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Note: The university’s mandatory vaccine directive is now in effect. Learn more about vaccine requirements.
Ontario Tech acknowledges the lands and people of the Mississaugas of Scugog Island First Nation.

We are thankful to be welcome on these lands in friendship. The lands we are situated on are covered by the Williams Treaties and are the traditional territory of the Mississaugas, a branch of the greater Anishinaabeg Nation, including Algonquin, Ojibway, Odawa and Pottawatomi. These lands remain home to many Indigenous nations and peoples.

We acknowledge this land out of respect for the Indigenous nations who have cared for Turtle Island, also called North America, from before the arrival of settler peoples until this day. Most importantly, we acknowledge that the history of these lands has been tainted by poor treatment and a lack of friendship with the First Nations who call them home.

This history is something we are all affected by because we are all treaty people in Canada. We all have a shared history to reflect on, and each of us is affected by this history in different ways. Our past defines our present, but if we move forward as friends and allies, then it does not have to define our future.

Learn more about Indigenous Education and Cultural Services

Visiting Scholar

COVID-19 update: Please keep in mind that the Visiting Scholars program is subject at this time to the pandemic-related guidelines imposed by Health Canada and Ontario Tech, in addition to current immigration Canada Work Permit processing guidelines and any applicable travel restrictions that are subject to change at any time.

We welcome visiting scholars who are either faculty, researchers or students, and who are interested in conducting research and working at the university for a limited time under the supervision of a faculty member.

The visiting scholar’s program is managed by the International Office.

Information for visiting scholars

General

  • Visiting scholars must be recommended by a faculty member who will act as the host supervisor.
  • Visiting scholars must be affiliated with a home university, and be able to provide a letter confirming their status at the institution (i.e. employment or enrolment letter).
  • Sponsored visiting scholars are required to submit proof of funding. The proof of funding may come from a university or government organization, and should be an official document on institutional letterhead, outlining the source of support. Personal bank statements will not be accepted as proof of funding.
  • Visit is temporary; start and end dates must be identified. Normally up to 12 months but no longer than 2 years.
  • All visiting scholars require a letter of invitation and offer of employment (LMIA-exempt) number if applicable, issued from the International Office.

Duties and responsibilities

  • Scholar must register for the University Health Insurance Plan (UHIP) upon arrival.
  • Scholar is responsible for all visit related expenses (unless clearly stipulated).
  • Scholars are subject to Ontario Tech University’s rules and regulations.
  • Visitors must comply with all federal and provincial laws, regulations, and university policies and procedures.
  • Scholars are bound by all applicable confidentiality and intellectual property rules.
  • Scholars must be fully qualified and have obtained the required approvals to perform the specified research.

Work permits

  • The visiting scholar is responsible for obtaining a temporary work permit for the duration of their stay, if applicable.
  • For research-only visits less than 120 days, the visiting scholar may not require a temporary work permit or offer of employment number.
  • For visits exceeding 120 days, a temporary work permit will be required. An offer of employment (LMIA-exempt) number will be issued from the International Office. Please refer to Immigration and Refugee Citizenship Canada (IRCC) website for instructions on how to apply for a work permit.
  • For immigration-related information please visit the Immigration, Refugee and Citizenship Canada (IRCC) website or contact the nearest Canadian Immigration Office (VAC) for further assistance. 

Please note: International Office must be notified if visiting scholar's arrival date changes. A revised Invitation Letter may be required.

For further information regarding Visiting Scholars, please email visitingscholars@ontariotechu.ca

Visiting Scholar application process

IMPORTANT: Due to ongoing risks posed by COVID-19, including the emergence of new variants, Ontario Tech University will now require all students, faculty, staff and all other individuals coming to any campus location to be fully vaccinated against COVID-19. A list of frequently asked questions will be posted on the Ready for You website.

  1. Visiting scholars must be recommended by a faculty member who will act as a host supervisor.
  1. Upon initial approval from the host supervisor, the International Office will proceed with the application process.
  • Once all information has been reviewed and verified, if approved the International Office will issue an Invitation Letter to be reviewed and signed by the faculty dean, host supervisor, and Visiting Scholar.
  • All signatures must be on the same copy of the letter, multiple copies will not be accepted. The Invitation Letter is then returned to the International Office.
  1. Upon receipt of the signed letter, the International Office will review the temporary work permit requirements and if applicable, apply for the offer of employment (LMIA-exempt) number.
  • For short-term (120-day) research-only visits, the visiting scholar may not require a temporary work permit or offer of employment (LMIA-exempt) number.
  • For visits exceeding 120 days, a temporary work permit will be required. An offer of employment (LMIA-exempt) number will be issued from the International Office. Please refer to Immigration and Refugee Citizenship Canada (IRCC) website for instructions on how to apply for a work permit. Host supervisors in this case will cover the expense of the employer compliance fee. 
  1. If approved, a copy of the Invitation Letter along with all supporting information related to the visiting scholar’s acceptance will be sent electronically to the visiting scholar and host supervisor, including the offer of employment (LMIA-exempt) number, if applicable.

