Postdoc paperwork

There is a number of postdoc onboarding forms to be completed, and the process is slightly different depending on whether the fellow is Canadian or International. There is a website containing most of the information about hiring postdocs here: https://www.concordia.ca/gradstudies/postdocs.html

Letter of invitation: To initiate the hiring process, the lab manager will submit a Letter of Invitation (found here: https://www.concordia.ca/content/dam/sgs/docs/postdoc/Sample_Letter_Of_Invitation.pdf) to Niyusha, the postdoc development coordinator ([e-mail]). Niyusha will then have it signed by the appropriate people, and have it sent to the candidate for final approval.

Registration form: Next, postdocs must complete a registration form (found here: https://www.concordia.ca/content/dam/sgs/docs/postdoc/Registration_Form.pdf). The registration form must go through an email approval chain starting with the candidate, then going to the supervisor (Krista), then to the Psychology Chair before ending up with Niyusha (find an email template below).

Payroll forms:

• If the postdoc is an award recipient, they will be either paid directly by the funding agency or your payment will be processed through Concordia’s payroll office. In some cases, a Postdoctoral Fellow Stipend Form will be used to submit a top up.

• If their salary is funded by your supervisor’s research grant, the lab manager will need to submit a Notice of Hire form (NOH) to the Office of the Provost (approved by the postdoc, the supervisor and the Chair).

  • Note: When you prepare a NOH, the funds will be committed from the selected grant(s) only until the end of the current university fiscal year (i.e., from May 1 this year to April 30 of the next year). The commitment resets at the start of each new fiscal year in May.

• If they have been awarded a Horizon Postdoctoral Fellowship, the lab manager will have to submit the salary (NOH) form to the postdoctoral development coordinator.

International postdocs: For information relevant to international postdocs, see this link: https://www.concordia.ca/gradstudies/postdocs/international.html. Notably, to apply for a work permit the postdoc will need an approved letter of invitation and LMIA form (submitted by the lab manager). The postdoc will take care of the rest of their work permit application themself.