Visiting scholar and host information

Visiting Scholar application process

1. Visiting scholars must be recommended by a faculty member who will act as a host supervisor.

• The scholar can explore our programs and faculty research.
• Scholars can apply by completing the host a Visiting Scholar Form (including supporting documents). It is the responsibility of the host supervisor to finalize and fill out the form in its entirety.

2. Upon initial approval from the host supervisor, the final application form is sent to the office of the respective faculty Dean for review and pre-approval. The International Office will proceed with the application process once an application decision is received. 

• 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.

3. 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  research-only visits of up to 4 months or 120 days , the Visiting Scholar will not require a temporary work permit or LMIA-exempt number as per the 120-day work permit exemption for researchers – Public policy: International Mobility Program.
• For visits exceeding 120 days, a temporary work permit will be required. An 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. 

4. 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 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. Please 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. Once an Invitation Letter has been signed by all parties and provided to the Visiting Scholar, the scholar may proceed with the arrival process.

Information for Host Supervisors

Effective July 1, 2023, a $300 administrative fee will be charged to the host supervisor for each visiting scholar. Further instruction will be provided when completing the Visiting Scholar - Host form.

Effective July 1, 2024, host supervisors can have a maximum of two visiting scholars at one time.

Decanal approval is required for all visiting scholars. Upon initial approval from the host supervisor, the final application form is sent to the office of the respective faculty Dean for review and approval. The International Office will proceed with the application process once an application decision is received. 

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

Please 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.

Information required from 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 in months*

Visit information

• Length of the visit in months*; please use the 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)

Information required from 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
• Is any safety training is 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, contact visitingscholars@ontariotechu.ca.

Visiting Scholar Arrival Process

Visiting scholars are not permitted to travel to Canada until an Invitation Letter has been issued by Ontario Tech and signed by all parties. 

Upon receipt of a finalized Invitation Letter from Ontario Tech, scholars may proceed with the arrival process described below.

1. The Visiting Scholar must confirm their arrival with the International Office at least two weeks in advance by filling out the Visiting Scholar Pre-Arrival form. Scholars are sent the Pre-Arrival Form in the same email as the finalized Invitation Letter.
   • Please note: The International Office must be notified if the visiting scholar's arrival date changes. A revised invitation letter may be required.
2. When completing the Pre-Arrival form, scholars will be required to provide the International Office with a copy of their passport and introduction letter (if the visit is longer than 120 days).
3. The International Office will generate an Ontario Tech ID number and request a university email.
4. Upon arrival to Canada, scholars must email a copy of their temporary Work Permit or Visitor Record, and visa or an Electronic Travel Authorization to visitingscholars@ontariotechu.ca. 
5. Once all documentation is received, the International Office will provide the university email to the scholar with instructions on how to activate this account. All scholars must sign into their university email in order to access important information regarding their stay and enrolment in the University Health Insurance Plan (UHIP).
6. The International Office will submit a request to the UHIP Administrator to enroll the scholar in UHIP, which is mandatory for all scholars.
7. A request will also be submitted to the Ucard team to generate a Ucard, should you require a campus ID during your visit.
8. The Visiting Scholar will be required to complete specific Ontario Tech Accessibility for Ontarians with Disabilities Act (AODA) modules, within the first four weeks of their start date. 

Travel arrangements and transportation to campus

For more information on making travel arrangements, what to expect at the airport and options for transportation to campus, visit our Arriving in Canada page. 

Housing

Visit our Housing page for more information on the options available in Durham Region and to view the latest college/university housing guide. 

Other campus services

• Visiting Scholars can access the Campus Recreation and Wellness Centre (CRWC) for a fee. For steps on how to apply for this, please email visitingscholars@ontariotechu.ca. 
• For other campus services, including food options, campus libraries, etc. please visit the link provided. Please note: Some services may only be available to current students or may be provided at additional fees. 

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