Course Union Resources
Course Unions are a core part of graduate student organizing and student life at the University of Toronto. There are over 80 UTGSU Course Unions, represented in the UTGSU’s Assembly by individuals elected by the Course Union’s membership.
If you cannot find the contact information for your representative, email membership@utgsu.ca with your name, department, and campus for information.
2025-2026 Assembly Meeting Dates
| Date | Meeting Type | Main Activities | Training Topic |
| October 1 and 7, 2025 (only attend one) | Assembly Meeting and Orientation Session | Course Union Training, Strategic Planning Session, Collect Feedback | General Course Union Training |
| November 20, 2025 | Assembly Meeting | Policy and AGM Preparation, Vote on issue-based policies, | Student-Supervisor Relations & Academic Advocacy: How to address supervisor conflicts, navigate academic disputes, advocate for students with department administration, and when to escalate issues |
| [TENTATIVE DATE] December 4, 2025 | Annual General Meeting | ||
| February 5, 2026 | Assembly Meeting | Deep dive on priority campaigns, Conduct mini-referendum questions, Emphasize departmental implementation strategies | Financial Management & Event Planning: Course union budgeting, funding applications, expense tracking, event organization, and partnership building with other CUs |
| March 26, 2026 | Assembly Meeting | Annual Reporting, UTGSU and Course Union reports | Student Engagement & Communication: Strategies to increase participation, effective outreach methods, social media management, and building community in your department |
Register for Rubric
Starting Fall 2025, all course union head grant requests, financial management, and administrative processes will be handled through our new Rubric platform. This streamlined system will make it easier to apply for grants, track funding, and manage your course union’s finances.
Rubric is a comprehensive platform designed specifically for student organizations to: Monitor grant deadlines and requirements, submit and track funding applications, manage financial records and reporting, access resources and documentation, and communicate with UTGSU staff.
How to register?
- Visit portal.hellorubric.com
- All course unions can register right away:
- Select University of Toronto Graduate from the university dropdown
- For existing clubs that previously had a Rubric account (i.e. Rotman Graduate Business Council), login details will be provided.
- Enter verification code sent to society email
- Complete ratification form
2025-2026 Course Union Information
Course Union Manual
The UTGSU produces an annual Course Union Manual which can be found below. In addition to information on accessing head grants and attending UTGSU Assembly meetings, this manual also includes tips and tricks to running a successful Course Union.
Updating Information
It is extremely important to update representative contact information as soon as possible to ensure that communication is open between the UTGSU and a Course Union – this includes after elections occur and when a change in representatives occurs. This will ensure that the Course Union President gets added to the appropriate Presidents’ email listserv, and that UTGSU designated representatives are added to the Assembly email listserv. Information should be sent to membership@utgsu.ca.
The UTGSU requires:
- Elected or re-elected representatives
- Full name
- Email address
- Position (specifically the President and designated UTGSU representatives)
- Outgoing representatives
- Name and positions
Head Grants
Course Union Head Grants are distributed every year to UTGSU-recognized course unions. They are based on a percentage of the annual fees that each University of Toronto graduate student pays to the UTGSU. Head Grants are distributed in two payments: one in the fall semester (distribution starts at the end of October) and the one in the winter semester (distribution starts at the end of March).
Fall Head Grant Application Form
The head grant application requires two parts: first, a completed application form (on Rubric) with general information, course union contacts, banking information, and signing authorities.
The second part of the application is a fillable PDF with a Financial Statement for the previous financial year. This should be completed and uploaded to the Rubric form.
Each Course Union must have at least two representatives attend one UTGSU Course Union orientation session. For 2025, the orientation sessions will be held in person on October 1 and 7 . If your course union is unable to make an orientation session, please contact membership@utgsu.ca as soon as possible to make alternate arrangements.
Deadlines
The UTGSU aims to process Head Grants applications promptly after submission. The submission deadline is continuous throughout the academic year however deductions will apply over time (see below):
- Completed forms received by October 17, 2025 will receive their first head grant payment at the end of October.
- Completed forms received after October 17, 2025 will receive their first head grant payment as soon as it can be processed. The UTGSU typically aims for funds to be deposited approximately two to three weeks after the completed form is received.
- Completed forms can be submitted any time until April 15, 2026, but forms received after January 1, 2026 will receive only 50% of the fall payment.
Please refer to the application form for precise information on deadlines.
Fall Head Grant
Receiving the fall payment of the Head Grant requires course unions to submit their Head Grant application and attendance at one course union orientation session by two representatives. The two members must consist of one Course Union Representative for the UTGSU Assembly and one Course Union president, co-president, treasurer, or equivalent. Your Head Grant application form should be submitted to the UTGSU on Rubric as soon as possible:
- Applications submitted on or prior to January 1st will get 100% of fall payment.
- Applications submitted between January 1st and April 15th will get 50% of fall payment.
- Applications submitted after April 15th will get 0% of fall payment.
Winter Head Grant
Receiving the winter payment is based on course union attendance at UTGSU Assembly meetings and the UTGSU Annual General Meeting (AGM) during the academic year (4 meetings in total). At least one executive member or Assembly representative must attend the AGM.
Typically there are three Assembly meetings between November to March (after the initial Orientation meetings) and the AGM usually takes place in early December.
- Course Unions who attend all UTGSU Assembly meetings and the AGM (4 in total) receive 100% of winter payment
- Course Unions who attend 3 of 4 meetings receive 75% of winter payment
- Course Unions who attend 2 of 4 meetings receive 50% of winter payment
- Course Unions who attend 1 or 0 of 4 meetings receive 0% of winter payment
Course unions must fill out the form below to receive their winter head grant payment.
Special Grants
Special Grants are one-time annual grants available only to small course unions (less than 100 full-time equivalent members) to fund course union projects or events which enhance the graduate student experience. All projects and events must be aimed at the entire graduate student population of the course union and cannot cater to only one segment of the course union’s membership. Please see the application form for additional eligibility criteria. The deadline for 2025-2026 is March 31, 2026.
UTGSU Resources
The UTGSU Membership & Advocacy Coordinator is the primary contact for all matters relating to administrative support for Course Unions. You can reach the Coordinator at membership@utgsu.ca.