Are you a graduate student who is interested in visiting another Canadian university to conduct research to enhance or complete your studies? The Canadian Graduate Student Research Mobility Agreement (CGSRMA) allows graduate students to be recognized as legitimate visitors at host institutions, while fostering the exchange of ideas, specialized training, research collaboration and interdisciplinarity. This agreement does not pertain to courses.
If you are applying for the CGSRMA your completed paperwork must be signed by all parties and submitted to Graduate Studies and Postdoctoral Affairs at least 1 month before the beginning of the academic term in which the visit is to occur.
- Step 1: Determine your eligibility
- Step 2: Find a supervisor and obtain a Letter of Agreement (LOA)
- Step 3: Complete the Canadian Graduate Student Research Mobility Agreement (CGSRMA) form and obtain signatures
- Step 4: Acceptance and enrolment at the host university
- Terms of visit
To be admitted for the CGSRMA you must:
- Be in good standing in your graduate academic program at University of Waterloo.
- Maintain full-time enrolment status and pay fees to Waterloo for the term(s) in which you are away.
- Intend on pursuing research that is related to your graduate degree program at Waterloo, while at the host university.
- Receive permission from your academic department to conduct research at the host university.
- Receive a written Letter of Agreement (LOA) from the host faculty member and department head/chair confirming his/her willingness to serve as your supervisor for the duration of your visit.
You are responsible for finding a supervisor at the host institution who is willing to serve as your supervisor, and who is also willing to take responsibility for you as a visiting graduate research student for the duration of your stay.
Once a faculty member at the host university has agreed to serve as your supervisor, you must obtain a LOA:
- Research visits must initially be arranged by your supervisor and by the proposed supervisor at the host university.
- A written agreement is required and must be signed by the host supervisor and department head/chair/director confirming their willingness to supervise.
- The letter must confirm what arrangements have been made with regards to all aspects of the visit, including access to facilities (e.g. collections, equipment), space, intellectual property, stipends and benefits, timing of the visit, ethical approval of research etc.
- This letter must be counter-signed by your supervisor and department head/chair/director and by you, consenting to mutual agreement to the terms of the visit.
Step 3: Complete the Canadian Graduate Student Research Mobility Agreement (CGSRMA) form and obtain signatures
- Following approval of the agreement, complete section 1 and 2 of the Canadian Graduate Student Research Mobility Agreement (CGSRMA) form (Graduate Studies forms website) and attach a copy of the LOA.
- Submit the form and LOA to your supervisor to sign and obtain the signature of the department chair/head/director.
- Your supervisor will submit the signed form and LOA to the associate vice-president Graduate Studies and Postdoctoral Affairs (or delegate), University of Waterloo.
Upon approval by the associate vice-president Graduate Studies and Postdoctoral Affairs (or delegate), the form and other documentation will be forwarded to the dean of Graduate Studies at the host university.
- The dean of Graduate Studies (or delegate) of the host university will communicate acceptance as a visiting research student to you and to the supervisor of the host university.
- You will be registered at the host university as a visiting graduate research student for the length of time requested on the CGSRMA form (Graduate Studies forms website). You are accountable for advising the host academic department of your arrival and you must pay any required incidental fees.
- Fee arrangements and registration are made to Waterloo for the duration of your visit to the host university.
Visiting research graduate students:
- Are not assessed fees by the host university however, incidental fees may be charged at the discretion of the host university.
- Are subject to regulations of the home institution governing tuition.
- Must provide confirmation of registration and fee arrangement made at their home university to the host university.
- Must observe deadlines in effect at both the home and host institutions.
- Must provide notice of any change to Graduate Studies and Postdoctoral Affairs at the time of registration at the host university.
- Are required to understand and abide by all policies, regulations, rules and procedures including behaviour, health and safety, research ethics/policies and protocols, and intellectual property of the host university.
- Are required to be pursuing research related to their home university graduate degree program as their primary activity while at the host university.
- Are not permitted to enrol for courses at the host university.
- Are required to understand that the acceptance of any visiting graduate research student is at the discretion of the host university.