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Applying to Arts Internship Awards

Summer 2015

Arts Internship Awards have been established through the generous support of McGill alumni to help students gain practical experience through an internship. Administered through the Dean's Office in conjunction with the Faculty of Arts Internship Office, these awards are designed to provide partial funding to assist students with travel and other expenses related to their internship. The awards are open to undergraduate and graduate students who will be returning to McGill the semester following their internships. Students are selected based upon the quality of their internship proposal and their own academic and personal accomplishments.

The deadline for summer 2015 is Tuesday, March 16, 2015.

 

Eligibility and Selection Criteria

  • Your primary degree must be in the Faculty of Arts: BA, BASc, MA
  • Undergraduate or graduate students returning to McGill the semester following the internship
  • Minimum CGPA of 2.7
  • Undergraduates must have completed a minimum of 30 credits of a 90 credit degree or 60 credits of a 120 credit degree prior to beginning the internship
  • Preference will be given to students receiving academic credit at McGill for the internship
  • Participating in an internship in Canada or abroad for a duration of 8-12 weeks during the summer. Note: Proposals for longer internships or for internships that would be held at other times of the year will also be considered
  • Internships may not be in a location where the Canadian Department of Foreign Affairs, Trade and Development (DFATD) has issued an official travel warning (level-3 or level-4 advisory). Please see the section below on Travel Warnings for more information.
  • Students may be eligible to receive up to two Arts Internship awards. A second award may be considered if the second internship represents a substantially different experience than the first (this will be determined based on location, budget and length of the internship).
  • The following are not eligible for funding through the awards:

    • Field studies and courses;

    • Third-party internship placement organizations;

    • Activities that are primarily academic research.

    If you feel you have experienced barriers which have had an impact on your academic performance and wish to highlight these to the selection committee, the documents or comments will be taken into consideration in the application process.


The Application Package

The application package consists of an online portion submitted through the Arts Internship Office website, printed materials to be submitted in person the Arts Internship Office and letters of recommendation.

The printed materials to be submitted in person include the following components:

  • A signed Internship_Awards_Declaration_Checklist [.pdf]
  • Written confirmation of the internship from the host organization outlining the nature of the proposed internship, including specific discussion of learning goals, intern’s duties and means of evaluation. This document must also include the internship schedule, the name and title of the job site supervisor; and the fair market value of any remuneration or other benefits offered
  • Official McGill transcript (1 copy in the original sealed envelope) - this must be ordered on Minerva in advance and picked up at Service Point

The online portion of the application is located at http://www.mcgill.ca/arts-internships/awards/apply/form. Students will be asked to sign-in to access this form using their McGill e-mail address and password. This form includes the following components:

  • Your personal and academic information
  • Host organization and internship information
  • Internship credit information (if applicable)
  • Personal statement (max 750 words) explaining your interest in the internship, the skills, interests and experience you will bring to the organization during your internship, including examples of how you have previously demonstrated initiative, and what you hope to accomplish during your internship
  • A detailed description of your host organization: you may include details about its mission statement and ongoing projects (max 500 words)
  • A detailed description of the activities/duties you will undertake during your internship (max 500 words)
  • A description of your housing arrangements during your internship or how you will secure housing
  • An uploaded C.V. (resume) in Word Document (doc or docx) or PDF – please save in the format: lastname.firstname_CV.doc
  • A budget outlining expenses associated with your internship. Please use the budget template: budgettemplateforawardapplication.xls – this should be uploaded to the online application form as an MS Excel (xls or xlsx) or PDF document - please save the filename in the format: lastname.firstname_budget.xls
  • A short Personal description written in the third person – 75 words maximum in the same format as those available at: http://www.mcgill.ca/arts-internships/awards/recipients

In addition, we require two letters of recommendation to be e-mailed to Anne Turner (anne [dot] turner [at] mcgill [dot] ca) directly from your referees. At least one reference letter must be from a McGill professor or lecturer. Please see below for more detail. These documents may be submitted at any time before the deadline.


Tips for Applying 

  • Plan your application well in advance so that you have to time to compile a strong application.
  • Allow 5 – 10 business days for your official McGill transcript to be printed.
  • Request reference letters at least a month prior to the award application deadline. 
  • Come by the AIO drop-in hours with questions.
  • Due to the volume of applications, the Arts Internship Office will only acknowledge receipt of reference letters directly with the referee.

Drafting a Budget

Awards normally range between $500 and $3,000, and are allocated based on the individual merit of the applicant and the specific costs associated with the nature and location of the internship. Please note that the Faculty of Arts Internship Awards are designed to offer financial support to assist students undertaking internships. They offer partial funding and are not meant to cover all expenses.

Drafting a budget is an important part of the application process. The Selection Committee will expect you to have done careful research to come up with a budget amount that is reasonable and appropriate for your internship.

