Page 1 of 3 Academic Visitor Letter

University of Ontario Institute of Technology

Date:

Name:

Address:

Dates of Visit:

Home institution:

Date of Birth:

Dear Ms./Mr.-----,

This is to confirm that you have been invited by the Faculty of ------atthe University of Ontario Institute of Technology (UOIT) as an Academic Visitor, under the University’s program for Academic Visitors. While at University of Ontario Institute of Technology (UOIT), you willconduct research on the[INSERT TOPIC] under the supervision of[UOIT SUPERVISOR],[TITLE OF SUPERVISOR].

During yourvisit, the Faculty of ------[SPECIFY IF IT S A RESEARCH CENTRE]will offer you an allowance for subsistence and accommodation to a maximum of ------CAD $.

This invitation and the conditions of your visit are set out under the terms and conditions in this letter which you must read carefully, sign, and return a copy of the “Acceptance” to University of Ontario Institute of Technology (UOIT).

This invitation to come to University of Ontario Institute of Technology (UOIT) is subject to the following conditions:

  1. This is a non-paid appointment.
  2. The research carried out at University of Ontario Institute of Technology (UOIT) is in partial fulfillment of your degree program at [HOME INSTITUTION].
  3. You will conduct your research in collaboration with [UOIT SUPERVISOR]. The nature of your research requires this period in Oshawa for completion, and your participation in [UOIT SUPERVISOR]’steam will be an integral part of its research.
  4. The period of research will be from [STARTING DATE]to [ENDING DATE].
  5. Your supervisor’s contact information:

NAME OF UOIT SUPERVISOR

RESEARCH INSTITUTE (IF APPLICABLE)
FACULTY
Office:

Phone: +1-905 7221 8668 ext. ----
Email:

  1. Duties and Responsibilities:

For the Visitor

  1. Academic Visitors are subject to the rules and regulations of University of Ontario Institute of Technology (UOIT)including those concerning behaviour, discipline, health and safety;
  2. During their visit, Academic Visitors shall comply with all federal and provincial laws, regulations and all applicable University policies and procedures;
  3. Academic Visitors are bound by all applicable confidentiality and intellectual property rules, regulations, policies and laws;
  4. Unless clearly stipulated otherwise the Academic Visitor is responsible for all expenses, travel and living arrangements associated with the position;
  5. The Academic Visitor must be fully qualified and have obtained the required approvals to perform the research

For the Supervisor:

  1. Provide the Academic Visitor with appropriate guidance and supervision;
  2. At the end of the Visit, as applicable, the supervisor may be required to provide a report/appreciation/evaluation of the Academic Visitor’s research
  3. Provide certain equipment and/or materials and access to laboratory facilities and libraries as deemed necessary by agreement of the parties, for the purposes of the Visit
  1. You agree that, with regard to intellectual property, you are bound by the pertinent regulations.
  2. You agree that during your Visit and at all times following the end of your Visit at University of Ontario Institute of Technology (UOIT), you will protect the confidentiality of all confidential information. Such confidential information includes all reports, documents and any other work accomplished and/or documentation acquired, generated and/or produced during your Visit.
  3. You agree that you and/or the University may for any reason or cause and without engaging any liability, terminate your Visitbefore the end of the Visit indicated above. Notice of termination shall be provided at least two (2) weeks prior the effective date of termination and must be done in writing.
  4. You agree that if you violate any of UOIT’s policies or procedures or conduct which, in the opinion of UOIT, is deemed unacceptable, UOIT may immediately and without notice terminate your Visit.
  5. You agree that you are responsible for obtaining all appropriate travel and immigration documents prior to travelling to Canada from a Canadian diplomatic mission (see
  6. Temporary Resident Visa (TRV) commonly called an Entry Visa: If you come from certain countries, you may need to obtain a TRV. For countries requiring a TRV see
  7. For locations, of Canadian visa offices overseas see
  8. Work Permit: All academic visitors (commonly calledvisiting researchers) are required to have a work permit despite the fact that you will be unpaid, and will not register for courses. For information regarding immigration procedures, please consult the Citizenship and Immigration Canada website at In order to do so, please contact the Immigration Office at the Canadian Consulate/Embassy/ High Commission nearest to you to obtain appropriate documentation. You should take with you to this meeting your valid passport, this letter, official copies of University transcripts, and any other documents pertinent to your application. Academic Visitors are Human Resources and Skills Development Canada (HRSDC) exempt and do not require HRSDC approval to conduct research activities in Canada. Thus, when applying on the Work Visa application form, you would indicate that you are C22 exempt. You will then be issued a “Letter of Introduction” to be shown at the port of entry to Canada.
  1. Entering Canada: It is important to note that once you have been issued a Canadian TRV if required, and the “Letter of Introduction” issued by the Canadian diplomatic mission, and arrive at a Canadian port-of-entry, you must present the TRV, your passport, and the original of this offer letter from UOIT together with the “Letter of Introduction” to Immigration in order to get the actual document of the work permit which will be placed in your passport.
  1. As a visitor to Ontario, you will not have eligibility for Health coverage under the Ontario Health Insurance Plan.Youare responsible for obtaining medical insurance coverage, and to purchase the health plan provided by UOIT International known as University Health Insurance Plan (UHIP) on a monthly basis.
  2. As a visitor to UOIT, you will be charged a small monthly administrative fee to cover access to the Library, Athletic Facilities and local public transportation.

Your stay and status as an Academic Visitorwill be coordinated byUOIT International and the Faculty of ______.

Should you have any questions prior to or upon arrival, please contact Bogumila Lapinski Anaya for general questions or [SUPERVISOR] regarding research issues.

Cordially,

Dean, Date
Faculty of

CC:[Supervisor name, faculty and email]

Bogumila Lapinski Anaya, UOIT International

Almey Tse, Grad Studies

Jennifer Freeman, ORS

Joanne Evans, HR

I accept the terms and conditions as set out under this letter, etc….:

______

Signature Date