Executive Committee Meeting 2016.02

Minutes of the Meeting held at 13:30 Feb 25, 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), D. Rodas-Wright, (Development Officer)

EXCUSED

V. Milo Gauthier (Acting Manager of Marketing and Communications

16.02.01 Approval of the Agenda

The agenda was approved.

16.02.02 Minutes of the last meeting (Jan 28)

The minutes of the previous meeting were approved.

16.02.03 Business arising

The Dean’s written report includes some items arising from the minutes.

The position of Vice-Dean (Quality Assurance) is ready to be circulated

The Dean thanked those who were present at the Great Northern Concrete Toboggan Race.

The Dean thanked Dr. Marcel Turcotte who represented the Faculty of Engineering at the Council of Ontario Deans of Engineering (CODE).

Attendance by faculty members at the Entrepreneurship Bridges Lecture was very low, as was attendance at the PEO Ottawa Annual Meeting. The Dean expressed his disappointment.

16.02.04 Entrepreneurial Professor Award & Entrepreneurial Employee Award

On a motion duly moved and seconded the Executive approved the nomination of Liam Peyton for the Entrepreneurial Professor of the Year Award.

On a motion duly moved and seconded the Executive approved the nomination of Frank Bouchard for the Entrepreneurial Employee of the Year Award.

16.02.05 Report of the Dean

5.1 The Dean has distributed a written report

The Dean discussed a simulation that was run of the potential new Responsibility Centred management (RCM) financial model. There was considerable discussion.

The accumulated surplus in the Faculty’s Operating Fund at the end of the 2015 – 2016 financial year is projected to be about $8.8 Million.

5.2 Assignment of duties to regular professors (2016 – 2017)

The Dean thanked the heads of academic units for the recommendations. There was discussion about creating a more uniform template for future recommendations.

5.3 Information items

The Dean discussed the budgetary adjustments that the University has implemented for 2015 – 2016. All faculties and services that have accumulated surplus in their Operating Fund are taxed 10% on their accumulated surplus, and many renovation projects have been cancelled. Faculties seem to be penalized in comparison to central services, both when finances are positive, and when they are negative. For 2016-17, we have been asked to prepare for a 2% across he board budgetary adjustment. Most of the recommendations of the resource optimization exercise of 2010 seem not to have been acted on.

The Faculty Council meeting will be next week.

The position for Assistant Dean for External Relations is still open.

Over 40 applications have been received for the positions in materials.

There was discussion of the allocation of resources in situations of graduate co-supervision under RCM.

16.02.06 Report of the Vice-Dean (Research)

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

We had expected to hear back regarding the CFI proposal; we still expect to hear soon.

The Vice-Dean circulated the quick-facts sheet that is given to visitors, summarizing key Faculty statistics.

The IRC for Karin Hinzer will be going ahead.

The partnership event on Feb 18th was a success.

We are very close to securing a major contribution to the Faculty.

The Vice-Dean presented the results of a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats) performed by the Faculty Research Advisory Committee. There was some discussion about the fact that certain suggested strengths seemed to be particularly influenced by the knowledge of the people around the table, and that there are important gaps and inappropriate groupings. The Vice-Dean noted that this was the first step in the process and encouraged Faculty Executive members to provide written feedback on the first pass of the SWOT analysis. Chairs/Director were also requested to obtain feedback from their respective Academic Units within the next week.

16.02.07 Report of the Vice Dean (Graduate Studies)

The Vice Dean submitted a written report.

Departments have submitted OGS ranking recommendations; the NSERC CGS-M deadline is set for Friday, Feb. 26.

We are finalizing the China Scholarship Council recommendations.

The Graduate Poster day is March 30.

The first Professional Development Lecture is tonight (Feb. 25). On April 28 and 29 there will be a Graduate Professional Development Workshop.

Changes in the duration of offers to potential graduate students are already in: the offer of admission will only be valid for one session instead of (the previously) three sessions. We are also moving towards reinforcing March 1 as a hard deadline for applications for the international applications only – Canadian and PR applicants will still be accommodated after March 1

We are now number one for graduate applications, offers and acceptances in terms of all faculties in the university. Our numbers are also up from last year, and for non-thesis students (M.Eng.) we have, across all programs, higher admission averages (8.0 or above).

16.02.08 Reports of the Vice-Dean (Undergraduate Studies)

The Vice Dean submitted a written report.

The Vice-Dean discussed admission statistics.We are second in the university, just 300 applicants below Social Science.

The Vice-Dean discussed the performance of students in the last two years. Average CGPA has had a large increase for the Faculty as a whole. There have also been good increases in the proportion of students with CGPAs above 9.

The Vice-Dean is designing a survey for first-year students, to learn why students are having challenges, and to measure the impact of various changes, in particular the introduction of a new engineering design course in first year.

The Vice-Dean will conduct the bi-annual survey student admissions and registrations to better understand why students apply to our faculty, and what are the factors affecting their decision to accept or not the offer of admission.

16.02.09 Report of the Vice-Dean (International Affairs)

The Vice-Dean had a meeting to assess the 3+2 project.

The financial report of the International Training Project has been finalized. Some professors transferred their credit to scholarships or research funding. We have received feedback that the program was very positively received.

There was a meeting with undergraduate and graduate vice deans regarding the framework for international mobility scholarships.

The Vice-Dean reported on meetings with groups of visitors.

The Vice-Dean reported on his meeting with The Associate Vice-President, Gary Slater.

16.02.10 Reports from the Chairs/Directors

There were none.

16.02.11 Reports of the Chief Administrative Officer

We are still waiting for the PAPI decisions for 2016 – 2017. The budget for renovations to C011 has increased considerably.

This summer there will be a lot of infrastructure work in Colonel By Hall, including roofing work, and an energy retrofit project.

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

There was no report.

16.02.13 Report of the Alumni Relations Officer

The Alumni Relations Officer submitted a written report; he orally highlighted several events.

The 2016 uOttawa Alumni Week website has gone live.

16.02.14 Reports from the Development Officer

The Development Officer has been working on various fund-raising opportunities.

16.02.15 Reports from the Director of Communications and Marketing

National Engineering Month starts next week; everybody was urged to check the schedule.

16.02.16 Other Business

The meeting ended at 15:33

Timothy C. Lethbridge, Vice-Dean (Governance)

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