Research and estimate your internship expenses as accurately as you can at the time of application. A proper budget will include, but is not limited to:

  • Transportation
  • Accommodation
  • Food
  • Health Insurance
  • Medical Costs
  • Contingency Fund

The amounts for each of these items will depend on the amount of time you will be spending in the country. Although the exact amounts can be difficult to determine, do your best to provide the selection committee with as accurate an estimate as possible. Talk to your host organization, check guidebooks, and talk with friends or family familiar with the region to research possible costs you might encounter.

It is in the applicant’s best interest to write a detailed budget and present it in a clear and accessible manner. See following file for budget template: budgettemplateforawardapplication.xls

Budgeting is important while planning your internship, and we try to offer as much guidance as possible regarding expenses. While we can't provide exact award amounts beforehand, we can give some information as to the range of the awards, based on the region where you will be interning, and the duration of your internship.

8 weeks 12 weeks
Africa 1800 2500-3000
Asia 1800 2500
Latin America 1800 2500
Europe/Middle East 1800 2500
Montreal 500 750
Canada outside Montreal 750 1000
USA 500 1000
USA (major cities) 1800 2500

Awards are generally within this range although the final amount will depend on your application and on the budget you have drafted. For example, factors such as residing at home vs. finding your own accomodation, or whether the internship is paid or unpaid, will be taken into consideration when determining the amount of the award.


Getting a Recommendation Letter

Applicants must have two letters of recommendation emailed to Anne Turner (anne [dot] turner [at] mcgill [dot] ca) as part of their awards application.

At least one letter of recommendation must be from a McGill professor (Faculty member or lecturer).

It will be useful to provide your recommender with a copy of your CV, a description of your host organization, and a copy of the cover letter you used to apply to the internship.

When asking for a recommendation, you should be giving the individual writing the letter at least one month's notice (six weeks is best). Not only does this give them more opportunity to reflect prior to writing it, but it is also a matter of courtesy. It is a good idea to provide them with a reminder a week or so before the deadline. Letters should be no more than 350 words in length and describe the capacity in which your referee knows you (academic, character, work etc).

Please note that it is unacceptable for students to pressure professors to write a letter of recommendation at the last minute.

Your reference letters should be e-mailed directly to Anne Turner (anne [dot] turner [at] mcgill [dot] ca) from your referees and not included in your application package. 

All reference letters must be received by deadline date. They may be sent anytime prior to this deadline as well. 


Responsibilities of Award Recipients

The responsibilities of internship awards recipients are outlined in the Faculty of Arts Interns Handbook, available for download at http://www.mcgill.ca/arts-internships/forms. Please read this prior to applying for the awards.

Prior to the internship:

  • Award applicants are expected to prepare extensively for their internship in order to ensure their success. This includes mandatory attendance to a number of preparation sessions offered by the University.

After the internship:

  • Award recipients are expected to give back to the McGill community by sharing their internship experience with Faculty, staff, award donors, and students.
  • Award recipients are asked to participate in presentations, contribute to Faculty of Arts publications, act as a resource to future interns and provide feedback on your overall internship experience.

Award payment

  • Award payments can only be made by direct deposit to a Canadian bank account. Award recipients must have a Canadian bank account and enter their banking information into Minerva.
  • Award funds are normally disbursed in mid- to late- July. Students must be able to cover costs prior to award payment.

Additional Notes

  • Arts Internship Awards do not fund or support for profit third-party or fee-based placement agencies that find an internship for you. The Arts Internship Office believes that finding an internship yourself is an important part of the overall process, enabling you to investigate different types of opportunities, and different areas of interest to you.


Travel Warnings

The University will not approve student travel to all countries or regions of countries, as the safety of students is of primary importance. In planning a University-related international travel activity, staff members and students are to consider the nature of the activity, the associated risks and the location, specifically consulting travel warnings and reports issued by the Government of Canada's Department of Foreign Affairs, Trade and Development (DFATD). These are listed here. A travel warning is official advice concerning travel to a country or specific regions of a country, based on an overall assessment of the security risk and expressed in terms of the following four levels:

  1. Exercise normal security precautions
  2. Exercise high degree of caution
  3. Avoid non-essential travel
  4. Avoid all travel

University-related activity will not be approved in locations for which DFATD has issued a level 3 or 4 warning. University-related courses, conferences and other activities undertaken in these locations will not receive McGill credit or recognition.


External Funding

Les Offices Jeunesse Internationaux du Québec (LOJIQ) offer mobility grants applicable to a vast majority of countries in the world. These grants help offset the costs of plane tickets and travel insurance for students. The type of grant and participation requirements may vary based on the internship destination. For more information on the participating countries, the eligibility requirements and the application process, please visit the LOJIQ website, under “Étudiant”:http://www.lojiq.org/.