Faculty of

Department of

Phone:
Fax:

Suggested sample letter for Guest Lecturers

Note: A Guest Lecturer is a person who is invited by a post-secondary institution to give a series of
lectures and occupies a temporary position of a non-continuing nature (which does not comprise a
complete academic course) for a period of less than one academic term or semester.

PERSONAL

Date

name
address
Dear name:

On behalf of the Faculty of facultys Department of dept I am pleased to invite you to our
Faculty/Department as a Guest Lecturer for the period date1 to date2. (Please note, that the
period of stay should be less than one academic term or semester)
Your duties and responsibilities will be as follows: (include a detailed summary of duties and
responsibilities here). These duties and responsibilities will take place in <<insert geographical
location here, i.e., Calgary, various locations in Alberta>>.
You will be working directly with <<faculty members name>> while engaged in these duties. During this
time, you may be working in areas with hazards. <<faculty members name>> will provide you with the
Hazard Assessment for these areas and will provide you with the applicable safety information.
You will also be required to sign and submit the attached waiver form. <<Select the appropriate waiver
and attach to this letter http://www.ucalgary.ca/riskmgmt/WaiversIncomingIndividuals>>
While you are at the University of Calgary undertaking these activities, you will be covered by the
University of Calgarys general liability insurance.
<<If this individual will be with the Faculties of Medicine, Veterinary Medicine or Nursing and will
not be working with animals or humans insert the following: Your duties and responsibilities will not
require you to handle animals <<work with patients>>.
<<If individual will be working with animals or humans, please contact Risk Management and
Insurance for further information and they will supply you with a clause to be inserted here.>>
You will receive a taxable living allowance/stipend during the period date1 to date2 in the amount of
$ <<living allowance/stipend>> (if applicable). This amount is in addition to any financial assistance
provided by your home institution.
OR
You will receive reimbursement for airfare and accommodation expenses. (If applicable)
OR
The University of Calgary will not provide any financial assistance during your stay. While at the
University of Calgary, your source of financial support will be through your home institution <<or
indicate other source of financial support>>.
In order to work in Canada, Citizenship and Immigration Canada (CIC) requires you to obtain a
work permit. In this connection, it is our understanding that as a Guest Lecturer you are exempt
from advance confirmation by Employment and Social Development Canada (ESDC)/Service
Canada under Immigration and Refugee Protection Regulation R205(b), C22.

To obtain a work permit, you must provide Canadian immigration authorities with:
this letter of invitation
2500 University Drive N.W., Calgary, Alberta T2N 1N4

www.ucalgary.ca

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a completed application for a work permit
Employer Declaration [IMM 5658E] (attached)
a valid passport as proof of your citizenship; It will be necessary for the passport to be valid for
the entire length of your stay in Canada.
Please refer to the attached Appendix A for important information for foreign visitors.
It is your responsibility to ensure that you are adequately covered with comprehensive health care,
hospitalization and repatriation insurance which is valid for all of Canada for the entire duration of your
stay. This must be done at your own cost or you may wish to confirm whether your home institution
already provides this coverage for you. Proof of such insurance coverage will be required, along with
your Passport and Work Permit, before your duties and responsibilities may commence.
Acceptance of this invitation is not deemed as creating an employer/employee relationship between you
and the University of Calgary. As with all members of the campus community, you will be expected to
observe and to conduct yourself according to all University of Calgary policies. These polices may be
found on the University of Calgary website at: http://www.ucalgary.ca/policies/forms/classification.
Please do not hesitate to contact me if you require any further information at Tel: or E-mail:
Yours sincerely,

dean/head

Enclosure: Employer Declaration [IMM 5658E]

Those who contravene a provision of Section 127 of the Immigration and Refugee Protection Act (IRPA): a)
directly or indirectly misrepresent or withhold material facts relating to a relevant matter that induces an
error in the administration of this Act (i.e., possession of a criminal record, previous illegal work in Canada,
a serious medical condition, etc.) or b) who communicate false or misleading information or declarations
with intent to induce or deter immigration to Canada, are guilty of an offense and liable for prosecution in
the criminal courts of Canada.

