Immigration Handbook

Now that you've accepted your offer to study at York University, your first step towards arriving on campus is initiating your immigration process. As an international student, you are required to obtain certain documentation from the Canadian embassies, visa offices or consulates abroad to study in Canada. Because understanding another countries’ immigration system can be daunting, we designed this handbook to help you navigate through the process. 

The immigration process to Canada is governed by Immigration, Refugees and Citizenship Canada (IRCC) It is important to understand that although we strive to keep our information current, the most authoritative source of information related to immigration can be found online at the IRCC website. 

York International only provides general information about immigration inquiries. Individuals may have unique situations. It is always good to consult IRCC at 1888-242-2100 or one of our Immigration Specialists at York International. 

Before you arrive at the Canadian border, there are 4 main steps you must complete: 

1. Ensure that you have a valid passport from your home country that will remain valid throughout your studies.
2. Understand, apply for and obtain a study permit.
3. Apply for, obtain and translate any other required documentation depending on your circumstance and citizenship.
4. Book your travel in alignment with the start date on your study permit. 

Before we take a more detailed look at study permits, entry visas and more, let's take a high level look at some of the most important documents to your immigration: 

Although this handbook was designed to clarify the immigration process that most incoming international students will experience, we recognize that there are exceptional cases where you may have specific questions or needs based on your circumstance. We do recommend that you read through this handbook as well as the FAQ section in case your question has already been answered, but if you still need assistance before arriving, we are happy to help!

Our team of International Student Advisor & Immigration Specialists are certified to provide you with up-to-date and accurate information as you navigate the immigration process. The fastest way to get your question answered is by attending on of our regular virtual drop-in advising sessions. You can browse upcoming dates on the York International calendar.

We also highly recommend participating in our pre-arrival webinars.

Otherwise, you can email iadvisor@yorku.ca or telephone: (+1) 416-736-5177

When emailing us, please include in your email:

• Your student number in the subject line
• Your name
• Your citizenship(s) 
• Whether you are inside or outside of Canada
• All permit and visa expiration dates (if applicable)
• Any relevant documents, such as a rejection letter

A study permit authorizes you to study in Canada legally. International students will receive their Study Permits in the form of a paper document which will usually be attached into your passport at the Canadian port of entry.

If you are not a Canadian citizen or permanent resident of Canada and will be attending York University for more than 6 months, you must obtain a study permit from Immigration, Refugees and Citizenship Canada (IRCC). If your program of study lasts six month or less in Canada, you do not need a study permit. However, if you think you may study for a longer time, you should consider applying for one prior to your arrival because the process of initial study permit can be lengthy and complicated.

If your study permit application is approved, you will be issued a Letter of Introduction. You must present this letter to the border officer when you enter Canada, and your study permit will be printed and issued at the border. A study permit does not authorize re-entry. Depending on your citizenship, you may require a Temporary Resident Visa (TRV) or eTA to enter and re-enter Canada. Find out if you need to obtain a TRV or eTA on IRCC's website. Most newly-accepted international students can now apply for their study permits online from their home country. You are required to apply for the initial study permit before coming to Canada. Instructions on initial study permit applications can be found on IRCC's Study Permits page. Processing time varies depending on the processing centre location. Please allow a minimum of one to six months.

Please Note:

• Study permits will only be issued to applicants studying at a Designated Learning Institution (DLI). York University is a designated learning institution: York University's Designated Learning Institute (DLI) Number is O19361109242 (O stands for Ontario).
• Ensure that your contact information is accurate in your student record (click “Personal information” from Access My Student Records on My Online Services).

There is an outside Canada and an in-Canada process for study permit applications. Most newly-admitted students must follow the outside Canada application process. The in-Canada application process is primarily available for those who are in Canada with a study permit or work permit (including their dependents) as well as exchange and visiting students studying without a study permit.

Only some people can apply from inside Canada, including but not limited to:

• Ukrainians; 
• Minors in secondary school;
• If you, your parent or your spouse has a valid study/work permit.

