Policies and Procedures


The following are a list of policies and procedures that are pertinent to postdoctoral scholars and their work. For a complete list of policies at Western, please visit Administrative Policies and Procedures. Postdoctoral Associates have specific terms and conditions of employment as set out in the collective agreement between Western and the Public Service Alliance of Canada, the Union representing Postdoctoral Associates.

Section 1 - General

1.13 - Computing, Technology & Information Resources

The University’s computing, technology, and information resources (hereinafter “computing resources”) are allocated to individuals and groups for specific academic and administrative purposes which advance the university’s mission. This policy applies to all computing, technology and information resources systems owned by and/or operated by or on behalf of the University, whether accessed through University-owned equipment or through personal devices. This policy and its accompanying procedures apply to all users of the University computing, technology and information resources, whether on campus or from remote locations, whether affiliated with the University or not.

1.35 - Non-Discrimination/Harassment Policy

Every member of the University community has the right to study, work and conduct his or her activities in an environment free of discrimination and harassment. The University is committed to providing and maintaining such an environment through its policies and regulations and through education programs sponsored by its Equity Services Office.

1.38 - Rights and Responsibilities of Academic Freedom

Academic freedom provides a university community with the protection that must accompany independent research and the publication of its results. Academics frequently express ideas that are at odds with other views within the university, and sometimes with the views of society or government. Academic freedom ensures that such ideas can be expressed without fear of interference or repression from university administrators, politicians, or others.

1.46 - Safe Campus Community

Every member of the University community has the right to study, work and conduct his or her activities in an environment free of violence. The University is committed to providing and maintaining a Safe Campus Community environment through its policies, resources, regulations, programs and community support.

Section 2 - Financial

2.16 - Travel & Expenses Reimbursement Policy

This policy applies to all University travel and related expenses from all sources of funding administered by The University of Western Ontario, except where specific written policies of certain granting agencies may apply.

Section 3 - Personnel - All

3.1 - Health and Safety Policy

The University has an ethical as well as a legal responsibility to provide a safe environment in which to study and to work. In addition, the University strives to foster the development of a safety consciousness in all members of the University community for the purpose of minimizing the risk of injury to persons or the damage to property or facilities. As safety standards change the University is committed to keeping abreast of these changes, to communicating these standards within the campus. and to ensuring compliance on an ongoing basis.

3.2 - Employment Equity Policy

The University of Western Ontario recognises that Employment Equity is a value at the core of the University's mandate as a community leader and an institution of higher learning. Employment Equity recognises the value and dignity of each individual and ensures that each individual will have genuine, open and unhindered access to employment opportunities, free from artificial barriers, whether systemic or otherwise. Employment Equity involves hiring the most suitably qualified candidate for any open position while ensuring that the hiring process and the qualifications required for each position are fair and equitable for all persons.

Section 7 - Research

7.0 - Responsible Conduct of Research

This statement of policy reaffirms the traditional standards for the proper conduct of research and scholarship at the University. As such, it applies to faculty (including all part-time and adjunct appointees), staff, students, and other personnel in training.

7.16 - Intellectual Property

The University recognizes as a fundamental principle that it should maintain complete freedom of research and unrestricted dissemination of information. Research done solely in anticipation of profit is incompatible with the aims of the University. Nevertheless, the University recognizes that in the course of its research activities, ideas or processes may be developed on which, in the public interest, dissemination may best be achieved through the protection of Intellectual Property rights and the commercial development of those rights. The University and the Creator have a responsibility to promote the effective development and utilization of such discoveries, and to ensure that they will not be restricted in their use in a way that is detrimental to the public interest. Also see PROCEDURE FOR POLICY 7.16 – Procedures for Commercialization of Intellectual Property.

7.5 - Research Grants

Applications for research grants or proposals for contracts made in response to the programs of the various councils, granting agencies and departments of government as well as requests for funds in support of research activities directed to foundations, companies or individuals may be undertaken with the written approval of the Dean of the Faculty concerned, through the Research Development Services.

7.6 - Guidelines for Postdoctoral Fellows and Postdoctoral Associates

Postdoctoral Fellows (PDFs) and Postdoctoral Associates (PDAs) are valued members of the University community. As trained researchers making the transition from graduate student to independent scholar, they have the opportunity to make significant contributions to the research environment of the University as well as their chosen fields.

7.12 - Animal Ethics and Care Program

The University Council on Animal Care (UCAC) is responsible to Senate for all aspects of procurement, maintenance and use of animals as defined by the Canadian Council on Animal Care (CCAC), hereafter referred to as "animals," in research, testing and teaching.

7.14 - Research Involving Human Participants

This policy applies to all instances of research involving human participants performed at The University of Western Ontario, and to University faculty, staff or students carrying out research involving human participants as principal or responsible investigators at another institution or site.

Personal Academic Staff

Policy and Guidelines for Faculty Members in Employment and/or Supervisory Relationships with Graduate Research Assistants, Postdoctoral Fellows and Other Research Collaborators

As directed in the Letters of Understanding, section A. Academic Responsibilities of Members, Clause 5 f, a sub-committee of the Joint Committee was struck to develop and recommend policy and guidelines to support faculty members in employment and/or supervisory relationships with Graduate Fellows, Postdoctoral trainees and other research collaborators and ensure that such relationships are carried out in accordance with the law and good academic practice.