Difference: VisitorProcedures (9 vs. 10)

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.

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

• 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.]

• 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.

• 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.

• 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).

• 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

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).