A Registry of Postdoctoral Fellows will be maintained by the Division of Research and Innovation. Faculty supervisors must file a copy of the following documents with the Division.

Definition

• A postdoctoral fellow is an individual who has completed a doctoral degree, normally within the previous three to five years, who is supported by an externally awarded fellowship or by a research grant or contract held by an Acadia University faculty member. Postdoctoral fellows work under the supervision of and are mentored by a faculty member but are expected to become increasingly independent researchers over time.
• Postdoctoral fellows are research colleagues and as such should be provided every opportunity to participate in the academic life of the Department, the Faculty and the University. Library and e-mail access will be provided by the university.
• Postdoctoral fellows are eligible to apply for advertised faculty positions as they choose.

Checklist for Hiring and Managing Postdoctoral Fellows

Supervisor Responsibilities

Preparation for the Hire

☐ Supervisor of Postdoctoral Fellow must be research active in the discipline of proposed study.

☐ Supervisor to consult with the Vice-Provost Research and Innovation on PDF hiring plans, prior to submitting the Pre-Approval form.

☐ Develop a job description, using the Postdoctoral Fellow Job Description template.

☐ Request approval to hire by filling out the Hiring Authorization Form and circulate as indicated for necessary approvals.

 

Recruitment and Selection

☐ Once the Hiring Authorization Form has been approved, the faculty member may recruit/advertise (if required) for the Postdoctoral Fellow position.

☐ Complete 2 reference checks and/or receive 2 letters of recommendation for the selected candidate when hiring a new Postdoctoral Fellow (proposed supervisor cannot serve as a reference).

☐ Once candidate is selected, send the following documentation to Elektra Papadogiorgaki, HR Staffing Administrator and the Vice-Provost Research and Innovation.

☐ A current CV

☐ Two letters of recommendation and/or completed reference checks

☐ Proof of completion or confirmation of status of PhD program (copy of PhD certificate or memo from University where PhD study undertaken required)

☐ A copy of Work Permit (if applicable)

☐ A clear copy of this individual’s current passport photo page (if applicable)

 

Appointment Process

• Once HR receives the approved Hiring Authorization Form and you have a candidate selected for the position, an offer letter of employment will be created by Human Resources.
• Human Resources will send an employment package to the candidate which will include the offer (contract to sign), job description, employee confidentiality agreement, Intellectual Property Guidelines, new hire forms and benefit enrolment forms.
• The Postdoctoral Fellow is not to start work/research until all documentation is in place and the signed offer is received.
• If hiring a foreign national, HR will aid in acquiring an employment number from Immigration, Refugees and Citizenship Canada (IRCC).  The post-doctoral fellow will then use this number to apply for their work permit.  The supervisor must provide a research account GL to cover the Employer Compliance Fee for a work permit (currently $230). 

 

New Staff Orientation

• Once the Postdoctoral Fellow has accepted the offer, HR will arrange for a New Staff Orientation session.
• During this session, the Postdoctoral Fellow will meet with HR staff to review their employment, benefits (if applicable), and payroll. They will also meet with the Vice-Provost Research and Innovation.
• The Postdoctoral Fellow will receive instructions to receive their campus photo ID, office keys, building access, parking pass (fee required), and network account.
• There are several items (listed below) the supervisor must complete and submit in advance of the PDF’s start date.  

 

Supervisor Responsibilities: To complete before PDF’s first day (as required).

☐ Network Account Request

☐ Office Key Authorization form to accesscontrol@acadiau.ca authorizing keys and building access

☐ Prepare the PDF’s office space (clean; set-up); the supervisor may need to provide a computer/laptop

 

Unit On-boarding

As a supervisor it is your responsibility to ensure your Postdoctoral Fellow feels welcomed to Acadia and to the Unit. Effective onboarding allows your PDF to be more successful, productive, and confident in their new role at Acadia. Supervisors should arrange for a departmental orientation with the PDF in the first few days of their employment.

 

Supervisor Responsibilities:

☐ Introduce PDF to their co-workers and others in the workplace.

☐ Give a Unit tour, where you introduce office/lab space, lunchroom, supply room, etc.

