Once you and your supervisor have agreed to proceed, several steps are required to formally establish your postdoctoral appointment and enable access to University systems, services, and spaces. Most University services cannot be accessed until your appointment has been fully processed.

This page outlines what to expect before arrival, upon arrival, and in your first weeks at Western.

Before Your Appointment Begins

1. Confirm Eligibility and Appointment Type

To hold a postdoctoral appointment at Western, you must normally have completed your doctoral degree within five years of the appointment start date.

Postdoctoral appointments fall into one of two categories:

• Postdoctoral Fellow (PDF) – a trainee appointment, typically funded through external fellowships, supervisor grants, or institutional fellowships
• Postdoctoral Associate (PDA) – an employee appointment governed by the PSAC collective agreement

Your supervisor and SGPS can help confirm eligibility and the appropriate appointment classification.

2. Submit the Online Appointment Form

All postdoctoral appointments begin with submission of the Postdoctoral Scholar Appointment Form.

• You complete the online form
• Your supervisor receives an automated request to confirm details
• Once approved, you will receive a summary of your appointment and an official e‑letter

This step initiates formal processing by SGPS.

3. Work Permit Requirements (International Scholars)

If you are not a Canadian citizen or permanent resident, you must hold a valid work permit before your appointment can begin.

SGPS supports the process by:

• Issuing the required offer documentation
• Processing the offer of employment number (if applicable)

You should begin immigration steps as early as possible.

Support contact:
Mihaela Harmos, Postdoctoral Services Coordinator
Email: mharmos@uwo.ca

4. Submit Appointment Documents

Your department will prepare either a Postdoctoral Fellow Agreement or a Letter of Appointment.

You must submit the following to SGPS (IGAB 1N07):

• Signed appointment document
• Proof of PhD completion
• Work permit (if applicable)

Processing typically takes 1–5 business days, after which University systems access can begin.

Upon Arrival at Western

5. Complete Initial Administrative Setup

Once your appointment is processed, you can complete essential administrative tasks, including:

• Western ONECard
  Obtain your university ID card at the Office of the Registrar (Western Student Support Building). You will need photo identification and your Western ID number.

• Keys and Building Access
  Request office, lab, and building keys through Western Facilities. A Western ONECard is required.

• Parking (if applicable)
  Parking permits are purchased through Parking Services. Vehicle details and your Western ID number are required.

• My Human Resources (MyHR)
  Use MyHR to manage personal information, banking details, tax forms, and benefits. Access requires activation of your Western email account.

6. Health and Safety Training

Postdoctoral scholars must complete required health and safety training appropriate to their role. Training may include:

• Employee Health and Safety Orientation
• WHMIS
• Ethics and Compliance
• Role‑specific laboratory or workplace training

Review requirements through Western’s Safety, Health and Wellness resources and ensure all mandatory training is completed promptly.

Your First Weeks

7. Establish Your Mentorship Team

All postdoctoral scholars must identify two mentors in addition to their supervisor. Mentors support professional development, career planning, and broader engagement beyond the immediate research group.

If you are unable to identify two mentors, contact SGPS for guidance.

8. Complete Your Professional Development Plan (PDP)

The Professional Development Plan (PDP) supports goal‑setting, skill development, and career progression. You will receive access to the PDP system once your appointment documents are processed.

The PDP should be completed early and revisited regularly throughout your appointment.

Reappointments and Duration Limits

Reappointments follow the same process as initial appointments. The maximum duration of postdoctoral service at Western is five years, inclusive of all appointments.

Support and Contact

For questions related to appointments, onboarding, immigration processes, or mentorship requirements:

Mihaela Harmos
Postdoctoral Services Coordinator
School of Graduate and Postdoctoral Studies
mharmos@uwo.ca