updated by LauraSelander - 2 May 2016

Introduction

The first step is for the faculty member to fill out a Visitor Request Form, located here: https://www.cs.ubc.ca/our-department/facilities/offices-labs/visitor-requests-faculty-grad

Once this is completed, a message is generated and sent to the Group Assistant. From here the Offer Letter, the Letter of Invitation (if needed) and the Appointment form follow.

Quick answers to common faculty questions

Here are some quick answers to common questions (the procedures for visitors are outlined in more detail below):

Which visitors will need an appointment form?

• Any visitor who is here for more than 30 days.

Which visitors will need an offer letter?

• All visitors must have an offer letter, which spells out the relationship between the University and the visitor. [Note: if the visitor is only here for a week or two, or less than 30 days, this requirement isn't as rigid.] Offer letters are signed by the supervisor, then reviewed by the HR Manager, the Finance Clerk and the Director of Finance, then signed by the Department Head.

Who prepares (and signs) the Letter of Invitation?

• Letters of Invitation are prepared by the Group Assistant, using the current template from the HR website. If needed, Letters of Invitation are prepared at the same time as offer letters and take the same route of being reviewed by the HR Manager, the Finance Clerk and the Director of Finance, then signed by the Department Head.

What is the difference between the Offer Letter and the Letter of Invitation?

• The Offer Letter sets out the terms of the relationship between the visitor and the University, and the rights and responsibilities of each. The Letter of Invitation is designed to serve as a legal document in aid of a foreign citizen's application for a visa and/or work permit in order to come to Canada.

What is required of me, the Faculty Member, in regards to the appointment paperwork?

• The role of the faculty member is to initiate the Visitor Request through using the form linked above; to arrange the CWL for the visitor; to review and sign the Offer Letter; to review the Letter of Invitation, if needed; to sign the appointment form; to ensure that funds are available to pay the visitor; and that the benefit calculation has been done and printed out (see "Appointment Form", below), should the visitor both be paid and qualify for benefits (appointee holds an appointment of one year or more).

What if the visitor needs to stay longer, but is here in Canada with a temporary work permit?

• Steps for renewing a work permit are the same as initiating one for the first time. A new Offer Letter, Letter of Invitation, and work permit application (to be done by the visitor following Immigration Canada procedures) must all be done. Information can be found here: http://www.hr.ubc.ca/faculty_relations/immigration/renewal_of_work_permits.html

Procedural steps for inviting visiting faculty or students

1. Visitor request form is filled out by faculty. This first step is necessary to initiate the rest, and must be done by the faculty member who is sponsoring the visitor. The faculty member is also responsible for creating the Campus Wide Login for the visitor, but this can be done once they arrive or a little before (unless they need access to the UBC network earlier).

2. Email will be sent to the GA, once the Visitor request form has been filled out, notifying her/him that space has been assigned to the visitor. The GA then goes on to complete the steps of the process.

3. The Offer Letter. For any type of visitor, paid or unpaid, there must be an offer letter spelling out the terms of the relationship between the visitor and the University, and the rights and responsibilities of each. The letter is prepared by the GA, using templates available on the HR website. The GA prepares the offer letter on letterhead for approval by the faculty member. The letters are signed by the supervisor, then reviewed by the HR Manager, the Finance Clerk and the Director of Finance, then signed by the Department Head. The signed letter is sent to the visitor for approval and signature. The visitor signs and dates the second page, and returns the letter by pdf, fax or regular mail.

4. Request for letter of invitation if the visitor is not a Canadian citizen. If the visitor is a Canadian citizen, skip to step 5. (Note: US or Mexican citizens don’t require invitation letters as they fall under NAFTA provisions.)

The letter of invitation is prepared by the GAs using templates from the HR website. The LOI is signed by the Department Head, and sent to the visitor, who can then use it as documentation for a visa and work permit, if necessary.

