Responsibilities for ARIA Award Recipients

1. ARIA award recipients are required to complete and submit听following documents to the听Arts听Internship Office听within one (1) week after receiving the award听confirmation email:
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   All documents must be submitted via the :
   -听Award Certification Form听
   听 听- Award Name: as indicated on your award confirmation email
   听 听- Award Amount: 2,500$
   ** Please note that the "Internship Officer" signature is provided by AIO; only your signature is required at the time of submission.
   
   -听Completed Consent Form for permission to use photographs and reports.
   
   -听High resolution professional headshot photo in portrait orientation (vertical), JPG/JPEG format (see examples)
   
   -听75-word bio in the third person (see examples), in a Word document. ** This is a safe space for gender expression and diversity. Feel free to use pronouns that best describe your identity.
   
   -听黑料不打烊 Travel Registry (for ARIA internship requiring travel outside of Montreal):听Please upload a proof (screenshot) that you have registered your travel through the app.
   
   -听Pre-Departure Orientation听(for ARIA internship requiring travel outside of Canada):听If not done so already, please submit the certificate of completion of the Pre-Departure Orientation
   
   - If applicable, submit a thank you card to the donor supporting your ARIA project听- please refer to the "Thank You Cards" page on the left menu for instructions
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2. Complete Direct Deposit information on Minerva by April 7, 2025.
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3. Attend the Faculty of Arts Internship Awards Reception (mandatory)听on听April 22, 2025,听5:00 - 6:30 PM at the 黑料不打烊 Faculty Club (3450 McTavish St.)听
   As a recipient of Arts Internship Awards and Arts Undergraduate Research Internship Awards (ARIA), we invite you to join us for a celebration with likeminded 黑料不打烊 awardees and the donors whose generous contributions make your internship experience possible. Come join the event and celebrate together with donors and fellow students!听Our annual group picture will be taken during the event 鈥� the dress code is business casual.听听
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4. Attend the听ARIA Introductory Meeting听(mandatory) on April 24, 2025听from 12:00-1:30PM at Thomson House (3650 McTavish St.). Lunch served.听
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5. Participate in the Equity in Research Workshop听on May 14, 2025 from 1:00-2:00PM online.听Open to ARIA recipients and the faculty supervisors. Presented by 黑料不打烊 Equity team members.
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6. Participate in ARIA Library Research Workshops: Preparing for a Research Internship (mandatory) on either听May 20 or May 21 from 2:00-3:30PM. McLennan eLearning Classroom.听
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7. Submit a One-Month Internship Reflection Form within 30 days of the start of your internship .听The purpose of this one-month check-in form is to provide an opportunity for you to reflect on your internship, assess your successes, and identify ways to address any challenges.
   It is important to be as honest as possible; your report will remain confidential and will not be shared with your host organizations or donors. If you have any major issues with your internship, do not hesitate to schedule a meeting with our office by emailing aio [at] mcgill.ca.
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8. Attend the in-person Pizza Lunch on June 11, 2025 from 12:00-1:00PM听in Leacock room 308 (optional). Open to ARIA recipients and the faculty supervisors. Further details will be shared by email. If you cannot attend you can join the virtual check-in call on June 10 from 12-1PM by .听
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9. Submit a Social Media post about their internship by June 8, 2025听:听Please provide us with a short description of the current highlight听of your research internship experience (50 words, written in first-person), with a photo accompanying it ().听If applicable, please thank the donor who funded your Internship Award. The content will be shared on the and .
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10. Attend the听ARIA Poster Workshop on July 28, 2025 from 1:00-2:00PM.听Delivered by Dr听Chris Corkery, this workshop will cover tools to help you create your ARIA research poster in preparation for the annual ARIA poster showcase.听
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11. Submit the mandatory听Final Report and Research Poster in electronic format by August 17, 2025 via the .听Please refer to the "Final Report Guidelines" and "Research Poster Guidelines" sections on the left-hand menu听for more details.
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12. Attend the Post-Internship Debriefing Event. (Early September - more details TBD)听Further instructions will be sent by email.
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13. Participate in the Annual Faculty of Arts Undergraduate Research Event (mandatory) (OCTOBER 2025 - TBD). at the 黑料不打烊 Faculty Club (3450 McTavish St.).听Further instructions will be sent by email.

