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.

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.

The following information applies to international visiting research students only. Canadian citizens and permanent residents of Canada can skip this step.

Depending on the duration of the visiting research student’s stay and funding source, students may obtain one of the following: an Electronic Travel Authorization, a Visitor Visa, or a Work Permit.

* Immigration-related fees are subject to change by IRCC at any time. 

Research visit for 60-120 days

For a research visit of 60 to 120 days, applicants may enter Canada under the 120-day Work Permit exemption for researchers with either an Electronic Travel Authorization (eTA) or a Visitor Visa.

The following Immigration, Refugees and Citizenship Canada webpages provide more information on eTA and Visitor Visa eligibility.

Such applicants may be funded by competitive scholarships from governments or other funding organizations, a competitive or non-competitive scholarship from the visiting research student’s home institution, a stipend from the University of Ottawa host supervisor, and/or proof of financial standing through personal bank statements.

IMPORTANT: Visitor Record and Social Insurance Number 

Visiting research students planning to stay in Canada for less than 120 days, 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, visiting research students must request a Visitor Record from the Canadian Border Service Agent (CBSA) at the Canadian port of entry. Students cannot obtain a Visitor Record once they have entered Canada. If you fall under this category, you must contact [email protected]. 
 

Research visit for over 120 days up to 365 days

Applicants coming for over 120 days up to 365 days are required to obtain a Work Permit and must first email [email protected] to determine eligibility.

In this email, please indicate 1) anticipated dates and duration of stay; 2) name and email of intended uOttawa host supervisor; 3) proof of a competitive scholarship 4) country of citizenship for immigration processing times assessment.

Generally, applicants coming for a research visit of 120 to 365 days must hold a competitive scholarship that will fund their stay in Canada. Examples of eligible awards include competitive scholarships from governments or other funding organizations, a competitive scholarship from the visiting research student’s home institution, etc. A stipend from a University of Ottawa host supervisor is not eligible funding for this category.

Visiting research students who obtain a Work Permit are eligible to receive a Social Insurance Number (SIN). For more information on how to obtain a SIN please refer to Service Canada.

Canadian immigration eligibility criteria are subject to changes beyond the control of the University of Ottawa. Up-to-date information is available here: Immigration, Refugees and Citizenship Canada Help Centre.

In Canada, the rights of all workers - including Temporary Foreign Workers and workers under the International Mobility Program - are protected by law. More information on these rights can be found at My rights - IMP.

NOTE:

• For both scenarios, the visiting research student must ensure that their passport does not expire during their intended stay in Canada and that the passport follows both departure and arrival country regulations.
• Applicants who are looking to extend their research stay must first email [email protected] to determine eligibility.

1. Documents to be sent by the prospective visiting research student to [email protected] with the University of Ottawa supervisor copied:

• VRS application form (docx, 512 KB) completed and signed
• Colour scan of the passport bio page
• Invitation letter from the University of Ottawa supervisor; the following invitation letter templates must be used and are accessible only to University of Ottawa supervisors through VirtuO
• Valid immigration documents (if applicable)
• Proof of scholarship or other funding (if applicable)
• Proof of financial support for the stay in Canada
   

2. Payments to be made by the prospective visiting research student:

• Pay the application fee of $380 through the uOttawa eStore and provide the proof of payment by email to [email protected]. The fee must be paid using a credit card.
• Pay the University Health Insurance Plan (UHIP) only after approval. UHIP should only be paid once IREX has approved the application. IREX will confirm the number of months to pay and provide the payment link.
   

3. To be sent directly by the home institution to [email protected]:

• Proof of full-time enrolment at the home institution in the form of (1) an official transcript, and (2) a letter certifying continued enrollment at the home institution for the duration of the research stay in Ottawa.

Once the prospective visiting research student has submitted the admission form and has been accepted at the University of Ottawa, the research project may need additional approvals.

Responsible conduct of research: The visiting research student agrees to comply with University of Ottawa Policy 115 – Responsible Conduct of Research, and with Policy 130 – Student Rights and Responsible Conduct.

Ethics approvals: 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 on the Office of Research Ethics and Integrity website. We highly recommend that students complete TCPS 2: CORE-2022 (Course on Research Ethics).

Animal care: 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.

Research security: The visiting research student must not be affiliated with, nor have received funding from, nor obtained in-kind research support from any organization listed on the Government of Canada Named Research Organizations (NRO) List.

Safety training: Finally, the research supervisor and the visiting research student must consult the Office of the Chief Risk Officer for information on safety training as it may apply to a research project.

UHIP fees must be paid for your research stay in Canada through the uOttawa eStore prior to arrival.

Upon receipt of all documents listed under Step 3, prior to arrival in Canada, the VRS office will inform you how many months of UHIP to pay and provide a payment link.

When your health insurance card is ready, the Human Resources office will send it via email. 

If you do not pay the fee, your University of Ottawa supervising professor will be contacted and will be required to pay it on your behalf.

If you have any questions on what is covered by UHIP, please refer to the UHIP coverage details. 

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: 

Virtual and online campus tours, Academic Writing Help Centre assistance, student clubs, support groups, and dedicated personnel will guide, teach, and support the visiting research student and help them meet peers during their time at the University of Ottawa. 

Visiting research students can enrol 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 services, campus maps, Protection Services, 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 requires registration and an additional fee; visit the athletics and recreations page for more information. 

As of fall 2023, visiting research students no longer qualify for the U-PASS for public transit services. Information on how to purchase a public transit pass can be found by visiting the Ottawa OC Transpo and Gatineau STO websites.