Info for UBC supervisors

The Visiting International Research Students (VIRS) program is the senate-approved pathway for all international students visiting UBC for research purposes, unless formally appointed as staff through Human Resources and obtaining a work permit. UBC created VIRS to offer a consistent status and set of support resources for faculty and their visiting research students—and to avoid risks associated with researching on campus without formal affiliation. 

UBC admits VIRS students with full-time student status for the period of the research studies. They get a university student number, online login and UBC student card. Students use the login ID and UBC Card to access libraries and related systems and online research tools. They can also access certain physical locations on campus: labs, computer labs, departmental lounges, etc. 

VIRS students are invited to an orientation meeting and social events where they meet other VIRS students on campus. 

The role of the supervisor varies depending on the nature of the research and the arrangement between the student and professor. 

Basic expectations are: 

1. Select students
   It is the responsibility of the UBC host professor or department to determine the qualifications of prospective VIRS students undertaking research at UBC. Go Global reviews applications for basic eligibility, but we do not assess students’ academic history or English language ability. 
    
2. Provide workspace and access to departmental facilities 
   VIRS students should have a reasonable space to undertake their research. After arrival, the student will be able to obtain a UBC Card if needed to access facilities. 
    
3. Offer mentorship and accessibility 
   Be accessible to the student for consultation and discussion of academic progress and research. The frequency of meetings will vary according to the discipline, stage of work, nature of the project, independence of the student, full- or part-time status, etc. 
    
4. Discuss mutual expectations, deadlines and forms of communication 
   We recommend the host supervisor discuss mutual expectations with the student and define a research plan. 
    
5. Give departmental and safety orientation 
   Ensure your VIRS student is introduced to relevant students, staff and faculty in your lab or department and provide the student with relevant safety training. 
    
6. Report accidents and consider accident insurance 
   Should any accidents occur involving the student, report it on UBC’s Centralized Accident / Incident Reporting System. You can obtain optional student accident insurance on the student’s behalf through UBC Risk Management. The cost is $7/year per student and the insurance must be purchased through the department administration. 

Please also feel welcome to review this list of Graduate student supervisor responsibilities. 

Go Global provides admitted VIRS students with an official letter of acceptance. This is usually sufficient for students to apply for immigration documents (study permit, visa). Including additional letters carries the risk that visa officers could misinterpret the student’s status at UBC and refuse required immigration documents. 

Occasionally, students require a letter of invitation to apply for an award or scholarship. In such cases, we are happy to provide a template to use for this. Contact the Go Global advisor for VIRS at go.global@ubc.ca. 

Graduate and Post-Doctoral Studies will issue a letter of completion for PhD students admitted under VIRS and approved for the JDRS designation. 

VIRS students cannot have an employment relationship with UBC in any capacity related to their research during their VIRS stay. Some VIRS students with valid study permits can work on campus in an area unrelated to their main research (eg, café, store, restaurant or research unrelated to the main purpose of their visit). 

There are three ways you can provide money to your VIRS student: 

1. Cover the VIRS program fee 
   Note that the fee may not be paid from a Canadian Tri-agency grant (i.e. SSHRC, NSERC, CIHR) per grant policies.
   Indicate on the VIRS approval form that you will cover the fee or contact Go Global. There are two payment options:
   1. Provide account details to arrange an Internal Service Delivery (ISD) for the payment. 

   2. Pay the VIRS program fee ($415) online.  
      a. Select “VIRS Program Fee” (CAD415) > 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.

2. 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 the medical insurance that they are enrolled in at UBC (iMED). 
    
3. VIRS Grant (Award 5139) through enrolment services 
   Recommend your student for an award and transfer funds to Enrolment Services. The only restriction is that the source of funding cannot be from a Canadian tri-agency grant. Contact Go Global for more information. 

In January, 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.

VIRS supervisors with any questions regarding research security are encouraged to connect with Akshay Singh, Director, Research Security, at research.security@ubc.ca.