Information for employers

Please provide the following information for the Checklist Request:

• Request Name = name of the Foreign National to be invited / appointed / hired (preferred format: LAST NAME, First Name)
• Request Type = Foreign Visitor Checklist
• Client = name of your area / Faculty
• Sub-Client = name of your department / school / area
• Due-Date = when you need the Checklist by
• Description = what is the visitor doing here at Waterloo
• Date of Birth = of the Foreign National
• Country of Citizenship = passport country the Foreign National holds
• Start Date of Visit / Appt = start date of appointment as it appears in the appointment form
• End date of Visit / Appt = end date of appointment as it appears in the appointment form
• Principle Investigator / Supervising Professor = supervisor for the Foreign National
• Degree Earned at start of Visit / Appt Start Date = what degree must the Foreign National hold to take up the visit / appointment / hire
• Appt Type = what appt / visit / hire title will they hold - i.e. Visiting Scholar
• Funding Type = how will the Foreign National be financially supported while at Waterloo
• Resettlement Costs = amount of all reimbursements to be offered to the Foreign National - if none, leave blank
• Other Remuneration Offered by Waterloo = other remuneration for the Foreign National not already noted under Funding Type

Please include the following paperwork with the checklist:

• Non-Faculty Appointment Form or Temporary Employment Authorization Form - downloaded from HR (all signatures are not required for Immigration review) email / memo / letter authorizing the visit
• Letter of Return to home institution, if applicable
• Funding information for the visitor (e.g., award letter from funding agency)
  • If an honorarium is to be considered for the visitor, please review the Human Resources guidelines on honoraria first when including information about this in the paperwork.
• Current immigration documentation for visitor if already in Canada

For Employer Compliance Request:

• Request Name = name of the Foreign National invited / appointed / hired (preferred format: LAST NAME, First Name)
• Request Type = Employer Compliance Submission
• Client = name of your area / Faculty
• Sub-Client = name of your department / area / school
• Due Date = when you need the Compliance Submission done by
• Description = what is the Foreign National doing at Waterloo (just their "job title" - i.e. Visiting Scholar)
• Is this an Urgent Request? = click as appropriate
• Principle Investigator / Supervising Professor = First & Last Name
• Is this a Re-Appt / Extension? = Yes / No
• Work Order # for the Compliance fee of $230 to be charged back to = provide WO# with ORG Unit #
• Mandortory Forms Checklist = Select from dropdown list all documents that apply

Documents to be attached :

• Appointment Forms / pacakge
• Welcome Letter / Appt. Letter
• Passport biodata page
• Award Letter – if applicable
• Letter of Return – if applicable

Short Term Visitation (<= 120 calendar days):

• Request Name = name of your Foreign National (format preferred: LAST NAME, First Name)
• Request Type = Short Term Visitation (<=120 days)
• Client = your area / Faculty
• Sub-Client = your department / school / area 
• Due Date = when you need the letter to be reviewed by and returned back to you
• Is this to be an informal invitation letter to support funding or leave request?
  • Yes - you will be asked to contact Frances Hannigan directly for a different template letter
  • No - move to next question
• What is your dept./school/area = your department / school / area (in case different than above)
• Are you the Host Professor responsible for this invitation?
  • Yes - move to next question;  
  • No - What is the name of the host professor inviting the visitor? First & Last Name = name of the inviting host professor
• What is the date for the invitation letter? = the date you expect to send out the letter to the visitor, taking into account time needed to review the letter by LIS
• What is the visitor's name? First & Last Name = name of the visitor the letter is to go to
• Water is the visitor's address? = the full address where the visitor currently resides
• Is the Visitor a Conference Attendee or Conference Organizer? 
  • Yes - Choose a visitor type: Organizer / Attendee
  • No - Choose a visitor type: check Foreign Visitor Checklist for reviewed visitor type and choose from dropdown menu (i.e. Visiting Scholar = Researcher - Global Skills Strategy Program)
• What Dept. / Area / School will be hosting the visitor? = the department / school / area the visitor will be visiting / researcher with
• What is the Name & Title of the Dept. / Area / School Chair / Director or Faculty Dean? = name and title of the authority signing this letter 
• Will your visitor need time to apply for appropriate immigration documentation or check their availability / schedule? = Yes / No - move to next question
• What is the expected start date of the visit? = start date from the appointment form
• What is the expected end date of the visit? = end date from the appointment form
• Provide a comprehensive list of duties and responsibilities expected of the visitor = provide description to appear in the letter to outline for the visitor what is expected of them during their visit 
• Will funding be provided to the visitor by University of Waterloo? 
  • Yes - What type of funding will be provided to the visitor = choose as appropriate from dropdown list and provide an amount
  • No - Select the funding source = choose from list given
• Will the visitor need a temporary resident visa to enter Canada? = choose from list given
• Request Description = any additional information you would like to provide to LIS for review of this letter before approval