For Host Supervisors

How to host a Global Affairs Canada International Scholarships Program-funded visiting research intern:

  1. Student reaches out to you and says they're interested in performing research under your supervision, funded by ELAP/SEED/SiCS.
  2. You review their education and qualifications, and if suitable, you do a quick video meeting with them to assess their communication abilities and fit for your research area.
  3. You and the student come to an agreement about one of your research project(s) they could contribute to.
  4. You write a one-page Letter of Invitation, supporting their application, and give your signed letter to the student between now and March 5, 2025.
  5. The student follows our How to Apply instructions and completes their application in Horizons between February 19-March 6, 2025.
  6. Ashley and team review their application/eligibility/supporting documents between March 6-17, 2025. If it's eligible and complete, we submit to My EduCanada on their behalf by March 18, 2025.
  7. Wait 3+ months for results. This is the easiest yet hardest part. 
  8. U of A receives results in late June or early July 2025 and shares them with you and the student, whether successful, waitlisted, or unsuccessful. 
  9. If selected to receive the scholarship, Ashley and team work on inviting the student and take care of as much guest/academic visitor admin set-up as possible.
  10. Student arrives between August 1, 2025-February 1, 2026 and Global Affairs Canada scholarship is paid to researcher while they work on your research project.

Have you been asked to provide a Letter of invitation from the Canadian supervisor for a research candidate? Please see below:

  • University of Alberta International Student & Visitor Services (ISVS) requires that applications for both undergraduate and graduate students must include a one-page letter from the Canadian supervisor.
  • This letter must be on institutional letterhead, be in English or in French, be signed, and demonstrate your willingness to support and mentor the candidate during the research exchange period. Please explain how the Canadian institution, supervisor, and peers will benefit (strict maximum one page).
  • Faculty members are encouraged to download a Letter of Invitation Template here to ensure the maximum one page letter includes all necessary content/criteria.
  • Faculty members should then share this one-page Letter of Invitation directly with the research candidate they are supportive of hosting by no later than March 5, 2025
  • Faculty members may host more than one research candidate through this program, and may provide a Letter of Invitation to more than one candidate. Host professors who provide support for more than one applicant will be asked to rank their applicants.
  • In addition to this letter, the student research candidate is responsible for gathering the necessary documents, then completing the required application to U of A through our Horizons research internship application system between February 19-March 6, 2025.
  • Global Affairs Canada requires that a research candidate's stay may commence as early as August 1, 2025 but no later than February 1, 2026. Start dates of between September 1, 2025 through January 15, 2026 are encouraged.

Results, Invitation & Host Supervisor Responsibilities

  • Global Affairs Canada requires the Canadian institutions to provide a ranked list of applicants. Host professors who provide support for more than one applicant will be asked to rank their applicants. 
  • International Student & Visitor Services (ISVS) will notify Host Supervisors and Candidates of the competition results in late June or early July 2025 as soon as we receive them from the funding agency.
  • International Student & Visitor Services (ISVS) will guide the successful candidate(s) and their host supervisor(s) through the invitation and immigration application process.
  • International Student & Visitor Services (ISVS) will initiate the FVCA/invitation to Canada process with HR Immigration Services on the behalf of the Host Supervisor
  • International Student & Visitor Services (ISVS) will complete the campus registration process for the academic visitor, including the creation of a guest CCID, payment of the ONEcard fee, registration in mandatory health insurance (UAHIP), and submission of the Person of Interest (POI) eform
  • International Student & Visitor Services (ISVS) will handle the scholarship payment process to disburse funds from Global Affairs Canada to visiting international research award recipients
  • Candidates will normally be invited as Research Award Recipients and must obtain a work permit for stays of more than 120 calendar days, or apply for a visitor visa with a Global Skills Strategy Short-term (120 day) work permit exemption for researchers; see Immigration Services.
  • The appropriate category for invitation will be determined after nomination/application based on various factors and may vary by individual.
  • Candidate's research may commence as early as August 1, 2025 but no later than February 1, 2026.
  • While it is possible for a visiting research candidate to self-fund a research stay, or to have a U of A Host Professor sponsor/pay for their visit, as is the case otherwise, U of A Faculty members are kindly assured that they are not required or obligated to provide alternative funding options or arrangements to the candidate if the international student applying for this research stay does not receive funding support for their application from Global Affairs Canada. If the candidate's application does not receive funding, it is assumed the research internship placement will not proceed or take place. Independent arrangements (i.e., not International Student & Visitor Services-coordinated) may be made for self-funded researchers if both the international student and the U of A Host Professor seek this option, and arrangements to do so would be initiated by the U of A Department and Host Professor inviting the researcher. Please review the Inviting Visitors to the University website for details.

University of Alberta faculty members and staff with additional questions are welcome to contact U of A International Student & Visitor Services staff that look after this portfolio at intern@ualberta.ca for more information.