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.

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; the following invitation letter templates must be used and are accessible only to University of Ottawa supervisors here;
• Proof of full-time enrolment at the home institution;
• Valid immigration documents (if applicable);
• Proof of scholarship or other funding (if applicable); and
• Pay the application fee of $315 through the uOttawa eStore and provide the proof of payment by email to [email protected]

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

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.

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).

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 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.

• The University of Ottawa Human Resources department will contact Visiting Research Students when the UHIP enrolment process is complete to pay the fee of approximately $65/month and to receive the coverage card. 
• Please note that UHIP fees must be paid within one week of being contacted by the UHIP office. They will contact you by email when your health insurance card is ready. To pay your UHIP fee, please visit the UHIP office at 550 Cumberland (TBT-019, basement level) debit, credit, and cash are accepted.
• DO NOT pay for UHIP insurance online or at InfoService. You will be required to request a refund if you do.

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.

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.