Finding a supervisor

Before you reach out

Before spending time researching and contacting prospective supervisors, consider the following:

• Are you eligible for a postdoc position at the University of Waterloo? Review the University of Waterloo postdoc guidelines, which detail definitions of postdocs and eligibility requirements at UWaterloo. As definitions of postdocs may vary between countries and institutions, it is important to review our guidelines and ensure you meet our eligibility requirements.
• What are you seeking? You may be asking for both supervision and funding, or only supervision. It is important to understand what you are asking for so you can be clear in your communication. If you’re interested in learning more about how postdoc positions can be funded, please review our understanding postdoc funding page.
  • If you already have your own funding secured (that meets the minimum funding outlined in our postdoc guidelines) or if you are seeking a supervisor's endorsement for a funding application, you are asking for supervision only.
  • If you do not have funding secured you will likely wish to inquire about both supervision and funding.

Identifying a prospective supervisor

All University of Waterloo departments and schools have a list of their current faculty members, which typically includes their research interests and current projects. We recommend reviewing the listing of departments, schools, research centres, and institutes to find those that align with your research area. From there, review the faculty member profiles and identify a list of faculty members with whom you have related research interests.

Most postdoc positions at the University of Waterloo are not posted publicly but are filled by individuals the faculty member already knows through networking within their research community or by someone who has proactively reached out; however, if a faculty member is actively recruiting postdocs, they may include an advertisement on their own personal website, lab website, or department website – keep an eye out for posted opportunities.

Considering co-supervision

Postdocs may be co-supervised and this may be a particularly good option if you have secured or are applying for your own funding and your research proposal would benefit from the expertise of faculty members in two different areas. If you are interested in being co-supervised, it is important you have this discussion with the proposed supervisors, including a conversation about how co-supervision will be managed. Even if you are co-supervised you will still have a primary supervisor and must identify who that will be.

Contacting a prospective supervisor

When you reach out to a potential supervisor, your goal is to stand out and demonstrate how your research and interests are a good fit with the research the faculty member is engaged in. Here are some suggestions to consider as you craft your email:

• Tailor your email to each faculty member instead of using a generic email
• Use proper letter format, formal salutations – Professor/Dr. (last name) and your full name and contact information
• Attach your Curriculum Vitae (CV) (if your PhD is not yet complete, ensure you provide information on when you anticipate completing all degree requirements)
• Specify your ask:
  • If you already have funding, specify the source, value, and duration
  • If you are looking for endorsement for a funding application, provide details about the funding opportunity, including value, duration, and relevant application deadlines
  • If you are looking for a supervisor to fund your postdoc, ask if they currently have any funding to recruit or hire postdocs
• Explain your interest in the research the faculty member is engaged in and discuss how your research aligns with theirs (this can be a great way to differentiate yourself and make a strong case for your candidacy)
• Explain your academic and career goals, and your research experience
• Suggest a follow-up meeting (virtual or in person) with options for date and time

Discussing an offer

If a faculty member is interested in being your supervisor, we recommend discussing the following, to create a foundation for a formal offer:

• Start and end dates
• Compensation
• Benefits, including how the cost of extended health care benefits (if applicable) will be paid
• Time off (holidays, sick days)
• Professional development
• Teaching opportunities (if applicable)
• Expectations re: publications, working hours, etc.
• Intellectual property considerations (if applicable)

Next steps

If you receive an offer for a postdoc appointment, congratulations! Review our information for incoming postdocs, including important information on reviewing your offer.

Not all supervisors have funding to hire postdocs or capacity to supervise depending on their current supervision load, grants, research projects, or plans. It can be disappointing to hear a faculty member you thought was a great match for your research interest will not be able to supervise you but consider how you can keep the door open for future possibilities, such as potential collaborations. If you’ve made a good impression, you never know what opportunities this new connection may bring for you in the future, so consider them a part of your network!

Get tips for finding a postdoc position and funding by reading what Shahabeddin Abhari has to say in our postdoc profiles.