Graduate Program Approvals and Changes | Graduate & Postdoctoral Studies

Faculty and Staff Update

With the launch of the NEW Secure Site on SharePoint, the Office of Graduate & Postdoctoral Studies will slowly be removing all information found on the Faculty and Staff pages once there is confidence that all information has been migrated. All GPAs, and GPCs who previously had access to the secure site, will automatically be granted access to the NEW OGPS Secure Site. Access to the new OGPS Secure site, can be obtained by filling out the Faculty/Staff access form.  

Graduate Program Approvals and Changes

All new program and graduate curriculum changes are facilitated through the Curriculum Inventory Management (CIM) system.

The CIM system enables members of the graduate studies community propose and approve proposals for additions, changes or deletions to courses and programs. Once a proposal has been developed in CIM, a workflow is generated to ensure the required consultation and approvals are completed. The system therefore streamlines the approval process. Once changes have been approved via the appropriate governance channels, the CIM system allows for integration and synchronization with Colleague (Student Information System) and the Academic Calendars.


The following provides information on how to propose a new programs and initiate program/calendar changes. For more information on the proposal of changes to existing programs or the creation of new programs, please contact the Manager of Graduate Curriculum, Nadia Timperio.


New Programs

In accordance with the University of Guelph's Institutional Quality Assurance Process (IQAP), the Assistant Vice-President (Graduate Studies), on behalf of the Provost, oversees the submissions of proposals for all new graduate programs.

In the initial development phase, units proposing new programs (collaborative specializations, graduate diplomas, master's, doctoral) submit a completed Notice of Intent (NOI), a high-level summary of the envisioned program, with rationale, anticipated demand and enrolment, and identifying anticipated resources.  Units will submit the Notice of Intent with approvals from the Department/School Chair/Director and College's Associate Dean (Research and Graduate Studies) to the Office of Graduate and Postdoctoral Studies, who will forward it to the AVPGS and Assistant Vice-President (Institutional Analysis and Research) for approval in principle.

Once the NOI has been approved in principle, proposers work toward submitting a New Program Proposal.

In accordance with the University of Guelph's Institutional Quality Assurance Process (IQAP), proposals for new master's and doctoral programs require an external review. External Reviewers will be appointed and invited by the AVPGS based on nominations made by the Chair/Director of the academic unit proposing the new program. Along with the completed new program proposal, the Chair/Director will provide a list of four (4) nominees with appropriate expertise, the rationale for their inclusion and a brief curriculum vitae (CV) for each nominee. External Reviewers will normally be associate or full professors, or the equivalent, with program management experience, and will be at arm’s length from the program under review. The Department/School is responsible for making the initial contact to determine the willingness of the nominee to be nominated and to establish their availability. It is strongly suggested that the External Reviewers Nomination Form be submitted with the initial brief submitted for AVPGS review.


New Graduate Diplomas

Proposals for new, for-credit Graduate Diplomas (types 1, 2, and 3) follow the Protocol for Expedited Graduate Approvals, meaning they require completion of the New Program Proposal once the NOI has been signed and circulated, but do not require external review. 


New Collaborative Specializations

A Collaborative Specialization is an intra-university graduate field of study that provides an additional multidisciplinary experience for students enrolled in and completing the degree requirements for one of a number of approved Master's and/or Doctoral programs. Proposals for new Collaborative Specializations require approval of Senate. Once the NOI has been signed and circulated, complete the New Program Proposal


Program Deletions

The deletion of an approved graduate degree or graduate diploma program requires that sufficient information be provided to Senate via the Board of Graduate Studies to permit a decision. Sufficient information includes rationale, description of any steps taken to revitalize the program (if applicable), and an overview of communications undertaken as part of the deletion process (i.e., with related/invested parties, including students, faculty, and staff). 

The process should be initiated via a Program Deletion Proposal within the CIM system and may be initiated by a Graduate Program Committee/Coordinator, Chair/Director, or Dean/Associate Dean. The CIM workflow automated will follow typical program change processes to ensure that deletions are communicated to the Graduate Program Committee via the Graduate Program Coordinator and Chair/Director; approval by the College Dean is required for the Board of Graduate Studies to receive the proposal. 


Changes to Existing Programs

All changes to existing programs should be initiated via an Edit Program Proposal within the CIM system. When editing program in CIM, the proposer will be asked is to identify the types of program modifications being proposed. The selection of different modification types results in the specific questions required for the proponent to answer on each modification based on governance and institutional requirements.

Please consult this Graduate Degree Program Modification Types resource to help identify which modification type to select in different scenarios.