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Update Your Calendar Entry

Revisions to the SGS calendar fall into three general categories:
  1. governance-approved
  2. graduate faculty memberships
  3. editorial revisions
     

Notes on Process

  1. SGS will collect all revisions (governance, editorial, and faculty memberships) and apply them to your final calendar entry.
  2. Please focus on content, ensuring that the information is correct and accurate. No need to worry about formatting. SGS will prepare text for presentation.
  3. In some cases, you will see text surrounded by curly brackets. Please ignore. This contains embedded text required to index your content.
  4. Once the deadline passes for your Faculty, content will be reserved for the subsequent 2013/2014 SGS Calendar. It is critical that updates be made by your deadlines.

Governance-Approved Revisions

Governance revisions require approval. Sections in your calendar entry with the following headings fall in this category:

  • Degree Programs Offered
  • Collaborative Programs
  • Admission Requirements
  • Program Requirements
  • Courses
  1. Submit revisions for the above-listed sections to your Faculty Graduate Office (FGO). Follow governance procedures.
  2. If your unit is revising the requirements for different graduate programs, use a clean copy of your graduate unit's 2011/2012 SGS Calendar entry showing only the changes for the relevant graduate program proposal. Each proposal requiring governance approval needs to be accompanied by a calendar entry showing only the proposed changes related specifically to the governance proposal. Using Track Changes, revise calendar content based on a clean copy of your calendar entry. Do not accumulate changes from separately approved proposals in a single calendar entry. If you are unsure or require clarification, contact your FGO for advice. They are in the best position to advise you.
  3. Clarify collaborative program requirements. In the case of collaborative programs, clarify whether students must meet the program requirements of their home department and the additional requirements of a collaborative program; or, whether students can count a requirement (such as a course) toward both the collaborative program and home unit requirements.
  4. Changes to appear in the 2012/2013 SGS Calendar must be approved in advance of the editorial deadline set for your Faculty. Contact your FGO for relevant dates and timelines pertaining to your Faculty's governing body approval processes.
  5. Once revisions receive final approval by the appropriate governing body, they will make their way to the SGS calendar production team by way of the governance tracking system. All revisions approved by the deadlines appear in the 2012/2013 SGS Calendar. Late revisions will be held for the subsequent 2013/2014 edition.
  6. Monitor deadlines. Graduate unit entries are taken offline following the SGS deadline date.

Graduate Faculty Memberships

Graduate faculty memberships require approval via SGS membership application process.

  1. Update faculty. As you have been doing throughout the year, continue to update graduate faculty memberships. See procedures.
  2. Review faculty listing. Your unit's faculty listing will be posted on the SGS website by January 23. Review the list and submit checklists for graduate faculty membership revisions by February 21. See procedures.
  3. Monitor deadlines. Faculty reports are taken offline following the deadline date.
  4. New chair and graduate coordinator appointments are not recorded on the HRIS. Moreover, such information is not usually available this early in the academic year. However, there is time to communicate such appointments during the proofreading process in April. Chair appointments must have the appropriate final approval before inclusion in the calendar.

Editorial Revisions

Editorial revisions do not require governance approval. Learn more about the principles for editorial review (PDF).

Sections in your calendar entry with the following headings fall in this category:

  • Overview
  • Contact and Address
  1. Examine the overview. The overview provides a general description of your unit’s degree programs—maximum 200 words. If fields are listed, mention only approved fields and conform to usual advertising restrictions.
  2. Confirm contact and address details. Formal name of graduate unit appears here.
  3. If you see an error, please revise your calendar entry based on a clean copy of your graduate unit's 2011/2012 SGS Calendar entry; use Track Changes. Submit revisions to karen.shim@sgs.utoronto.ca.
  4. Monitor deadlines. Graduate unit entries are taken offline following the deadline date.


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