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