Refer to the IRCC website for more information on who is eligible to apply from inside Canada.

If you are not eligible to apply from inside Canada, you should apply from outside Canada and wait for approval before making travel plans.

If you already have a study permit, check the expiry date and the conditions. If your study permit isn’t expiring soon and you have the conditions to work on/off campus on your study permit, you can continue to use it. You must update your DLI online before you start your courses at York.

If your study permit is expiring soon or you need to change the conditions on your study permit, you must apply for an extension before your current study permit expires. You should apply as soon as you get your letter of acceptance to York.

When applying from inside Canada, you apply for your study permit first. If you need a new visa, you will apply for it after you receive your new study permit. The IMM forms and the document checklist may look different for those applying from inside Canada. If you apply from inside Canada while on visitor or worker status, you cannot start studying until your study permit is approved.

Most international students will follow the outside Canada application process. Broadly, these are the steps you will follow: 

1. Gather your documents and complete the forms. 
2. Complete biometrics and/or a medical exam if required.
3. Monitor your IRCC account for updates, requests and a decision. 
4. Receive a final decision. If your application is approved, you will receive a letter of introduction and a passport request letter if required. 

We strongly encourage you to apply for your study permit as soon as you have the letter of acceptance and all other required documents.

Generally, you must apply for a study permit before you come to Canada. Only citizens and permanent residents of the United States and residents of Greenland or St. Pierre et Miquelon can apply when entering Canada.

You can check the estimated study permit application processing time for applications submitted from outside of Canada.

Documents for your Application 

Important: We recommend you check your personal checklist (generated based on your answers in the online eligibility questionnaire) for these and any other required documents. Please also remember check the country-specific application requirements provided by IRCC for additional documents that may be required or recommended.

Note: There is a $150 CAD processing fee.

All documents must be in English or French. If you need to have your documents translated, include extra time in your application process to do so. If they are translated, you must provide the translation, a certified photocopy of the original and an affidavit from the person who completed the translation.

How to Apply 

Apply online using the IRCC's Online Application.

For a detailed look into the study permit application process, review our Initial Study Permit Application Webinar and Resource page to help you along as you apply for a study permit for the first time. 

Initial study permit applications submitted after January 22, 2024, for undergraduate studies must now include a Provincial Attestation Letter (PAL) from the Ontario provincial government. Master’s and PhD program students are exempt from this requirement. If you're not sure if you need a PAL, please refer to this quiz. 

Admitted students who require a PAL will be sent information about how to acquire the attestation letter with their admission offer.

To obtain a PAL, admitted undergraduate international students must:

1. Accept their offer of admission to York
2. Pay the non-refundable new student deposit of $1500 CAD within 10 business days of accepting their offer
3. Download the Attestation Letter on MyFile.

Your PAL will not be immediately available after you pay your new student deposit. Processing times will vary depending on the volume of letters we are processing. Please check your MyFile for updates.

You cannot pay your deposit using any scholarships or awards you receive from York as these will be applied to your student account in September.

Visit the Admitted Students website for additional instructions on how to pay your acceptance deposit.

Once you have paid your new student deposit, processing times for your PAL to be issued will vary depending on the volume of letters we are processing. We recommend you accept your offer and pay your deposit as soon as you can.

We know that the study permit application process can be stressful, and we want our incoming international students to have the best possible chance at approval with your first application. Please consider the following tips and review the resources to help you strengthen your application.

Note that these tips and resources are intended to help guide newly admitted international students who are applying for a study permit for the first time. Please note that the information in this presentation is legal information, not legal advice. For the most up-to-date information, always refer to Immigration, Refugees, Citizenship Canada.

