Undergraduate Calendar Change Templates

This page houses the calendar templates required for making changes, additions, or deletions to the undergraduate calendar.

  • To use the templates, open the applicable word template each time you wish to create a form and download the template to your desktop or network folder. 
  • If the template is in protected view, “enable editing” and choose "Save As".
  • Follow the naming conventions and guidelines to a) ensure a blank copy of the template remains available locally and b) ensure accurate record keeping in your unit, at the program level and for central administration in ORS, CRC and BUGS.

Ensure you are using approved 2021-2022 calendar copy for your revisions and not the 2020-2021 calendar copy. The 2021-2022 calendar is posted online February 1st, 2021; the draft version will be circulated to academic units in mid-November, 2020. If you are unsure about 2021-2022 calendar copy, contact your program committee secretary.

Templates will only be accepted electronically from Program Committee Secretaries.

New Programs or Specializations

For full details on proposing new programs refer to the New Program page.

Major Modifications

For full details on proposing major modifications to programs refer to the Major Modification Brief.

*NEW* Programs proposing to add a Co-operative Education option to an existing major will now use a truncated version of the major modification form (see table below).

Changes, Additions, Deletions

All changes, additions or deletions must be submitted on the calendar templates and must be approved by the Chair of the Program Committee as well as the Dean (or Designate) of the College providing funding and resources for the program/course.

Evidence of consultation with other program committees where a schedule of studies may be impacted by proposed changes is also required before the submissions can be forwarded to the Board of Undergraduate Studies via the Calendar Review Committee. Entering a course code on the PIMS screen of Colleague will display all degree programs and specializations using that course. Cross-reference this with the degree and specialization information in the Undergraduate Calendar. For assistance with the PIMS screen, contact the Colleague Specialist, Enrolment Services.

If a course is offered via distance education, proposed changes must be submitted for consultation to the Executive Director, Open Learning and Educational Support.

Be sure to fill in all of the information required on the templates, including the semester offering (S,F,W) and the lecture/ lab hours. This is important information for student program planning and for Scheduling. Changing a semester offering is considered to be a substantial change as it impacts schedules of studies, including co-op schedule of studies.

A new or deleted course may change a Schedule of Studies for several different degree programs or specializations- depending on its use as a core course or restricted elective. A revised schedule of studies for each of those specializations must be submitted on Form D: Specialization and Program Change  template.

A course addition or deletion may also change other course prerequisites. In such cases, submit Form B: Course Change template for those courses affected

Note: use the naming conventions to save each file: Submission Guidelines Naming Convention
All submissions from Program Committees must be accompanied by the Calendar Change Summary spreadsheet. Do not send a listing in MS Word. Calendar Change Summary Sheet

Form Purpose
Form A Program Information Change
  • Changes to existing degree program or specialization regulations (this includes the Degree Program title/introduction pages and Program Information pages)
  • Changes to admission requirements for existing degree programs
Form B Course Change
  • Revisions to course titles
  • Revisions to calendar descriptions
  • Change of semester offerings
  • Change to lecture and lab hours
  • Prerequisite changes
  • Co-requisite changes
  • Course restrictions (including instructor consent)
  • Course equate changes
  • Adding or deleting DE offering

Note: course level changes (e.g. 3000 level to 4000 level) and/or requests for course renumbering imply significant changes to course content and require a new course templates (Form EI and Form EII)

Form C Course Deletion
  • Deletion of a course
Form D Specialization and Program Change
  • Changes to the schedule of studies (calendar description) of a degree program, major, minor, area of concentration or emphasis
Form E Course Addition Part I
  • Addition of a course (detailed description including learning outcomes, methods of assessment, reasons for offering and resources needs)

Note: must be accompanied by Form E Course Addition Part II and a course outline

Form E Course Addition Part II
  • Addition of a course (calendar and colleague template)

Note: must be accompanied by Form E Course Addition Part I

Form F Course Credit Weight Change
  • Change of credit weight for an existing course
Form G Program or Specialization Deletion
  • Deletion of a program or specialization
Major Modification Brief 

Template-Student Progression through Program
  • Merger of two or more existing majors
  • Addition of area(s) of emphasis to existing majors
  • Creation of an area of concentration where an honours major exists
  • Addition of a co-operative education option to an existing major
  • Name change to an existing specialization

Note: If a name change is being proposed and no other changes are being made to the associated curriculum please consult with the Curriculum Manager, Office of Quality Assurance prior to proceeding.

 Co-operative Education Brief (Existing Major)

  • Addition of a co-operative education option to an existing major

Questions? Please contact the Office of Quality Assurance.