. Recruitment Information for Supervisors
3. Applying for Positions
4. Offer Process
5. Immigration Process
6. Things to Know Before You Arrive
7. Appointment Process
8. Orientation
9. Research
10. Teaching
11. Renewal
12. Conflict Resolution
13. Resignation
14. Career Opportunities
1. Appointment Type
Postdoctoral Fellows are considered faculty at UBC who are in training and work under the general supervision of a faculty member. Appointments as a Postdoctoral Fellow, according to UBC Policy #61, are intended to be temporary positions that begin within three years of being awarded the Ph.D. degree or 10 years of being awarded the MD or DDS degree. Exceptions will be considered where the research career has been interrupted by circumstances such as parental responsibilities or illness. The objective of such an appointment is to strengthen one's publication record and CV in order to build a reputation and enhance one's chances of securing a more permanent faculty position in both teaching and research. The ranks are as follows:
- A Postdoctoral Fellow is a member of a research group or as an individual researcher and they work under the general supervision of a faculty member and may assist with the supervision of graduate students.
- A Postdoctoral Teaching Fellow is an additional appointment for those Postdoctoral Research Fellows who are given formal teaching assignments. Postdoctoral Fellows can be involved in both undergraduate and graduate lecturing, laboratory instruction, tutorials, and supervision of undergraduate projects.
- NEW: President Toope has set up a special fund for the enhancement of teaching and learning at UBC. "This fund is created from proceeds of the University Town development, now in the Trek Endowment. In each of the next three years one million dollars will be devoted to a pilot project involving the recruitment of postdoctoral Teaching Fellows who will be matched with top university researchers in undergraduate classrooms. This will encourage world class researchers to connect more closely with undergraduate teaching in the context of collaboratively planned classes. The post-doctoral Teaching Fellows will benefit from mentorship in teaching in the areas of their academic strength. As a result of this initiative, between 40 and 50 new courses or new sections will be created to enhance undergraduate students’ learning experience. Faculties with large undergraduate enrollments will be invited to submit proposals for their involvement with this initiative in January 2007" (excerpt from his installation address on September 29, 2006).
Please note that individuals who do not qualify for appointment as Postdoctoral Fellows may be considered for appointment as Research Associates.
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2. Recruitment Information for Supervisors
Advertising is not required for Postdoctoral Fellows. If an advertisement is placed, please ensure that the UBC faculty advertising guidelines are followed. Please note there are no immigration restrictions regarding citizenship.
When recruiting Postdoctoral Fellows, faculty members should adhere to relevant legislation, such as the Human Rights Code of British Columbia. Information on human rights legislation is available from Faculty Relations. Faculty members will consider UBC’s employment equity goals when recruiting Postdoctoral Fellows.
Most often, a faculty member who has funding to support a Postdoctoral Fellow will conduct the selection process personally, or with other faculty members if there is joint funding for the position. Killam Fellowships and fellowships funded by external agencies are awarded by an adjudication process established by the external agency. In all cases, faculty members are encouraged to obtain letters of reference as well as following up with references either in person or by phone prior to offering an appointment.
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3. Applying for Positions
Interested individuals can check the faculties/departments of interest to them to see if there are any Postdoctoral Fellow positions available. Please visit the Faculty Career Opportunities website and apply as indicated.
Interested individuals may also directly contact a faculty member with related research interests (even if there are no current postings in that area). Each department has a list of faculty members and their research topics. Postdoctoral applications can be made directly to a specific faculty member(s).
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4. Offer Process
Every postdoctoral fellow must receive an appointment letter, which must be signed by the supervising faculty member and the postdoctoral fellow accepting the terms of the appointment. Appointment letters are important in verifying the verbal contract between the postdoctoral fellow and the supervisor, as well as detailing expectations and commitments of both parties.
A Postdoctoral Fellow will be associated with one or more faculty colleagues for the purpose of research collaboration. The supervising faculty member provides whatever resources are needed to support the collaborative research activities.
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5. Immigration Process
Foreign postdoctoral fellows are required to obtain a temporary work permit in order to be employed and perform work for UBC. Please review the Immigration Process for Foreign Postdoctoral Fellows which outlines the steps involved and provides details on obtaining a temporary work permit and Social Insurance Number (SIN), and also provides information on what is expected after the foreign postdoctoral fellow arrives at UBC.
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6. Appointment Process
All Postdoctoral Fellows must hold a formal appointment at UBC. Postdoctoral Fellow appointments are made one year at a time, and are renewable. Please review the documentation checklist to ensure all requirements are met. Please note that an appointment should be made regardless of funding source. Where an additional appointment is being made for a Postdoctoral Teaching Fellow, please note the additional requirements.
