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.

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.


Committees Involved

Committees involved in the approval of graduate calendar changes

Graduate Calendar Coordinator ( 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.

Process overview

how to submit changes to the graduate calendar


May- August: A 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: Deadline to submit

  • The 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 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 to 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: University Calendar goes live

  • Undergraduate and graduate course listings for the next academic year are posted.

April: Graduate Calendar goes live


Have additional questions? Contact the Graduate Calendar Coordinator