How UTGSU Simplified Orientation and Doubled Engagement
CANADA
The University of Toronto Graduate Students’ Union (UTGSU) launched Rubric in September with a few goals in mind. One of the main ones was to make it easier to manage campus events and communications. Within just a few weeks, they were already seeing results.
Corey, Executive Director at UTGSU, reported that their annual Grad Fest, the main welcome event for new and returning graduate students, experienced a substantial increase in attendance:
Two Months In: What Changed
Faster event check-ins
Previously, large-scale event registration relied on Google Forms or Eventbrite, with manual spreadsheets and slow check-ins. This year, Rubric handled the entire sign-in process, from pre-registration to on-site scanning.
“Our volunteers picked it up instantly. We planned for a lot of human error, but there was none. Even staff who aren’t the most tech-savvy had no trouble checking people in. It just worked well.”
Students were able to get food while it was still warm, connect with clubs before tables closed, and enjoy the event without long waits.
Built for privacy and peace of mind
Data protection was a big concern. Student information used to be spread across spreadsheets and emails, making it hard to manage and easy to lose track of. Centralizing everything in one place made things much simpler and more secure.
“I don’t have to worry about student data sitting on someone’s laptop anymore. Everything’s secure and exactly where it should be.”
Since launch, UTGSU has used the platform for many aspects of student life, including emails and text messages, internal training, club registrations, forms, caucus meetings, event planning, and room bookings.
“We probably have 20 things up on our portal right now. Events, forms, sports, caucuses, people don’t even ask questions anymore, they just get it.”
Organised communication
UTGSU also used Rubric to handle all event communications before and after Grad Fest, to replace long email chains and manual updates.
“Last year, I felt like I was sending 40 emails just to replace one. This year, everything was scheduled in advance. If someone registered late, they automatically got it, plus the earlier emails they missed.”
This reliability allowed Corey to focus on strategy, supporting sponsors and university leadership, instead of managing technical details.
“Not having to worry about registration meant I could focus on making sure our sponsors were happy and that the president’s visit went smoothly. I was able to focus on strategy rather than crisis.”
A platform that feels like a partner
When asked what stands out most, Corey highlighted the platform’s focus on real organizing.
Results at a glance
Challenge
Event check-in
Volunteer and Staff Training
Communication
Data Management
Before Rubric
Manual spreadsheets, long lines at the door, disconnected system
Complex and inconsistent
Dozens of repeated emails
Scattered across files and locally saved
After Rubric
Doubled attendance with shorter wait time and great insights
Instant adoption. “They just got it”
Automated & synced for every student
Centralized, secure, no downloads needed
What's next
UTGSU is now expanding Rubric use to more committees, building bookings, and financial forms.
About UTGSU
The University of Toronto Graduate Students’ Union (UTGSU) is the largest graduate student union in Canada, representing more than 22,000 full-time and part-time graduate students across the St. George, Mississauga, Scarborough, and Aerospace campuses.
Founded in 1964, the UTGSU is a membership-driven organization that advocates for graduate students, fosters community, and delivers programs, services, and opportunities that enrich student life.
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