Completing a Research or Post-Doc Appointee Confidentiality Agreement Form

The Research or Post-Doc Appointee Confidentiality Agreement (.pdf) has been designed to ensure basic proprietary protection, on behalf of the faculty member and the University, of intellectual property resulting from activities undertaken by the appointee in relation to their appointment, subject to University policies and obligations to funding agencies, institutions and public and private enterprises, and to ensure that the appointee maintains confidentiality of information, programs, and data developed or accessed during the course of their appointment.

In addition, the confidentiality agreement requests that the appointee acknowledge key details relating to their appointment and that they confirm their eligibility to work in Canada, provide information on their University of Windsor employment and student status, and, if they are being hired as a Post-Doctoral Fellow, the date of their degree completion.

The confidentiality agreement is effective for the duration of the appointment indicated on the form. Therefore, a new confidentiality agreement must be completed and signed by the appointee and submitted with all requests for appointment and reappointment. Requests for Research or Post-Doc Appointments will not be processed until a signed confidentiality agreement is received.

While you may prepopulate the Appointment Details section of this form, the Appointee Information and Appointee Declaration sections of the form must be completed by the appointee.

Below you will find the information you need to assist your appointee in completing his or her confidentiality agreement.

In the Appointment Details section of the confidentiality agreement, list the appointee's name, position title, supervisor's name and department, appointment duration, weekly hours, total stipend or rate of pay, vacation entitlement, and benefits entitlement as they appear on the Request for Research or Post-Doc Appointment form. Under Appointment Functions and Responsibilities, insert the text you provided in the Position Overview section of the Research or Post-Doc Appointment Position Summary.

Eligibility to Work in Canada 

In order to hold a position at the University of Windsor, the appointee must confirm that he or she is eligible to work in Canada. If the appointee is unsure if they are eligible to work in Canada, they should visit the Citizen and Immigration, Canada Determine your eligibility - Work in Canada webpage listing of eligibility requirements. If the appointee answers "No" to this question, they are not permitted to work at the University of Windsor and will not be issued a letter of appointment.

Other University of Windsor Employment

In this section, the appointee is asked to indicate whether or not they currently hold other appointments at the University and, if so, to provide their title, the name of their supervisor and his or her department, and the total number of hours worked in the position each week.

As per the Ontario Employment Standards Act, the maximum number of hours an employee can be required by an employer to work is 48 hours per week. If the appointee holds more than one appointment concurrently, the total number of hours worked in all positions must not exceed 48 hours per week.

Post-Doc Appointments

In this section, the appointee is asked to indicate if he or she is being hired as a Post-Doctoral Fellow. If the appointee is being hired as a Post-Doctoral Fellow, he or she must enter the date of PhD completion and append a copy of his or her PhD certificate to the confidentiality agreement.

As per the University of Windsor's Policies and Procedures for Post-Doctoral Fellowships, an appointee can only be hired as a Post-Doctoral Fellow if he or she was awarded a PhD within the past 5 years.

Student Status

In this section, the appointee is asked if he or she is a registered student who is currently enrolled in courses at the University of Windsor. If the appointee answers "Yes" to this question, they cannot be appointed using the Request for Research or Post-Doc Appointment. Their appointment must be processed by the Department of Human Resources. Further information on hiring a student can be found in the section - "Student Appointments" on the Selecting the Right Type of Appointment web page.

In this section, the appointee is asked to confirm their acknowledgment of ownership of intellectual property resulting from their appointment by the faculty member and the University and that they are expected to maintain confidentiality relating to the product of the appointment and information that they have been provided access to. They are also asked to confirm that all information that they have provided on the confidentiality agreement is, to the best of their knowledge, true and accurate.

In addition to ticking the appropriate boxes, the appointee is asked to sign and date the confidentiality agreement. A Request for Research or Post-Doc Appointment form that is accompanied by an unsigned confidentiality agreement will not be processed.