Application Tips

• Start by reviewing IRCC’s instruction guide for this application.
• Take the application seriously. Decisions are up to the discretion of the officer. Nobody can guarantee a result for you.
• We recommend providing as much documentation as possible, not just the minimum. 
• Consider providing a cover letter along with your supporting documents in the financial support section. 
• Ensure your forms are complete, accurate and validated. If there isn’t enough space on the form, attach an extra sheet.
• There is no need to print/sign your application if you are applying online.
• Answer truthfully and provide explanations for any "yes" answers. 
• Check regularly for updates from the IRCC in your online account and your email, including your junk/spam folders. 
• If you wish to track the status of your application, you can create a special IRCC “tracker account” to do so.
  • (note: this is not the same account where you submitted the online application). 
• If you need to notify IRCC about a change regarding your application, or to provide additional documents during your application, you can use their  web form. 

Other Considerations 

Even if you already have a visa or travel authorization that may allow you to travel to Canada, we usually recommend waiting outside Canada for the study permit to be approved, because you are not generally eligible to begin studying until the study permit has been issued.

Resources 

Virtual Drop-in Advising

If you have a specific question, attend a virtual drop-in session with our International Student Advisors (“ISA”) and licensed Immigration Specialists. You can register for virtual drop-in advising via the York International Events calendar. 

Study Permit Application Webinars 

York International also hosts study permit application webinars throughout the year. Please check the York International Events calendar for the next available session, where your ISA will walk through the application process in detail and provide time for a question and answer period.

Initial Study Permit Application Resources 

This webinar and accompanying resources are to help guide newly admitted international students who are applying for a study permit for the first time.

Review the slides and explainer documents for a detailed look at the study permit application process. 

York International: Study Permit Webinar for New Students – May 2024
York International: Initial StudyPermit Letter - Explanation Sample 

If your application is approved, the Canadian visa office serving the country where you submitted your application will issue you an approval letter, known as a Port of Entry Letter of Introduction, and an entry visa or an eTA (if applicable). Do not book travel to Canada until you’ve received your Letter of Introduction. Present the letter to the border officer when you enter Canada to get the hard copy of your study permit. 

A study permit is not a travel document and does not authorize entry or re-entry into Canada on its own. You may also require a Temporary Resident Visa (TRV) or Electronic Travel Authorization (eTA).

Temporary Resident Visas (TRVs), commonly called entry visas, are to be obtained by foreign nationals who require visas to enter Canada, while Electronic Travel Authorization (eTA) allows foreign nationals from visa-exempted countries to enter Canada without a visa. Please note that without proper travel documents and identification, you may not be able to board the plane.

If you require a Temporary Resident Visa (TRV, also known as an entry or visitor visa), you will be asked to submit your passport so that the visa officer can affix the visa into it. You do not need to make a separate application. 

If you require an electronic Travel Authorization (eTA), you don’t have to submit your passport. An eTA will be issued electronically and associated with your passport number. Your eTA number and expiry date will be included in the Letter of Introduction. 

The Government of Canada website has more information on entering Canada. You can also check out our Arriving at the Canadian Border Pre-Arrival Webinar (under Fall 2023). 

Note:

If you decide to change schools after your study permit for York University has been approved, but before you travel to Canada, you must re-apply for a new study permit.

If you change schools after arriving in Canada, you can just notify IRCC of your change of Designated Learning Institution (DLI) through their website.  

We recommend that you review the information about Initial Study Permit applications our Immigration Application Resources page first. You can then try filling out the application on your own and make note of any questions you have. Bring those to one of our weekly Study Permit Webinars for New Students in April and May, where you can get more tips and ask your questions to one of our International Student Advisors. 

Estimated processing times give an idea of how long an application could take to be processed. If something outside of your control makes urgent processing important, you can contact IRCC through their web form to inquire. It may take up to two weeks to get a response. Use the "Update or ask about your application" option and then the "Other" section. The "Ask for urgent processing for your permanent resident card" section doesn’t include study or work permits.  

If you already have status in Canada, and have applied from within Canada for a new permit, you can remain in Canada under Maintained Status (formerly known as ‘implied status’) while you wait for an answer. While you can remain in Canada, you cannot necessarily begin studying until the permit is issued. Only those already in Canada on a study permit or exchange students transitioning from visitor to student status can begin studying while waiting for a decision to be made on their application. If the application is refused, you must stop studying immediately.   

