Declaration Concerning a Student’s Participation in a Student Activity

The University will soon review the Déclaration due to legal concerns related to Quebec regulations governing responsibility for university-sanctioned internships. As a result, the current process and requirements may change on short notice. These changes are university-mandated and beyond our control. Opportunities previously approved through the Déclaration may soon be subject to different conditions or may no longer be approved. In the meantime, students should continue to follow the current process, and we will share any updates as soon as they are confirmed. Please note that some changes have already been implemented (see below for details). All internships are now deemed University-sanctioned and must follow the requirements of the Policy on Student Safety Abroad.

Declaration Concerning a Student’s Participation in a Student Activity (Déclaration relative à la participation d'un étudiant à une activité étudiante)

The Declaration Concerning a Student’s Participation in a Student Activity (Déclaration relative à la participation d’un étudiant à une activité étudiante) is an agreement between the intern, McGill, and the host organization.

If you are requesting a Convention de Stage or any other internship agreement documentation, the only document that may be considered is the Declaration provided by the University.

McGill is unable to complete, sign or review any other documents. No modifications or additions are permitted to be added to the Declaration.

Please note: All steps should be completed well in advance of the start of your internship. No approval will be granted after you have started your internship. It may take up to two weeks for the Culver Centre: AIO to review and process the document**.

Steps to Apply

The Declaration must be completed in full, with all relevant information and signed by the student and the host organization before it is reviewed by the Culver Centre: AIO. Incomplete applications will not be considered. 

1. Verify that the internship meets the eligibility requirements - Final eligibility is determined by the Culver Centre: AIO on a case-by-case basis, in line with Faculty and University standards. We cannot endorse activities that fall outside our definition of an internship, and can only sign for current Faculty of Arts students in good standing.
    
   • IMPORTANT NOTE FOR GRADUATING STUDENTS: You must be registered at McGill at the time of the request - no exceptions can be made. You do not have a status at McGill once you've completed your program at the end of a given semester - you must therefore indicate the last day of the term in which your studies come to an end, not your convocation date. Please read the "Important Information For Graduating Students" section below for more details.
      
2. Obtain a written confirmation of the internship from the host organization, including number of hours (per week and total) and learning goals and outcomes
    
3. If you are travelling outside of Canada for the internship, you are required to complete the mandatory* Pre-Departure Orientation 3-6 months prior to the start of internship.​​​
   *Students travelling to their country of citizenship are exempt from completing the Pre-Departure Orientation. More information below.
    
4. If you are travelling outside of Montreal for the internship, you are required to register your activity on the mandatory McGill Student Travel Registry prior to start of internship. Please upload a screenshot of your entry of the activity on the app.
    
5. Submit all the documents (listed below) via this Microsoft Form (not via email) at least 2 weeks before the start of the internship to get approval from the Culver Centre: AIO:
   Declaration Request Form
   1. The Declaration completed in full (all highlighted sections) and signed by the student and the host organization before it is reviewed by our office.
      • French:  (FR) Déclaration Relative à la Participation d_un Étudiant à une Activité Étudiante (McGill Faculty of Arts)
      • English:  (EN) Declaration Concerning a Student’s Participation in a Student Activity (McGill Faculty of Arts)
         
   2. McGill Unofficial Transcript
      • On Minerva, go to Student - Student Records Menu - View Your Unofficial Transcript, then Print the webpage as PDF
         
   3. Written confirmation of the internship from the host organization (letter or e-mail). This should briefly outline the duties as an intern, the learning goals and outcomes of the internship and the duration of the internship.
      • If done in letter format, it must be signed by your host organization.
      • If done by screenshot of email conversation, it must clearly show the sender, the recipient, and the date the email was sent.
         
   4. McGill Travel Registry (for students travelling outside of Montreal) - screenshot of the app
       
   5. Pre-Departure certificate of completion (mandatory* for student travelling outside of Canada)
      • The certificate of completion needs to be submitted via the web form.
      • *Students travelling to their country of citizenship are exempt from completing the Pre-Departure Orientation.
      • If you qualify for this exemption, please upload a Word document declaring: “I am travelling to my country of citizenship and do not require to complete the Pre-Departure Orientation. My country of citizenship is: ______.”
      • Disclaimer: McGill University is not responsible should an applicant provide inaccurate or misleading information regarding their eligibility for this exemption.
         
   6. Confirmation that you will have sufficient travel, health & emergency coverage for the whole duration of the internship.
      • It is the student’s responsibility to obtain, before their departure for the location of the activity, the necessary medical, travel, accident and individual insurance coverage. Upon request, the student shall present evidence of such insurance coverage to the University.
         
   7. Confirmation that you will have the Attestation de Responsabilité Civile for the whole duration of the internship.
      • It is the student's responsibility to prepare this document in advance to cover their civil liability for their internship. This is required in France and some other countries.

Next Steps

If you request is approved (within 2 weeks processing time), our office will send the signed document to you and your host organization's supervisor. If so, please follow the next steps:

1. Read the Handbook for Faculty of Arts Interns to familiarize yourself with the responsibilities as an intern. Attendance to the workshops and events is optional. 
    
2. IMPORTANT: Within two (2) weeks of the completion of the internship, send a completion letter from the host organization internship supervisor to aio [at] mcgill.ca attesting to the successful completion of their internship. 
   • The letter must include the duration of the internship as well as the tasks performed.
   • The letter can be emailed directly from your internship supervisor or if sent via the student, it must be signed by the host organization.
   • If done by email, the conversation must clearly show the sender, the recipient, and the date the email was sent.
      
3. Once your completion letter has been received, your internship will appear on your Student Experience Record.
    

IMPORTANT INFORMATION FOR GRADUATING STUDENTS: