Steps to Becoming a Postdoctoral Fellow at the University of Ottawa

Find a research supervisor

 * Make sure you meet the requirements of the University of Ottawa for postdoctoral fellows.

To initiate the process for a postdoctoral appointment at the University of Ottawa, identify and contact a professor in your area of interest to inquire about postdoctoral opportunities and the possibility of supervising your research.

To identify potential research supervisors whose research activities may be of interest to you:

  • Visit the websites of individual faculties and academic units, where you can usually find a list of faculty members and their research areas.
  • Consult the list of graduate programs offered at the University and select a program of interest, where you’ll find a list of professors associated with the program under the Professors tab.

In most cases, postdoctoral fellowships are funded directly by the research supervisor from the supervisor’s research funds. You may also consult the list of postdoctoral fellowships from external agencies. There is a minimum level of funding required for postdoctoral appointments at the University of Ottawa (see Policy on postdoctoral appointments).

Once you and a research supervisor have reached an agreement, your supervisor will send you a formal letter of offer outlining the nature of the planned research, confirming the financial support (stipend, fellowship) and providing other relevant details. 

Pre-approval (for international applicants only)

 * Make sure you meet the requirements of the University of Ottawa for postdoctoral fellows.

Citizenship and Immigration Canada enforces a new process that requires a pre-approval of your postdoctoral status at the University of Ottawa.

Pre-approval

You must submit the following documents to postdoc@uOttawa.ca

  1. The invitation letter from your supervisor (stating the start and end dates of the fellowship)
  2. A proof of remuneration (only required if not indicated in the invitation letter)
  3. A proof of PhD or expected date of completion
  4. Name and email address of the postdoctoral fellow
  5. Name and email address of the supervisor
  6. Your resume

If you require your pre-approval by a certain date (for visa purpose for instance), please send us your request at least one month in advance.Once the pre-approval decision is rendered, the Office of the Vice-Provost, Graduate and Postdoctoral Studies will advise the requestor. The Office will also advise Human Resources who will advise you of the next steps.

Please note that you must have completed all the requirements of the PhD to start a postdoctoral fellowship at the University of Ottawa.

If you have questions concerning this CIC web site, contact inforh@uottawa.ca.

Register

 * Make sure you meet the requirements of the University of Ottawa for postdoctoral fellows.

For postdoctoral fellows who do not have Canadian citizenship or landed immigrant status

  1. Prior to your departure, submit the letter of acceptance from your research supervisor or the agency funding your postdoctoral fellowship to Canadian authorities, who will then issue a work permit reflecting your status as a postdoctoral fellow. This document must cover the duration of your fellowship. You can complete this step at the Canadian embassy or Canadian consulate closest to your residence. Your work permit must indicate the University of Ottawa as the institution, along with any affiliated institutions where you will be completing your fellowship.
  2. Upon arrival in Canada, apply for a social insurance number (SIN) at Human Resources and Skills Development Canada, located at 300 Laurier Avenue West, 2nd Floor, Ottawa, Ontario (+1 613 990 5100). Be sure you receive a letter confirming you have applied for a SIN as you will be required to provide this confirmation to the University of Ottawa’s Human Resources if you are to receive funding from the University.

 

For all postdoctoral fellows

  1. If you are not being funded by a fellowship directly from an external agency, obtain a filled Request for scholarship or bursary form (B form) from the academic unit of your research supervisor. Please see the administrative assistant in your department to fill out this form. 
  2. Complete a Postdoctoral Registration form and have your research supervisor and the director of the department, or equivalent, sign the form. 
  3. Send the documents below by email to the Office of the Vice-Provost, Graduate and Postdoctoral Studies at postdoc@uOttawa.ca.

The Office of the Vice-Provost, Graduate and Postdoctoral Studies, will notify you promptly by email (usually within five business days) of the decision for your registration.

Bring the postdoctoral registration form duly signed and approved by Office of the Vice-Provost, Graduate and Postdoctoral Studies, and a copy of your B form (or letter from your sponsoring agency) to the University of Ottawa’s Human Resources in room 019 of Tabaret Hall to obtain:

    • An identification card
    • An information kit on benefits and insurance programs available for you to purchase from an insurance carrier, at your expense (Note: some insurance programs required you to register within 30 days of signing your B form).

For postdoctoral fellows who do not have Canadian citizenship or landed immigrant status

You must also register for the University Health Insurance Plan (UHIP) and cover all related expenses unless you provide proof of health insurance coverage that has been recognized as comparable through the Ministry of Colleges and Universities UHIP program (www.uhip.ca).

Renew your postdoctoral fellowship

 * Make sure you meet the requirements of the University of Ottawa for postdoctoral fellows.

If you are eligible to renew your postdoctoral registration and wish to do so, please send a duly completed Postdoctoral Registration form, your resume and a copy of your contract (B form) or the letter from your sponsoring agency to the Postdoctoral Office at the Office of the Vice-Provost, Graduate and Postdoctoral Studies (postdoc@uOttawa.ca). Once the Office approves your renewal, you will need to go to Human Resources to ensure your renewal is reflected on your file and a new identification card is issued.

End of final appointment

You can obtain a Postdoctoral Fellowship Testimonial, signed by Office of the Vice-Provost, Graduate and Postdoctoral Studies, that confirms you have successfully completed your postdoctoral appointment at the University of Ottawa. To obtain this testimonial, submit a completed Recommendation for a Postdoctoral Fellowship Testimonial form signed by your research supervisor to the Office of the Vice-Provost, Graduate and Postdoctoral Studies. Upon receipt of a recommendation from your supervisor, the Office of the Vice-Provost, Graduate and Postdoctoral Studies will issue you a Postdoctoral Fellowship Testimonial.

Contact us

Do you have questions about postdoctoral fellowships? Do not hesitate to contact an officer at postdoc@uOttawa.ca

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