Eligibility
If you are enrolled in a graduate program at another university and would like to attend McGill up to a maximum of 12 months to conduct research only, you must apply as a Graduate Research Trainee (GRT). This category of registration is for students registered in a graduate program at their home university to conduct PART of their thesis research at McGill under the supervision of a McGill professor.
Please note: Extensions beyond 12 months are not granted.
Acceptable reasons for training at McGill include:
- the student is engaged in collaborative projects between professor(s) at McGill and the student’s sponsoring institution;
- the student wishes to take advantage of specific expertise, academic resources or technical capabilities at McGill to enhance the thesis research being conducted at the sponsoring institution;
- the student is completing a stage at McGill under a specific Memorandum of Understanding between McGill and the sponsoring Institution;
- the student’s thesis supervisor has relocated to McGill, but the student remains registered at the former institution to complete his/her graduate degree
Please note: The category of graduate research trainee cannot be used to conduct the majority of a student's thesis research at McGill under the supervision of a McGill professor.
Conditions
Admissions/registration checklist
1. If you are not a Canadian citizen or permanent resident, review the immigration guidelines:
If you are an international student pursuing a graduate program of study abroad or in Canada and would like to attend McGill as a GRT, you must obtain an authorization to work in Canada.
GRTs may come to McGill under multiple types of work authorizations. Please refer to Immigration options for U/GRT for an overview of the different work authorizations. You must discuss immigration eligibility with the Department’s administrator.
The type of work authorization selected must be declared in the Graduate Research Trainee Registration form when applying to McGill. On the GRT registration form you must:
- Indicate your immigration status, selecting:
- Visitor’s visa if you do not require a work permit, OR
- Work permit, OR
- Study permit and CAQ.
- For Work permit, indicate in the relevant field the “LMIA-exemption code” for the work permit you will be requesting. Please refer to Immigration options for U/GRT to identify your LMIA-exemption code. Indicate N/A (not applicable) if you hold an open work permit.
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Immigration status |
Required immigration documents |
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Permanent resident |
Canadian permanent resident card (front and back) |
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Visitor’s Visa |
Visitor record if issued on entry to Canada OR If you were not issued a visitor record upon entry to Canada, copy of passport and signed Declaration for researchers under 120-day work permit exemption. Electronic signatures are accepted. |
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Work Permit |
Work permit |
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Study Permit |
Study permit AND Email from the immigration advisor from the Academic personnel office confirming your work authorization. Research Trainees should contact their Department’s administrator to obtain this. |
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Maintained status |
Previous work permit or study permit AND If you applied for a work permit: Letter from IRCC confirming your maintained status (WP-EXT except PGWP (IMM 5988) or WP-EXT for PGWP (IMM 0127)). If you applied for a study permit: Email from the immigration advisor from the Academic personnel office confirming your work authorization. Research Trainees should contact their Department’s administrator to obtain this. |
Obtaining the necessary immigration authorizations may take several months and international GRTs are invited to apply for their immigration authorizations as soon as possible. You should not travel to Canada before obtaining the approval of your work permit and/or visa or before confirming you can apply for your work authorization at the port of entry. If your immigration process will not be completed in time for your tentative start date, please inform your McGill supervisor and Department’s administrator.
It is your responsibility to obtain and maintain a valid work authorization for the complete duration of your traineeship. You will be required to extend your work authorization if it expires before the end of your research period.
GRTs can contact their Faculty’s immigration advisor for immigration assistance.
2. Obtain your letter of invitation/offer from McGill
This letter must be from the McGill supervisor/academic you will pursue your research with, and should include the department name, the dates of your research and any applicable funding arrangements.
3. Obtain your Letter of Permission from your home institution
This letter, in PDF format, is signed by a competent authority at your home university (such as the Registrar). The letter of permission must:
- acknowledge that you are permitted to pursue your research at McGill University
- give a specific start and end date for the period you are permitted to be at McGill (for example: January 1, 2027 to July 15, 2027) these dates should match the letter of invitation
- describe the purpose of the training period at McGill (see Eligibility)
- include the signature of the signing official
- be on letterhead of your University and should be in PDF format
4. Prepare your transcripts
- You will need a copy of your most recent transcript, including the current term, from the university where you are currently enrolled (this need not be official).
