Overview - CUPE 3902 Unit 5 Postdoctoral Fellows
This document is to provide an overview for administering Postdoctoral Fellows (PDFs), and should be used in
conjunction with the CUPE 3902, Unit 5 collective agreement (http://www.hrandequity.utoronto.ca/about-hrequity/policies-guidelines-agreements.htm#CUPE+Local+3902+Unit+5).
University of Toronto Scarborough Contact Information
For inquiries relating to CUPE 3902 Unit 5, please contact Fefe Wong, wong@utsc.utoronto.ca, 416-208-4855
Appointment and Renewals
Letter of Offer
Initial Contract
Renewals
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Revisions to Appointment
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Termination
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Generated by the Postdoctoral Registration System (PRS):
http://www.sgs.utoronto.ca/facultyandstaff/Pages/Engaging-RenewingPostdocs.aspx
Normally for 12 months
Maximum of 3 years
Full-time or part-time
Approval of the Dean required beyond 3 years
Appointments may not exceed a total of 6 years
Severance requirements are triggered beyond 5 years of service as per the
Employment Standards Act
Contact Departmental PDF Administrator/HR if amendments are required to the
existing contract (i.e. FTE, stipend amount, start/end date, renewals, etc.)
Contact Departmental PDF Administrator/HR
Contracts may be ended early with 2 months’ notice or pay in lieu for nondisciplinary matters (i.e. lack of funding)
Postings
Note: There is no requirement to post. In the event that a department chooses to post a position, it must adhere to the
guidelines below.
Guidelines
 Minimum of 10 working days
 Draft postings should be sent to wong@utsc.utoronto.ca for review
 Final posting must be provided to the CUPE 3902, Unit 5
(postdocs@cupe3902.org)
Costs
Wages
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As of January 1, 2016: $31,000 (minimum)
Standard Benefit Rate (10%)
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Additional Benefits Cost
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Covers statutory benefits (Employment Insurance, Canada Pension Plan,
Workplace Safety and Insurance Board, Employer Health Tax)
$50 per month payable to a centrally administered fund
Pro-rated to FTE
Covers pregnancy/parental leaves and Green Shield subsidy
$230 payable upon the initial appointment and renewals of all non-Canadian
PDFs
Immigration Employer
Compliance Fee (if
applicable)
Hiring Non-Canadians
Letter of Offer
Work Permit Application
Form, IMM5802 Form,
Employer Compliance fee
($230)
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Name on letter of offer must match the PDF’s passport
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Contact Departmental Administrator/HR to request the work permit application
form & IMM5802 form
Notify whether the work permit application will be made inside or outside
Canada (different application forms)
Must provide:
i)
Signed letter of offer,
ii)
PDF information:
- name as shown on passport,
- date of birth
- country of birth
- country of residence
- citizenship
- passport number
iii)
Account numbers to be charged for the compliance fee
IMM5802 form must be submitted prior to the PDF applying for work permit –
failure to do so may result in a denied work permit
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Hours of Work
Normal hours of work
Maximum
Overtime
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Compensatory time off
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40 hours per week for a full-time PDF
Pro-rated to FTE
173 hours per month
Weekly hours may fluctuate as needed provided that the average hours worked
in a month do not exceed 173 in the month, or 50 hours in any given week
Any hours exceeding 173 hours in a month must be approved in advance
Paid at 1.5 times the hourly rate OR by providing compensatory time off for 1.5
times the hours worked
Attending a conference will not incur overtime, and is considered as normal
hours of work
Must be taken within 6 months of accrual, and prior to the end date of the
contract
Any unused time shall be paid at 1.5 times the hourly rate
Teaching
Any teaching remains covered by the CUPE 3902, Unit 1 collective agreement
Teaching within the PDF
 Teaching may be offered in conjunction with the Postdoctoral Fellowship
appointment
appointment, provided the fellowship includes teaching as a requirement
 Total hours of work must not exceed 173 hours per month
 May teach graduate courses with appropriate SGS appointment (Associate –
Restricted Status)
Teaching outside of the PDF
 PDFs must request approval from the supervisor to apply for a Course Instructor
appointment
position. The supervisor has the discretion to reduce the FTE of the PDF
appointment such that the total hours of work do not exceed 173 hours per
month
 May teach graduate courses with appropriate SGS appointment (Associate –
Restricted Status)
Absences
Type
Entitlement
Paid/Unpaid
Conditions
Vacation
3 weeks per
contract year
Paid
Contract year
based on 12
months from start
date; must be
taken in ½ or full
days
Holidays
Paid holidays
and
Presidential
Days
Paid (see
notes)
Not entitled to the
3 Days of Closure
PI/Grant
Conferences
At the PI’s
discretion
Paid (normal
hours of
work)
See notes
Sick
5 days per
contract year
Paid (see
notes)
PI must grant
permission for
Postdoctoral
Fellow to attend a
conference
Contract year
based on 12
months from start
date
Pregnancy
Up to 17 weeks
Paid (see
funding
amount)
13 weeks of
employment; must
qualify for and
show proof of EI
benefits
University
funds
Parental
Up to 35 weeks
(37 for nonbirth parent)
Paid (see
funding
amount)
13 weeks of
employment; must
qualify for and
show proof of EI
benefits
University
funds
Bereavement
3 consecutive
days (5 if
extensive travel
required) per
contract year
1 week
Paid (see
notes)
Contract year
based on 12
months from start
date
PI/Grant
Paid
Must provide
confirmation of
service
PI/Grant
Jury Duty
Funding
Source
PI/Grant
PI/Grant
Notes
 Used vacation must be tracked
 Vacation days do not accumulate from
year to year
 Vacation must be taken in the year it is
earned
 PI to ensure vacation is taken, or grant
obligated to pay out unused days at the
end of the contract
 Days of Closure are unpaid
 May supplement unpaid days with paid
vacation days
 Work performed on paid holidays is
subject to 1.5 time in lieu
 Work performed on Presidential Days is
subject to time in lieu
 The PI is not required to pay for
conferences and travel
 Decision is at the PI’s discretion
 Prorated for part-time and partial years
 Does not accumulate from year to year
 Unpaid beyond 5 days
 May supplement unpaid days with paid
vacation days
 First two weeks: $700 or 95% salary,
whichever is less
 Remaining 15 weeks: top up of $300 or
95% of salary, whichever is less
 Leave and payments shall not continue
beyond end date of contract
 First two weeks: $700 or 95% salary,
whichever is less
 Remaining 15 weeks: top up of $300 or
95% of salary, whichever is less
 Leave and payments shall not continue
beyond end date of contract
 Unpaid beyond stated entitlement
 May supplement additional leave time
with paid vacation days
 Will not apply to international
Postdoctoral Fellows