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Visiting scholar and host information

Please note: It is currently taking approximately 4 to 6 weeks to process applications, based on the date a complete application is received. However, some applications may take longer due to unforeseen circumstances. Keep in mind that when choosing a start date, the overall application processing time should include the related Immigration Refugee and Citizenship Canada (IRCC) estimated processing time as well.

Visiting scholars are not permitted to travel to Canada until an Invitation Letter has been issued by Ontario Tech University.

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 our 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 (e.g. 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.
  • Visiting is temporary—start and end dates must be identified; normally up to 12 months but no longer than two years.
  • All visiting scholars require a letter of invitation and offer of employment (LMIA-exempt) number if applicable, issued from the International Office.
  • Please note: It is highly recommended that visiting scholars wait to finalize any travel arrangements until after they have received a firm invitation letter and confirmation that all related immigration requirements have been met. Visiting scholars are not permitted to travel to Canada until an Invitation Letter has been issued by Ontario Tech University.

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.

Immigration related information

Please note: The International Office must be notified if a 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

  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 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. 
  • 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 LMIA-exempt number.
  • 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. 
  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 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. 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@ontariotechu.ca. The Visiting Scholar will later be contacted directly by the Office of the Registrar regarding next steps. Please note: This step cannot be completed without an ID number.
  5. 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. 

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 contact visitingscholars@ontariotechu.ca.

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.

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*

Visiting 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)

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.