120-day Work Permit Exemption for Researchers

All of the following criteria must be met in order to proceed: 
If all criteria are NOT met, or should you have any questions or concerns, please contact immig@uwo.ca

  • Visiting Research Only (VRO) Students general criteria - outlined on Visiting Research Only Students main page as well as:
  • The student is coming to perform work for 120 consecutive days or less and has not been granted an exemption under the public policy facilitating entry into Canada for short term work in the last 12 months.
  • The student is conducting collaborative research or doing research training for the student's thesis or dissertation at their home institution on a complimentary research topic.
  • Funding to cover travel, living expenses and any ancillary fees are from Western or from an organization/institution abroad by way of a scholarship. The student may use their own savings and/or funding to cover a portion of their visit 
  • The student has an offer from a publicly funded degree-granting institution (at the college or university level) or its affiliated research institution (see note).
  • The student has a significant role to play in or value to add to the research project.
  • When entering Canada, at the request of an officer, the foreign national produces written confirmation from the receiving institution attesting to the details of the work as being primarily research and outlining the duration of the work.
  • Note: Students who have used this exemption in the last 12 months and who intend to work in Canada before the 12 months have passed since their initial entry into Canada may not use this exemption until 12 months have passed. You may wish to consider using the research award recipient category (work permit).

Steps for short-term (120-day) work permit exemption for researchers

Step 1: Collect the documents required from the student

The student must complete and sign the VRO Plan Form, and return it to the host supervisor along with their home institution letter (please see page 1 of the form for the information needed in the home institution letter).
VUGS (Research Only) Plan Form for Visiting Undergraduate Students (VUGS)
VGS (Research Only) Plan Form for Visiting Graduate Students (VGS)

Step 2: Prepare the invitation letter to support a 120-day work permit exempt researcher for visitor status and the VGS Supervisor Information and Declaration Form (if applicable)

Have the Department Chair or Graduate Chair (as applicable) sign the VRO (Research Only) Plan Form that was provided by the student, AND the invitation letter.

Is your student a Visiting Graduate Student (VGS)? The VGS Supervisor Declaration Form must be signed by the VRO student's host supervisor to confirm their SGPS membership and to acknowledge their responsibilities as a supervisor.

Template invitation letter for a 120-day work permit exempt researcher (MS Word)

VGS Supervisor Declaration Form

Step 3: Forward all documents to Western International

Email completed and signed documents to immig@uwo.ca.

Be sure to include the VRO Fee Authorization form if you are paying the $200.00 administration fee on behalf of the VRO student. Please note however, supervisors are not permitted to use speed codes that draw from external funds (e.g. tri-council grants) to pay for administrative fees. 

  VRO Fee Authorization

Western International will assess the application and process fees in cooperation with the Office of the Registrar. The Office of the Registrar will provide the student with a Visiting Research Student Registration Information form by email. You will be copied!

Step 4: Wait for confirmation of your assessment

Western International will advise if revisions are required or if you may proceed to forward the invitation letter to the VRO student.

Step 5: Provide documents and instructions to the VRO Student

Only forward the invitation letter to the VRO student. The student does not require the VRO (Research Only) Plan form or the VRO Fee Authorization form. These forms are internal documents only.

Step 6: VRO Student to apply for a Visitor Visa or Electronic Travel Authorization (eTA)

Instructions on how to apply for the immigration document are provided in the template invitation letters.

Only students who are nationals of visa-exempt countries may apply for the eTA from Immigration, Refugees and Citizenship Canada (IRCC): http://www.cic.gc.ca/english/visit/eta-start.asp

All other students require a visa to enter Canada and must apply for a visitor visa (Temporary Resident Visa): http://www.cic.gc.ca/english/information/applications/visa.asp  

Students should not apply for both an eTA and visitor visa. Depending on their country of nationality, they will apply for one or the other.

Students will have to provide the following supporting documents with their visitor visa application, or upon entry (for eTA nationals), as outlined in the letter of invitation:
1. Letter of invitation
2. Home institution letter confirming enrollment/registration and approving research stay in Canada
3. Proof of funds for stay in Canada (travel and accommodations) such as a personal bank statement or funding confirmation from an institution/organization abroad
4. Proof of ties to country of residence (immigration status, employment, family, previous international travel history, etc.)

Students who have questions or concerns about the visitor visa or eTA process, or who are being directed to apply for a work permit by a Visa Application Centre (VAC), should contact immig@uwo.ca for further advice before formally submitting their application for visitor status.

If your VRO student is refused their visitor visa or eTA, please notify immig@uwo.ca

If your VRO student does not arrive by the start date indicated in your invitation letter, please let Western International know as soon as possible so that records and UHIP fees can be adjusted.

Step 8: Welcome your VRO Student to campus

Visiting GRADUATE Students (VGS) will be term-activated upon arrival to campus.  They must immediately present themselves in-person to the School of Graduate and Postdoctoral Studies (SGPS) to confirm their arrival and provide their Visitor Record and/or proof of date of entry information (entry stamp in the passport and/or boarding pass). 

Visiting UNDERGRADUATE Students (VUGS) will be term- activated based on the anticipated arrival date. The Registrar's Office may contact the host supervisor about one month into the term to confirm that your VUGS has arrived. 

It is your responsibility to ensure that your VRO student receives proper orientation as well as health and safety training through OWL.

Please also remind your VRO student to pay the fees for the administration fee, Western One ID Card, and UHIP through their Student Centre account within 30 days of arrival to campus. The Office of the Registrar would have already emailed the VRO student their registration information including Western Student ID and pin code for Student Centre. The VRO student should pay their fees similar to the way tuition and ancillary fees are paid.

If the anticipated arrival date or end date changes, please notify Western International at immig@uwo.ca  immediately so that Records and UHIP fees can be adjusted accordingly. VRO students who are recipients of Global Affairs or department/faculty research awards will receive funding through their Student Centre account. Funding is credited to the account. Any fees and UHIP charges are deducted and the balance remaining, if any, will be issued to the student by cheque shortly after arrival in Canada.

SUPPORT SERVICES FOR SELF-FUNDED ACADEMIC RESEARCHERS ON CAMPUS

Self-Funded Academic Researchers are welcome to access the services offered by the International and Exchange Student Centre (IESC) at Western International.