Human Resources in Research
As part of its responsibilities to oversee the effective and efficient administration of research on campus, the OVPR has expanded the scope of its HR in Research to include immigration.
Our Advisory Services to the Research Community
As one of the country’s leading research-intensive institutions, we are proud to be front-runners in offering this unique and innovative service to our research community.
HR in Research
We provide strategic and operational leadership in the planning, development, implementation and management of the human resources services and activities for the University’s Research Community.
HR Strategies and Problem-Solving Expertise: Consults, analyzes and aligns HR strategies to meet the diverse needs and realities of researchers by interpreting and applying policies and procedures. Provides support in resolution of complex HR in Research matters.
Immigration in Research
We provide direction and expert advice with respect to immigration laws in Canada, ensuring the University’s adherence to the laws, regulations, guidelines and specifications relevant to immigration.
Immigration Strategies and Problem-Solving Expertise: Consults, analyzes and aligns immigration strategies to meet the diverse needs and realities of researchers by interpreting and applying Canadian immigration Laws to uOttawa policies and procedures. Identifies problems and analyzes complex issues related to international recruitment, visas, study and work permits, labor market impact assessments and permanent residency.
Needs Assessment and Training
Identifies training needs and/or areas of concern through frequent consultations with stakeholders to develop training programs that addresses the areas of concerns in the Research Community.
Information and Tools
Informs researchers of their responsibilities in the areas of HR and immigration matters in research. Provides tools to facilitate the tasks of the researchers related to HR and immigration.
Other Roles and Responsibilities
Researchers, as grant and contract holders, determine human resource requirements for the effective conduct of their research programs, including determining the nature of the work to be performed, expertise, training and experience requirements for their staff, establishing performance requirements, supervision of staff, and assessing the performance of their team members.
The University, as the institution responsible for the administration of awards made to Researchers, provides an administrative framework through which research funds are managed including the employment conditions for research personnel.
Central HR, as the owners of the HR policy framework, establishes, in collaboration with stakeholders, policy and procedures applicable to all university staff, including research grant and contract-supported staff. In collaboration with HR services in the Faculties, ensures that the University’s employment conditions are respected in order to protect employees’ rights and maintain equity in the University workplace.
The Faculties (HR Services and/or Administrative Services), as the first point of contact, provides general HR advice, operationalizes the HR strategies previously developed for individual research projects, oversees recruitment processes and ensures they are conducted in a fair and equitable manner.
Human Resources Tools
Provides tools to help researchers and research administrators fulfill their Human resources management functions when appropriate (e.g. templates for preliminary offer letters, generic job descriptions, salary range information for job duties, etc.)
Students who support research
The HR Decision Tree helps researcher determine the type of compensation to offer students who support their research.
Working conditions for student who are considered employees
Research Assistants and CO-OP Students: The working conditions and the job description requirements (Article 30) for Research Assistants and CO-OP Students are defined in the CUPE2626 Collective Agreement
Budgeting Tool for Students - Research Assistant (PDF, 167 KB): This table provides a summary for student remuneration.
Students who receive a Soft-Funded Research Bursary
If the researcher determines that the student’s time will be used as a learning experience in research and if the researcher is willing to mentor the student during this learning experience, the researcher may offer a research bursary under the following conditions:
- A learning plan is agreed upon between the researcher and the student and it is documented that the researcher will mentor the student.
SFRB – Learning Plan
- The researcher agrees that they are not the students employer by reviewing and acknowledging that none of the statements below applies:
- You are responsible for planning the work to be done
- You decide how the work is to be done
- You decide the hours of work
- You assign and supervise individual tasks
- You decide on work location
- You set standards of work and determines if work needs to be redone
If you are unsure of your status as an employer or mentor, you can refer to the RC4110 form from the Canadian Revenue Agency or communicate with your HR Business Partner.
Visiting Student Researcher Program
A visiting student researcher (VSR) is a Canadian or international student conducting research on a full-time basis at the University of Ottawa under the supervision of a uOttawa faculty member. A VSR must be enrolled in an undergraduate, master’s or doctoral program at a university in Canada or abroad.
On July 1, 2019, the University of Ottawa implemented Policy 123.
Information on the transition:
- Presentation for researchers
- Presentation for postdoctoral fellows (employees)
- Presentation for administrative employees
Working conditions for Postdoctoral Fellows (PDF)
- Policy 123 - The objective of this policy is to define working conditions and underlying principles for all Postdoctoral Fellows.
- My Info: HR information for Postdoctoral Fellows who are considered employees of the university of Ottawa.
Hire a Postdoctoral Fellow
The first step to hiring a PDF is to register with the Office of Graduate and Postdoctoral Studies by completing the registration form:
- Canadian: Registration and Renewal Form for Canadian and Permanent Resident Postdoctoral Fellows (PDF)
- International: Registration and Renewal Form for International Postdoctoral Fellows (PDF)
Budgeting Tool for Postdoctoral Fellow (PDF, 348 KB): This table provides a cost estimate of hiring a Postdoctoral Fellows (Policy 123) taking into account the yearly salary and the benefits.
The registration of the PDF with the Office of Graduate and Postdoctoral Fellow will launch the HR Administrative process to hire a PDF.
Contractual employees in research
Working conditions for contractual non-unionized employees
- Policy 47 - The objective of this policy is to define working conditions and underlying principles for non-union contractual employees who are paid from trust funds and research funds and for non-union contractual employees in an operations role.
- Administrative Procedure 18-47: Policy 47 must be read in conjunction with Administrative Procedure 18-47 on working conditions for contractual non-unionized employees (Research and Operations).
Generic job descriptions
Salary scales for research positions
Budgeting Tool for Generic Job Descriptions (PDF, 166 KB): This table provides a 7 year projection of contractual employees (Policy 47) taking into account the length of the contract, the benefits, and yearly salary increases.