Procedure for visiting research students

A prospective Visiting Research Student should begin the process by identifying and contacting a University of Ottawa professor in their field of interest to inquire about internship opportunities and the possibility of supervising a research project.

Supervisors must hold full-time positions at the University of Ottawa. Regular, full-time tenured, or tenure-track professors, and professors’ emeriti active in research can serve as supervisors, along with researchers with full-time University of Ottawa positions working at affiliated hospital research institutes.

The following resources are available to help prospective Visiting Research Students identify potential supervisors:

•  University of Ottawa research centres including affiliated hospitals and institutes and its clusters of research interests.
• Faculty-based research offices established to support and promote their research initiatives.

When approaching a potential supervisor, it is important to outline a clear plan for the visit, including the start and end dates, the scope of the research project, and how much of the project can be accomplished at the University of Ottawa. Funding that will be used to cover living expenses during the stay must be explicitly stated, as well as support and resources expected from the supervisor and/or the University of Ottawa.

A supervisor may also wish to review a curriculum vitae, transcripts, and French- or English-language proficiency scores.

NOTE: Prospective international Visiting Research Students and University of Ottawa supervisors must be mindful of the time required to secure travel documents. The processing times vary by country of origin and may impact the intended arrival date. Please consult Immigration, Refugees and Citizenship Canada’s processing times to ensure that travel documents are secured well before the planned visit.

Once a Prospective Visiting Research Student and a University of Ottawa supervisor have reached an agreement, the supervisor must provide the student coming from Canada and from abroad with an official invitation letter confirming the research visit. The letter of invitation confirms the agreed terms of the visit.

Invitation letter templates for use by University of Ottawa supervisors inviting Canadian or international Visiting Research Students can be found here.

University of Ottawa supervisors must use these official templates to avoid delays and eventual refusals related to the immigration process of the international prospective Visiting Research Students.

Once the invitation letter is issued, the Visiting Research Student applicant may proceed with the next step.

NOTE 1: There is no requirement for a formal research agreement or Memorandum of Understanding (MOU) to be established in order for a Visiting Research Student to be placed at the University of Ottawa. However, some foreign institutions may require a student-specific research internship agreement or form. Once the internship start and end dates have been confirmed and travel documents obtained, the terms and conditions of an internship agreement issued by the home institution can be reviewed by IREX to ensure acceptability by the University and the supervisor, prior to sign off at the Faculty level (Offices of the Dean or Vice-Dean, Research).

NOTE 2: The Office of the Vice-President, Research and Innovation, nor IREX, issue certificates of internship completion. The best document to confirm the completion of a research internship at the University of Ottawa is the official transcript on which the RCH course code ‘Research Internship’ will appear. Copies of the official transcript can be picked up by the Visiting Research Student at InfoService after ordering them online. Some foreign institutions may require an additional certificate upon the successful fulfilment of internship requirements. Such document can be produced either at the Faculty level (Offices of the Dean or Vice-Dean, Research) or via an attestation letter that can be prepared by the University of Ottawa supervisor.

Prospective international Visiting Research Students may come to the University of Ottawa under two scenarios:

Scenario 1: For a research visit of 120 days or less, with or without an award* that covers the costs for the duration of the stay in Canada; or

Scenario 2: For a research visit of 120 days or more (up to 12 months), with an award that covers the costs for the duration of the stay in Canada.

• ¹Examples of awards include: competitive scholarships from government or other funding organisations, a competitive or non-competitive scholarship from the Visiting Research Student’s home institution, a stipend from the University of Ottawa host supervisor.

NOTE: Individuals who will be paid by the University of Ottawa as employees on a contract, part-time or full-time basis are not Visiting Research Students. For more information, contact the administrative office of the relevant faculty.

Securing appropriate travel documents (permits and/or visas) for a research visit to Canada can be challenging, as the status of Visiting Research Students is not clearly laid out in Immigration, Refugees and Citizenship Canada policies. Although Visiting Research Students are visiting as part of an academic program at their home institution, they may be deemed workers rather than students. Please read this section carefully to avoid delays or refusals.

REMINDER: When preparing for a visit, the Visiting Research Student and University of Ottawa supervisor must be mindful of the time required to secure travel documents. The processing times vary by country of origin and may impact the intended arrival date. Please consult Immigration, Refugees and Citizenship Canada’s processing times to ensure that travel documents are secured well before the planned visit. Furthermore, travel restrictions may apply due to the Covid-19 pandemic.

The immigration requirements will depend on the duration of the Visiting Research Student’s stay, funding source. Immigration requirements include an Electronic Travel Authorization, Visitor Visa, Study Permit.

The following information is offered as an informal guide. Note that interpretation and eligibility criteria are subject to changes outside the control of the University of Ottawa. Up-to-date information and most questions can be answered at Immigration, Refugees and Citizenship Canada’s Help Centre.

Scenario 1: Electronic Travel Authorization and Visitor Visa

For a research visit of 120 days or less, with or without an award that covers the costs for the duration of the stay in Canada, Electronic Travel Authorizations (eTAs) and Visitor Visas are usually recommended. The following Immigration, Refugees and Citizenship Canada webpages provide more information on eTA and Visitor Visa eligibility.

