Visiting International Graduate Student Scholar Guidelines
York University welcomes visits from international visiting graduate student scholars to foster the exchange of ideas and research collaboration. Some international students may wish to be at York under the aegis of a particular professor or program without the desire or need to obtain a grade or degree from York. Some may be required to engage in an international academic and/or research experience to fulfill academic requirements at their home institution. These are situations where the prospective international student is registered at their home institution and will receive their degree from their home institution, and so would not be categorized as a typical York student. While some of these students may come with external funding (e.g. government funding) that covers the full cost of registering as a visiting graduate student at York, others do not have similar sources of funding. To allow us to accept some students without charging tuition, we have created the category of International Visiting Graduate Student Scholar.
1. International visiting graduate student scholars:
- Are registered in a master’s or doctoral program in an institution at and will receive their degree from another institution outside of Canada;
- Intend to be at York for a limited time period, usually between one and twelve months;
- Wish to spend this period of time at York for the purposes of fulfilling degree requirements of their home institution. Normally there is no expectation of receiving evaluation from York for their work; however, access to the expertise of faculty at York will be expected in some form relevant to the student’s original degree program;
- Are not registered or registering in courses or enrolled in a program for credit at York;
- Are not pursuing a joint or dual degree in which one of the partners is York University;
- Do not have external funding that covers the full cost of tuition at York University.
2. Students who are visiting York for less than one month do NOT fall under this category.
International visiting graduate student scholars must:
- Be in good standing and registered full-time at their home institution in a master’s or doctoral program.
- Be proficient in the English language.
- Abide by York University’s policies and procedures, including research policies and protocols on intellectual property and research ethics. (The York University faculty member will be required to work with international visiting student scholars on the terms for intellectual property and ethics approval as appropriate.)
Fees Applicable to International Visiting Graduate Student Scholars
1. Tuition fees will be waived for international visiting graduate student scholars.
2. The following fees will be charged:
a. Administrative fee
b. Supplementary fee
c. University Health Insurance Plan (UHIP)
3. The administrative fee and supplementary fees may be paid by a third party if desired or by the York hosting faculty member through a budget transfer from a research account.
Arrangements may be made through the International Student Program Facilitator, York International.
4. All charges will appear on the student’s account and are to be paid BEFORE the student’s arrival at York.
1. It is the responsibility of the international visiting graduate student scholar to identify a host faculty member at York University.
2. BEFORE the international visiting scholar arrives, the following documents must be completed or provided. This is to facilitate the visitor obtaining the necessary documentation to enter Canada (Temporary Resident Visa/Visitor Visa and Work Permit) and if necessary, external funding.
a. Letter of Invitation
b. International Visiting Graduate Student Scholar Form
c. Proof of Enrolment letter that must also be completed (see #5 below)
3. The host faculty member will prepare and obtain required signatures on the IVGSS Form and Letter of Invitation from the international visiting graduate student scholar, home faculty member, and York faculty/ staff concerning issues such as intellectual property, any stipend and benefits, travel costs, access to research equipment and supplies, research ethics, space, etc.
In addition, it must be indicated as to who will cover the cost of administrative, supplementary and compulsory health insurance fees on the IVGSS form.
This letter will also be signed by the relevant York University graduate program director and the respective Associate Dean, Research of his/her Faculty (See end of document for more details)
4. The international visiting graduate student scholar will complete the International Visiting Graduate Student Scholar form and return it to the host faculty member.
- Proof of full-time enrolment:
- A short letter (maximum one page) in English or French from the home institution, on official letterhead, dated within the last six months. This letter must confirm that the candidate is currently enrolled in a full-time program and will continue to be enrolled upon their return and to be signed by their supervisor.
Copies of transcripts, a student card or letter of admission are not acceptable.
6. The host faculty member will forward all documentation to the International Students Program Facilitator, at York International. Note: The documentation should normally be received by York International no later than one month in advance of a visit/start of a session (e.g. no later than July 31 for a September/Fall session start).
7. York International will review the documentation and, if complete, forward to the Assistant Registrar, Transfer Credit and Graduate Admissions, Office of Admissions for processing. International visiting graduate student scholars will be registered as full-time non-degree students under the category of VSS (Visiting Student Scholar) on the Student Information System. If documentation is incomplete, York International will notify the host faculty member of any problems.
8. When the Admissions process is complete, notification will be sent from Admissions to the student, with copies to the host faculty member, York International, Graduate Program Director, and the Faculty’s Associate Dean, Research.
9. The host faculty member will then communicate with the student regarding any outstanding arrangements for the visit and if the student is responsible for the fees, a note on how payment can be made.
10. The Letter of Invitation can be used by the IVGSS to obtain the appropriate documentation to allow the student to enter Canada (Temporary Resident Visa/Visitor Visa and Work Permit).
Notes on Timing
1. International visiting graduate student scholars will be registered as active in the York University terms for the length of time requested on the form (maximum 12 months). Normally a visit of this type should not exceed 12 months. If it is expected to be longer, then the host faculty member should contact the Coordinator, Student Mobility.
2. Normally the start and finish of the visit would coincide with the start and end of a session at York University. If a mid-session visit is requested, the international visiting graduate student scholar must pay non-academic incidental fees and UHIP fees for each session of registration including the one in which they initially register.
3. Payment of fees must be arranged BEFORE the student arrives at York.
While at York University
International visiting graduate student scholars registered under this process and paying the associated fees will receive access to:
- Basic support services (e.g. library, e-mail access, computing services)
- Basic student services (e.g. recreation facilities)
International visiting graduate student scholars may be permitted to audit courses as per York University policy regarding the auditing of courses. There may be a fee associated with auditing courses; this will be confirmed as necessary.