Executive Committee Meeting 2016.01

Minutes of the Meeting held at 13:30 Jan 28, 2016, in room CBY 707

PRESENT

C. Laguë (Dean), M. Dubé (Vice-Dean, Research) I. Nistor (Vice-Dean Graduate Studies), M. Turcotte (Vice-Dean, Undergraduate Studies), J. Zhang (Vice-Dean, International Affairs), T. Lethbridge (Vice-Dean, Governance), N. Baddour (Chair, MCG), C. Rennie (Chair, CVG), D. Taylor (Chair, CHG). C. D’Amours, (Director, EECS), H. Viktor (EECS-CSI), L. Roy (Assistant to the Dean), S. Gandolfini (Chief Administrative Officer), K. Bournes (Alumni Relations Officer), V. Milo Gauthier (Acting Manager of Marketing and Communications), D. Rodas-Wright, (Development Officer)

EXCUSED

16.01.01 Approval of the Agenda

The agenda was approved with minor additions.

16.01.02 Minutes of the last meeting (Dec 16)

The minutes of the previous meeting were approved with a minor adjustment to numbering.

16.01.03 Business arising

The Dean had some items in his written report.

The two Engineers-in-Residence have started in their roles.

A minor correction to the Space Report was noted.

16.01.04 Mandate of Vice-Dean (Graduate studies)

The Executive unanimously approved to support the reappointment of Ioan Nistor for another five-year term as Vice-Dean Graduate Studies.

16.01.05 Report of the Dean

5.1 The Dean has distributed a written report

5.2 APUO professors: Assigned duties for 2016 – 2017

The Dean has received the recommendations from the academic units and is reviewing them.

There will be two new courses as a result of (CEED)2; some sections will be assigned to the two new professors (engineering design, technological entrepreneurship) and the others will be taught by part-time professors.

CHG has developed an approach to handle the problem of professors who are eligible for professional registration but have chosen not to be licenced. Such professors will not be granted teaching relief for research or graduate supervision. There was discussion about allocation of such course relief. It was suggested that it be spread around. Some units have formulas to determine who gets relief, based on factors such as graduate students and papers.

5.3 (CEED)2: Multidisciplinary student design projects

The Faculty is counting on the support of professors to develop interdisciplinary capstone projects. There was discussion of whether there should be a separate course code for this.

5.4 Student enrolment and proposed new uOttawa financial model for the Operating Fund

The University will be developing a Strategic Enrolment Plan that will consider recruitment, retention, and diversity. The plan will help our Faculty determine where to focus outreach and recruitment. The grade 12 cohort in Ontario has been decreasing over the last few years. For a while, the percentage students in that cohort going to university (the participation rate) was increasing, but that has now levelled off.

The university is moving towards Responsibility Centred Management (RCM). This places more responsibility and accountability on the faculties. The main advantage of RCM is transparency. Faculties would be responsible for revenues and expenditures, including those related to as out-of-faculty service teaching. There will be a University Fund that will provide equalization in some form, as well as a transition component, and funding for strategic initiatives. There will be a retreat of the Administrative Committee and of the College of the Deans in March to finalize the implementation timelines. It is expected that 2016-2017 will be the transition year between the current financial system and the new one. There was discussion. In particular the question was raised regarding whether this would be pushed down to academic units. Departments would then be able to see their revenues and expenditures.

5.5 CUSEF2016-SPRING Conference: Faculty delegation

The Dean informed the Executive about the CUSEF (College & University Science and Engineering Facilities) conference.

5.6 CEAB Process

The Dean expressed concern with creep in the accreditation process. Long ago there was agreement to move to outcomes based accreditation, but with an assurance that this would not increase the workload for faculties of engineering. But there has been substantial creep, resulting in excessive costs. There is in particular the need to reduce the amount of detailed measurement of knowledge in different categories. There is currently a task force of Engineers Canada, CEAB, NCDEAS, and the provincial and territorial regulators to resolve this issue. Recently the provincial and territorial regulators have been an obstacle to simplifying accreditation requirements.

5.7 PEO Issues

There may be a referendum in PEO regarding continuing professional education. We need to keep developing our strategy on this.

There was discussion of possible initiatives. One idea is to promote Trevor Wilkins’ course.

We have developed a good relationship with the PEO Ottawa Chapter.

5.8 APUO Exclusion

There are three excluded positions, currently: the Dean, the Vice Dean Research and the Vice Dean International Affairs. The third position was added at the time the current collective agreement was put into place, and the Executive allocated it at the time to the Vice Dean International Affairs. However he has requested to give up his exclusion, so the Executive must assign it to somebody else.

The Executive agreed that the third Faculty of Engineering APUO exclusion would be allocated to the Vice Dean Governance as of July 1, 2016.

5.9 Information items

The Dean had a very positive interaction with Jacques Frémont.

The Dean attended the Board of Governors meeting. The Board is considering divesting from oil sector companies. There will be a day of debate on March 22.

We are hosting the Great Northern Concrete Toboggan Race. Friday Jan 29th will be the technical exhibition. Close to 600 students are attending. The races will take place Saturday at the Edelweiss Ski Resort.

President Rock has issued a call for the Awards for Service Excellence. There was discussion of potential nominees.

16.01.06 Report of the Vice-Dean (Research)

The Vice-Dean highlighted some items from his written report.

There will not be a CFI JELF application this year. We put in four CFI proposals.

The CFREF proposal has been approved to go to full proposal stage.

Industrial funding has been secured for an NSERC IRC.

The Industrial Research Partnership event will happen on Feb 18th.

The session on obtaining awards went very well on Jan 26th.

During general discussion it was point out that we are starting to receive applications for the two positions in Materials. The Dean urged Chairs to ask others to apply.

16.01.07 Report of the Vice Dean (Graduate Studies)

The Vice Dean submitted a written report.

The Vice-Dean discussed our allocations of scholarships and the criteria for distributing them to the programs. For OGS, the rankings of applicants in each program will determine who gets the scholarships. For NSERC, the programs will do ranking, but the FGPS will make the recommendations to NSERC, which may not necessarily be according to program ranking.

The Graduate Poster Day will be March 30. There will be a new competition for M.Eng. students.

Student Design day from (CEED)2 will be March 29; this is for both undergraduate and graduate students.

There was a discussion of when to approach students to apply for graduate studies and scholarships.

There will be a graduate education development workshop April 27th and 28th.

There will be a series of talks with graduate students where entrepreneurs will be invited to discuss their experiences.

The new admissions cycle is underway.

The Faculty has now taken over PhD thesis external examiner selection.

The Vice-Dean discussed admissions statistics to date.

16.01.08 Reports of the Vice-Dean (Undergraduate Studies)

The Vice Dean submitted a written report.

We had created a position of Co-Ordinator of Quality Assurance before the last accreditation, but were not able to fill it. It was suggested to create a position that would focus on Engineering Pedagogy who would also be in charge of quality assurance.

There was considerable discussion of how to attract someone. It was suggested that the position could also be responsible for Pedagogical Innovation, or could be a Vice-Dean position.

Faculty Executive agreed to create a position of Vice Dean Quality Assurance and Teaching Innovation.

The Undergraduate office is still working on reorganization. There was discussion of how staff work is being allocated.

There was discussion of the factors that attract students. Certain specialized programs seem to be particularly attractive.

16.01.09 Report of the Vice-Dean (International Affairs)

The Vice Dean interviewed students for Fall 2016 admission to the 3+2 program. We have increased our admission standards for next year.

The Vice Dean discussed the success of the International Professional Training project that took place in the Fall. Our program was highly rated by the China Scholarship Council. There was also positive response from the 60 Professors who were involved. An agreement has been signed to train additional professors in coming semesters. We are investigating expanding the program to other countries.

16.01.10 Reports from the Chairs/Directors

Interviewing is about to start for the position in Civil Engineering.

MCG has instituted training in skills such as welding and lathing in the machine shop to supplement 3D printing training in the Richard L’Abbé MakerSpace.

16.01.11 Reports of the Chief Administrative Officer

S. Gandolfini discussed the financial situation.

She discussed a number of facilities projects that are now advancing much faster than before.

16.01.12 Report of the Assistant to the Dean (Human Resources)

There was no report.

16.01.13 Report of the Alumni Relations Officer

On Feb 8 the University is hosting Gregory So, the Secretary of Commerce in Hong Kong.

Feb 9 Marwan Forzley will be presenting his Entrepreneurship Bridges Lecture.

16.01.14 Reports from the Development Officer

D. Rodas-Wright will be meeting with professors

The Engineering and High Tech Career Fair is next week in the STE building.

16.01.15 Reports from the Director of Communications and Marketing

There was a filming session at the Brunsfield Centre for the Discovery Channel.

16.01.16 Other Business

I. Nistor thanked V. Milo Gauthier and K. Bournes for their help.

The meeting ended at 16:55

Timothy C. Lethbridge, Vice-Dean (Governance)

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