The University of Ottawa coordinates official visits by delegations from international institutions in line with the University of Ottawa's overall international strategy and objectives and visits with the participation of senior representatives (e.g., President, Vice-Presidents, Deans, Ambassadors). If you are interested in a meeting that is narrower in scope (such as meeting with a specific academic unit in order to discuss a research collaboration), please visit our website to contact the appropriate unit directly.
The University of Ottawa receives many requests for delegation visits. Unfortunately, it is not possible to respond to all requests.
Host a delegation
If your service or faculty is mandated to host an international delegation to the University of Ottawa, please refer to the sections below to help you plan the visit.
Planning and preparation
Please visit the link below for a checklist of the steps to follow (as well as when to complete each step) when your academic unit or service receives a request for a delegation visit.
L'Université d'Ottawa a des tarifs spéciaux avec des hôtels près de notre campus. Lorsque vous réserverez votre séjour, avisez l’agent de réservation que vous voulez le tarif préférentiel de l’Université d’Ottawa:
Preparation of an invitation letter
To process visa applications from visiting delegations, Immigration, Refugees and Citizenship Canada (IRCC) may require Canadian universities to provide a letter of invitation.
Check the CIC website to find out what information should be included in the invitation letter.
- Act quickly: As soon as a delegation's request to visit is accepted, check to see if the delegation needs an invitation letter. The visa application process can be lengthy; the faster the letter is sent, the more likely the delegation will receive its visas on time.
- Manage expectations: In the letter, avoid making promises. It is preferable to use wording such as "discuss our mutual interests in internationalization" rather than "discuss a possible memorandum of understanding". Questions of this kind are discussed in person; we would not want to risk giving false hopes.
- Inform key stakeholders: Before sending the letter, ensure that all the services, departments and faculties mentioned in the letter are notified of their participation in the visit. Not only is it a matter of professionalism, but in doing so, there is no risk of embarrassing the guests.
Welcome of the delegation
As far as possible, a representative of the University of Ottawa of equal rank to the head of the delegation should be present at one of the meetings, ideally the first of the day. If the University of Ottawa representative is very busy, a brief introduction and a word of welcome are sufficient to comply with the protocol.
As a general rule, the number of participants from the University of Ottawa should be approximately equal to the number of members of the delegation. It is difficult to apply this rule when the delegation is composed of only one person, in which case a ratio of at most 4:1 should be respected as much as possible.
Please visit the link below for a checklist of the steps to follow the day of the visit: