Canadian Association of Postdoctoral Administrators 2022 Survey

CAPA Annual Survey 2022
Definitions

Postdocs: For the purposes of this survey, the term ‘postdocs’ used herein refers to all persons engaged in postdoctoral research/work. This includes postdocs under all agreement types and union situations.

Diversity of the postdoc population: For the purpose of this survey, the term “diverse” used herein refers to all postdocs, regardless of race, ethnicity, sex, disability, national origin, socio-economic status, religion, sexual orientation, or gender identity.
Introduction

The purpose of this survey is to understand the Canadian postdoc administrators community so they can be supported in more effective, diverse, and inclusive ways. To that end, CAPA is collecting this data to provide the current state of where the member institutions are, where the member institutions want to be, and in what areas the member institutions need to focus our resources in order to get where we want to be.

The CAPA Board will share the results and conclusions of this survey by December 2022 in digital format, via the CAPA website and to discuss the findings at the 2022 CAPA Annual Meeting.
Contact Information
University/Institution Name*
University/Institution Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Name*

First NameLast Name
Contact Email*
example@example.com

Postdoctoral Administration
1. Which of your institutional office or unit oversees the administration of PDFs?

Research OfficeGraduate StudiesOther
More than one unit (please specify)
2. Which of your institutional office or unit oversees the postdoc support services?
3. Does your institution have a formally established postdoctoral office or equivalent?

YesNo
How many full-time equivalent staff does this office have?
What are the roles and responsibilities of its staff?
If you do not have a designated postdoctoral office or equivalent, how are postdoctoral affairs administered at your institution?
4. What lessons/experiences did you learn/acquire from postdoctoral administration during the COVID-19 pandemic that you could apply for such potential future events?
5. Do you have a dedicated operational budget for postdoctoral administration?

YesNo
6. What kind(s) of training opportunities do you believe that postdoc administrators at your institution would benefit from?
7. What are your top 2 or 3 challenges as an administrator of postdocs?
Challenge #1
Challenge #2
Challenge #3
8. Please provide some of the themes/information that should be covered during the monthly meetings, included on the CAPA website and/or discussed/debated at the CAPA national conference?

Postdoctoral Numbers
1. How many postdocs were officially registered at your institution in the last annual reporting process?
2. What is your annual reporting cycle?
3. What method did you use this year to determine the number of postdocs at your institution? (See note below.)

Snapshot methodCumulative method
Note:

Two methods are currently in use by institutions for reporting postdoc numbers that we have labeled:

Snapshot Method: Reporting the number of postdocs registered at your institution at the time the survey is being completed.

Cumulative Method: When an institution keeps track of all the postdocs who have been registered at the institution for the previous time period (typically previous 12 months).

CAPA would encourage that all postdoc numbers be reported according to the Cumulative Method for the 12- month period of September 1 to August 31 of the previous year (i.e. September 1, 2021 to August 31, 2022).

This method captures all the postdocs who have been at an institution in the past year, eliminates month-to-month and seasonal variations in the postdoc numbers and is the method currently used to report Graduate Student numbers by most institutions. CAPA Board recognizes that some institutions may not be able to report using the cumulative methods this year but we ask that you work towards this goal over the coming year.
4. Has this the same method of reporting postdoc numbers been used in previous years?

YesNo
5. What is the percentage of international postdocs at your institution:
6. Have there been any changes in the last year that you believe may have led to a significant increase/decrease in the number of postdocs at your institution?

YesNo
What were the changes?*

Postdoctoral Classification and Benefits (cont)

Most institutions have two or more classifications for their postdocs. Please indicate in the following tables the titles assigned to postdocs at your institution, a brief description of the classification (i.e. employee / trainee: funded by external fellowship; represented by union etc.) and indicate the benefits associated with each title. Space has been provided for four different classifications.
Enter information for Classification 1

YesNo
Classification Title 1*
Brief description of classification 1: *
Percentage of postdocs assigned to this title: *

Enter information for Classification 2

YesNo
Classification Title 2*
Brief description of classification 2: *
Percentage of postdocs assigned to this title: *

Enter information for Classification 3

YesNo
Classification Title 3*
Brief description of classification 3: *
Percentage of postdocs assigned to this title: *

Enter information for Classification 4

YesNo
Classification Title 4*
Percentage of postdocs assigned to this title: *
Brief description of classification 4: *

Links
Please provide links to:
Postdoctoral Office Website:
Policy Guidelines / Procedures:
Collective Agreement:
Postdoctoral Association Website:

Postdoctoral Training Programs
Every field is required. Please complete with n/a where values are not available.