Appendix A: Important Information for Foreign Visitors

Canadian Consulates, Embassies & High Commissions: In order to comply with Canadas

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Immigration regulations, you are advised to contact the Canadian visa office responsible for the country
or region where you live. For a list of Canadian embassies, high commissions and consulates, please
refer to: http://www.cic.gc.ca/english/information/offices/apply-where.asp.
Work Permit Application: All documents and information required to apply for a work permit are
available
on
the
Citizenship
and
Immigration
Canada
(CIC)
web
site
at
http://www.cic.gc.ca/english/information/applications/work.asp. The cost of the work permit is $150.00
Canadian. Many visa offices have special local instructions about which documents you must submit
with your application. Please consult the applicable visa offices web site to find out what requirements
and procedures you must follow when you apply.
Medical Examination: You may be required to undergo a medical examination. To learn more about
medical exam requirements for temporary foreign workers, please refer to the CIC web site at:
http://www.cic.gc.ca/english/information/medical/medexams-temp.asp
Police Certification: You may also be required to obtain police certificates. To learn more about criminal
and security checks, please refer to the CIC web site at:
http://www.cic.gc.ca/english/information/security/index.asp
Temporary Resident Visa (TRV): Citizens of certain countries must obtain a Temporary Resident Visa
(TRV) through a Canadian visa post abroad prior to entering Canada. For a complete list of countries
and territories whose citizens require visas in order to enter Canada as visitors, please refer to the CIC
web site at: http://www.cic.gc.ca/english/visit/visas.asp. If you require a temporary resident visa, you do
not have to apply for it separately or pay a separate fee. If your work permit is approved, the visa will be
issued at the same time as the documentation you need to enter Canada as a worker.
Biometric requirements: Citizens of certain countries and territories have to give their biometrics
(fingerprints and photograph) when they apply for a Temporary Resident Visa (TRV) or visitor visa. To
find out whether you are an affected national, please refer to the CIC web site at:
http://www.cic.gc.ca/english/visit/biometrics.asp.
Accompanying Spouse/Partner: If you are accompanied by your spouse/common-law partner, and
provided your length of employment is at least six months or longer, he/she will be permitted to search
for and take up employment in Canada without advance confirmation by Employment and Social
Development Canada (ESDC). Your spouse/common-law partner may apply for an open work permit at
the same time that he/she applies for entry to Canada, or if in Canada, an application can be made
through the Case Processing Centre (CPC) in Vegreville, Alberta.
Accompanying Children: If you are accompanied by school-age children and they intend to enroll in
school in Canada, visa offices may require that you obtain study permits for them.
Social Insurance Number: If you will receive any financial assistance from the University of Calgary, on
arrival in Calgary you will be required to submit an application for a temporary Social Insurance Number
(SIN) to a Service Canada Centre. The nearest Service Canada Centre is located at: 1816 Crowchild
Trail N.W., Calgary, AB T2M 4S4. Information related to the Social Insurance Number Program is
available on Service Canadas website at: http://www.servicecanada.gc.ca/eng/sc/sin/index.shtml.
Alberta Health Care Insurance: If your work permit is valid for at least 6 months and intend to reside in
Alberta for at least 12 months, you may be eligible for Alberta health Care Insurance. For more
information, please refer to: http://www.health.alberta.ca/AHCIP/temporary-residents.html.
Tax Waiver for Non-Residents of Canada: If you will receive any financial assistance from the
University of Calgary, in order to not have withholding taxes deducted, you must send to Canada
Revenue Agency (CRA) a completed Regulation 105 Waiver Application form, which is accessible at:
http://www.cra-arc.gc.ca/E/pbg/tf/r105/. CRA is solely responsible for assessing your application and
making a decision about whether your taxes will be reduced or waived.
Links to Key Information:
About Calgary: http://www.ucalgary.ca/careersuofc/calgary/about-calgary
Finding a Place to Live: http://liveincalgary.com/homes-and-communities/home-rentals
Tax Information for Non-Canadian Citizens: www.cra-arc.gc.ca/tx/nnrsdnts/menu-eng.html
Canada Border Services Agency: http://cbsa-asfc.gc.ca/menu-eng.html
Visitors to Canada and other Temporary Residents: http://www.cbsa-asfc.gc.ca/publications/pub/bsf5082eng.html