If you applied outside Canada, you generally need to wait until your application is approved to travel to Canada. Even those who may be allowed to travel to Canada as a visitor are encouraged to wait and only travel to Canada after the study permit is approved and the Temporary Resident Visa (TRV) or Electronic Travel Authorization (eTA) is issued (if required).   

Only citizens or permanent residents of the United States and residents of Greenland, or St. Pierre and Miquelon are eligible to apply at a port-of-entry. 

We strongly encourage you to apply for your study permit as soon as you have the letter of acceptance and all other required documents.  

Generally, you must apply for a study permit before you come to Canada. Only citizens and permanent residents of the United States and residents of Greenland or St. Pierre et Miquelon can apply when entering Canada.  

You can check the estimated study permit application processing time for applications submitted from outside of Canada.  

For more information about applying for an initial study permit, visit our Application Resources page. If you have further questions about your study permit application, connect with an International Student Advisor & Immigration Specialist via virtual drop-in advising or one of our workshops. Find the schedule and sign up via YI’s Events Calendar. 

If you applied through the in-Canada application process, you can remain in Canada under maintained status. 

If you are in Canada, you can contact  IRCC  through their in-Canada call centre (1-888-242-2100) or through their web form.  

If you are outside Canada, you can contact IRCC through their web form. 

Each section will only allow one file to be uploaded. You will need to use software to merge the documents into a single file that is an acceptable format (ie. PDF) and fits within the file size limits.  

IRCC provides instructions in their Help Centre. 

How long will it take for my PAL to be issued? 

Once you have paid your new student deposit, processing times will vary depending on the volume of letters we are processing.  We recommend you accept your offer and pay your deposit as soon as you can. 

I’ve been admitted to School of Continuing Studies. How do I get my PAL? 

To get your Provincial Attestation Letter, please follow the steps below. If you currently already have a valid study permit and will be starting a new program, you will not need a PAL to extend your current permit. 

Steps to get a PAL for School of Continuing Studies students: 

1. Accept your offer to the School of Continuing Studies. 

2. Pay your deposit to secure your spot in the program. Paying your deposit allows you to be registered and will ensure that you are issued a PAL, if eligible. 

3. Fill out the School of Continuing Studies PAL Survey. 

4. The PAL will become available in MyFile within 3-5 business days following the successful receipt of your deposit. 

MyFile can be accessed at the following link: http://www.yorku.ca/myfile  

Please be advised that a student number and date of birth are required to log into MyFile. Once logged into MyFile, please navigate to the “Admissions Documents” link on the lefthand sidebar. If a PAL is available, there will be a link listed there for download. If there is no link to the Provincial Attestation Letter within the “Admissions Documents” tab, then the letter has not yet been processed by the Ministry and is not yet available — please check back within 24-72 hours. 

 Additional questions can be emailed to regscs@yorku.ca  

The address on my PAL is different than the address I’m using on my study permit application. Will York issue a new PAL with my current address? 

IRCC has confirmed that the mailing address on your PAL can be different than the address you are using on your study permit application. You do not need a new PAL if the addresses don't match. As each Designated Learning Institution only has a limited number of PALs, York will not issue more than one PAL per student. 

My study permit application was refused. Can I get my new student deposit back? 

If your study permit application is refused, York will return your new student deposit to you. You'll be asked to provide a copy of your refusal letter to York before your deposit is returned. 

Can I use my York scholarship to pay for the new student deposit? 

Scholarships are applied to a student’s account in September when they begin their studies. The deposit is required shortly after you accept your offer. As a result, the scholarship cannot be used to pay your new student deposit. 

Do I have to pay the deposit to get a PAL? / I can’t pay the deposit, can I still get a PAL? 

All admitted undergraduate international students must pay the non-refundable $1500 CAD new student deposit. We cannot issue a PAL without this deposit. 

The new student deposit must be paid shortly after you accept your offer while scholarships are applied to your student account in September. You will not be able to use any York scholarships or awards to pay the deposit. 

