Information for employers

Inviting/Hiring Foreign Nationals

Immigration Regulations R179 and R183 require that any visitors coming to Canada to conduct business must have a letter of invitation indicating where they are conducting that business, the purpose for which they are here and the dates they are visiting. The University has into place policies and procedural guidelines that will help it adhere to these Regulations, formal invitation letters are required for all non-Canadian/non-Canadian Permanent Resident (non-CPR) visitors coming to the University of Waterloo for any business purpose. As a matter of good record keeping (per University Policy 46), letters of invitation should be formalized to ensure appropriate compliance with the University’s statutory and regulatory obligations.

Any invitations to non-Canadian/non-CPR visitors and/or workers to the campus must first be confirmed for Immigration by the Visa & Immigration Services office. 

If you are planning to invite a graduate student to visit and/or conduct any kind of research with you, please consider using the International Visiting Graduate Students (IVGS) Program. This program allows the graduate students to use their time spent here toward their degree program at their home institution.

Once you know how best to invite your visitor.....

Step 1

Visitor Reference Chart (2024)  will provide to you an idea of what kind of immigration will be needed by your visitor/worker to come to Canada.

Complete the Checklist for review by Visa & Immigration Services. Please include the following documents with the request:

  • Non-Faculty Appointment Form (NFAF) - not required to be signed by all parties but completed with details of the appointment/visit

      Along with at least one of the following documents:

  • Letter of Return
  • Funding Letter - i.e. award/scholarship letter, letter confirming continued salary during visit/appointment
  • CV, if there is an employment position to return to
  • Foreign national's passport biodata page

Additional documentation may be required before the review for the Checklist can be completed.

Once reviewed, a formal letter of invitation must be sent to the visitor/worker in order to facilitate the application for immigration documentation. The following letter templates are available to be generated (using the LIS Legal Services Request (LSR) forms) and printed onto your department/school/area letterhead:

  • Short Term Visitation - 120 calendar days or less (instructions on how to complete the request listed below)
  • Long Term Visitation - 121 calendar days or more
  • Mitacs Globalink Awardee Invitation 
  • New Faculty Interview Invitation
  • Informal Invitation (to be completed by host/supervising professor before Checklist request is made)

The below linked document should accompany all letters for informational purposes to the Foreign National coming to Waterloo.

Information for Foreign Nationals (information sheet to be provided with the appointment letter)

Step 2

Based on the Immigration comments noted in the Checklist, an Employer Compliance may need to be made to support the foreign national's immigration application.

Please include the following paperwork with the request:

  • Work Order number to charge back the $230 submission fee for the Employer Compliance
  • Signed Letter of Appointment and/or Employment Agreement
  • Letter of Return and/or Funding Letter / Award/Scholarship Letter
  • Foreign national's passport biometrics page

Once the Compliance is submitted to IRCC and approved, a Fee Receipt will be emailed back to the dept./host supervisor to pass along to the foreign national to include with their work permit application.

Legal Services Request (LSR) Instructions

Foreign Visitor Checklist

Foreign Visitor Checklist

Click on the above "call-out" button to access the request page, then click on "Login with SSO." If you have an active WatIAM ID, the system will log you in automatically. You will then be taken to a "Welcome" page - click "Create LSR" to open the Request form.

Please provide the following information for the Checklist Request:

  • What is your full name? and What is your email? should be pre-filled based on your WatIAM ID
  • 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. If you are not able to upload these documennts, please email them to lis-imm@uwaterloo.ca:

  • 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

Employer Compliance Submission

Click on the above "call-out" button to access the request page, then click on "Login with SSO." If you have an active WatIAM ID, the system will log you in automatically. You will then be taken to a "Welcome" page - click "Create LSR" to open the Request form.

For Employer Compliance Request:

  • What is your full name? and What is your email? should be pre-filled based on your WatIAM ID
  • 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 - if unable to upload any of the documents, please email them to lis-imm@uwaterloo.ca :

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

Short Term Visitation (<= 120 days)

Click on the above "call-out" button to access the request page, then click on "Login with SSO." If you have an active WatIAM ID, the system will log you in automatically. You will then be taken to a "Welcome" page - click "Create LSR" to open the Request form.

Short Term Visitation (<= 120 calendar days):

  • What is your full name? and What is your email? should be pre-filled based on your WatIAM ID
  • 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
  • What 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

Labour Market Impact Assessments (LMIAs)

Labour Market Impact Assessments (LMIA) for non-Canadian/non-Canadian Permanent Resident hires are processed through Employment and Social Development Canada (ESDC)/ServiceCanada. Applications for LMIAs are completed and submitted centrally through the Visa & Immigration Services office within Legal and Immigration Services. To begin the process, submit the request using LIS' Legal Service Request (LSR) system. If you have any questions about the process or ability to apply for the LMIA, please email the Assistant Director - Visa & Immigration Services at lis-imm@uwaterloo.ca.

Advertising Requirements:

ESDC/ServiceCanada requires specific advertising in order for a LMIA to be considered. If there is a possibility that a foreign national could be hired for a position, you must follow these advertising requirements as part of the recruitment process:

Faculty Positions - Hire a foreign academic  

Non-Faculty Positions - Hire a temporary foreign worker   

* The University limits which non-faculty (aka non-professorial) positions a LMIA will be applied for based on whether it is deemed to be a high-wage occupation or low-wage occupation. Please consult with the Assistant Director - Visa & Immigration Services if you are unsure if the position you wish to recruit for will meet the requirements for a LMIA.

Foreign worker academics websites:

Legal Services Request (LSR)

Log in by clicking on the "Log in with SSO"

Choose a "Request Type" - Options available: