The majority of academic visitors are faculty or researchers from other universities around the world. They will reach out to a faculty member at the school and ask if the individual will host them so they can come to spend their sabbatical at our institution to collaborate on research. Once the host agrees, they will begin the invitation process.  

Foreign Citizenship Visitor

Before inviting a visitor, the host will need to become familiar with and complete the policies and processes below:

1. Read the department's Oral Health Clinic (OHC) Visitor Policy.

2. Submit the School of Dentistry Visitor Request Form.

3. Review the university process.

4.  Host to complete the Foreign Visitor Category Assessment (FVCA) to obtain a letter of invitation from immigration advisors.

Canadian Visitor

Before inviting a visitor, the host will need to become familiar with and complete the policies and processes below:

1. Read the OHC Policy.

2. Submit the school's Visitor Request Form.

3. Review the university process for inviting Canadian visitors and fill in the template invitation letter.

ONE WEEK before the visitor's arrival, please email denthr@ualberta.ca, dentea@ualberta.ca and dsupport@ualberta.ca to begin the departmental onboarding process.

Include in your email: 

• The date you are expecting the visitor.

• Confirm any arrangements and assumptions, such as touchdown locations, required training, access etc. 

On the day of arrival of your visitor will need to complete and provide the following:

• A new person ID form.

• A copy of their invitation letter.

• A funding support letter is either a research award recipient letter, a self-funded researcher letter or a letter from their home university.

• A copy of their work permit (if they are a foreign citizenship visitor).

• Fill out an academic visitor liability waiver form.

Before inviting a visitor, the host will need to become familiar with and complete the policies and processes below:

• Read the department's OHC Visitor Policy.

• Confirm with the director of the program the available time for the visit.

• Identify the individual that will be accompanying the visitor for the whole duration of their visit.

• Submit the school's Visitor Request Form.

• Download and email a copy of the confidentiality form to the visitor and have them submit it to dentrpu@ualberta.ca (if going into the clinic).

The volunteer supervisor:

• Must complete the registration process for their volunteer.

• Is responsible for all administration outlined in the university process.

• Is responsible for the work and safety of the volunteer and all onboarding and offboarding administration. 

An individual considering engaging and supervising a volunteer must: 

• Review the university's Volunteer Guidelines.

• Review FoMD's Volunteer Procedure.

• Read the department's Research Volunteers Guidelines and OHC Visitors Policy, as applicable.

  • Note that processes related to the undergraduate research initiative (URI) have additional requirements and are indicated in the school's Research Volunteers Guidelines. 

Volunteer Registration Process

• Submit a request through the FoMD's Visitor Request Form, including:

  • A detailed description of the activities, projects, and research ethics associated with the project if applicable.

• Mandatory: Ensure you have endorsement by the Chair to proceed through approval of your Visitor Request Form. 

• Follow the steps outlined in the university's Volunteer Guidelines:

  • Register your volunteers so that they may be eligible for WCB coverage.

  • Require your volunteers to sign the volunteer waiver (or informed consent form for volunteers under the age of 18). This waiver will be sent to the supervisor after the volunteer activity has been registered with the university. The form clarifies the volunteer's duties, reporting relationship, and duration of their volunteer service. 

  • Store and retain all volunteer waivers under the waiver guidelines and forward a copy of the volunteer waiver to dentrpu@ualberta.ca.

  • Ensure that the volunteer receives adequate training, including all site hazard assessment and safety training where appropriate, for carrying out their university-approved duties.

  • Immediately report any incidents, including injuries that arise from authorized work of a volunteer on behalf of the university.

If the volunteer opportunity is clinically based or requires working with health information, then the following steps are required:

• • If the volunteer is a short-term volunteer opportunity of two days or less, then download and email a copy of the confidentiality form to the visitor and have them submit it to dentrpu@ualberta.ca (if going into the clinic).

  • If a volunteer is a longer-term volunteer opportunity, contact dentrpu@ulaberta.ca to register the individual for the school's Health Information Act training course.