Visiting Research Students who are planning on staying in Canada for less than 120 days with a Visitor Visa or an eTA, and who will receive an award or a stipend from a professor while in Canada must obtain a Social Insurance Number (SIN). To obtain a SIN for a research stay of less than 120 days, Visiting Research Students must request a visitor record from the Canadian Border Service Agent at the port of entry into Canada. A visitor record can no longer be obtained once you have entered Canada.

Scenario 2: Study Permit

For a research visit of 120 days or more (up to 12 months), with an award that covers the costs for the duration of the stay in Canada, Visiting Research Students are recommended to apply for a Study Permit. The following Immigration, Refugees and Citizenship Canada webpage provides more information on Study Permit eligibility.

Visiting Research Students who obtain a Study Permit with permission to work in Canada are eligible to receive a Social Insurance Number (SIN). Upon arrival in Ottawa, Visiting Research Student must visit Service Ontario in person with their passport and Study Permit.

In all circumstances, the Visiting Research Student must ensure their passport does not expire during their intended stay in Canada and that the passport follows both departure and arrival country regulations.

Once the travel documents are secured and travel dates confirmed, the visiting research student can contact the University of Ottawa supervisor and proceed to the next step, to be registered at the University of Ottawa. No registration packages will be processed before all travel documents are obtained. 

Once the internship start and end dates have been confirmed and travel documents obtained, the University of Ottawa supervisor, in collaboration with the Visiting Research Student, can proceed with completing the Visiting Research Student Application Form.

Applicants must submit the following documents to [email protected] with the University of Ottawa supervisor copied.

• VRS application form (completed and signed);
• A colour scan of the applicant’s passport bio page
• Invitation letter from the University of Ottawa supervisor;
• Valid immigration documents (if applicable); and
• Scholarship or proof of funding (if applicable).

Applications are processed only once all required documents are received. Applicants must ensure the complete application package is submitted a minimum of five weeks prior to the planned start date to allow for sufficient time for registration, acquisition of ethics approval for internships involving human participants, and university health insurance. Details are provided in the following sections.

Upon review and approval of the application form, a student ID number and email address will be issued to the Visiting Research Student. This will confirm Visiting Research Student status at the University of Ottawa.

Once the admission form has been submitted, and the Visiting Research Student has been accepted at the University of Ottawa, the research project may need additional approvals.

The Visiting Research Student agrees to adhere to the University of Ottawa’s Policy 115 – Responsible Conduct of Research and Policy 130 – Student Rights and Responsible Conduct.

If the Visiting Research Student is conducting an independent research project or adding a component to a supervisor’s project that involves human participants or biological material, a new ethics approval may be needed. More information on ethics guidelines and procedures can be found at the website of the Office of Research Ethics and Integrity. It is  highly recommended that students complete the TCPS 2: CORE-2022 (Course on Research Ethics).

If animals are being used as part of the research or any special work is required in the animal facilities, the Visiting Research Student must contact Animal Care and Veterinary Service.

Finally, the Visiting Research Student must consult the Office of Risk Management for information on safety training as it may apply to a research project.

All Visiting Research Students must have coverage from one of the following two health insurance plans (according to your residency status in Canada).

University Health Insurance Plan (UHIP)

• All Visiting Research Students who are ineligible for OHIP must obtain coverage under the University Health Insurance Plan (UHIP). UHIP is a mandatory plan for eligible international research students and eligible non-resident students (and dependants if applicable). This plan covers standard medical visits and part of other medical and hospital expenses during your stay in Canada. The following webpages provide more information on UHIP and its coverage.
• Visiting Research Students must confirm their arrival and departure dates, ineligibility for OHIP, and coverage required for dependants (if applicable) by email to [email protected].
• The University of Ottawa Human Resources department will contact Visiting Research Students when the UHIP enrolment process is complete to pay the fee (CAD 60 / month) and to receive the coverage card. 
• Visiting Research Students whose UHIP coverage has expired prior to leaving the University of Ottawa must have their UHIP coverage extended. An email must be sent to [email protected] three weeks before the expiry date.

Ontario Health Insurance Plan (OHIP)

• The following Government of Ontario website provides more information on OHIP eligibility.

NOTE: When not eligible for OHIP, enrolment in the UHIP is mandatory. Under the contract with the insurer, all international students must remain covered at all times by the UHIP group plan. In exceptional cases, some students may be eligible for an exemption; consult UHIPs exemptions for more information.

Visiting Research Students should meet with their University of Ottawa supervisor upon arrival.

Once in Ottawa, Visiting Research Students must present themselves to InfoService to activate their University of Ottawa student identification card. This card can be used as a library card, photocopy card, campus debit card, and provides access to university facilities.

Upon receiving a University of Ottawa email address and student number, Visiting Research Students must also activate a uoZone account. This student portal will grant Visiting Research Students access to their personal information, statement of account, newsletters, and various online tools.

During their stay, Visiting Research Students can benefit from a variety of services provided by campus partners:

Orientation activities, virtual and online campus tour, writing centre, student clubs and support groups are offered to meet peers and dedicated personnel who will guide, teach, and support Visiting Research Students during their time at the University of Ottawa.

Visiting Research Students can enroll in courses by registering online or in person at InfoService. Tuition fees for special students and auditors apply.

A wide range of information about campus resources, library, campus maps, protection services, access pass to public transit, and on- and off-campus housing can facilitate and enhance the visiting research student’s stay in Ottawa. Note that access to on-campus recreational facilities has an additional fee and requires registration; consult the athletics and recreations page for more information.