Executive Committee Meeting 2018.04

Faculty of Engineering Executive Committee Meeting 2018.04

1:30 April 18, 2018, in room CBY A-707

PRESENT

  • J. Beauvais (Dean),
  • M. Dubé (Vice-Dean, Research),
  • M. Turcotte (Vice-Dean, Undergraduate Studies),
  • J. Zhang (Vice-Dean, International Affairs),
  • D. Taylor (Vice Dean, Quality Assurance & Teaching Innovation),
  • C. D’Amours, (Director, EECS),
  • B. Kruczek (Chair, CHG),
  • C. Adams (Associate Director – CSI, EECS),
  • S. Gandolfini (Chief Administrative Officer),
  • V. Samson (Manager of Marketing and Communications),
  • F. Bouchard (Manager of Outreach),
  • L. Roy (Assistant to the Dean),
  • K. Bournes (Alumni Relations Officer)
  • M. Fall (Associate Chair, CVG)

EXCUSED

  • Nistor (Vice Dean, Graduate Studies),
  • L. Peyton (Vice-Dean, Governance),
  • N. Baddour (Chair, MCG),
  • D. Rodas-Wright (Manager of Development),
  • C. Rennie (Chair, CVG).

18.04.01 Approval of the Agenda

The agenda was approved, with the following modification:
Nomination of Carlisle Adams as secretary for this meeting:  approved.

18.04.02 Minutes of the last meeting (March 21, 2018)

The minutes of the previous meeting had been approved electronically.

18.04.03 Business arising

None.

18.04.04 Report of Dean

Here is a brief summary of the Dean’s oral report.

18.04.04.01 Health and Safety

There was one significant safety incident this past month:  it occurred in the structures lab during Easter weekend.  The Dean noted that there is a lot of follow-up work that occurs after any major incident.

The Civil engineering health and safety committee held its first meeting. The committee has agreed that its mandate is to review and recommend practical solutions to Health and Safety challenges in the Department labs.  Once the committee is successfully under way, other departments will be encouraged to follow suit. Changes to Personal Protective Equipment regulations (helmets, boots, goggles etc.) have already been made in the CVG labs.

18.04.04.02 STEM Building Update

The STEM Building remains on schedule.  The details of the move-in plan are finalized.  The first “launch” event of the building (which was targeted for April 30 with provincial/federal government officials) has been cancelled.  During alumni week there will be a special visit event for invited alumni, but final plans for this event are still under development.

Labs in CBY-E will not be closed before the relevant research activities are 100% operational in STEM.
M. Fall asked about the platform and about pipes:  details are needed about the construction and about who will pay.  The Dean will get back to him with answers.

18.04.04.03 Strategic Plan Update

The vice-deans have submitted some initial reports and comments, and the Dean will be following up with the Manager of Marketing and Communications to start the process.  Michel Racine has a proposal for innovation management software to help facilitate the process of strategic project development.  The strategic plan is behind schedule (as mentioned at Faculty Council) but once the Vice-Dean documents are ready and validated, they will be shared with the Faculty.

Discussions are taking place regarding continuing education projects that may constitute new revenue-generating ideas for the university, under the guidance of C. Laguë and Serge Blais. The Dean suggested that D. Taylor would be an excellent choice as Faculty representative for these ongoing discussions and proposed that he be the Faculty representative on this working group being constituted by the Provost:  this was unanimously approved.

For the upcoming Alumni Advisory Committee meeting, there will be discussions on the proposed Applied AI specialization in the Master in Computer Science program and on considerations of industry relationships/expectations/impact.  Another topic that is being proposed by one of our alumni will be a discussion of business intelligence:  what can the alumni bring us (and what can we bring them) in this area?

18.04.5 New Business

< h4>18.04.5.1 2019 CEEA Conference

The faculty will be hosting the annual Canadian Engineering Education Association conference in 2019.  The VD Quality Assurance and Teaching Innovation briefed the executive on the organization and plans for the conference and discussed SEED funding for the event (he is suggesting $48,600, which is a combination of seed and grant money).  The theme for this conference has been chosen:  “Learning to learn:  preparing tomorrow’s engineers”.  D. Taylor noted that the MOU has still not been issued, and that there is still some uncertainty about the profit-sharing model that CEEA typically employs.  He is estimating 225 registrants (but hoping to do much better), at an early-bird price of $575 for registration (less for students).

18.04.06 Budget

The Chief Administrative Officer briefed the executive on the new budget.  This is the first budget under the new process.  In the new process, faculties no longer carry a deficit or a surplus.  Their budgets are always “in balance” as central finance only provides money as needed to cover approved expenses.  We have to now submit monthly budget reports.

In general, because of the current fiscal situation for the university, the budget is tighter this year.  Renovations, new professors, etc., were looked at in detail.  There is much less flexibility with TAs and part-time professors.  Many things remain unclear (e.g., we still do not have precise information regarding start-up funds for new professors), but the Faculty needs to prepare a 3-year plan for faculty hirings by early fall.
M. Dubé asked about undergrad lab support (what is the status of the Faculty Development Fund?) and about funding for new professors (certain professors have been excluded from applying for the CFI JELF fund due to a change in policy, what will we do to help set up their labs?).  S. Gandolfini said that there may be some funds that can be used for this (~$200K).

K. Bournes asked whether sponsorships/donations (i.e., revenue from external sources) would still be untouchable.  S. Gandolfini said that she believes it will be.
M Dubé asked about the revenues from the teacher training program which are currently held in a fiduciary fund:  will we still be able to keep these?  The Dean indicated that is the intent but that details remain to be validated.

S. Gandolfini and the Dean will be meeting with the Departments to go over the budget for the coming year.

18.04.7 Questions

The following written reports were submitted:

  • Vice-Dean Research (M. Dubé presented news about the NSERC DG results in the Faculty)
  • Vice-Dean Undergraduate Studies
  • Vice-Dean Quality Assurance and Technology Innovation
  • Manager Marketing and Communications
  • Manager Faculty Outreach

18.04.7.1 Branding exercise

V. Samson went over her presentation slides (which were posted at the Dropbox link).  She noted that for the survey, the response rate from the undergrads was about 20% (which is very good).  We therefore have some confidence that the results may be statistically significant.

18.04.8 Matters to be discussed in closed session

Two inquiry reports were presented and discussed with respect to academic fraud cases.  There was consensus that academic fraud was committed in both cases (the Vice-Dean Undergrad abstained).  For Case #1, the Executive accepted the committee’s recommendation.  For Case #2, the Executive agreed to propose additional sanctions to the committee’s recommendation (a grade of F for the course, and a requirement to take the same ethics course as stipulated in Case #1).
The nomination files for the Frank Giacobbi Award were reviewed and Alan Stewart was selected as this year’s winner.

18.04.9 Next Meeting May 16, 2018


The meeting ended at 4:20 pm

Carlisle Adams, for Liam Peyton, Vice-Dean (Governance)

Back to top