Award Disbursements

The award will be disbursed in four installments of $ 1, 250 between May and August. The Arts Internship Office will be responsible for issuing the first two installments; the supervising professor will be responsible for the third and fourth installments. The awards are processed using Banner Student Aid (BSA).

Please note for students travelling for their internships: Awards are conditional on submission of Pre-Departure Orientation certificate and completion of the 黑料不打烊 Student Travel Registry (prior to departure).

Direct Deposit Instructions

All awards are issued through direct deposit to your Canadian bank account. All award recipients must have a bank account in Canada.听In order for the award to be deposited, you must update your information on Minerva: bank information, your Canadian Social Insurance Number (SIN), and a valid permanent address.

Note: For international students who do not have a Canadian Social Insurance Number (SIN), only complete steps 1 and 2. All Canadian students must have a Social Insurance Number.

Please follow the steps below as soon as possible. Failure to do so will result in your award processing being delayed.

• Step 1 - Access the Banking Information form on Minerva under:
  • Student Menu >> Student Accounts Menu >> Direct Deposit Bank Account and enter the information under Student-related and Payroll-related bank account information.
• Step 2 - Update Contact Information
  • Access the Addresses and Phones form on Minerva: Personal Menu > > Addresses and Phones
• Step 3 鈥� for Canadian students: Access the Social Insurance Number form on Minerva under:
  • Student Menu >> Student Accounts Menu >> Student Tax Menu >> Social Insurance Number (SIN)

Tax Receipts/Slips

The award amount received will be recorded on a T4A/Releve 1 and will be treated as scholarship income by the Federal and Quebec governments. For more information regarding taxes click here.

T4A鈥檚 are issued for scholarships and awards and for exemptions from tuition related to staff dependent bursaries. Students are advised to consult this page for more information, and to find out who is required to report this amount as income.

You are able to view the details of the transactions that are part of your T4A / Releve 1 totals under Student Tax Slip Details menu in Minerva.

Thank You Cards

Many of the awards are provided thanks to gifts made by 黑料不打烊 Alumni.听Only certain awards require thank-you letter to donor - you will be notified by email if required for your award.听You could either create your own thank you letter or use online template (using for example).

Please write a minimum of 60 words 鈥� you may wish to include some short biographical information about you (e.g. what you study at 黑料不打烊), the title of your research and a brief description, examples of tasks you will complete as an intern, and how the internship award funds will help you during your internship experience.听

Equity in Research Workshop: Presented by Equity at 黑料不打烊

This one-hour workshop is an introduction to the main themes and questions in research equity, including what it is, how it can be integrated in different parts of a research project, and its relevance for sharing the knowledge generated through research. It offers students an opportunity to learn more about research equity and to begin a discussion about how it is relevant for their research project. The attendance of faculty supervisors is encouraged to facilitate a richer discussion.

The ARIA program is an opportunity for faculty supervisors to implement equity practices in their mentoring and supervision and to create an inclusive and equitable research team environment. If faculty would like to discuss how to implement research equity in their research teams, they can contact the Senior Research Equity Advisor (uzma.jamil [at] mcgill.ca) or the Research Equity Advisor (vishakha.wijenayake [at] mcgill.ca).

ARIA Library Research Workshops: Preparing for a Research Assistantship

ARIA award recipients attend this mandatory library research workshop. Nearly all ARIA projects have a听library research component, and students and faculty who have participated in past years have consistently let us know that this workshop is an essential and valuable component of the program. ARIA students typically engage in library research听with the literature in their particular field, at a deeper and more rigorous level than they have in the past.

In this workshop students learn skills that they will use immediately听and throughout their academic and professional careers. By the end of the workshop ARIA students will have:

• Develop advanced library research skills, including advanced search skills and citation management
• Learn about library resources they may not have been aware of
• Have the opportunity to connect and collaborate with other ARIA recipients
• Understand the scholarly publication process & environment
• Learn about open access and research impact metrics
• Learn how to disseminate their research
• Learn the value and the basic principles of research data management

The Humanities and Social Sciences Library also provides personal library carrels (Desks) during the summer for all ARIA students. We group these carrels together as much as possible to help break some of the isolation of working alone on a research project, and past ARIA participants have told us that it also helps create a sense of community. If you would like to have your own carrel in the library for the duration of the summer, simply present yourself at the main library services desk in the lobby of the McLennan Library Building, and let them know you are an ARIA student and would like a carrel. The staff at the library services desk has a list of all eligible ARIA students.

