Executive Committee Meeting 2016.06

Minutes of the Meeting held at 12:30 June 22, 2016, in room CBY 707

PRESENT

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

EXCUSED

I. Nistor (Vice-Dean, Graduate Studies and incoming Acting Dean), J. Zhang (Vice-Dean, International Affairs), D. Taylor (Chair, CHG and incoming Vice Dean, Quality Assurance & Teaching Innovation), F. Bouchard (Manager of Outreach)

16.06.01 Approval of the Agenda

The agenda was approved.

16.06.02 Minutes of the last meeting (May 24)

The minutes of the previous meeting had been approved electronically. A minor further adjustment was noted.

16.06.03 Business arising

The Dean had some items in his written report.

The Dean expressed his sadness about the sudden passing of Tony Stelliga, recent recipient of the Faculty Alumni Award of Excellence.

16.06.04 Faculty of Engineering Alumni Awards of Excellence: Alumnus/Alumnae of the Year – Entrepreneur of the Year – Young Alumnus/Alumnae of the Year

On a motion duly moved and seconded, Faculty Executive approved awarding the 2016 Alumni Award of Excellence to Jean-Michel Lemieux.

On a motion duly moved and seconded, Faculty Executive approved awarding the 2016 Entrepreneur of the Year Award to Mina Lux.

On a motion duly moved and seconded, Faculty Executive approved awarding the 2016 Young Alumnus of the Year Award jointly to Alexandra Bissinger and Mike Cook.

16.06.05 Faculty Development Fund/Special Funding Requests

Executive decided that the allocation of funds per unit would be $126K, including the $6,000 per unit contribution. All units requested less than that, with the exception of MCG. As a result, all requests other than MCG would be funded in full, and MCG would receive the excess not thus distributed. Final distributions will therefore be:

CHG:  $120,000.00

CVG:  $123,630.00

MCG:  $150,844.78

EECS:  $120,173.22

IT:        $115,352.00  

TOTAL $630,000.00

Deadline for spending will be March 31, 2017.

16.06.06 Report of the Dean

6.1 The Dean distributed a written report

The Dean made no additional comments on this.

6.2 Academic Activity Indicators: 2016 – 2017 update

The Dean discussed the details of the 5-year running measurements. The two financial indicators (operating revenues and expenditures) track student enrolment in each of the academic units fairly well.

6.3 Proposed uOttawa STEM Building

We do not yet know the decision of the Federal Government on the proposal for the STEM building. The Dean discussed the current state of planning. If funding is received shortly, mobilization would start in a few weeks the CUBE and MacDonald would be demolished, with the need to move Physics labs and offices to swing space elsewhere on campus, including in CBY and STE.

6.4 Information items

The Dean thanked everyone who attended Convocation. The send-off event at Alex Trebek Hall was impacted by the hot weather and the construction, so far fewer attended than had registered. There was also discovered to be some confusion between Seraphin-Marion and Marion Hall, so some attendees did not find the correct location.

Faculty day will be held next Wednesday. There will be two meetings of the Faculty Assembly, a Barbeque and some Faculty awards will be presented.

16.06.07 Reports of the Vice-Deans and Faculty Coordinators

7.1 Vice-Dean (Research)

The Vice-Dean circulated a written report.

CFI NOIs are being submitted.

The NSERC strategic grant process is changing: There will now be a letter of intent stage.

Professors applying for Discovery Grants are encouraged to attend the Discovery Grant workshops.

The Research Commission met June 16th; the following are some highlights:

There is a UOttawa envelope of $400K to support research centres; on average $30K is awarded per centre. The Centre for Advanced Materials Research has been established, with one third of the members from the Faculty of Engineering.

The Faculty of Science presented its Research Strategic Plan.

Engineering has the highest research participation and tri-council grant percentages of all faculties.

7.2 Vice-Dean (Undergraduate Studies)

The Vice-Dean circulated a written report. He highlighted some key items.