I don’t need a PAL. Do I still have to pay the $1500 deposit? 

Yes. All new students must pay a non-refundable deposit when they accept their offer to York so they can enrol in courses. Please ensure to pay your deposit within 10 business days of receiving your offer of admission. 

I accepted my offer a while ago and I already paid a deposit of $300. Do I have to pay another $1500? 

Since you've already paid $300, you will only need to pay $1200 for your deposit. Don't worry, this will go towards your total tuition payment so it's not an extra fee or a fee you're paying on top of tuition. 

I’m an international student but I’m eligible to pay domestic fees. Do I pay $300 or $1500 for the deposit? 

Some international students are eligible to pay domestic fees. This includes those who have a work permit or who are dependents of a work permit holder. You can check the Academic Tuition Fees webpage for eligibility and to apply. 

Only students who have already been approved to pay domestic fees are able to pay the $300 deposit. If you still need a PAL, please fill out the Provincial Attestation Letter Request Form. 

If you have applied for a tuition category change but not yet heard back from York, please pay the non-refundable $1500 deposit. This amount will be applied to your tuition fee. 

I’m an international graduate student. How do I pay the deposit? 

International graduate students should check the Admitted Graduate Students page for the Incoming Student Checklist to see what your next steps are in order to accept your offer and get you started! 

A Temporary Resident Visa (TRV), commonly called an entry visa, is used only for gaining entry into Canada, while a Study Permit allows you to remain in the country for a set amount of time. Only citizens of certain countries require a TRV. To find out if you need a TRV, check on the IRCC website. A TRV will allow either “single entry” or “multiple entry." It is recommended that you maintain a valid TRV for the duration of your studies but this is not mandatory, provided that you do not attempt to re-enter Canada with a single entry or expired TRV.

You need to apply for a TRV if:

• You will present yourself at the Canadian border (port of entry); and
• You are a citizen of a country whose citizens require a TRV.

Exception: If your only destination outside of Canada is the United States or St. Pierre and Michelon, you do not need to have a valid TRV to return to Canada (see Part 9, Division 5, Section 190:3f). A valid study or work permit or a visitor stamp/record and York University proof of enrollment letter will be sufficient. However, York International recommends applying for a TRV if you plan to visit the USA or St. Pierre and Michelon and your TRV has expired.

Applying for a TRV

Please visit the IRCC website for detailed and up-to-date instructions about how to apply for a new TRV. If you are currently in Canada with a valid study or work permit, you MUST submit your application to Ottawa. Do NOT send your application anywhere else.

If the TRV is for someone you are inviting to Canada, we recommend you provide them with the following documents to support their application:

• letter of invitation written by you
• York University enrollment letter
• a copy of your status document e.g. study permit
• proof of available funds (if you are paying for their visit)
• marriage certificate (if you're inviting your spouse)
• employment letter (if you are a PGWP holder)

An Electronic Travel Authorization (eTA) allows foreign nationals from visa-exempt countries to enter Canada.
 

The IRCC website can help you understand whether you need an eTA before traveling.

• U.S. citizens are exempted from obtaining an eTA;
• Some of the visa-exempted countries that require an eTA include most European countries, Caribbean countries, Australia, and New Zealand.

Applying for an eTA

The eTA application is a simple process. There is a $7 CDN application fee. Your eTA is electronically linked to your passport and can be valid for up to five years. 

You an apply now for an eTA through the IRCC.

Once your study permit has been approved and you have obtained your visa, you're ready to begin planning your entry to Canada. 

Review the Government of Canada’s official webpage on preparing for arrival in Canada as an international student for a detailed checklist and the most up-to-date information.

Once your travel is booked, you will need the following documents handy at the port of entry: 

• Valid passport; 
• Valid Temporary Resident Visa (TRV), Electronic Travel Authorization (eTA) or official status U.S. status document; 
• Letter of introduction that the visa office sent when your study permit was approved;*
• York University Letter of Acceptance via MyFile;
• Proof of enrolment via the Registrar's Office;
• Proof of funds to support your stay in Canada; 
  • Such as a current bank statement and if you paid your tuition you can download a statement via your student account.
• Valid immigration medical exam results if applicable.
  • The exam must be valid for 12 months from the day you get it and must be valid the day you enter Canada. 

