Name

Letter of Offer

Date

SAMPLE LETTER OF OFFER FOR POSTDOCTORAL FELLOWS

Date

Name

Address

Dear (Name):

On behalf of the University of Regina, I am pleased to inform you that you are the successful candidate for the Post Doctoral Fellowship in (Department). By accepting this position, you will be joining a dynamic community of almost 15,000 students, faculty, and staff working together to make the University of Regina one of Canada’s best comprehensive universities.

Your appointment will be for a term of up to (X) year(s) and will start on (begin date), with an expected end date of(end date). There may be apossibility of extending this appointment for up to (X) additional years (to a maximum of five years from the date of receiving your Ph.D.), contingent upon satisfactory, research progress, compliance with the guidelines for academic conduct, the availability of funds, and work permit limitations. I will be your supervisor; the current Head of the Department is (name) and the current Dean is (name).

The primary purpose of your appointment as a PDF is to gain additional education and training, including research experience, and to develop & expand your skills and knowledge.(Describe the nature of the research to be undertaken). It is expected that you will be engaged in research projects that provide thechallenge necessary for intellectual growth. During the term of your engagement you will be expected to:

  • Advance your education through various learning opportunities, both formally through the taking of courses, and informally through projects and research activities, which will be determined in collaboration with your supervisor;
  • Develop your skills by participating in the research projects of your supervisor;
  • Publish any original research results obtained during your tenure in appropriate journals and other recognized media; and
  • Attend scientific conferences agreed between you and your supervisor to present your results (subject to the availability of travel funds).

(Insert this paragraph if the fellowship is administered by the University of Regina.) You will receive a stipend of ($XX) per year with payments being made to you on a monthly basis. Your stipend is provided through a fellowship from (XX), which will be administered by the University of ReginaHuman Resources Department. Deductions for Canadian income tax will be made from your monthly stipend as well as deductions for Employment Insurance, Canada Pension Plan and Workers Compensation Board.

(Insert this paragraph if the fellowship is not administered by the University of Regina.) You will receive a stipend of ($XX) per year with payments being made to you on a monthly basis. Your stipend is provided through a fellowship from (XX), which will be administered directly by (XX). Because you are a trainee and not an employee of the University of Regina, you are not entitled to employment benefits from the University of Regina. Any questions regarding your fellowship payment should be directed to (XX).

Although not mandatory, three weeks off per year are available for personal reasons (pro-rated for a partial year). This time must be taken prior to the end of your termat a mutually agreeable time between you andyour supervisor.

(Include as applicable any other funds available for conferences/relocation, etc.)

The terms and conditions of your appointment will be governed by the Research and Professional Personnel policy, University of Regina, which is available online at Please review the policies regarding responsibilities, terminations and dispute resolution. As well, all activities shall be conducted in accordance with University of Regina policies and procedures, as well as statutes pertaining to health, safety and environment.( (Describe any other special conditions)

(Insert this paragraph for an international postdoc)This offer of appointment is contingent upon you meeting all Canadian immigration requirements. If you accept this offer, it is your responsibility to contact the nearest Canadian embassy, high commission or consulate abroad to obtain a work permit and any other necessary documentation. Information about how to obtain a work permit and an application form can be found on the Citizen and Immigration Canada (CIC) website at: will be required to provide your valid passport, this letter of offer, official copies of your university transcripts, and any other documents pertinent to your application. It is our understanding that as a Postdoctoral Fellow you are exempt from advance confirmation by Human Resources and Skills Development Canada (HRSDC) under Regulation #205(c)(ii), Confirmation Exempt Code C44 and you should advise the Immigration Officer of this exemption. It will facilitate the process to send a copy of this letter with your application. Please note that you will be required to pay a processing fee at the time of your application.

All requirements for your (name of degree) degree are to be completed prior to the start date of your postdoctoral appointment. Please forward a copy of your transcripts (with a translation if necessary) to me showing that your (name of degree) has been conferred. If the final degree has not been conferred, a statement of completion of studies from your home institution (Graduate Studies, Registrar’s Office or equivalent) is required. This statement should indicate the date on which all requirements were completed and the expected date of degree conferral.

This letter constitutes the full terms of our offer and supersedes all other commitments either written or verbal that may have been made to you by the University of Regina. I hope that you will accept this offer, and would appreciate knowing your intentions as soon as possible, but not later than (date). Please sign the enclosed copy of this letter and return it to me to indicate your acceptance, and keep a copy of this signed letter for your own records. Please feel free to contact me if you have any questions or require assistance.

If this is your first appointment with the university, please complete the enclosed forms and return to Human Resources:

•TD1 forms (federal and provincial)

•authorization for direct bank deposit form

•copy of student work/Visa or permanent resident card (if applicable) and SIN

Sincerely,

(Name)

Department of (name)

University of Regina

ccHuman Resources
Office of Research Services

Faculty of (specify)

I have read and understand the terms of appointment set out in this letter and I accept the above offer of appointment from the University of Regina.

______

(Name – Please Print)(Date)(Signature)

Appendix for PDF appointment letter

Access to University Services and Facilities

A range of services and facilities are available to members of the campus community. Those available to PDFs include but are not limited to the following:

Student and Staff Photo ID card can be obtained from Registrar’s Office, Administration Humanities Building Room 210. You will need your letter of appointment.

The John Archer Library card is the same photo ID card. PDFs have the same privileges as UofR Faculty and Staff.

UofR Information Services offers PDFs internet and email privileges under the category "Other." Application is submitted by your Department by completing of the Footprint ticket via the web:

The UR International Office services are available to assist international PDF's on issues such as visas and medical insurance.

The Office for Research, Innovation and Partnership is the primary organizational structure responsible for technology transfer at UofR and can assist PDFs in commercialization of their intellectual property. Please call (306) 585-4986.

Although PDFs are generally not eligible to apply for research funding themselves, the Office for Research, Innovation and Partnership can provide information on opportunities for external funding for future reference or for application by the Faculty Supervisor. Consult:

UofR Parking Services will issue PDFs a parking permit based on a copy of the completed UofR Postdoctoral Fellow Appointment Form. The PDF will be offered status and parking privileges as "faculty/staff" of the University. Consult:

UofR Recreational Services will provide memberships to PDFs under the same terms as staff members. This will include a staff member rate FLC membership for access to use the Fitness and Lifestyle Centre. Consult:

UofR Student Affairs offers a wide variety of services to enhance student life such as counseling services, health clinic, and career centre.

The University residences offer on campus housing, please see:

The University of Regina Students Union maintains a directory of off-campus housing possibilities, Regina transit passes, photocopy services, etc. Consult:

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