(r5) VisitorProcedures < Imager

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-- Main.JulietOKeefe - 18 Sep 2007

**In process**

The most important thing for Faculty to know is the first step, which initiates all the others. This is the filling out of the Visitor Space Request Form, which is located here: https://www.cs.ubc.ca/local/facilities/space/visitorReq.jsp

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

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. 

Who makes up (and signs) the letter of invitation?

   * The Letter of Invitation can now be done, from a template, by Group Assistants. The letters are signed by Bill (as Head) and reviewed by Sharon, when needed. 

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 appliation for a visa and/or work permit in order to come to Canada.

What is required of me, the Faculty Member, in regards to this particular set of paperwork?

   * The role of the faculty member is to initiate the Visitor Space 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, should there be one; 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).


*Procedural steps for dealing with visiting faculty or students.*


1. *Visitor online 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 Information online 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.* In all cases, 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 made up by the GA, using templates available from HR. The letter must be signed both by the visitor and the faculty member. The GA will made up the offer letter for approval by the faculty member; it is then printed on letterhead, signed, and sent to the visitor for their approval. The visitor signs and dates the second page, and returns the letter by 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 was once done through a formal request to Faculty Relations, but is now done by the GAs using downloadable templates from HR. 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. *Employee ID/ User agreement* Access to building, fob, etc. CWL login (faculty creates at http://www.cwl.ubc.ca, visitor can subsequently log in and change password) and email. In Imager, this falls under Ciaran Llachlan's purview.

Mail folder with label “visitors” is where their mail will go in the Main Office. Adjuncts and Post-docs get mailboxes, all others share the Visitor mail folder. Human Resources will give the visitor an employee ID number; they need an employee number for a CWL. *Note*: The Catch-22-ness of this arrangement can be mitigated; faculty members can sponsor visitors so that they can get a CWL without an employee number.

6. *Appointment form*: must be done for all visitors, whether paid or unpaid, due to UBC liability issues. 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.


*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. 

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. 

RA appointments and Adjunct Professors are dealt with through appropriate channels, but are not part of GA responsibilities. 


*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 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.
Topic revision: r5 - 2007-11-22 - JulietOKeefe