*unless you do not need one, or you're a returning student and it was previously issued.  

Depending on your circumstances, you may also need:

• A hard copy of your English Language Proficiency Exam results;
• Medical and immunization records; 
• Spouses and dependents who are immigrating with you.

More information can be found on Immigration, Refugees & Citizenship Canada’s (IRCC) Study Permits website, and the official news release.

Rest assured that York will email you important information and updates as soon as they are available, to guide you through this process. Please check this FAQs page often for any additional updates. 

• You can find it in MyFile.
• Verify your LOA includes tuition, start date, the DLI#, etc.
• Letters of acceptance are issued once.
• Under “application status,” will be confirmation that you accepted your offer.
• Under “supporting documents” will be a list of the documents you need to upload and a separate column indicating whether the documents were received by York. You can screenshot this page and include it to as part of the proof you have cleared your admissions conditions.
• Under “admissions letters,” you’ll find important documents:
  • Proof of payment receipts
  • Decision letter
  • Acceptance/visa letter

• If you have a conditional letter of acceptance, you can and should still apply for a study permit. “Full acceptance” letters are not generally issued.
• What do I write in my study plan?
  • Confirm whether or not you have a prerequisite course
  • Explain that you have submitted all documents requested by the University to finalize your admission e.g. transcripts, etc. (If you cannot do this explain why and state when you will provide them)
  • Attach a screenshot of the “supporting documents” page from your MyFile
• Student Direct Stream: SDS in some countries (e.g. India, Philippines) require an unconditional letter of acceptance. In this case, you should apply through the regular stream.
• ESL and prerequisites: If you must complete a prerequisite course or program before you begin your studies, your study permit will typically be valid for up to 1 year after completing your prerequisite. Even if your prerequisite program is short, you should apply for a study permit from outside Canada and wait for approval before travelling.

• Find out if you need a medical exam
• If you have lived in a designated country or territory for over 6 months or plan to work in certain fields (mostly jobs in the medical field or working with children/elderly), you will need to do a medical exam.
• Depending on your country specific requirements, you may be required to do this medical upfront.
• Even if you are not required to do the medical upfront, you may be able to do it upfront to so that processing can be faster.
• Find a panel physician.

A Social Insurance Number is a nine-digit number that you need in order to work in Canada or to have access to government programs and benefits. It allows an employer to process payroll while informing the Canadian Revenue Agency about the amount of money a person earns. 

If an international student has received a job offer regardless on or off campus, the student must apply for a SIN before he/she can receive earnings and benefits. To apply for a SIN, international students need their original passport, study permit and a document to confirm your address. During COVID-19, applications must be made online or by mail. See Applying for a SIN. Detailed information can be found here. Note: If your employer has questions about the process for hiring an international student, detailed information can be found on CIC's website.

As an international student, you may be eligible to work in Canada while studying and after you graduate. As a study permit holder, you may qualify to work on-campus or off-campus without an additional work permit if you meet specific criteria. You may also apply for a post-graduation work permit after you graduate from an eligible institution. Please visit the Immigration Specialist at York International for an individual advising if you would like to learn more about working as an international student while studying at York University.

• Your spouse/common-law partner and/or dependant children may apply to accompany you to Canada. Their applications can be made together with yours or separately after your study permit is approved.
• Minor children intending to study in Canada should apply for a study permit (no letter of acceptance is required).
• Spouses are eligible to apply for an open work permit.
• If your accompanying family members are not working or studying, they should apply to come as visitors.

Check out our Immigration Application Resources page for more support. We also have weekly Study Permit Webinars for New Students in April and May, open to all new international students and others needing to apply for a new study permit. You can also review our Immigration Tutorial Videos.