Executive Committee Meeting 2016.09

Minutes of the Meeting held at 09:00 October 19, 2016, in room CBY 707

PRESENT

I. Nistor (Interim Dean), M. Turcotte (Vice-Dean, Undergraduate Studies), M. Labrosse (Vice Dean, Graduate Studies) D. Taylor (Vice Dean, Quality Assurance & Teaching Innovation), T. Lethbridge (Vice-Dean, Governance), C. Rennie (Chair, CVG), N. Baddour (Chair, MCG), S. Gandolfini (Chief Administrative Officer), L. Roy (Assistant to the Dean), K. Bournes (Alumni Relations Officer), D. Rodas-Wright (Development Officer), J. Adam (Acting Manager of Marketing and Communications)

EXCUSED

B. Kruczek (Chair, CHG), C. D’Amours, (Director, EECS), J. Zhang (Vice-Dean, International Affairs), M. Dubé (Vice-Dean, Research), H. Viktor (EECS-CSI), F. Bouchard (Manager of Outreach)

16.09.01 Approval of the Agenda

The agenda was approved with a minor adjustment.

16.09.02 Minutes of the last meeting (Sept 28)

The minutes of the previous meeting had been approved electronically.

16.09.03 Presentation by Gaby St-Pierre, Director Career and Co-op

Gaby St-Pierre and Bruno Castilloux circulated an information sheet regarding their service and discussed their new action plan. The document is a dynamic ‘living’ document, which will be further developed as the year progresses.

In previous years, the annual career week was held in November. This academic year it will instead be held March 6-10. Each faculty is asked to organize events on a single day. The change in dates is because a) Students are not thinking about careers in November; b) Other universities are running career weeks in March; c) November is already too late for the following summer; d) The Service wants to engage students who are thinking about their careers up to three years in advance of graduation.

Feedback from student surveys has been good.

The number of co-op students to place and the percentage placed have both risen over the past year. There was a 30.8% increase in the number of placements from the Faculty of Engineering. Our Faculty has the highest international mobility index.

There was discussion of why some companies say they find it easy to recruit from Waterloo, citing Waterloo’s online system. It turns out that we have a software system on the web that is just as efficient –we just have to raise awareness of this. A company can hire a co-op student within five working days during the second round if they want.

The Faculty of Engineering co-op programs had 53.5% of private sector employers, which is an increase. International placement also increased considerably. Growth of women engineers in co-op, that had been rising, dropped last year.

There was discussion of starting new Masters co-op programs once the new SIS is in place.

G. St. Pierre highlighted a number of improvements. He pointed out that the SEG1911 course (which is proposed to be renamed SEG2900 but kept in first year) is working well, as is online work term report submission.

Students can be fast-tracked to co-op admission if they find their own job outside the National Capital Region. There was discussion of certain fast-track hiring processes. 16.09.04 Business arising This was discussed under Report of the Dean.

16.09.05 Report of the Dean

The Dean provided a written report.

He has returned from a visit to Jiao Tong University in China, and presented highlights of his trip.

There was discussion of interaction with the architects of the STEM Building.

There was an article in the Gazette regarding projected university deficits.

The premier of Ontario visited the Faculty of Engineering on the afternoon of October 18 (on less than 24h notice).

There was discussion of the President’s town-hall session on October 19.

The Dean urged everybody to be careful to adhere to the collective agreements and consult HR as needed regarding hiring of part-time professors. Lately, there have been a lot of grievances. There was discussion, in particular, of how to use diplomacy to defuse potential disagreements.

Convocation will be held on Oct 23rd.

The meeting of the Alumni Advisory Board and related events entitled UOttawa Innovates will be held on November 4.

There was discussion of budgetary issues, particularly how to fund departmental contributions to CFIs grant applications.

16.09.06 Reports of the Vice-Deans and Faculty Coordinators

6.1 Vice-Dean (Research)

The Vice-Dean provided a written report.

6.2 Vice-Dean (Undergraduate Studies)

The Vice-Dean provided a written report.

There is ongoing discussion to establish a single point of entry for the joint honours CSI and Math programs.

His office is looking into partnerships with colleges, particularly La Cité Collegiale.

6.3 Vice-Dean (Graduate Studies)

The Graduate Excellence Breakfast will be held on Nov 15.

The Graduate Office will receive four new staff members as a result of redistribution from the FGPS. As the capacity of the existing facilities of the Graduate Office is insufficient, room C506 will temporarily be used by the Graduate Office until the planned relocation of the Graduate Office in SITE, together with the Undergraduate Office. C506 needs to be furnished before the new employees arrive.

6.4 Vice-Dean (Quality Assurance and Teaching Innovation)

The Vice-Dean discussed various tasks he is undertaking in support of continual improvement.

16.09.07 Reports from Chairs/Directors

7.1. Department of Civil Engineering

C. Rennie discussed a seminar proposal entitled “How to Obtain the P.Eng” for students. There was discussion of the funding model for this. The Executive voted approval for delivery of the course next semester, using Faculty funds. It was suggested this should not been seen as competition to Cameron Tiesma’s courses regarding preparation for the Professional Practice Exam.

16.09.08 Reports from the Chief Administrative Officer

PAPI requests are due November 15th. We have been informed that, for this coming year, only those related to regulatory compliance will be considered. Our priorities from last year remain in the queue.

We need to develop a multi-year Faculty action plan for space.

There was discussion of needs in common areas in both the STE and CBY buildings. In particular there are frayed benches, defective microwaves, and missing chairs.

The Dean, together with the Faculty Facility Manager, France Brazeau, and the Faculty CAO, Silvana Gandolfini, will be meeting with representatives from Physical Resources to discuss Faculty requirements.

We are expecting to receive decisions from the Administrative Committee regarding new support staff positions.

16.09.09 Reports from Faculty Officers

9.1. Acting Manager of Marketing and Communications

J. Adam has been working on promotion of CEED; she circulated some photos that will be used on posters and social media. The CEED website is nearly finished. There will also be a paid article in the Ottawa Business Journal.

The Graduate Viewbook is nearly finished.

The Engineering events newsletter is now being sent every week.

There will be promotion of the STEM building when it is officially announced.

9.2 Development Officer

D. Rodas-Wright discussed the STEM development Action Plan. He shared an update on gifts to the Faculty.

He is working with the Alumni Relations Officer to build attendance at the ceremony for the Alumni Awards of Excellence, and to prepare for the meeting of the Alumni Advisory Board

He discussed visits to meet alumni, in particular to the Bay Area in California, Toronto, Montréal and Houston. He agreed to provide an overview to the Executive of connections made with alumni, and to list next steps on how the Faculty can further build relationships.

D. Rodas-Wright uploaded a written update, which is available to the Faculty Executive.

9.3. Alumni Relations Officer

K Bournes discussed his work leading up to the UOttawa Innovates event on November 4th.

He is working with two multinational companies with a local presence for events in the new year.

He requests nominations for honorary alumni – people who did not graduate from UOttawa but who have been closely associated with our success.

9.4. Report of the Assistant to the Dean

The Chairs submitted all their required material on time.

L. Roy reminded departments to send extracts of the minutes of DTPC meetings.

CVs for the materials position are still being received.

16.09.10 Other Business

The meeting ended at 11:08.

Timothy C. Lethbridge, Vice-Dean (Governance)

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