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School of Graduate and Postdoctoral Studies

Host a Visiting Scholar

Please review the list below and ensure you have all the information required to fill out the Host a Visiting Scholar form.

Note: It is the responsibility of the host supervisor to fill out the form in its entirety.

Host supervisor information

  • full name*
  • job title*
  • email*
  • phone extension*
  • office location, including building (i.e. ERC ####)*
  • faculty*
  • name of faculty dean*

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 (months)*
  • start date*
  • end date*
  • duration of visit (days)* Please use Date Duration Calculator to determine number of days.

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 visitor is a student) or confirmation of employment (if visitor is a faculty member) from home institution. (File name format: VSFirstname_VSlastname_Letter. PDF files only.)

Research information

  • project/research title*
  • type of research:*
    • independent research
    • collaborative research with a Ontario Tech University 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
  • If any safety training 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 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*
      • accommodation and meals (per month)*
      • health insurance*
    • If yes, account information for reimbursement of above allocated funds to Visiting Scholar:
      • fund, organization, account*

Employer compliance

  • 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 the work permit/permanent residency card for Canada. (File name format: VSFirstname_VSlastname_Work_Permit. PDF files only.)*
    • If no and the visit duration is over 120 days: Under new regulations from Citizenship and Immigration Canada, the processing of a work permit for the visiting scholar requires the payment of a $230 employer compliance fee. Please provide the following information for the payment of the fee:
      • fund, organization, account*

*required fields

Proceed to Host a Visiting Scholar form