Executive Committee Meeting 2014.01

Minutes of the meetings will be bilingual in the sense that interventions and motions will be reported in the language in which they were made.

Minutes of the Meeting held 13:00, Jan 20, 2014, in room CBY A-707

PRESENT:
C. Laguë (Dean), S. Tavoularis (Acting 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), C. D’Amours, (Director, EECS), S. Vanapalli (Chair, CVG), D. Taylor (Chair, CHG), H. Viktor (EECS-CSI), S. Gandolfini (Chief Administrative Officer) J. Larocque (Interim Manager of Marketing and Communications), L. Roy (Assistant to the Dean) K. Bournes (Alumni Relations Officer)

EXCUSED:
B. Jodoin (Chair MCG)

14.01.01 Approval of the Agenda

The agenda was approved

14.01.02 Presentation by Noella Beausoleil, Suzanne Bray, and Fabrice Wanji Nemzou

N. Beausoleil presented the Campus Campaign. It is to be a grassroots campaign with a focus on student experience. Projects are decided at the Faculty level. The two projects carried forward from the previous year are the Fahim awards in Engineering Design and Teaching Laboratory equipment. Participation in 2013 was 19%, up from 11.5% in 2012. Our faculty is 4th out of 11 faculties.

14.01.03 Minutes of the last meeting (Dec 11)

The minutes of the previous meeting had been approved by email.

14.01.04 Business arising

The Dean reported on two issues arising from the minutes in his written report.

14.01.05 Report of the Dean

5.1 The Dean submitted a written report (attached)

The Dean discussed disciplinary incidents involving students of the Faculty.

5.2. Courses in entrepreneurship
Some external members of the Advisory Committee for the Entrepreneurship and Innovation Endowment Fund sent a letter urging the Faculty to proceed rapidly with changes, in order to improve our offerings in this area, such as making Entrepreneurship a mandatory area of the curriculum.

There was general discussion about the courses. Options discussed included making the management option the default, adding additional courses, and replacing an existing course by a mandatory course in this area. Such a course might cover general project management. It was also suggested that the Management and Entrepreneurship option be made more consistent among the programs.

5.2. New GNG 2nd-year courses in lieu of MAT 2322/2722 and MAT 2377/2777
There was discussion about the process of developing the new courses. It was agreed to gather background information and to have the Faculty Curriculum Committee work on this, supplemented by other interested professors. The objective would be to have the proposal ready for approval in September. It was agreed that there would be a need to demonstrate how the new course would be better than the status quo.

5.3. Proposed guidelines: FGPS membership
There was discussion of a draft document outlining revised guidelines for appointments to FGPS membership. The Executive agreed that the decision on the level of supervision allowed should be made locally in the faculties. There was discussion of the upcoming provincial requirements for a research component in M.Eng programs, and hence the potential need for such students to have mentors.

There was discussion of the wording of various sections of the proposal. I. Nistor will recommend some changes to FGPS based on the discussions.

5.4. Faculty of Engineering 2014 – 2015 IT Priorities
It was agreed that the Dean would submit the following priorities:

  • Confidential document sharing for Faculty committees
  • Teaching Assistant system (application, evaluation)
  • Integrated system for researchers (pre- and post-award)
  • Graduate thesis submission system (from pre-defence evaluation to reporting)
  • Tool to support collegial processes (tenure, promotion, etc.) for regular professors

5.5. Information items
A memo has been circulated regarding the financial situation of the university.

There has been discussion about the date of return to work vs. the first day of classes after the Christmas break.

There was an incident in a lab, with considerable physical damage, but no injuries.

14.01.06 Report of the Vice-Dean (Research)

The Acting Vice-Dean presented a written report (attached) discussing proposals submitted, deadlines, prizes and awards.

14.01.07 Report of the Vice Dean (Graduate Studies)

The Vice Dean submitted a written report (attached)

Graduate Coordinators with their graduate committees will be undertaking the scholarship ranking process for OGS and NSERC scholarships.

The graduate poster competition will be on March 27th.

Problems with classroom allocation for this semester have been solved. Auditors were sometimes required to withdraw, as were students who had registered in too many courses. There will have to be a discussion about what will be a reasonable number of students in a graduate course. It was suggested that perhaps in some courses there could be sections geared to M.Eng students and a different section for Masters and PhD students.

The evening of excellence was attended by 32 undergraduates.

Pre-admission letters are being prepared.

MCG and BMG programs have been visited by external reviewers.

The EMP program has also undergone an accreditation visit; there were concerns for the large numbers. A significant revamping of this program is being planned.

There was discussion about applications and admission statistics.

The meeting adjourned until January 24th at 3:00 p.m. K. Bournes, S. Tavoularis, and L.Roy were unable to attend when the meeting resumed.

14.01.08 Reports of the Vice-Dean (Undergraduate Studies)

The Vice-Dean submitted a written report (attached).

Admission offers in the three departments are down due to increases in admission averages. Minimum averages are being raised again this year by the registrar's office. There was extensive discussion of the admission criteria to be applied.

There was discussion of how to reduce failure and attrition rates, particularly among certain groups of students and in certain courses.

The curriculum committee met to discuss the process for developing the new Faculty of Engineering mathematics material. It was agreed to recruit professors with expertise who will design the curriculum.

14.01.09 Report of the Vice-Dean (International Affairs)

The Vice-Dean spent some time in China. The Cantest was administered to some Chinese students. Many students were interviewed and offered admission to the 3+2 program. The Vice Dean has also been working on attracting students from South Korea, Brazil and Malaysia.

14.01.10 Reports from the Chairs/Directors

S. Vanapalli discussed the status of lab equipment. Due to heavy use as a result of the large number of students, there is a need to obtain new equipment.

14.01.11 Report from the Chief Administrative Officer

Renovations for the IT office move is expected to happen soon.

Security cameras for the SITE building have been approved as a Campus Safety Grant.

Document Sharing is now ready for use by committees. The Vice Dean Governance will work with P. Provencher to set this up for the Executive first.

14.01.12 Report from the Assistant to The Dean

The Dean reported that L. Roy has been having difficulty with timely receipt of external evaluator reports for promotion cases.

14.01.13 Report from the Alumni Relations Officer

The Alumni Relations Officer submitted a written report (attached).

The Dean reported that K. Bournes is working on homecoming events to be held in May 2014.

14.01.14 Reports from the Interim Manager of Marketing and Communications

J. Larocque is preparing a report on web accessibility. Our Faculty will be one of the first to move over to Drupal.

14.01.15 Other Business

The meeting was adjourned at 16:38.

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