Hosting a visiting scholar

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The University of Waterloo encourages faculty and staff to invite international scholars to our university. Using the checklists and procedures below, in conjunction with the services provided by Legal and Immigration Services, will ensure your visitor has a positive experience during their visit to our institution and our country. 

Prospective Waterloo hosts are strongly encouraged to check with their administrative support staff to confirm what, if any, faculty or unit-specific requirements are in place to manage Visiting Scholar invitations and documentation.

Foreign visitor checklist

All University of Waterloo hosts are required to complete and submit the Foreign Visitor Checklist to Frances Hannigan, Senior Immigration Specialist.

Non-faculty appointment documentation

In addition to the Foreign Visitor Checklist, the prospective Waterloo host must also submit a Non-Faculty Appointment Form along with supporting documentation outlined in the “Inviting/Hiring Foreign Nationals” procedures.  A number of faculties have additional procedural requirements at this stage and oblige the prospective Waterloo host to engage with a designated staff person (typically housed within the Dean’s Office) to complete these procedural steps.

Visitor reference chart

Prospective Waterloo hosts and Visiting Scholars may refer to the Visitor Reference Chart to better understand the permits and paperwork required depending on the nature of the visitor’s affiliation to their home institution and the University of Waterloo as well as the nature of their proposed visit.

Letter of appointment

In addition to the Visitor Checklist and the Non-Faculty Appointment Form, the Waterloo host must fill out a Letter of Appointment template to provide details of the nature of the visit and financial arrangements.  These three forms, and supporting documents, are forwarded to Frances Hannigan who will review them and provide final verification of the appropriate wording of the Letter of Appointment.  The final draft of the Letter of Appointment requires the Dean’s signature and once signed can be forwarded to the prospective Visiting Scholar. 

There are two versions of the letter depending on the duration of stay.  For visits of six days or longer, the Letter of Appointment template is required.  For visits of 5 days or less, the Guest Speaker Letter is appropriate. 

Visitor pre-arrival checklist

Waterloo International has compiled a list of useful information for hosts to provide for their visiting guests.