||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
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
||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
||Course listings (undergraduate and graduate) go live in the online University Calendar
Final PDF proofs
PDF versions of all graduate calendar sections are generated
||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
||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.