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7. Orientation
The supervising faculty member, Department Head and Dean are responsible for orienting Postdoctoral Fellows to the Department and Faculty. Departmental or faculty administrators prepare written materials about services, procedures and standards in the department and faculty, and useful contacts at UBC. The supervising faculty member is responsible for orientation to the worksite, and for providing information about performance expectations, standards for hours of work, safety procedures and ethical/scholarly integrity issues.
Postdoctoral Fellows are generally regarded as advanced research trainees and are treated accordingly in such matters as departmental communications, social interaction and consultation about matters affecting them.
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8. Research
Publication of research and development of a patentable or licensable product are the typical standards of achievement. It is expected that Postdoctoral Fellows will be appropriately recognized for their contributions in publications and patents. It is the responsibility of the supervisor to develop a clear understanding of rights and obligations under the policies on Research, Patents and Conflict of Interest with the Postdoctoral Fellow at the beginning of the Postdoctoral Fellow's appointment. Postdoctoral Fellows themselves should become familiar with their obligations under UBC's Scholarly Activity Policies.
Additional research support and information about available research funding is available through the Office of Research Services.
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9. Teaching
It is recognized that some Postdoctoral Fellows wish to obtain teaching experience. It is also recognized that Postdoctoral Fellows are an intellectual resource in the University and that both undergraduate and graduate programs benefit from their participation. Postdoctoral Fellows may be involved in undergraduate and graduate lecturing, laboratory instruction, tutorials, supervision of undergraduate projects, and assistance with the supervision of graduate students.
Postdoctoral Fellows should discuss their desire to participate in the teaching activities of the department with their supervising faculty member and with the Head of the Department. In cases of formal assignment of teaching duties, the Department Head will give the Postdoctoral Fellow an additional appointment as a Postdoctoral Teaching Fellow. Heads should check in advance of making the appointment about any granting agency restrictions to the amount of teaching that can be assigned to the Postdoctoral Fellow.
Postdoctoral Teaching Fellows will receive employment earnings for their teaching duties as well as statutory benefits such as Canada Pension Plan, Employment Insurance and Worker's Compensation Board coverage. Income tax will be deducted from the Postdoctoral Teaching Fellow's paycheque and the Postdoctoral Teaching Fellow will receive a T4 at year end.
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10. Renewal
Postdoctoral Fellows can be renewed one year at a time, normally up to 3 years maximum at UBC.
Supervising faculty members should give reasonable (usually 3 months) notice to a Postdoctoral Fellow on their intention to renew or not to renew an appointment. Renewals must be confirmed in writing. Please review the documentation checklist to ensure all requirements are met.
Requests for extensions beyond the three-year limit can be made prior to the end of the 3rd year of appointment. Letters of justification from the supervising faculty member must be forwarded to Faculty Relations prior to confirming the extension with the Postdoctoral Fellow. Such extensions are only available in one-year increments.
If a Postdoctoral Fellow is a citizen or permanent resident of Canada or eligible under NAFTA and requires a bridging position, it may be possible to extend the appointment under the rank of Research Associate II for a maximum of 2 years, one year at a time.
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11. Conflict Resolution
The best way to handle a problem between a postdoctoral fellow and his/her supervisor is to identify it while it’s small and manageable, and collaborate on finding a solution. Unresolved problems may be brought in confidence to the attention of the Department Head. If an issue cannot be resolved by the Department Head, it may be brought in confidence to the attention of the Dean. The Dean of the Faculty of Graduate Studies may act as an Ombudsperson in any dispute of a serious nature where a neutral third party may be required. Faculty Relations can also be contacted at any time for assistance.
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12. Resignation
Postdoctoral Fellows who wish to leave their position prior to the appointment end date should provide at least one months’ notice to their supervising faculty member in writing. The notice period may be waived by the supervising faculty member. The Departure Checklist should be reviewed to ensure a smooth transition for both the Postdoctoral Fellow and the supervising faculty member. The supervising faculty member must work with his/her departmental administrator to inform Faculty Relations using a Transfer & Severance Form accompanied by a copy of the resignation letter.
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13. Career Opportunities
There are a number of career opportunities at UBC whether you wish to purse an academic position or move in a different direction. However, there are a number of career sites available to assist you in finding different opportunities such as University Affairs, Academic Works, and Academic Careers Online.
You might also wish to visit UBC's Life and Career Centre at UBC Robson Square.
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