Inviting a Visiting Scholar

Process for Inviting Visiting Scholars

 

Rationale

The University of Lethbridge has a strong record of inviting visitors to come to our campuses to collaborate on research initiatives. However, with new requirements around research security we need to ensure that our processes around providing access (both digital and physical) to uLethbridge resources are documented and reviewed by the appropriate individuals. This process will apply to both Canadian and foreign academic visitors.  

 

Definitions

Visiting Scholar: an individual who is visiting the University of Lethbridge to collaborate on research or teaching activities and requires access to university resources is required. This will normally be professors or research associates visiting from other institutions. Visiting scholars do not include employees of the University of Lethbridge, or students from other institutions. Students visiting from other institutions must register in the appropriate course via Open Studies. International students should contact the International Centre for advice, and Canadian graduate students should contact the School of Graduate Studies.

Host: the University of Lethbridge employee, normally a faculty member, with whom the visiting scholar will be collaborating during their visit. 

 

Constraints

  • An invitation to a visiting scholar shall not in any circumstances exceed 24 consecutive months and will not normally exceed 12 consecutive months.  
  • Visiting scholars are expected to remain on campus for the entire duration of the invitation timeframe; i.e. invitations should not include large gaps of several months in the planned visit.
  • Invitations may be withdrawn at the University’s discretion either prior to or during the timeframe of the planned visit. 

Steps for Inviting a Visiting Scholar

 

Step 1

The prospective visiting scholar will contact the host with whom they wish to work while they are visiting the University of Lethbridge.  

 

 

Step 2

An invitation to the visiting scholar must be initiated by the host by contacting their Dean’s office to request a letter of invitation. All invitations will be conditional upon the visiting scholar meeting Canadian immigration conditions (if applicable) at the time of entry and for the entire duration of the visit. Requests to the Dean’s office must include a completed intake form and a list of the resources required to host the visitor, plus a copy of the visitor’s CV.

When the host makes this request, they must also include the answers to the following research security questions:  

  1. Does the host carry out work or does the planned work fall within a research area that might be considered sensitive?  See the list of Sensitive Technology Research Areas.   
    1. If no you are done!  
    2. If yes, then continue to question 2.  
  2. Does the proposed visiting scholar have connections to any Named Research Organizations?      

* Note: There will be some requests that clearly are not impacted by this. If you have any questions or are unsure how to answer this, please consult with ORIS prior to submitting the request to the Dean’s office.  

 

 

Step 3

The Dean’s office will consult with HR for advice on any prospective visiting scholar who is not a Canadian citizen.  NOTE:  For foreign visitors, in order to ensure compliance with Immigration, Refugees and Citizenship Canada’s (IRCC) legislation, the appropriate individual within HR must advise on how to properly issue the invitation under the correct category.  Where applicable, the host must pay the required Immigration, Refugee and Citizenship Canada’s (IRCC) employer compliance fee (currently $230).  

The Dean’s office may consult with ORIS if there are research security concerns or questions.  For visitors who are not Canadian citizens a copy of the passport must be provided to HR prior to issuing the letter of invitation so as to ensure that the identifying information in the letter matches the passport.  

 

 

Step 4

If there are no concerns and once a copy of the passport has been forwarded to HR the Dean’s office will provide the letter of invitation to the visiting scholar, with a copy to Human Resources to begin immigration processing if required.  

 

 

Step 5

Prior to arrival of the visiting scholar the host will:  

  • request non-employee access for the visiting scholar. This request allows HR to assign an ID number and enter the visiting scholar in our records;
  • request office space, key card access, (or keys), usually by contacting the administrative assistant for their department or Dean’s office; and  
  • request access to other facilities (e.g. labs) as needed.    

The host accepts responsibility for ensuring that the visiting scholar is aware of, and follows, all relevant university policies.  

 

 

Step 6

Upon arrival of the visiting scholar the host will welcome the visitor to campus and ensure that they are onboarded appropriately, including the following steps:

  • ensure that HR is provided with a copy of the visiting scholar’s work permit, if applicable;
  • direct the visiting scholar to HR’s visiting scholar information;
  • direct the visiting scholar to information on how to apply for Library access;  
  • ensure that Human and/or Animal ethics is completed and/or amended to include the collaborator (if applicable);  
  • ensure that the visiting scholar has read the relevant University of Lethbridge policies; and

  • provide information regarding transportation and other aspects of living in Lethbridge so as to ensure a pleasant experience for their visitor.  

     

 

Step 7

The host will inform their Dean’s office and HR when the visiting scholar leaves, and will ensure the return of all University property and payment of any library fines or costs for equipment repair that might have been levied.