Why UM?

UM is home to a community of more than 29,000 students, 5,000 academic staff and 4,000 support staff. Recognized as Western Canada’s first university and located in the city of Winnipeg, UM is committed to advancing Indigenous research and achievement, recognizing the significant contributions of Indigenous peoples in Canada. A member of the U15 - Canada's top 15 research universities - UM is Manitoba’s only medical-doctoral post-secondary institution. Providing high-quality liberal arts, science and professional programs of study, UM inspires our undergraduate and graduate students, as well as postdoctoral fellows, to positively impact their communities as globally-engaged citizens.

Our research expertise

UM garners more than $160 million in sponsored research income annually. We have more than 84 endowed and sponsored research chairs and 49 research centres, institutes, groups and shared facilities. Our Strategic Research Plan outlines our research priorities and signature research areas.

Learn more about research at UM

Guidelines for awarding fellowships

There are two types of Postdoctoral appointments at UM:

  1. Fellows whose salary is paid through UM receive a Postdoctoral appointment
  2. Fellows whose salary is paid directly to them by the organization receive an Associate Postdoctoral appointment.

Postdoctoral and Associate Postdoctoral fellows are not permitted to work outside the province of Manitoba.

Postdoctoral appointments are considered employees at UM and are eligible for benefits if their appointment is a minimum of 12 months.

Associate Postdoctoral appointments receive an employee number, have access to a UM email account, computers and libraries, but are not considered employees and do not qualify for benefits.

Tri-Agency Postdoctoral Fellowship (important changes effective August 2022)

Tri-Agency Postdoctoral Fellowship Process (CIHR, NSERC, SSHRC)

Each fall, the Tri-Agencies open new competitions for Postdoctoral Fellowships. Researchers who agree to supervise a successful Tri-Agency Postdoctoral Fellow will need to pay for their benefits (approximately 25%) from operating funds, internal grants, or non-Tri-Agency grants.

Researchers should also have a conversation with their prospective Postdoc Fellows to inform them that they will have an employment status at the UM and their pay will be subject to the mandatory deductions such as EI, CPP, and Income Tax.

PRE-AWARD PROCESS (prior to application)

Tri-Agency Postdoctoral Fellowship applications (CIHR, NSERC, SSHRC) should be submitted for review by Research Services per standard grant process: all finalized documentation and a fully signed Funding Application Approval Form (FAAF) should be submitted to ResearchGrants@umanitoba.ca for review a minimum of 5 business days before the relevant external submission deadline. [Kindly note that the PI is the Researcher/Supervisor.]

Note that all forms and outlines for Research Services processes can now be found via UM Intranet.

Postdoctoral Fellowship applicants should ensure their prospective supervising researcher is aware of this application submission and would be able to provide benefits support from any of the above-listed funding sources.

POST-AWARD PROCESS (activating a Tri-Agency Postdoctoral Fellowship and setting up benefits)

For CIHR awards:

  1. Postdoc recipients: If the Fellowship application was successful, submit the Authorization for Funding (AFF) and Conditions for Funding documents – along with any required ethics approval(s) – to ORS. If the Postdoc recipient applied for funds prior to arriving at UM, all required documents – application, FAAF, AFF, and ethics approval(s) – must be submitted to ORS.
  2. Supervising researchers: Contact Casey Gooch, Assistant Manager, Research and Special Funds (Financial Services), and Francia Esguerra, Supervisor, Research and Special Fund Accounting Office, to verify the payment of the Postdoc’s benefits using a non-Tri-Agency fund and to confirm that this would be an allowable expense under that fund. Once Financial Services approves this expense, researchers should liaise with their unit’s financial officer in setting up benefits funding from their non-Tri-Agency fund through payroll.
  3. Grant accountants: Once all documentation has been received by ORS and Financial Services has verified that the researcher’s fund is eligible to disburse benefits, set up a FOP for the postdoc award and inform the researcher’s unit of the non-Tri-Agency funding source so that the researcher’s unit can use it to establish benefits funding in payroll.

For NSERC and SSHRC awards:

  1. Postdoc recipients: If the above application process was completed, submit a copy of the Award Notice and Request for First Instalment or Reinstatement of Award Paid by Canadian Institution Form. Part 4 of the form requires the VPRIO Director’s signature. If the Postdoc recipient applied for funds prior to arriving at UM, all required documents – application, FAAF, Award Notice and Request for First Instalment, and ethics approval(s) – must be submitted to ORS.
  2. Supervising researchers: Contact Casey Gooch, Assistant Manager, Research and Special Funds (Financial Services), and Francia Esguerra, Supervisor, Research and Special Fund Accounting Office to verify the payment of the Postdoc’s benefits using a non-Tri-Agency fund and to confirm that this would be an allowable expense under that fund. Once Financial Services approves this expense, researchers should liaise with their unit’s financial officer in setting up benefits funding from their non-Tri-Agency fund through payroll.
  3. Grant accountants: Once all documentation has been received by ORS and Financial Services has verified that the researcher’s fund is eligible to disburse benefits, set up a FOP for the postdoc award and inform the researcher’s unit of the non-Tri-Agency funding source so that the researcher’s unit can use it to establish benefits funding in payroll.

