Registering as a Postdoctoral Research Fellow
What Should Happen Before You Arrive
Formal Letter of Invitation
You will receive a formal letter of invitation (also called a letter of award) from the University Research Office to take up a Postdoctoral Fellowship at Wits. Please review this letter and all its attachments carefully prior to formally accepting the offer. The letter will provide you with the following information:
- Name of your Host;
- School/Department/Institute to which you will be affiliated;
- Normal duration of the Fellowship
- Value of the fellowship and source(s) of funding;
- Where appropriate, information about the process to apply for a visa;
- Any other additional information that is relevant to the appointment.
The letter would be signed by the Head of Postgraduate Studies and Researcher Development or her recognised representative.
IMPORTANT: Please ensure this letter was sent to you by the Head of Postgraduate Studies and Researcher Development or her recognised representative in the University Research Office only. The University may not honour letters of offer sent by other people
Acceptance of your Fellowship
The formal letter of invitation will have a reply slip attached to it. Please use this reply slip to formerly accept the offer by emailing a scanned copy that you have signed to the email address indicated on the slip. You are normally given a month in which to accept the offer, failing which the offer will be withdrawn.
Contract
After the acceptance of your fellowship, a contract and a funding agreement will be drawn up. This needs to be signed by the postdoctoral fellow, the host, the Head of School, and the research office. The signing of documents must be completed BEFORE you can collect your access card, obtain your Wits login details, or commence any work related to your fellowship.
It is of high importance that you ensure the commencement date on your contract is possible for you based on any visa application requirements or notice periods. Ensure that the commencement date aligns with when you are able to start work, based on when you have received confirmation of funding. Please do not, under any circumstances, back date your signature on any contract or funding agreement, or sign after the listed commencement date.
Accommodation
As the duration of a Postdoctoral Fellowship is normally at least two years, suitable and comfortable accommodation is vital for your productivity. The responsibility for arranging this accommodation is yours. This task should be tackled soon after you accept the formal invitation to take up a Fellowship.
IMPORTANT: It is vital that you complete the arrangements for your accommodation before you arrive in Johannesburg.
There are a number of University residences, one of which is particularly appropriate for Postdoctoral Fellows: It is called the Wits Junction. This residence offers self-catering accommodation in studio units. Meals can be arranged through the University residence system. For more details, visit the website or contact the Central Accommodation Office at email: accommodation@wits.ac.za
What Should Happen After You Arrive
After arriving in Johannesburg, you will need to begin the registration process. This need not happen on the day of arrival but within a few days. It is often possible to complete this process in one day if you have all your necessary documentation and if all the key people are available.
The Registration Process
The registration process begins at the University Research Office. This office is located on the Braamfontein East campus, in a building called Solomon Mahlangu House (see map) at office 10 000 on the 10th floor.
Understanding your contract
- Ensure your role is well defined so you know what is expected of you
- Make sure you understand the duration of your contract and that your host can fulfil this duration
- Ensure that your funding source is for the same duration as your contract
- If you are unsure of anything, ask before you sign.
The process is described in the following flow diagram.
