SHORT TERM UNPAID VISITOR TEMPLATE
TYPICALLY 6 MONTHS or LESS – SELF FUNDED
(where no work permit is required)
Last updated by Faculty Relations: November 21, 2016
[DATE]
Name
Address
Dear Name:
I am pleased to invite you to University of British Columbia (UBC) and the Department of XXXX as a visitor. Details of your visit are as follows:
Rank: Visiting [enter appropriate rank]
Department: XXXX at the XXXX Campus
Visit Dates: DATE, 201X to DATE, 201X
Salary: No salary or benefits
This appointment as a visitor is subject to the approval of the Board of Governors and Citizenship and Immigration Canada.
We have received confirmation from XXX (enter university or institution name) that you continue to be employed and funded by XXX University. [alternate language, As a self-funded researcher you will be supporting yourself during your time at UBC]. This appointment is unpaid and you will not perform any work for the Department of XXX while at UBC. We are able to provide you with shared office space and access to library loans and services. You are welcome to participate in the intellectual life of the department and we look forward to the opportunity for collegial exchange of ideas.
You are expected to observe, at all times, the highest professional standards. In support of this, you are expected to become familiar with the UBC Respectful Environment Statement for Students, Faculty and Staff.[1] The statement reflects our core values of mutual respect and equity, and promotes a safe, caring, and respectful campus community. UBC holds all staff, faculty, visitors and students accountable for carrying out their duties and responsibilities in accordance with this Statement. [As necessary insert/adjust wording to describe the activities that the individual will be doing on campus].
As a foreign national it is your responsibility to obtain the necessary approval from Immigration, Refugees & Citizenship Canada (IRCC) prior to your start date of your visit to UBC. As per IRCC’s guidelines as a self-funded researcher coming to UBC for less than 6 months, you may be able to enter Canada as a Business Visitor. Information on this is found the IRCC website (www.cic.gc.ca/english/visit/business-who.asp).
Full Agreement
This letter constitutes the full terms of our offer of an appointment as a Visiting [Rank] and supersedes all other commitments either written or verbal that may have been made to you by UBC. Should you accept this offer, your appointment will be governed by UBC procedures and UBC policies[2], in particular Policy 42. The procedures and policies may be amended from time to time and such amendments are binding upon you.
If you are in agreement with the terms of appointment as set out in this letter, please sign the enclosed copy of the letter and return it via email no later than [DATE] to (insert name, title).. Please keep a copy of this signed letter for your own records. This signed letter is required to process your appointment as a visitor.
My colleagues and I are delighted at the prospect of you visiting the Department. Should you have any administrative questions regarding your visit please contact XXXXXX at (604) XXX-XXXX.
Yours sincerely,
XXX
(Name)
Head of Academic Unit
I have read and understand the terms of appointment set out in this letter and I accept the above offer to visit the University of British Columbia.
______
Name Date of Acceptance
2
[1] http://www.hr.ubc.ca/respectful-environment/
[2] universitycounsel.ubc.ca/policies/