Visiting Student Researcher (VSR) Application Information

Students intending to apply to GSE programs as a Visiting Student Researcher must fulfill the following requirements prior to submitting their application

  1. All VSR applicants:

    Must have secured written agreement from a University of Calgary faculty member to act as the Visiting Student's supervisor for the duration of their stay at U of C.  The student will be required to demonstrate proof of supervision as part of the application process.

  1. All VSR applicants:

    Must be currently enrolled in a thesis-based graduate program (Masters or PhD) at a recognized, accredited post-secondary  educational institution.  The applicant will be required to provide proof of current registration as part of the application process.

  1. All VSR applicants

    will be required to demonstrate that they will receive sufficient funding for the duration of their stay at the University of Calgary to meet the minimum standards set by the current GSE funding policy.  Funding can come from the applicant's home institution, from their supervisor at U of C, or from a 3rd party institution.  Visiting students are not permitted to fund their own study personally.

The Application Process for Visiting Student Researchers - Before Applying

  1. Contact prospective supervisor(s)

    As noted above, all Visiting Student Researchers must have supervision from a current U of C faculty member.

  2. Supervisor Letter of Invitation

    Once a faculty member has agreed to supervise a visiting student, the supervisor should complete the template for an official "Letter of Invitation".  The template is available by clicking on the button below.

    Letter of Invitation

The following documents are required for all VS-R applications:

  1. Unofficial Transcript(s) and Letter of Enrollment

    All students must submit a current, unofficial transcript or grade record showing activity in a current graduate program.  If the transcript does not show that the student is currently registered, a letter of enrollment verification is also necessary.  Because most transcripts do no verify current enrollment, it is recommended that the applicant submit an enrollment verification letter as part of the initial application package to expedite processing.

  2. Curriculum Vitae (CV)

    A current Curriculum Vitae can be copied into the application, but it is recommended to include it as an attachment to ensure that formatting and content remain unchanged.

  3. Statement of Research Intent

    The Statement of Research Intent is a document written by the applicant and/or U of C supervisor that outlines the research that the applicant intends to carry out while at the University of Calgary.  The statement should clearly outline how the research being conducted will fit into the applicant's research program at their home institution.

  4. Proof of Funding

    If the student will receive funding from their home university or from a 3rd party funding source, documentation needs to be submitted that demonstrates that the funding to be received meets the minimum requirements set out in the GSE funding policy.

The application process consists of the following steps:

  1. Submit Application

    Once all pre-application requirements have been met and all necessary documents have been gathered, the Visiting Student Researcher can submit an application.  In most cases, the application is submitted to the program where the U of C supervisor has supervisory privileges.  When applying, please select the Visiting Student - Thesis (GSVST) application.

    Online Application

  2. Pay Application Fee

    Directions for payment of the application fee are provided on the application form itself.  NB: application processing cannot begin until the application fee has been paid.

  3. Upload Required documents

    Upload all documents requested above to your application.

     

Visiting Student Application Submitted: Processing & Next Steps

Please note that all times given for processing are estimates.

  1. Supervisor & GPD Review

    After the application is complete, it is sent to the applicant's proposed supervisor and Program Director for review and approval.  In general, this process can take anywhere from 2-4 weeks.

Please note that all processing times are estimated.  In general, it is recommended that planning for a visiting student researcher begin no less than six (6) months before the intended arrival date.

  1. FGS Review (4-6 weeks)

    Once approved, by the program, the application is forwarded to the Faculty of Graduate Studies for final review and approval.  This review process can take between 4-6 weeks.  Once complete, a letter of admission, will be sent by the Faculty of Graduate Studies directly to the successful applicant.  The applicant's supervisor and program will be cc'd.

  2. HR Immigration processing (2-4 weeks)

    After admission has been offered, forms are sent to the admitted visiting student's supervisor to determine what type of visa (if any) will be necessary for the student to begin their research program at the University of Calgary.  Once this review is complete, and if a study/work visa is required, the student can proceed to apply for the necessary permit through  Immigration, Refugee, and Citizenship Canada (IRCC)

Arriving in Calgary

The following are some resources you can explore to help you as you prepare for travel to Calgary and get settled after your arrival:

  1. Supervisor and/or Relevant Lab Staff

    Be sure to coordinate your travel plans and date of arrival with your supervisor.  Your supervisor is your primary contact at the University of Calgary and it is important that your supervisor is both aware of your plans and is actively involved in helping to integrate you into the research conducted in their lab.

  2. Program & GPA

    All VSRs should check in with their Graduate Program Administrator for the program in which they have been admitted when they arrive in Calgary. While there isn’t typically much support provided for VSRs by the academic programs, the program remains the primary point of contact for support, should it be required. The Program also needs to be aware of changes in visit dates and assists with requests for time extensions should they be required.

  1. Housing

    Finding housing for the duration of your visit is an important consideration.  Your supervisor may be able to provide assistance with securing housing for the duration of your visit and you are encouraged to discuss possible housing arrangements with them before your arrival.  For those who need to find their own housing, the International Student Services Office has a useful web page, which offers resources and advice for international students seeking housing in Calgary.

  2. Campus Life & Student Groups

    Meeting people and finding social activities can often be a challenge, especially for those who have only recently come to the University of Calgary.  Here are some resources to explore to meet peers and colleagues in our programs:

    1.)  Program-specific student associations - Many GSE programs have student-led groups who arrange social and professional-growth opportunities for students.  Please contact your program GPA for assistance in connecting with these groups.

    2.)  Institutes - Most supervisors and their labs are affiliated with one or more research institutes in the Cumming School of Medicine.  These institutes often offer seminars and various opportunities for students to meet others engaged in similar areas of research.

    3.)  Other opportunities on main campus - There are many additional opportunities for social and professional engagement offered through various offices on main campus.  A good place to start is the FGS Grad Experience web page.

  3. International Student Services (ISS)

    The International Student Services Office is an excellent resource for visiting students attending the university from overseas.  they can provide assistance on a wide range of topics, including immigration, settling & living in Calgary, and social engagement.