For Faculty & Staff
Why does the VIRS pathway exist?
VIRS is the senate-approved pathway for all international students that are visiting UBC for research purposes (unless formally appointed as staff through Human Resources and will be obtaining a work permit). The pathway was created to offer a consistent status and set of support resources for faculty and their visiting research students, and to avoid risks associated with being on campus without formal affiliation.
VIRS students are admitted to the university with full-time student status for the period of the research studies. They obtain a university student number, online login and UBC student Card. The Login ID and the UBC Card are used to access our Libraries and related systems, online research tools, and may be used to access certain physical locations on campus (labs, computer labs, departmental lounges, etc).
VIRS students are also invited to an orientation meeting and some social events where they meet other VIRS students that are on campus.
Paperwork for your Visiting International Research Student
Go Global provides admitted VIRS students with an official Letter of Acceptance which is sufficient for students to apply for immigration documents (study permit, visa). Additional letters from UBC carries the risk that visa officers may misinterpret the student’s status at UBC and refuse required immigration documents.
Occasionally, students require a letter of invitation to apply for an award/scholarship. In such cases, we are happy to provide a template to use for this. Please contact the Go Global advisor for VIRS at virs.okanagan@ubc.ca.
Role of the UBC Supervisor
Please work closely with the Go Global team and your faculty assistant to ensure your VIRS student has a positive and enriching research experience at UBC Okanagan.
Details are outlined below.
Role of UBC Faculty Administrative Support Team
Faculty members may reach out to you for assistance.
Details are outlined below.
VIRS students can not have an employment relationship with the University in any capacity related to their research during their VIRS visit. Some VIRS students with valid study permits may work on campus in an area unrelated to their main research (e.g. café, store, restaurant, research unrelated to the main purpose of their visit).
There are three ways for you to provide money to a VIRS student:
- Cover the VIRS program fee
Indicate on the VIRS approval form that you will cover the fee or contact Go Global. There are two payment options:- Provide account details to Go Global Team to arrange an Internal Service Delivery (ISD) for the payment.
- Pay the VIRS program fee ($423.25) online.
a. Select “VIRS Program Fee” (CAD423.25) > select “Add to cart” > provide your name, email, and the student’s UBC student number > select “Check out” > enter your email address again > provide your payment details.
- Reimbursement for expenses
Do this through your departmental administrator. Reimbursement is subject to the department’s financial policies and procedures. VIRS students are sometimes reimbursed for travel and living expenses, as well as UBC iMED (medical insurance) fees that they are enrolled in at UBC. - VIRS Grant (Award 21489) through enrolment services
The VIRS Grant (Award 21489) is administered through UBC’s Enrolment Services. Funds are transferred from a department or eligible grant to Enrolment Services, which then issues the funding to the student as an award.
Departments and Faculties are responsible for determining student eligibility and ensuring the funding source is eligible. VIRS funding may be used to reimburse travel and living expenses, as well as UBC iMED (medical insurance) fees.
For detailed instructions, please review – Explaining VIRS – Okanagan.
To process a VIRS Grant, complete the Award Recommendation Spreadsheet and email the form and email the form along with the Journal Entry number to inquiry.ubco@ubc.ca , copying virs.okanagan@ubc.ca. Include the student’s name, ID number and preferred payment schedule in the body of the email.
*The only restriction is that the source of funding cannot be from a Canadian tri-agency grant. Contact virs.okanagan@ubc.ca for more information.
Research Security
In January 2024, the Federal Government released a new Policy on Sensitive Technology Research and Affiliations of Concern, which outlines Sensitive Technology Research Areas and Named Research Organizations (NRO), identified as research organizations and institutions that pose the highest risk to Canada’s national security due to their direct, or indirect connections with military, national defence, and state security entities.
Please refer to this page for guidance on safeguarding your research and to access resources to support researchers.