Notes:

  1. The above changes only apply to Postdoctoral Fellows who are successful in receiving a Tri-Agency Postdoctoral Fellowship award. These changes do not apply to Postdoctoral Fellows funded through a Tri-Agency grant.
  2. Postdoctoral Fellows who are eligible to receive a Tri-Agency Postdoctoral Fellowship maternity leave supplement must contact PDFellows@umanitoba.ca for details. 

Canadian Postdoctoral Fellow

Must have completed one of the following:

  • PhD or equivalent such as a DSc, DPhil, DEng (will accept a signed letter from the Dean, Faculty of Graduate Studies, stating all PhD requirements have been met)
  • MD
  • DMD
  • Other heath professional degree

Timelines (start and end dates):

  • Must be initiated less than five years from successful completion of the PhD degree (except if there is evidence of career disruption, e.g. medical necessity or parental responsibilities)
  • Should not continue beyond three years from date of initial Postdoctoral Fellow appointment with the same supervisor. Any appointments beyond three years is based on approval by the Office of the Vice-President (Research and International) through submission of a one-page progress report indicating why training at the same site is beneficial. The Postdoctoral Fellow, the supervisor and the unit head must sign the report.
  • Must be terminated by the six-year anniversary date of the PhD degree completion.

International Postdoctoral Fellow

Must have completed one of the following:

  • PhD (or equivalent degree such as DSc, DPhil, DEng)
  • Will accept signed letter from the Dean of the Faculty of Graduate Studies, stating all PhD requirements have been met
  • Must have completed a PhD in order to obtain a postdoctoral work permit

Timelines (start and end dates):

  • Appointments are full-time, with the exception of candidates with parental obligations and whose spouse is a student
  • Should not be initiated more than five years from the PhD (or equivalent) degree (except if there is evidence of career disruption (e.g. medical necessity or parental responsibilities)
  • Should not continue beyond three years from date of initial award
  • Fellows appointed to the same supervisor and/or unit beyond three years MUST:
    • Submit progress reports to Faculty of Graduate Studies (PDFellows@umanitoba.ca) that:
      • are no more than one page in length
      • include why training at same site is beneficial
      • are signed by the Fellow, their supervisor and unit head
  • All fellow appointments must be terminated by the six year anniversary date of the award of the PhD

The above time frames do not apply to fellows being paid/funded by an external agency, where the funds are not administered by UM.

Finding a position at UM

All postdoctoral inquiries should be directed to the faculty/school/unit.

Remuneration

  • All postdoctoral fellows must be paid a minimum salary of $40,000 per annum (under review) in accordance with the Tri-Agency Use of Grand Funds Guidelines
  • Researchers must account for approximately up to 25% in benefits in addition to the salary.  

Work permit process

The process should be started a minimum of three months in advance, due to biometrics and processing times.

International fellows will require a work permit. They are LMIA exempt and will need to obtain an LMIA exemption number in order to apply for a work permit. The process to obtain the number:

  • Faculty supervisor/host completes the Foreign Visitor Category Assessment form (UM Intranet) (FVCA), formerly known as the CIC form
  • Send the FVCA document and letter of offer to PDFellows@umanitoba.ca
  • Information will be processed and the LMIA exemption number will be provided to the faculty supervisor/host
  • Provide the postdoctoral fellow with this number to be used to apply for the work permit

Additional information on immigration requirements can be found on the Government of Canada website. For faculty and staff, please reference the Human Resources webpage for Non-Canadian Postdoctoral Fellows (UM Intranet).

How to appoint and reappoint

Steps to appoint a Postdoctoral Fellow

  • Review credentials of proposed fellow
  • Obtained a PhD
    1. If does not have a PhD, require letter from UM Dean of Graduate Studies
  • PhD awarded within appropriate time frames:
    1. Not be initiated more than five years from the PhD (or equivalent) degree. The exception is evidence of career disruption i.e. medical necessity or parental responsibilities.
    2. Not continue beyond three years from date of initial award.
    3. ALL postdoctoral fellows must be terminated by the six year anniversary date of the award of the PhD
  • Prepare a letter of offer. (Letter Template #IV.2 (DOC))
  • Send letter of offer for signatures:
    1. Grantee
    2. Department head
    3. Postdoctoral fellow
  • Complete an Academic Appointment form (Academic Appointment form)
    1. Have copy of work permit (if foreign citizenship) (*see below for work permit process information)
    2. Copy of social insurance number (required for all paid through the University of Manitoba)
    3. Letter from Dean of Graduate Studies if PhD requirements are met but candidate has not convocated
    4. Copy of signed letter of offer
      Send all of these documents to Human Resources, Room 309 Administration Building.
    5. Review pay authorizations to ensure fellow is paid