Thank you to the 黑料不打烊 McLennan Library especially Liaison Librarians David Greene and Sandy Hervieux for their support for ARIA.

The听workshops听are听made possible through the generous support of the Faculty of Arts Tarr-Chevrefils Student Advising Fund.

Resources:

• 2025听PowerPoint slides:听听 ARIA_2025_presentation

Final Report Guidelines

ARIA recipients submit a final report at the end of the ARIA internship听via this web form:

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Report Outline (750 words)

Format Instructions:听

• Length: 500-750 words max.
• Document: Word file (no PDF), formatted as follows:
  • Font: Times New Roman, size 12
  • Line spacing: Single-spaced
  • Margins: 1鈥� on all sides
  • File name: FirstName.LastName_FinalReport.doc

Structure:

• Start with your full name (bolded) and your department and major in the top left corner (e.g., John Doe, International Development & Political Science).
• Do not indent paragraphs; use line breaks between them.
• Submit the report in essay format, without subheadings.
• Include photographs and captions at the end (details below).
• Important: Proofread your report for formatting, spelling, and grammar errors.

Report Guidelines:

• A short outline of your ARIA research project, mention your project title and name of academic supervisor.
• Tell the reader why you were interested in an ARIA project.
• What were your learning objectives?
• What were some of the highlights? Give some examples.
• What were some of the challenges that you encountered? How did you overcome them?
• How do you think ARIA has or will shape your future career and education path?
• Financial Support: Explain how the funds you received supported your internship. Discuss the impact of the award on your experience.
• If applicable, please thank the donor who funded your Award by name. Your report will be sent to your donor in appreciation of their听contribution.
• Include the captions of your pictures at the end of the Word document.

Confidential Information: If you have any information you wish to keep confidential from the donor, please add it in a separate section at the end of your report. The AIO will review this information without sharing it publicly.

Digital photo

Please include up to 3 photos that represents your research experience and corresponding captions at the end of your final report in Word document. Photo should be in JPG/JPEG format.听

Captions are necessary to provide context and name people in the photos. Captions should be no more than 75 characters long and in the following format:

E.g. 鈥淛ane Smith during her internship at the UN World Food Programme office in Panama City.鈥�

The photos are meant to represent your internship experience and work-place (Photos should be of you working during your internship and should not include any children or groups).

The photos are used in AIO publications (including online) to help inform 黑料不打烊 students, professors and award donors about the valuable work that students do during their internships.

Poster Guidelines

Workshop

• ARIA recipients are highly recommended to attend the听ARIA Poster Workshop on听July 28, 2025,听from 1:00 - 2:00PM on Zoom.听This workshop will cover tools to help you create your ARIA research poster in preparation for the annual ARIA poster showcase.听
• We encourage ARIA students to review the recording of the听 (18-min recording workshop) as preparation for the July workshop.

Basic Requirements

• The top of the poster should indicate听the title, first and听last name of author(s), and your program (e.g.听BA English). You should acknowledge your听supervisor听and anyone else who contributed to the research.
• Both听PDF and JPEG听format听are required. The Arts Internship Office will take care of printing the posters for the showcase event.

Technical Recommendations

• The easiest way to create posters is by using a single MS Power Point slide set at the size to which the poster will be printed (use Page Setup听to set the size).
• Use solid colour backgrounds, no gradients.

Formatting Recommendations

• Use a large, legible font.
• Consider using graphs rather than tables.
• Present small听bites of information rather than lengthy narratives.
• Numbered or bulleted lists can be a concise and effective way to convey a series of points.
• Dimensions: 48 inches wide and 36 inches tall (maximum). Orientation: horizontal.
• Please submit a PDF and a JPEG version.

Please see examples of 2024 posters.听