If you have been formally invited and appointed to the University of Waterloo to conduct or collaborate on research as a "Visiting Professor," "Visiting Scholar," "Visiting Researcher," "International Visiting Graduate Student (IVGS)" or "Visiting Undergraduate Student," you are deemed as a worker under Immigration, Refugee and Citizenship Canada (IRCC). In most instances you are required to apply for a work permit in order to take up this visit/placement here at Waterloo. Your letter of appointment from your host supervisor's department and/or Faculty will provide to you information about the kind of immigration you will need to apply for. Keep in mind that the immigration application is confidential and individual to you - the University of Waterloo cannot "guarantee" that you will be eligible for the required immigration documents necessary to take up the placement here.
Volunteers - If you are accepting a position on a "volunteer" basis, you are volunteering your time to work. As such, you are still obligated to meet the requirements to be eligible to work in Canada. This may mean you will need to apply for and be issued a work permit to legally volunteer your time to work in that position.
Before arrival to Waterloo
Applying for immigration documents
Depending on what country passport you hold and the conditions of your visit with Waterloo will determine what immigration document(s) you will need to take up your placement here. As a visitor invited to Waterloo to conduct research, collaboratively or in support of your host supervisor's research, by Immigration definition, it is considered work. In most instances a work permit is requried in order for you to take up the placement here but there are exemptions to the need for a work permit and your letter of appointment will indicate what it is you will need.
Start the process of applying for your immigration documents early!
Processing times for various immigration documents change based on the volume of applications received by IRCC online, by paper and through a Visa Application Centre (VAC). The University cannot help to expedite the processing of any submitted applications in any way.
Cost of Living in Waterloo
However you are being funded to take up your visit or placement here at Waterloo, knowing how much it will cost to live in Waterloo is the first step in budgeting for an enjoyable stay in Canada. The University's Off-Campus Housing site has a comprehensive breakdown of the costs you may encounter while visiting Waterloo - take a look at it and build your budget from there. Once your immigration documentation has been approved, additional Canadian source funding cannot be provided/added.
Pre-arrival checklist
As a visiting scholar we invite you to work with your host supervisor or host department to get each item on the Visiting Scholar Checklist completed to ensure a successful and enjoyable visit to our campus. Between the visitor and host we suggest investigating and planning for each item on these lists, as applicable to your situation.
After arrival to Waterloo
Individual Taxation Number (ITN)
To work in Canada, you need a SIN or ITN from Service Canada and you must meet the various requirements to work in Canada. Just having a SIN/ITN does not mean you are automatically eligible to work in Canada.
An Individual Tax Number (ITN) is a unique 9-digit number that Canada Revenue Agency (CRA) uses to identify you for tax purposes if you aren't eligible for a Social Insurance Number (SIN) (e.g. because you don’t have a work or study permit allowing you to work). You must apply for an ITN if you will be receiving an award, scholarship, studentship from a Canadian source. It is also used if you wish to file a Canadian income tax return for a potential refund of any taxes withheld from any compensation/remuneration you received from a Canadian source.
To determine if you need a SIN or ITN will depend on what it is you have been invited to Canada to do. As your host employer, the University of Waterloo has an obligation to report any withholding income taxes for any remuneration or compensation paid out. If you are to receive a one-time pay-out from Waterloo, you can apply for an ITN.
What documents do you need to apply for an ITN
In addition to the application form, you will need to submit:
- Photocopy of passport bio-data page (i.e. the page containing your name and photo)
- Photocopy of passport page(s) containing entry stamps to Canada (if applicable)
- Photocopy of your flight ticket to Canada (if applicable)
- Photocopy of any award, scholarship or studentship offer letters (if applicable)
- Cover letter explaining why you need an ITN
Note: the photocopy of your passport and study permit must be notarized or certified (signed with a notation that this is a true copy of the original and their official title) by a local official, such as a professor or doctor.
Mailing the application
We suggest using Canada Post Xpresspost to mail your documents securely. If you do not receive your ITN within 6 weeks, you can call the Canada Revenue Agency's International Tax office.
We highly suggest applying for an ITN from within Canada (i.e. before you leave Canada). If you have already left Canada and you need to apply for an ITN, we suggest you include a cover letter explaining your situation to avoid confusion and delay. You may call the Canada Revenue Agency's International Tax office before submitting your application to ensure your application contains sufficient documentation.
SIN (Social Insurance Number)
To work in Canada, you need a SIN or ITN from Service Canada and you must meet the various requirements to work in Canada. Just having a SIN/ITN does not mean you are automatically eligible to work in Canada.
A Social Insurance Number (SIN) is a 9-digit number that you need to work and be paid in Canada and potentially access government programs and benefits. It is also used if you wish to file a Canadian income tax return for a potential refund of any taxes withheld from any compensation/remuneration you received from a Canadian source. You must apply for a SIN if you plan to work in Canada.
