Immigration Procedures for Academic Staff

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Temporary Work Permit

I. Regular Procedures for Non-Canadian Academic Staff (non-NAFTA)

(a) Initial Temporary Work Permit

Immigration Procedures are initiated by the Departmental or Faculty Office by forwarding an immigration file of the new staff member to the Immigration Coordinator at the Department of Human Resources. The file must contain the forms and documents required by HR Immigration Services. Please contact Immigration Coordinator at 514-398-5598 or by veronica [dot] nahorniak [at] mcgill [dot] ca (email) to obtain these documents.

The Immigration Coordinator will forward the file to Human Resources and Skills Development Canada (HRSDC) and Québec's Ministère de l'immigration et communautés culturelles (MICCQ)to request a "Labour Market Opinion" (LMO) and a "Certificat d'Acceptation du Québec" (CAQ). This is a joint document issued and signed by both agencies. The Immigration Coordinator receives the combined LMO/CAQ and sends it to the staff member along with further instructions and a checklist of all documents required to apply for a temporary work permit.

If the staff member requires an entry visa to travel to Canada, he/she must contact then the nearest Canadian Visa Office to apply for a work permit. The Visa Office will issue a Letter of Authorization to work in Canada and the entry visa. The Letter of Authorization becomes an active work permit as soon as the staff member crosses the border to enter Canada. At the Port of Entry, an immigration officer will issue the work permit. The start date will be the date on which the staff member enters the country.

If an entry visa is not required, the staff member can apply for his/her work permit directly at the Port of Entry with all the required documents – including the LMO/CAQ – at hand.

(b) Renewal of Temporary Work Permits

The Department or Faculty will be contacted at least 4 months prior to the expiry date of of the staff member's current work permit and requested to provide the documents required by HR Immigration Services. Please contact the Immigration Coordinator at 514-398-5598 or by veronica [dot] nahorniak [at] mcgill [dot] ca (email) to obtain these documents.

The Immigration Coordinator will then apply for an Extended Labour Market Opinion (LMO) and a new Certificat d'Acceptation du Québec (CAQ). Once this joint document is issued, it will be forwarded to the staff member with further instructions as to how to renew his/her work permit.

The applicant must complete the renewal application form, available from Citizenship & Immigration Canada's website at Application to Change Terms & Conditions or Extend Your Stay in Canada and attach all documents listed in the document checklist (IMM5556).

Processing fees are required.

The application must be sent by the applicant to the Case Processing Centre in Vegreville, Alberta.

II. NAFTA: Temporary Employees Entering Canada under the North American Free-Trade Agreement

(a) Simplified Temporary Entry Procedures under NAFTA

NAFTA allows for simplified temporary entry procedures for professionals including university teachers. The University may employ American and Mexican citizens for temporary periods without the requirement of filing with the Canadian or Québec Employment Offices. For a list of professions covered under the NAFTA, please see the Department of Foreign Affairs & International Trade's publication "The North American Free Trade Agreement", Chapter Sixteen, Temporary Entry for Business Persons, Appendix 1603.D.1 Professionals.

Coverage of the NAFTA provisions is restricted to CITIZENS of Canada, the United States and Mexico. Persons who have permanent residency in one of these countries but who are not citizens are not covered by the Act and do not have access to facilitated entry, i.e. they are subject to the regular procedures described in I. Regular Procedures for Non-Canadian Academic Staff (Non-NAFTA).

The candidate will be required to present himself / herself at a port of entry to Canada with the following documentation:

• letter confirming eligibility to apply under NAFTA (also called “LMO exemption”; contact the Immigration Coordinator in the Immigration & Relocation Services section of HR for details on obtaining this document)
• valid passport
• letter of offer providing full details of the temporary appointment including:
  • the nature of the position offered
  • the arrangements for remuneration (amount per annum)
  • duration of appointment
• candidate's letter of acceptance
• educational qualifications or appropriate credentials to carry out the professional activity (original diplomas);
• appropriate licensing qualifications, if necessary (e.g., M.D.'s).
• CV
• marriage certificate or statutory declaration of common-law union, if applicable
• children's birth certificate(s), if applicable

(b) Renewal of Temporary Work Permits under NAFTA

Temporary Work Authorizations obtained under the NAFTA Agreement may be renewed according to the following simplified procedures:

1. The renewal must be obtained in Canada before the expiry date of the work permit.
2. The applicant must complete the renewal application form, available from Citizenship & Immigration Canada's website at Application to Change Terms & Conditions or Extend Your Stay in Canada.
3. The following documents are to be attached to the application:
   • a copy of the letter renewing the contract
   • a copy of the acceptance of the offer
   • a copy of the original NAFTA work authorization
   • a copy of relevant passport pages, as listed on the document checklist [IMM 5556]
   • any other document required, and as listed, on the document checklist [IMM 5556]
4. Processing fees are required.
5. The application for renewal can be submitted at port of entry to Canada.

III. Exemptions under Spousal Open Work Permit

IV. Non-Canadian Temporary Employees in Specially Designated Categories:

Canadian Citizens or Permanent Residents Returning to Canada

Permanent Residency