UM Postdoctoral Fellows

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

The Tri-Agencies run competitions for Postdoctoral Fellowships in Fall of each year.

Researchers who agree to supervise a successful Tri-Agency Postdoctoral Fellow will need to arrange for payment of their benefits (approximately 25%) from operating funds, internal grants, or non-Tri-Agency grants.

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.

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.

Budget 2024 proposed increases to the value of postdoctoral researcher fellowships funded by Canada’s federal granting agencies. Government of Canada announces details of increase in award values for federal scholarships and fellowships  - Canada.ca These increases take effect for new and ongoing awards on September 1, 2024. The new award rate will not retroactively apply to any period of award prior to September 1, 2024. Notifications will be sent directly to postdoctoral fellows  from the tri-agency indicating the amount of increase with further information on the payment. 

• Postdoctoral fellows funded by one of the federal granting agencies and paid by University of Manitoba, please send your increase notification letter to your hiring unit. The hiring unit should provide a copy of the letter received by the Postdoctoral Fellow to the appropriate Office of Research Services Grants Specialist and then complete an amendment to the letter of offer and funding allocation form and submit to HRIS@umanitoba.ca For any other changes in addition to salary change, ie., change in appointment dates, a new letter of offer should be completed.
• For Postdoctoral Fellows paid directly by one of the tri-agencies, no action is required on your part. The increase will be automatically applied by the tri-agency.

PRE-AWARD PROCESS (prior to application)

CIHR: CIHR Fellowship applications require institutional approval prior to submission. These 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 7 business days before the relevant external submission deadline.

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

NSERC and SSHRC: NSERC and SSHRC postdoctoral fellowship applications are submitted directly to the agency with no requirement for institutional review. ORS can advise if there are questions regarding the application process.

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: All required documents (application, FAAF, Award Notice and Request for First Instalment or Reinstatement of Award Paid by Canadian Institution Form) 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.

Postdoctoral Fellowships – External Agencies (Non Tri-Agency)

The following applies to Postdoctoral Fellows who are successful in receiving an external Postdoctoral Fellowship award.

Researchers who agree to supervise a successful Postdoctoral Fellow will need to arrange for payment of their benefits (up to 25% depending on the benefits subscribed to) from UM operating or research funds, or non-Tri-Agency grants only if the external agency stipulates that funding is solely for an employment stipend.

PRE-AWARD PROCESS (prior to application)

External Fellowship applications should be submitted for review by the Office of Research Services (ORS), per standard grant application process, as they require institutional review and approval prior to submission. The application package submitted to ResearchGrants@umanitoba.ca for review a minimum of 7 business days before the relevant external submission deadline should contain:

• all finalized documentation including a completed application form, if applicable, and
• a fully-signed Funding Application Approval Form (FAAF).

Note that all forms and outlines for Research Services processes can now be found via UM Intranet. ORS can advise if there are questions regarding the application process.

POST-AWARD PROCESS (activating an external Postdoctoral Fellowship and setting up benefits)

1. Postdoc recipients: If the Fellowship application was successful, submit the award letter/notice of award 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, and ethics approval(s), etc.) 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 it 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.

Research Manitoba – Research Postdoctoral Fellowship

Research Postdoctoral Fellowships support highly qualified postdoctoral trainees to prepare for careers as independent researchers. These exceptional trainees significantly increase the productivity of the research programs with which they are affiliated. Research Manitoba now provides awards for Postdoctoral Fellows without one of our funding partners.

All applicants funded by this award are in the Health, Natural Science & Engineering, and Social Sciences & Humanities categories.

All awards consist of an annual stipend for up to a maximum of one year.

PRE-AWARD PROCESS (prior to application)
Research Manitoba postdoctoral fellowship applications are submitted directly to the agency with no requirement for institutional review. UM Office of Research Services can advise if there are questions regarding the application process.

POST-AWARD PROCESS
Note that all forms and outlines for Research Services processes can now be found via the UM Intranet.

All required documents must be submitted to ORS in order to set-up the Award. Submit to researchgrants@umanitoba.ca.

Documents required:

• FAAF form (Supervisor is listed as the applicant and postdoc listed as the student. Must be signed by Supervisor, their Department Head, and Dean).
• Research Manitoba Postdoctoral Fellowship Application
• Research Manitoba Award Notice

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

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)
• 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
• Must be terminated by the six-year anniversary date of the PhD degree completion.

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.

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

• Faculties, colleges and schools

• 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.  

• 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

• 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.
• PDFellows 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 PDFellows
• After the associate postdoctoral fellow has arrived in Canada and obtained their Work Permit, PDFellows 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.

• 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 (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)

• 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)

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.

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.

The UM Human Resources website (UM Intranet)

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 PDFellows@umanitoba.ca in the Faculty of Graduate Studies (following funding agency guidelines). 

No, all positions are full-time.

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.

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 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.