To determine if you need a SIN or ITN will depend on what it is you have been invited to Canada to do. As your host employer, the University of Waterloo has an obligation to report any withholding income taxes for any remuneration or compensation paid out. If you are to receive a one-time pay-out from Waterloo, you can apply for an ITN.What documents do you need to apply for a SIN
You can apply for a SIN with your original passport and work permit.
How to apply for a SIN without a work permit
You can apply for a SIN with your original passport and visitor record (GSS program participants), as long as your visitor record indicates you are authorized to work in Canada.
How to apply for a SIN with a study permit
You can apply for a SIN with your original passport and study permit, as long as your study permit has one of the following conditions or remarks:
- May accept employment on the campus of the institution at which registered in full-time studies
- May work 20 hours per week off-campus or full-time during regular breaks if meeting criteria outlined in section 186(v) of Immigration and Refugee Protection Regulations (IRPR)
- May accept employment on or off campus if meeting eligibility criteria as per R186(f), (v) or (w). Must cease working if no longer meeting these criteria
Note: If your study permit does not have one of the above conditions or remarks, and you were eligible to work on and off campus when the study permit was issued, you need to submit a mailed request for an amendment to your study permit before you can apply for a SIN. There is no fee for this application. The estimated processing time can be found on the IRCC website.
Applying for an amendment is not the same as applying to change conditions of/extend your study permit. The expiry date of your study permit will stay the same in an amendment application. You will still need to apply to extend your study permit before its expiry date.
UHIP (University Health Insurance Plan)
As a formalized visitor to the University of Waterloo for 3 weeks or more, you are required to have UHIP coverage if you are not eligible for the Ontario Health Insurance Plan (OHIP). You will need to have your UHIP proof of coverage card accessible at all times in case of a medical emergency. Once you arrive to Waterloo, connect with your host supervisor and/or host department to gather the necessary documents of your visit and visit the Human Resources department to sign up for UHIP.
If you are a Canadian citizen or dual citizen who does not have provincial health insurance, or a new permanent resident, you will not be automatically charged for UHIP. You will need to apply for OHIP (Ontario Health Insurance Plan) through Service Ontario once you arrive. You will get a letter indicating when your OHIP coverage will begin. As soon as possible, visit the Human Resources department located in EC1 with your OHIP letter to self-enrol in UHIP to ensure you have coverage in the interim before your OHIP coverage starts.
UHIP card holders can access the same medical facilities as domestic students. UHIP covers basic medical services such as hospital and doctor’s visits.
Paying my UHIP premiums
It is your responsibility to pay the UHIP premiums that are charged to you. It is important to check to make sure you are being charged UHIP and therefore covered in case of a health concern or emergency.
How to submit a claim
If you require medical attention, it is recommended that you visit one of the Preferred Provider Network clinics, to avoid extra fees not covered by UHIP. You always need to bring your UHIP card to the medical centre you visit. If you visit a clinic off campus, you should also bring a UHIP claim form for you and the doctor to fill out. You may be charged up front for your medical appointment. You will then need to submit the completed UHIP claim form, along with the receipt for your payment, to the insurance company in order to get reimbursed.
Enroling your dependents in UHIP
If your dependents will be joining you in Canada, you must enrol them in UHIP within 30 days of their arrival to avoid a fine. To enrol your dependents, you’ll need to visit the Human Resources department located in EC1 and bring their original passports. You need to complete the UHIP application form only once. The cost of UHIP varies according to how many dependents you enrol.
Opting out of UHIP
Having health coverage is mandatory for all formalized Waterloo visitors visiting for 3 weeks or more. However, if you have coverage through one of the pre-approved plans listed on the UHIP website or have diplomatic status, you can show proof of your health plan to the Human Resources department to opt out of UHIP. If your government is sponsoring your visit and you are covered under a health plan they are providing, you may submit an application for exemption within 45 days of your UHIP eligibility date for review. In this case, details regarding applying for exemption can be viewed on the UHIP website. You must remain enroled in UHIP and pay the required premium until an exemption is approved.
WatIAM
WatIAM is the identification used on campus for any faculty, staff, students and visitors when communicating electronically or to log into any virtual workspace and to access all electronic services offered by Waterloo such as Workday to take any lab safety training. Visit the Information Systems & Technology website for instructions on how to get started with your WatIAM ID.
WatCard
WatCard is your one card to access many facilities and services both on and off campus, including computer labs, libraries, food, photocopying, fitness facilities, and the Grand River Transit (GRT) system, if applicable.
- Visit the WatCard Office (located in Campus Tech, Student Life Centre, Lower Level) at the beginning of your academic term to pick up your student identification card.
- You will need to show a valid piece of photo ID (i.e: Driver’s License, Passport, Canadian Citizenship Card, or another government issued document with your picture and name).