The Graduate and Undergraduate Offices met to discuss an integrated team for scheduling and physical co-location. There is not enough space in STE 1030, but there would be if STE 1109 were also used. The former graduate office could be then used as student study space. Stephane Drouin is taking the lead to collect information, determine needs and develop plans.

The Vice-Dean is part of the steering committee for Service Excellence on Campus. They are conducting a survey on student experience with first-year students. Our overall score on this has increased as compared to 2014. Telfer and Engineering are the two faculties that have made the most progress. Our objective is 8.0/10; we are now at 7.5/10. We also increased from 13% to 20% of ratings being 9 or 10. This year the survey has asked questions about professors and teaching. An impression from students is that students feel professors should care more about students.

The Vice-Dean will be providing data regarding performance of students and retention rates. The data is fairly positive. The average CGPA from Ontario high schools increased from 4.84 last year to 5.50 this year. Last year 11.6% of students were required to withdraw; this has gone down to 9%. There will be an attempt to analyse data of the trajectories of students. We are expecting that our hard work on helping students in first year will pay off.

There have been challenges regarding course scheduling due to lack of rooms.

We have to correct some pre-requisites in MCG/MGB. There was some discussion about whether minor corrections should have to go to Senate. Dr. Lethbridge indicated that the Senate Executive was reviewing its processes and that such a change might be possible.

Our ticket system for appointments is sometimes overloaded. There have been complaints when students find that before lunch the ‘ticket machine’ is removed because all appointment time slots for that day are already full.

Dr. Viktor also noted that some students are complaining about uncharacteristically long delays in the responses from the undergraduate office, experienced during peak time. She suggested that the undergraduate office hire additional support staff in order to deal with this backlog

7.3 Vice-Dean (Graduate Studies)

The Vice-Dean was travelling and submitted a written report.

7.4 Vice-Dean (International Affairs)

The Vice-Dean was travelling and submitted a written report.

7.5 Vice-Dean (Quality Assurance and Teaching Innovation)

There was none.

7.6 Vice-Dean (Governance)

The Vice-Dean is on the team bargaining with the TA/RA union; several members of the Executive have provided him with suggestions.

7.7 Coordinator for Entrepreneurship and Innovation

This position is still under recruitment.

16.06.08 Report of the Chairs/Directors

8.1. Department of Chemical and Biological Engineering

B. Kruczek discussed the ongoing hiring situation.

8.2. Department of Civil Engineering

The support staff positions are still not posted.

8.3. Department of Mechanical Engineering

The Technical Design Officer has started. N. Baddour discussed other HR matters.

There have been a large number of students participating in pre-professional programs. This has put a heavy load on the shop and the administrative staff. There was discussion of the process of funding for such programs.

8.4. School of Electrical Engineering and Computer Science

There was discussion of HR issues. There is a new Canadian Computer Science Society.

16.06.09 Report of the Chief Administrative Officer

There was none.

16.06.10 Reports from Faculty Officers

10.1. Assistant to the Dean (Human Resources)

We have received three LTA positions from the APTPUO. There will be two in EECS and one in each of the three departments. Capstone design project supervision and advising student teams can be included in the LTA workload.

10.2. Alumni Relations Officer

K. Bournes will be working on congratulating the new graduates. The MakerMobile will be spending time in Toronto; having a MakerMobile permanently in Toronto is being considered. This year there will be a greater number of incoming undergraduate students from the Greater Toronto area than from the Ottawa area.

10.3. Manager of Faculty Development

D. Rodas-Wright submitted a written report. He will be visiting the San Francisco Bay Area in California; in particular he will be connecting with Digital News Lounge.

10.4. Director of Communications and Marketing

The Dean welcomed J. Adam. A new Quick-Facts PowerPoint presentation has been circulated. K Bournes will be adding pages regarding our top alumni.

16.06.11 Other Business

The Executive thanked the Dean for his service; this is his last Executive meeting.

The meeting ended at 15:19.

Timothy C. Lethbridge, Vice-Dean (Governance)

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