Hosting a Visiting Student Researcher (VSR)
Source: https://grad.ucalgary.ca/supervisory-resources/supervisors-and-vsrs Parent: https://grad.ucalgary.ca/
Learn how faculty can participate in the VSR program. Discover benefits, responsibilities and steps to support a successful research visit.
Program overview
The University of Calgary’s VSR program provides required enrolment for all Visiting Student Researchers to ensure they have a formal institutional affiliation, appropriate safety oversight and essential research resources. Enrolment is not optional; it is necessary for general liability and WCB coverage and supports the university’s responsibility to track and verify the activities of foreign nationals conducting research on campus for IRCC compliance.
As a supervisor, you play a key role in guiding the student’s research and initiating the admission process so the university can meet safety, administrative and immigration requirements.
It is strongly recommended that you start the admission process a minimum of 4 months in advance of the anticipated start date.
Are you a graduate student interested in VSR? Discover resources.
What are the advantages of the VSR program?
The VSR program provides consistent status and reduces institutional risk while ensuring students have access to essential tools and supports.
- Full-time student status for their research stay
- Student ID number, online login, and UNICARD
- Access to libraries, digital systems and research tools
- Access to labs, computer labs and departmental spaces
Student application documents
Supervisors often assist prospective VSRs during the admission process. Students will need to upload the following as part of their application:
- Transcript or Enrollment Verification – Must show current enrollment in a graduate program at their home institution.\ Curriculum Vitae (CV) – Includes academic background, work experience and publications.\ Research Statement – Outlines the research the student plans to conduct during their visit.
- Supervisor Confirmation of Interest Letter - You must provide your visiting student with this. For more details and the template link, read the Guidelines for Providing Documents to Prospective VSRs below.
Sharing this list with your prospective VSR early helps ensure the student can prepare the necessary materials and avoid delays.
Why is it important for VSRs to enroll as students?
Student Safety
Student Safety - Insurance coverage through Workers Compensation Board of Alberta (WCB).
Student Experience
- Connection to student supports through FGS and Programs
- Access to student and campus services
- Ability to opt-in for Health & Dental insurance and UPass
Immigration Requirements
- The majority of VSRs may require a work or study permit
- Responds to the evolving environment
- New IRCC verification process for letters of acceptance
- VSRs on study permits are included in the Immigration, Refugeess and Citizen Canada caps and require a Provincial Attestation Letter (PAL)
Guidelines for Providing Documents to Prospective VSRs
Key steps and considerations for supervisors when supporting prospective Visiting Scholars, including timelines, immigration requirements and planning guidance to ensure a smooth admission process.
What should I provide to my prospective VSR?
Inviting a VSR: When confirming your interest in bringing a visiting research student to UCalgary, please use our official letter template. The student will be asked to upload this as part of their VSR admission application.
Supervisors should not send students any other letter of invitation or admission at this point, as there is a risk of rejection by IRCC if the student attempts to use it to apply for a visa.
Timeline and planning considerations
Start the admission process at least 4 months before the intended start date to support both university and immigration processing.
VSRs should not book travel until admission and immigration authorization are received. Notify your graduate program staff of any changes to start or end dates.
Immigration authorization
Supervisors will receive a letter from FGS outlining next steps for immigration approval. Once those steps are complete, an authorized UCalgary immigration consultant will contact the VSR.
Visitors must not initiate a visa application before speaking with an authorized UCalgary immigration consultant.
Contact us
For any questions, please e-mail graduate@ucalgary.ca and indicate "VSR" in the e-mail subject line.
Become a VSR as a graduate student
Learn how to apply, plan your visit and start your VSR journey.