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Graduate Calendar Approval Process

The Graduate Calendar is a chapter of the University Calendar. The timelines and approval processes for the two calendars are slightly different. This webpage outlines the process for updating the Graduate Calendar. For information on how to submit changes for the University Calendar, see the Calendar and Scheduling webpage.
1. Overview of the Graduate Calendar process
Committees involved in the approval of graduate calendar changes
Graduate Calendar Coordinator (grad.calendar@ucalgary.ca) oversees the progress of calendar submissions through these committees and communicates the feedback to the programs.

  • The GAPS Working Group reviews all calendar submissions and rationales for changes. It will either endorse the changes or request further revisions. Endorsed changes go forward to GAPS for approval (or GAPS and APPC).
  • Graduate Academic Program Subcommittee (GAPS): The subcommittee serves as an advisory group to APPC for creation, alteration or termination of graduate programs, and for changes in graduate academic regulations. It also approves changes to graduate courses (hours, title and content) and changes to graduate programs’ curricula or admission requirements.
  • Academic Planning and Priorities Committee (APPC): The Committee acts as the final approval authority for the creation, alteration or termination of academic programs.
For more information and terms of reference, see the University Governance website.
2. Graduate Calendar Timeline
Month Processes
May-August New Cycle begins

Programs will receive last year’s calendar entries to review

Proposed changes must be submitted as “tracked changes”, with brief rationales and proof of approval by home faculty

Mid-October Submission Deadline

Due date for programs to return revised calendar entries to the Graduate Calendar Coordinator

Changes must be approved by home faculty before coming to the Calendar Coordinator

November - February Review by GAPS Working Group

The Working Group will review proposed changes and either endorse them or send them back for further revisions

The Calendar Coordinator will follow up with graduate programs with the feedback from the Working Group. Endorsed changes go forward to GAPS for approval

December-January FGS sections review

Admissions, Awards, Fees and Academic Regulations sections are reviewed by FGS teams

Proposed changes are submitted to the Working Group

Endorsed changes go forward to GAPS and APPC for approval

December – March Approval by GAPS

Monthly GAPS meetings to review endorsed changes and approve them

For new/deleted programs or substantial changes to existing programs, further approval by APPC will be required

March Course listings (undergraduate and graduate) go live in the online University Calendar

Final PDF proofs

PDF versions of all graduate calendar sections are generated

April Review of final PDF proofs

Calendar Coordinator distributes the final PDF proof to programs for one last review

Mid-April - Deadline for programs to notify Calendar Coordinator of any errors

May Graduate Calendar goes live online (effective date July 1)
3. Types of Changes
Please ensure that all changes are submitted with a rationale and proof of approval by the home faculty.
Courses: The Graduate Academic Program Subcommittee (GAPS) is responsible for approving changes to graduate-level courses. In the case of an undergraduate course cross-listed with a graduate course, Calendar and Curriculum Subcommittee (CCS) is the approving body.
Program descriptions: GAPS is responsible for approving changes to program admission requirements, changes to course requirements that don’t alter the total course load, and changes to any additional program requirements.
Substantive program changes: Creation/deletion/renaming of programs or specializations and changes to course load require approval by FGS Council, GAPS, APPC and, in some cases, the Province.
Minor editorial changes: These changes include error corrections, changes in administrative information, or revised wording. As long as the proposed changes do not impact programs or courses or do not change the meaning or intent of an entry, they can be entered by the Calendar Coordinator. If in doubt, these changes will be brought to GAPS Working Group for consideration.
4. Calendar Editing and Style Guide
Enrolment Services prepared a guide to writing specifically for the University Calendar. The information in the guide applies to the Graduate Calendar as well, and it is meant to help contributors to avoid inconsistencies in spelling or presentation. It also includes a section on course descriptions. Visit the Calendar and Editing Style Guide