5. Complete the Graduate Research Trainee form in the Application Portal and submit your documents. To use the portal, follow these steps:
Step 1 – Create an account in the application portal using your name, email, and birthdate.
- A temporary PIN will be sent to your email account: retrieve the PIN, enter it in the portal and set a new password. NOTE: Previous McGill students also need to create an account.
Step 2 – Start a Graduate Research Trainee application by clicking on Start new application. Next, from the application type picklist select Postdoctoral and Graduate Research Trainee Research and click on create new application.
Step 3 – Complete all the corresponding forms, which include: language of choice, personal and biographical information, Legal status in Canada (requires uploading proof), Graduate Research Trainee requirements (requires uploading documents mentioned above), permission to disclose, applicant census (optional) and agreement, and submit your application.
NOTE: All the above steps must be completed before you come to McGill. Invitations cannot be made retroactively.
Review Process
1. Academic Unit
Once you submit your Graduate Research Trainee application in the portal and upload the required documents, your file will be reviewed by your respective McGill academic graduate unit. If your file is complete, it will be recommended for review by the Management of Academic Records, Enrolment Services.
2. Academic Unit (for international GRTs)
For international research trainees requiring a work authorization, upon confirmation of the trainee status at McGill in the Graduate Research Trainee Application Portal, the academic unit will provide you with the documentation required from McGill to apply for a work permit or admission under another work authorization. If a work permit is required, the unit will submit an offer of employment and pay the associated compliance fee using the IRCC Employer Portal.
You will also be provided general information on how to secure a work authorization. GRTs can contact their Faculty’s immigration advisor for further immigration assistance.
3. Management of Academic Records, Enrolment Services
The Records Unit in Enrolment Services will also review your file and documents in the application portal and validate your eligibility.
For international GRTs, if the duration of your stay is:
- More than 120 days you must upload the IRCC work permit approval in the Application Portal. Enrolment Services will register you for an initial four months. After you arrive in Canada, you must send your work permit to gradresearchtrainee [at] mcgill.ca and Enrolment Services will complete your registration for the remaining months.
- 120 days or less, you must upload the photo page of your passport in the Application Portal. Enrolment Services will register you for an initial four weeks. After you arrive in Canada, you must send a copy of your visitor record to gradresearchtrainee [at] mcgill.ca and Enrolment Services will complete your registration for the remaining weeks. If you were not issued a visitor record upon entry to Canada, you must provide a signed Declaration for researchers under 120-day work permit exemption.
Once your file has been reviewed and the necessary documents uploaded, your McGill trainee record will be created, and you will be issued a registration confirmation letter in the Graduate Research Trainee Application Portal.
CHANGE TO RESEARCH DATES OR CANCELLATIONS: If the period of research, as indicated on your invitation letter or registration confirmation letter from McGill, changes (e.g. start date is delayed) or you are not able to attend, you MUST inform the McGill supervisor and department, and Enrolment Services by gradresearchtrainee.es [at] mcgill.ca (email), in order for your traineeship to be cancelled or your start date changed. Note: a change in dates also requires a revised letter of permission from your home institution.
Please remember that you must make your own arrangements for health coverage (insurance) for the duration of your visit to McGill. You may be required to provide proof of coverage upon your arrival at McGill.
As a Graduate Research Trainee, you will not be charged any tuition or ancillary fees; however, this means that you will not be a member of any student society and will not be eligible for services provided by Student Services (e.g., Student Health Service, advice on immigration issues, etc.). You will be issued a McGill Student ID card which will give you access to university buildings and labs pertinent to your area of research as well as the libraries. Should you wish to use the athletics facilities you may purchase a membership.
Tax information
McGill University will not issue T2202A forms to Research Trainees, as they are not registered at McGill in an eligible program for the Canadian federal income tax "Education amount". Therefore, any scholarship, fellowship or stipend received while a Research Trainee at McGill may be subject to Canadian federal income tax, unless the trainee is eligible for the "Education amount" through an appropriate student status at their home university during that period. Please consult the relevant Canadian federal income tax guide for further information.
Other categories of research trainees
Undergraduate research trainees: Please refer to the Undergraduate Research Trainee website for application and registration procedures.
Postdoctoral research trainees: Please refer to the Postdoctoral Research website for application and registration procedures.
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