About the LMIA-exempt number:

  • It is processed by Ontario Tech University and sent to the scholar to be used towards the work permit application.
  • The Employer Compliance Fee of $230 would apply and would. Note it would also be required for work permit renewal applications.
  • In case of cancellations, if the work permit is denied or if the foreign worker withdraws the work permit application, the fee may be refunded by IRCC at their discretion.

 Arrival

  1. The Visiting Scholar must confirm their Arrival Appointment with the International Office at least two weeks in advance.
  2. At the appointment, they must provide the International Office with a copy of their official documentation, including passport, temporary Work Permit or Visitor Record and visa or an Electronic Travel Authorization.
  3. The International Office will generate an ID number and provide an Ontario Tech University email.
  4. A University Health Insurance Plan (UHIP) request will be sent to uhip@uoit.ca. The visiting scholar will later be contacted directly by the Registrar’s Office regarding next steps. Note: This step cannot be completed without an ID number.

Please note: The International Office must be notified if the visiting scholar's arrival date changes. A revised Invitation Letter may be required.

For further information regarding Visiting Scholars, please email visitingscholars@ontariotechu.ca.

Before filling out a Host of Visiting Scholar Form (HVSF), please review the list below and ensure you have all the required information.

Note: Once ready the scholar can start the process by filling out the HVSF online. It is the responsibility of the host supervisor to finalize and fill out the form in its entirety, and submit it to the International Office.

Visiting Scholar

Host supervisor information

  • full name*
  • email*
  • faculty*

Visiting Scholar Information

  • name*
  • email*
  • phone number
  • gender
  • date of birth*
  • citizenship*
  • country of birth*
  • passport number*
  • passport expiry date*
  • home address*
  • duration of visit (months)*

Visiting information

  • length of the visit (months)* Please use Date Duration Calculator to determine the number of days.
  • start date*
  • end date*
  • authorization to work in Canada

 Home institution

  • name of home institution*
  • status at home institution:*
    • faculty
    • PhD student
    • master's student
    • undergraduate student
    • administrative staff
    • other
  • faculty/department*
  • home institution address*
  • phone number*
  • enrolment letter (if the visitor is a student) or confirmation of employment (if the visitor is a faculty member) from the home institution. (Filename format: VSFirstname_VSlastname_Letter. PDF files only.)

Host Supervisor

Research information

  • project/research title*
  • type of research:*
    • independent research
    • collaborative research with an Ontario Tech supervisor
  • locations where research will take place (check all that apply):*
    • laboratory
    • office
    • off-site (please provide exact location)
  • Indicate if the visitor's research tasks will involve any of the following:* (If yes to any, please contact the Biosafety and Radiation Safety Officer, Human Resources.)
    • hazardous materials, equipment and/or agents
    • animals
    • human subjects
    • controlled goods
  • If any safety training required before the visitor conducts any research? (yes/no)*
    • If yes, who will conduct this training? *
  • Do you anticipate any intellectual property rights as a result of this visit? (yes/no)*
  • Is there enough lab space for this visiting scholar? (yes/no)*
  • How many visiting scholars are you currently supervising, including those who are in the process of planning their visit? *

 Funding and fees

  • Please confirm that the visit is funded.*
  • Upload funding letter (File name format: VSFirstname_VSlastname_Funding_Letter. PDF files only.)
  • Does this visiting scholar require reimbursement of expenses from the host supervisor's budget? (yes/no)*
    • If yes, please state costs in the following categories (in CAD):
      • travel*
      • housing accommodation and meals (per month)*
      • health insurance*
    • If yes, account information for reimbursement of above-allocated funds to Visiting Scholar:
      • fund, organization, account*

Authorization to work in Canada

  • Does the visiting scholar already have authorization to work in Canada for the duration of their visit? (yes/no) *
    • If yes: Upload a scanned copy of a valid work permit/proof of Canadian citizenship.
    • (Filename format: VSFirstname_VSlastname_Work_Permit. PDF files only.)*
    • If no and the visit duration is over 120 days: As per regulations from Citizenship and Immigration Canada, a Work Permit will be required and a $230 employer compliance fee will apply.
      • The host supervisor will be required to provide: fund, organization, account*

*required fields 

 For further information regarding visiting scholars, please email visitingscholars@ontariotechu.ca.