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Wilfrid Laurier University Leaf
August 22, 2017
Canadian Excellence

Appointment Procedures

Eligible individuals are appointed as Postdoctoral Fellows at Laurier by the Dean of Graduate & Postdoctoral Studies.  The following steps outline the process of appointing a postdoctoral fellow.  When requesting a new postdoctoral appointment, please allow at least one month in advance of a proposed starting date:

  1. Identify the candidate that you would like to hire as a postdoctoral fellow (PDF) 

    As the supervising faculty, you can identify the individual you would like to hire as a postdoctoral fellow based on the skills, training, and academic background you think is most appropriate for your project.  

    To be eligible to be appointed as a postdoctoral fellow, candidates should normally have completed their PhD within the previous 5 years.  The minimum required salary for PDFs is $32,000/year, and the duration of appointments should be a minimum of 4 months.

  2. Complete the postdoctoral appointment request form

    The supervising faculty member must submit a completed postdoctoral fellow appointment request form and compile the Appointment File which includes the candidateís CV and letters of support from the Dean/Chair.
    The Appointment File must contain all information required to prepare an offer letter to candidate. Depending on the source of funding for the appointment, and the responsibility for administering those funds, the Appointment File is to be submitted either:
    • to the Research Finance Office ( for verification of funding and account information (where the source funds is managed by the Research Finance Office); upon verification, the Research Finance Office will forward the Appointment File to Human Resources; or 
    • to Human Resources directly ( (where the postdoctoral fellow is externally funded by a TriCouncil/Banting Postdoctoral Fellowship). 

  3. HR prepares and FGPS sends an offer letter

    FGPS sends an offer letter to the prospective postdoctoral fellow. The offer letter outlines the terms and conditions of the employment offer.  Some conditions may apply to the offer of the Fellowship, such as, obtaining a work permit or providing evidence of degree completion.  

    It is the responsibility as the supervising faculty member to ensure that the PDF is eligible to hold a postdoctoral fellowship

  4. Offer letter is accepted

    Once the offer letter is accepted by the postdoctoral fellow candidate, a copy of the accepted offer is sent to the supervising researcher.  

    Upon the arrival of the postdoctoral fellow on the start date outlined in the offer letter, the postdoctoral fellow must provide direct deposit authorization and a SIN (if required). Payroll will be notified and will initiate payment once the required information is collected.

    For international postdoctoral candidate only

    If the postdoctoral fellow is a foreign national (i.e. not a Canadian citizen or permanent resident of Canada), the supervising faculty must pay a $230 employer compliance fee as part of Citizenship and Immigration Canadaís International Mobility Program.  Upon acceptance of the offer letter by the candidate, the supervising researcher will be notified to pay this fee.

    IMPORTANT: Please provide HR ( with account and index code to charge the $230 employer compliance fee. Upon receipt of index code and account, HR will submit the paperwork for the LMIA Exemption Offer of employment for the Postdoctoral Fellow. HR will supply the foreign national with the "Action" number ((A000####), generated from the submission of the paperwork and supplied by CIC, which is needed for the Work Permit application.

Resources at a glance:

Laurierís Policy on Postdoctoral Fellowships

Postdoctoral Fellow Appointment Form

CICís employer compliance fees for foreign nationals

Direct deposit authorization form