☐ Introduction to where printers, photocopier, etc. are located and on use of equipment.

☐ Clarify the first week’s schedule and confirm any required and recommended training.

☐ Review job description and duties, meeting/communication regularity and expectations.

☐ Review hours of work.

 

Progress / Performance Reviews

☐ Arrange for training as needed: this may be one-on-one or group training.

☐ At one month of employment, schedule a meeting to assess how the Postdoctoral Fellow is doing and receive feedback on needs, concerns, etc.

☐ The Vice-Provost Research and Innovation will provide an informal check-in within the first 3-4 months of employment and follow-up with the supervisor.

☐ The Post-doc and Supervisor will fill out a PDF Progress Review Form at about 6 months of employment to review progress and identify any issues.

☐ A meeting and/or further reviews will be conducted if issues are identified at 6 months.

☐ Continue to monitor work performance as time progresses throughout the term of the contract.

☐ A PDF departure prior to end of their contract will trigger an exit interview with the Vice-Provost Research and Innovation and/or personnel in Human Resources. 

 

Additional Appointment Information

A. Term
A postdoctoral fellow is normally appointed for a twelve month period. The supervisor may renew the agreement annually to a maximum of three years. Supervisors are expected to give postdoctoral fellows two months notice of the intention to renew or not renew.

B. Compensation
The compensation level for postdoctoral fellows is not specified by the university. Compensation for externally funded postdoctoral fellows is determined by the funding agency. When a supervisor's research grant or contract funds are the source of support, compensation ranges specified by relevant Tri-Council programs should serve as a compensation guideline.
Payment to postdoctoral fellows is considered employment income and as such is subject to standard payroll deductions.

For questions regarding compensation, please contact Payroll (elisha.harper@acadiau.ca).

C. Benefits
For qualifying postdoctoral fellow contracts (*More than 8 months full-time ):

The employee will qualify for LIFE, AD&D (100% Employee paid) and health (50/50 cost shared Employer & Employee) insurances.  They will also have access to EAP and telemedicine (100% Employer Paid).

Postdoctoral fellows must also have valid provincial health in place (ie : Nova Scotia MSI for those in Nova Scotia) to be eligible for health coverage with Medavie Blue Cross.  If working with a valid work permit and contract of 12 month or longer the Employee qualifies for NS MSI (there is no charge for Nova Scotia MSI).  If the Employee is a foreign worker  and cannot obtain provincial health coverage, they will be placed on inpatriate medical coverage from Beneva /SSQ and the department will be charged this expense, based on single for family coverage.

For questions regarding employee benefits, please contact Human Resources (kathy.klein@acadiau.ca).

D. Termination for Just Cause
A postdoctoral fellow's appointment may be terminated without notice for just cause.

 

Dispute Resolution Procedures

Problems, with the exception of termination for just cause, which cannot be resolved by the supervisor and/or the postdoctoral fellow may be brought by either party to the Department Head. If the dispute cannot be resolved by the Head it may be referred by either party to the Dean of the Faculty. If a dispute is of a serious nature, the Vice-Provost Research and Innovation may be invited to act as ombudsperson. If the dispute remains unresolved, it shall be referred to the Vice President Academic whose decision shall be final and binding.

Authorship and Intellectual Property Rights

Postdoctoral fellows are to receive credit for publication of their research and for the transfer and commercialization of discoveries. Unless agreed to in writing, postdoctoral fellows retain ownership of intellectual property rights, solely in the case of their own work, and jointly when it has been created through joint effort.

The supervisor is responsible to deliver a clear explanation of rights and obligations regarding authorship and intellectual property and any policies for assignment of intellectual property, and to include same in the letter of appointment. The postdoctoral fellow must be informed of restrictions imposed on intellectual property rights by project funding sources.

Research Grants and Contracts

Postdoctoral fellows may apply for external funding to agencies which accept applications from postdoctoral fellows. Research and contract accounts established for funds received must include the faculty supervisor as co-signature.

Ethics

Postdoctoral fellows are responsible to ensure that human and/or animal research is conducted under approved protocols.