Per the Postdoctoral Fellows Policy (AP10), postdoctoral fellows (PDFs) are individuals who have completed a doctoral degree and who are seeking the opportunity to train further in a particular area of research. They can be either employees or award recipients, depending on the job description, level of direction and nature of the research grant. For information specifically related to the different categories, such as benefits and leaves, please see Postdoctoral Fellows as Employees or Postdoctoral Fellows as Award Recipients on the Faculty Relations website.
Eligibility Criteria
A PDF must commence the appointment within five years of being awarded a Ph.D. degree or within ten years of being awarded a M.D. or D.D.S. degree; however, this time period may be extended by circumstances requiring an interruption in a research career (e.g. maternity/parental/adoptive leave).
New Appointment Checklist
Documents to be submitted via Workday:
- Signed Offer Letter (see Faculty Relation’s offer letter template for PDF appointments)
- Current curriculum vitae
- Proof of legal entitlement to perform work for UBC
- For citizens or permanent residents of Canada, providing the Social Insurance Number (SIN) in Workday is sufficient
- For foreign nationals:
- Copy of a valid work permit
- Copy of Social Insurance Number application receipt (not required for appointments not paid by UBC)
- For appointments of Canadians or Permanent Residents where the funding is being paid directly to the postdocs and a SIN is not provided, a copy of one of the following:
- a Canadian passport
- birth certificate
- CRA tax receipt showing SIN
- PR or citizenship card
- Proof of a Ph.D. (awarded within last five years), M.D. or D.D.S. degree (awarded within last ten years)
- For candidates who have been awarded a Ph.D., M.D. or D.D.S. degree, provide a copy of the degree
- For candidates who completed Ph.D. or M.D. or D.D.S. degree requirements but have not been conferred at graduation, provide a copy of the following:
- Program completion letter from their academic institution
- Confirmation of the expected graduation or conferral date from the candidate (Reminder: Please follow up with the PDF to obtain a copy of their degree once hired)
- Award confirmation letter (if applicable)
Reappointment Checklist
Documents to be submitted via Workday:
- Signed Reappointment Letter (see Faculty Relation’s offer letter template for PDF appointments)
- Award confirmation letter (if applicable)
- For foreign nationals, proof of legal entitlement to continue working for UBC
Note: Typically, a person may hold PDF appointments at UBC for up to five years. Reappointment of a PDF for more than five years is subject to approval from the Provost. Prior to extending a PDF beyond the five-year period, please submit a request for extension to the Dean, Faculty of Medicine following the Request for Extension Checklist below.
Request for Extension Checklist
Email Assistant Managers, Faculty HR by portfolio:
- A letter from the Department Head/School Director to the Dean to request extension beyond the five-year maximum period (use Template – Request for Extension)
- Current curriculum vitae
- Award confirmation letter (if applicable)