Executive Committee Meeting 2016.05

Minutes of the Meeting held at 13:30 May 24, 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), D. Taylor (Chair, CHG), C. Rennie (Chair, CVG), S. Gandolfini (Chief Administrative Officer), K. Bournes (Alumni Relations Officer), F. Bouchard (Manager of Outreach).

EXCUSED

H. Viktor (EECS-CSI), N. Baddour (Chair, MCG), C. D’Amours, (Director, EECS), D. Rodas-Wright, (Development Officer), L. Roy (Assistant to the Dean), V. Milo Gauthier (Acting Manager of Marketing and Communications).

16.05.01 Approval of the Agenda

The agenda was approved.

16.05.02 Minutes of the last meeting (Apr 21)

The minutes of the previous meeting had been approved electronically.

16.05.03 Business arising

The Dean had several items in his report. In particular, he pointed out the lack of progress on the long term APTPUO positions, and progress on the STEM building.

Executive discussed the final Space Report and made the following decisions arising from the report:

  • To adopt option 1A regarding external relations. In particular to centralize Alumni Relations, Communications & Marketing, Development and Outreach under the responsibility of the new position of Assistant Dean (External Relations). This will require re-starting the current recruitment process for this position, after adjusting the terms.
  • To maintain the role of Financial Research Officer in the Chief Administration Officer’s Office.
  • To centralize undergraduate and graduate course scheduling.
  • To work towards having course scheduling, the student experience officer, and Vice Dean (Quality Assurance and Teaching Innovation) in a common location.
  • To start making plans for use of STE1030 as a potential relocated Graduate Academic Secretariat (which would also bring the offices of the Vice Dean Graduate Studies and Vice Dean Undergraduate studies into proximity). Although it was also agreed to consider the alternative of expanding the grad office in CBY if the STEM project is approved and the current Richard L’Abbé Makerspace is therefore moved.
  • Hiring a human resources generalist
  • Hiring an additional academic support person for the Graduate Academic Secretariat; one person in that office would focus on handling theses in the graduate office.

Regarding written reports from Executive members, it was decided that they should be submitted on an as-needed basis.

16.05.04 Faculty of Engineering Awards for Teaching Assistant & Part-time Professors of the Year

On a motion duly moved and seconded, Executive approved awarding the 2016 Part Time Professor Award to Cameron Tiesma.

On a motion duly moved and seconded, Executive approved awarding the 2016 Teaching Assistant of the year Award to Katrina Barsczewski.

16.05.05 Report of the Dean

5.1 The Dean distributed a written report

There were no additional comments on this.

5.2 Quesada Survey Results

The Executive agreed that while members don’t disagree with the Quesada option, the Dean would communicate with Food Services to express concern about the management of the STE Cafeteria service, especially a) lack of opening hours and non-availability of a diversified offering of food products and beverages during the Spring-Summer session; b) sub-optimal use of the floor space provided to the SITE Food Court during the Sept-April period.

5.3 Information items

The Dean was in California. He hosted the second meeting of the Alumni Advisory Board members who live in in California: Sally Daub, Hojjat Salemi, and Tony Stelliga. The meeting focused on the progress of the CEED2 initiative; members gave very useful feedback to the Faculty. Dr. Lethbridge will consolidate a summary of both this meeting and the earlier meeting in Ottawa. K. Bournes discussed some of the points raised at the California meeting: It was suggested that we need to have a theme, “leading those who are really good;” “entrepreneurship and design”. It was also suggested that we work towards capstone projects that are bigger and span multiple years.

It was agreed to continue to have meetings of the Alumni Advisory Board in California each year.

On June 20th we will have two spring convocation ceremonies.

The evaluation of APTPUO professors has been received. 17 courses received evaluations over 4.5. Only 3 letters are to be sent for evaluations below 3.2.

The Maclean’s rankings of engineering schools were discussed.

16.05.06 Reports of the Vice-Deans and Faculty Coordinators

6.1 Vice-Dean (Research)

The Vice Dean updated some items in his written report. In particular, Dr. Hinzer is working on the CFI application; NSERC DG and RTI workshops will be held; there has been no update on the CRC proposal.

6.2 Vice-Dean (Undergraduate Studies)

No report.

6.3 Vice-Dean (Graduate Studies)

The Vice-Dean updated some items on his written report. He encouraged strong applicants for the Banting scholarship. The graduate professional development workshop was successful. The graduate office is now responsible for finding chairs for PhD thesis defences.

6.4 Vice-Dean (International Affairs)

The Vice-Dean updated some items on his written report. There is a new group of professors from China in training from May to July; another batch will start August 1 and be here for 6 months. The Vice Dean is finishing the job description of the International Experience Officer. The 3+2 project is stable, with similar number to last year.

6.4.1 Procedure for Faculty’s International Experience Scholarship

Executive approved the Procedure for the Faculty of Engineering International Experience Scholarship.

6.5 Vice-Dean (Quality Assurance and Teaching Innovation)

While the position of Vice Dean QATI has not formally begun, D Taylor has started working with Computer Science in their preparation of the CIPS accreditation report and Graduate Attribute system of auditing.

6.6 Vice-Dean (Governance)

The Vice-Dean will be looking into gathering citation counts from Scopus to complement those from Google Scholar, even though Scopus has been found to under-count and have other issues.

6.7 Coordinator for Entrepreneurship and Innovation

This position is still under recruitment.

16.05.07 Report of the Chairs/Directors

7.1. Department of Chemical and Biological Engineering

There is construction of the multi-purpose room. Construction of CHG's multipurpose conference room/learning centre has begun and is scheduled to be completed by the end of the summer.

7.2. Department of Civil Engineering

There was none.

7.3. Department of Mechanical Engineering

There was none.

7.4. School of Electrical Engineering and Computer Science

There was none.

16.05.08 Report of the Chief Administrative Officer

Various PAPI and other renovation projects are underway. There have been many delays.

S. Gandolfini circulated a report discussing the TA budget expenditures.

There was discussion of HR matters.

16.05.09 Reports from Faculty Officers

9.1. Assistant to the Dean (Human Resources)

The Dean reminded Executive that only 20 annual reports have been submitted.

9.2. Alumni Relations Officer

There were 140 people at the CVG banquet. A few internal people have not yet paid.

The advisory board meeting was excellent for the Faculty. K. Bournes discussed various upcoming events. There will be a motivational speaker, alumna Pascale Marceau, at the send-off event between the convocation ceremonies on June 20.

We need to determine the winners of the alumni award of Excellence. K Bournes will circulate a call, and decisions will be made at the June Executive meeting.

9.3. Manager of Faculty Development

There was none.

9.4. Director of Communications and Marketing

There was none.

9.5 Manager of Outreach

The uOttawa MakerMobile has had tremendous success; we are thinking scaling up to multiple trucks. 16,000 Youth have been reached; 5,000 of them Francophone. There is a plan for 21 different trips this summer, including to a First Nations community in Manitoba. There was discussion of near-term plans and networking.

16.05.15 Other Business

S. Gandolfini will be sending the call for FDF proposals.

The meeting ended at 15:40.

Timothy C. Lethbridge Vice-Dean (Governance)

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