5. Appointment form: must be done for all visitors, whether paid or unpaid, due to UBC liability issues. Appointment forms are done on an annual basis; if your visitor is here for longer than a year, the appointment form will need to be redone in advance of their year term ending. (This is a separate and UBC internal procedure, and is not the same as renewing the work permit, should the visitor require one, which must be done through Immigration). The appointment form needs to be signed by the sponsoring faculty member, and the Department Head. Note: This would seem to contradict the point above that only visitors who are here for 30 days or more need an appointment form. There are differing schools of thought on this, but I hope to have a definitive answer soon.

The Unpaid Appointment Form: requires only faculty signature, dates of appointment, appointees personal information, signature of Department Head.

The Paid Appointment Form: requires all of the above as well as a speedchart/grant number from which the appointee will be paid; SIN number of appointee; copy of work permit if required; amount of salary; amount of benefits as determined through use of the Benefits Calculator at http://www.finance.ubc.ca/payroll/calculators/benefitscostcalculator.cfm and a copy of the result, done as Print Screen. Benefits are paid to appointees who hold the appointment only for a period of time equal to one year or longer.

6. Employee ID: After the appointment paperwork has been received and approved by the Dean of Science office, the visitor's employee ID and PIN will be sent to the GA. The GA will give this information to the visitor, so that he/she can sign up for benefits (if applicable).

7. CWL login and CS account: The supervisor or GA creates at http://www.cwl.ubc.ca, visitor can subsequently log in and change password. The GA will prepare the CS account application form for the visitor, using the CWL name. Once the visitor has signed the form, the GA will forward it to accounts@csDELETEthisTEXT.ubc.ca. An e-mail will be sent to the visitor when the CS account has been set up.

8. Mail folder/mailbox: The GA will set up a mailbox (post-docs) or mail folder (visiting faculty, visiting scholars) in the Main Office.

9. Imager website: The Imager GA will add the visitor to the people pages on the Imager website.

Definitions of different classes of visitors

1. Post-docs. Can be paid or unpaid. They must hold a doctorate, and do not have to return to their home institution for degree completion, unlike visiting Doctoral students from other institutions (see Visiting Scholar). They hold term appointments at the University, and can be here for up to three years, renewed annually. It is advisable to start the process of renewal—which includes a renewed letter of invitation, see below-- some three months in advance, in case they need to renew their work permits. Update: There are two classes of post-docs: those who are paid by UBC either from faculty grants or through grants otherwise administered by the University (such as a Killam), and post-docs who have external grant funding such as an NSERC PDF. Post-docs with external funding are considered 'trainees' rather than 'employees' and are not eligible for benefits through UBC. They also require a slightly different offer letter, which contains language referring to the post-doc as being 'appointed' rather than 'employed' by the University.

2. Visiting faculty. Have appointment at a home institution/university. Can be either paid or unpaid (i.e. funded through home institution); are allowed to teach and co-supervise students. Can be short or long term. They keep the same rank as at their home university (i.e. Assistant Prof, Associate, etc.) Usually here for three months to a year.

3. Visiting scholar. Usually grad student; often unpaid and/or self-funded. Here to do research.

TA appointments, RA appointments, Associate Members and Adjunct Professors are not prepared by the GAs.

What happens when the visitor arrives?

The visitor will contact the GA for information about setting up a CS account, obtaining lab access and locating his/her mail folder or mailbox. Once an account has been set up on the access system, the visitor can pick up their fob at ECE, MacLeod Building 112B, 2356 Main Mall. A $20 refundable deposit and picture ID are required.

Additional notes

Visiting faculty are not considered members of the faculty association; this may come into play when determining which forms are necessary for them.

Faculty and benefits: In order to qualify for benefits, visiting faculty must be appointed for at least one year and be receiving a minimum salary: 1,298.00 a month/15,588 per year. They must reside in BC for three months before receiving MSP benefits; private insurance is recommended during this waiting period. Faculty relations can provide info. Note: this three months is considered the “balance of month of arrival plus two months”.

If the visitor is a non-Canadian citizen and is being paid, they must apply for a temporary SIN number (can be done through the Canadian government website).

When renewing faculty appointments for non-NAFTA visitors, the request for letter of invitation needs to be reissued; Bill or Sharon can sign this one.

When renewing a work permit, MSP (if received) must be renewed separately by the visitor through the BC Government application process.

-- JulietOKeefe - 11 Aug 2008