Steps to appoint an Associate Postdoctoral Fellow

  • All associate postdoctoral fellows are recorded in VIP in order to receive an employee number (though not employees) - in order to receive UM computer account and access to Libraries
  • Send the associate postdoctoral fellow a Personal Information form to complete. Advise them the letter of invite will be forwarded to them after receipt of the Nil PIF form.
  • Send to PDFellows@umanitoba.ca:
    1. Completed Personal Information form (PDF)
    2. Completed Academic Appointment form
    3. Funding information – a letter/award document that outlines who is paying the associate postdoctoral fellow, the amount and the dates funding is being provided.
  • Janine Drennan-Alsip will create and send a letter of invite to the associate postdoctoral fellow that includes a liability waiver.
  • Associate postdoctoral fellow returns completed waiver to Janine Drennan-Alsip
  • After the associate postdoctoral fellow has arrived in Canada and obtained their Work Permit, Janine Drennan-Alsip forwards to Human Resources (as well as unit administrator) the following documents:
    1. Personal Information form
    2. Academic Appointment form
    3. Liability Waiver
    4. Work Permit (if required)

If an associate postdoctoral fellow is international (non-Canadian), they will require a work permit. Follow the process in the section titled Work permit process for International Fellows and Associate Fellows.

Steps to reappoint a Postdoctoral Fellow

  • Must be completed prior to the expiration of the original appointment
  • Should not continue beyond three years from date of initial award
  • Fellows appointed to the same supervisor and/or unit beyond three years MUST:
    • Submit progress reports to Faculty of Graduate Studies, Janine Drennan-Alsip (PDFellows@umanitoba.ca) that:
      • are no more than one page in length
      • include why training at same site is beneficial
      • are signed by the Fellow, their supervisor and unit head
  • All fellow appointments must be terminated by the six year anniversary date of the award of the PhD

Process to reappoint is identical to the original appointment. Pay special attention to:

  • The date PhD was obtained to ensure within the six years
  • The start date is day following previous appointment
  • If a new Work Permit is required

If a new Work Permit is required, follow the same steps as before. Please note:

  • Extensions of work permits should be applied for at least 30 days in advance of the Work Permit end date
  • When completing the FVCA document, the start date of the appointment should be the day after the end date on the Work Permit i.e. there should not be a gap (and the start date should match the letter of offer)

Steps to reappoint an Associate Postdoctoral Fellow

  • Must be completed prior to the expiration of the original appointment

Process to reappoint is identical to the original appointment. Pay special attention to:

  • The date PhD was obtained to ensure within the six years
  • The start date is day following previous appointment
  • If a new Work Permit is required

If a new Work Permit is required, follow the same steps as before. Please note:

  • Extensions of work permits should be applied for at least 30 days in advance of the Work Permit end date
  • When completing the FVCA document, the start date of the appointment should be the day after the end date on the Work Permit i.e. there should not be a gap (and the start date should match the letter of offer)

FAQs

Are all postdoctoral fellows eligible for health insurance?

No, an appointment must be at least 12 months (continuous) in length in order to be eligible for health benefits (UM and Province of Manitoba). If appointment is less than 12 months continuous, the postdoctoral fellow must purchase their own insurance. Please note associate postdoctoral fellows are NOT eligible for health insurance as they are not employees.

What if the appointment was for a year but the postdoctoral fellow arrived late and wasn't given a Work Permit for a year?

The postdoctoral fellow will need to start the Work Permit process all over again. There will need to be a new Letter of Offer and FVCA form. The start date of the new offer letter and on the FVCA form will have to be set at a future date with the end date required. Provide the new LMIA exemption number and the Employer Compliance Fee receipt to the postdoctoral fellow, who will need to apply online to extend the Work Permit. Until the new permit is received, the postdoctoral fellow will not have health insurance.

Where can I find more information about immigration?

The UM Human Resources website (UM Intranet)

Do I have to appoint a postdoctoral fellow/associate postdoctoral fellow for a year at a time?

No, the appointment can be for any length of time, up to a maximum of three years. To extend beyond three years you need to send a progress report and request to Janine Drennan-Alsip in the Faculty of Graduate Studies (following funding agency guidelines). 

Can the postdoctoral fellow/associate postdoctoral fellow work part-time?

No, all positions are full-time.

The postdoctoral fellow is being paid directly by an external agency: is this ok?

No. If a postdoctoral fellow is paid directly, they would be considered an Associate Postdoctoral Fellow. Please review the section on appointing associate postdoctoral fellows.

Can I give an extension if there is only a short break in between appointments?

No.  If there is a break of any kind between appointments, you complete the appointment as if it was a new assistance.  Please be aware any break can cause issues with Work Permits.

The work permit has an earlier end date than the appointment. What do we do?

The start and end dates on Work Permits must fall between the start and end dates on the appointment form. Legally, a person cannot be appointed as a postdoctoral fellow/associate postdoctoral fellow prior to the date on their Work Permit. If the Work Permit ends earlier than the appointment date in the Letter of Offer, the appointment paperwork MUST match the Work Permit. The postdoctoral fellow/associate postdoctoral fellow can always apply for another Work Permit. To do so, the postdoctoral fellow/associate postdoctoral fellow will require a new Letter of Offer for the new end date.