EXAMPLE:

1. Does your institution offer the following?

Rows	Available (Y/N)	Brief Description and link
Orientation
Handbook
Individual Development Plans (IDPs)
Annual Reviews
Exit Surveys
Travel Funds
Research Funds
Equity, Diversity, Inclusivity
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other
Other

Note: CAPA would like to share best practices among our members so we ask that you please include a brief description or provide a link to your web-based resources in the comments section and/or send us the materials via email.
2. What kind(s) of training opportunities do you believe that postdocs at your institution would benefit from?*

Services/Events
Every field is required. Please complete with n/a where values are not available.

EXAMPLE:

What services and/or events does your institution offer to postdocs? Please indicate in the comments section if they are specifically designed for/targeted towards postdoctoral scholars?

Rows	Available (Y/N)	Brief Description and link
Career Counsellor
Ombudsperson
Legal
Immigration
Social Events
Networking Events
Other
Other

Note: CAPA would like to share best practices among our members so we ask that you to please include a brief description or provide link to your web-based resources in the comments section and/or send us the materials via email.

Diversity in Postdocs
1. What efforts have been made at your institution to increase diversity of the postdoc population?
2. What efforts are being made at your institution to increase feelings of inclusion for diverse postdocs?
3. Which of the following groups are the efforts designed to engage (Check all that apply)?

BIPOC communityLGBTQIA+ communityInternational postdoc communityLatinx community

Postdoc Alumni
1. Does your institution and/or individual faculties within your institution maintain an alumni database and/or email list of previous postdocs?*

YesNo
If yes, then: In the last 12 months, what is the estimated percentage of your postdoc alumni continued working at your institution (in a non-postdoc role)?
In the last 12 months, what is the estimated percentage of your postdoc alumni (that you are aware of) moved to other Canadian institution?
In the last 12 months, what is the estimated percentage of your postdoc alumni (that you are aware of) moved to other non-Canadian institution?

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Should be Empty:

Rows	Available (Y/N)	Who pays for the benefit?	Comments
Provincial Healthcare Plan
Vacation leave
Dental insurance
Drug plan
Family Health Insurance
Extended Health Care Plan
Vision/eye care
Sick leave (paid)
Employment Insurance
Canada Pension Plan
Parental leave
Life insurance
Child care (onsite facility)
Child care (offsite facility)
Child care subsidy
Long term disability insurance
Workers' compensation
Legal/visa services
Pension plan
Reduced rate parking
Housing subsidy
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)

Rows	Available (Y/N)	Who pays for the benefit?	Comments
Provincial Healthcare Plan
Vacation leave
Dental insurance
Drug plan
Family Health Insurance
Extended Health Care Plan
Vision/eye care
Sick leave (paid)
Employment Insurance
Canada Pension Plan
Parental leave
Life insurance
Child care (onsite facility)
Child care (offsite facility)
Child care subsidy
Long term disability insurance
Workers' compensation
Legal/visa services
Pension plan
Reduced rate parking
Housing subsidy
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)

Rows	Available (Y/N)	Who pays for the benefit?	Comments
Provincial Healthcare Plan
Vacation leave
Dental insurance
Drug plan
Family Health Insurance
Extended Health Care Plan
Vision/eye care
Sick leave (paid)
Employment Insurance
Canada Pension Plan
Parental leave
Life insurance
Child care (onsite facility)
Child care (offsite facility)
Child care subsidy
Long term disability insurance
Workers' compensation
Legal/visa services
Pension plan
Reduced rate parking
Housing subsidy
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)

Rows	Available (Y/N)	Who pays for the benefit?	Comments
Provincial Healthcare Plan
Vacation leave
Dental insurance
Drug plan
Family Health Insurance
Extended Health Care Plan
Vision/eye care
Sick leave (paid)
Employment Insurance
Canada Pension Plan
Parental leave
Life insurance
Child care (onsite facility)
Child care (offsite facility)
Child care subsidy
Long term disability insurance
Workers' compensation
Legal/visa services
Pension plan
Reduced rate parking
Housing subsidy
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)
Other (please specify in comments)

CAPA Annual Survey 2022

Thank for participating in the CAPA Annual Survey 2022.