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.

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

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 one in the winter semester (distribution starts at the end of March).

The fall 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 fall 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 2026, the orientation sessions will be held in person on October 1 and 6. If your course union is unable to make an orientation session, please contact membership@utgsu.ca as soon as possible to make alternate arrangements.

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 16, 2026 will receive their first Head Grant payment at the end of October.
• Completed forms received after October 16, 2026 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 16, 2027, but forms received after January 1, 2027 will receive only 50% of the fall payment.

Please refer to the application form for precise information on deadlines.

Receiving the fall payment of the Head Grant requires course unions to submit their Head Grant application and attend 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 16th will get 50% of fall payment.
• Applications submitted after April 16th will get 0% of fall payment.

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 sessions) 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 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.

Fall Cycle: November 1 to December 31, 2026

Winter Cycle: January 1 to March 31, 2027

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.