Executive Committee Meeting 2014.04

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 13:30 April 28th, in room CBY A-707
PRESENT:
C. Laguë (Dean), 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), B. Jodoin (Chair MCG), H. Viktor (EECS-CSI), K. Bournes (Alumni Relations Officer) J. Larocque (Interim Manager of Marketing and Communications), S. Gandolfini (Chief Administrative Officer)
EXCUSED:
S. Tavoularis (Vice-Dean, Research), L. Roy (Assistant to the Dean)

14.04.01 Approval of the Agenda

The agenda was approved

14.04.02 Presentation from Patrick Charette, Anne McIlroy from the Communications Directorate

The speakers discussed the process of developing a new brand for the university. They pointed out that the desire is that the potential students and others take notice of the University of Ottawa. They also said that success of the brand will come from inside the university. At the time of the meeting, the new brand was confidential. They described the campaign and how it will be launched in September, with internal communication about it during the summer.

14.04.03 Minutes of the last meeting (March 17 and 20)

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

14.04.04 Business arising

The Dean discussed some items in his report (attached).

The APUO has filed a grievance against the university regarding the Guidelines for Tenure and Promotion.

14.04.05 Report of the Vice Dean (Graduate Studies)

There were four applicants for the Trillium Scholarship. May 16 th is the deadline for the Queen Elizabeth Scholarship. The International Scholarship competition will be held in May and June.

A replacement will be hired for Monique Walker, who will be retiring.

The 3+2 project has processed 64 files and expects another 40.

The graduate office will be working to facilitate the evolution to the new PeopleSoft system.

The Vice-Dean discussed admissions numbers, which remain well ahead of last year and place us first in terms of applications, and second in terms of acceptances.

We are the most intensive faculty in terms of graduate students per professor.

14.04.06 Report of the Dean

6.1 The Dean submitted a written report (attached)

The Dean discussed the planned tuition fee increases.

6.2. Retreat of the Faculty Executive Committee et al

The Executive approved the agenda. The focus groups will provide their reports in the form of slides.

6.3. Additional (4 FTE) support staff positions (3-year resource plan)

Proponents of each potential position presented their cases, then a vote was held by secret ballot.

The result of the ballot was that we would develop requests for (in order, starting with top preference) the student experience officer, the CVG/MCG lab technician, the development officer, the CHG/CVG/MCG administrative position, the IT entry level position, and the research facilitator.

6.4. Information items

The Dean thanked everyone who attended the opening of the Brunsfield Centre. Dr. Gan announced renewal of support for another five years.

We are developing our MakerSpace environment (3-D printing and other rapid prototyping technologies) in CBY B109D. This will be linked to the Brunsfield Centre too.

The Dean received notice from the APUO that our Faculty did not submit a nomination for the Award for Excellence in Teaching.

The Dean attended the meeting of PEO. The newly-elected president is promoting a voluntary approach for continuing education. The Dean discussed complaints made to the PEO Complaints Committee. Two were to our faculty members, but these were not sent to the Disciplinary Committee.

14.04.07 Report of the Vice-Dean (Research)

The Vice-Dean was not present.

14.04.08 Reports of the Vice-Dean (Undergraduate Studies)

Tracy Murray, the University Compliance Officer, noticed the open assignment return slots. These are a privacy concern.

The academic regulation is being changed to ensure that professors keep their examinations and other material for a year.

The Vice-Dean briefly discussed the admissions statistics.

14.04.09 Report of the Vice-Dean (International Affairs)

Only eight universities in China are now active in the 3+2 program, but we now have one Korean university. The Vice-Dean suggested that now is the time to review the program. The plan is to decrease numbers and increase quality by raising entrance GPAs.

The Dean and Vice Dean are planning to visit Brazil and Chile to investigate collaborations.

The Vice-Dean discussed other upcoming prospects, and issues experienced with managing international files.

It was suggested to repeat an earlier study in which the performance of 3+2 students and other students would be compared.

14.04.10 Reports from the Chairs/Directors

There will be a CSI/SEG retreat on May 15th.

14.04.11 Reports from the Chief Administrative Officer

The new Health and Safety Officer, Pierre LaFlamme has joined the Faculty. The Chief Administrative Officer suggested that EECS and the Departments invite him to their departmental meetings.

The results for the 2013 performance appraisals for support staff show a 46% completion rate of the step 1 self-assessment for our Faculty. This is significantly lower than the completion rate of 89% for the University. At step 2, where the managers write their comments, completion was 34% in our Faculty compared to 85% for the University. Our results are far below those of other faculties. It was recommended that an HR generalist position could assist in the performance appraisal process.

Funds had previously been approved by the Faculty Development Fund for the lift on the 5th floor. We can't however use a wheelchair lift for moving cylinders. A $4000 solution has been found for transportation of the cylinders, so the $46,000 will be transferred into this year's Faculty Development Fund competition. The Chief Administrative Officer summarized the amounts available for this year at $491,000, with a deadline of June 2 for applications.

14.04.12 Reports from the Assistant to the Dean (Human Resources)

The Dean reminded everybody that the Annual Reports are due June 1.

14.04.13 Report of the Alumni Relations Officer

The Alumni Relations Officer summarized various events for Alumni week. He highlighted the Entrepreneurship event 'Starting Off on the Right Foot' May 7th, the events for Research day May 8 th , and the Science Rendezvous event May 9th.

Applications for Faculty alumni awards will be going out in early June.

14.04.14 Report of the Interim Manager of Marketing and Communications

J. Larocque suggested that there should be additional ambassadors.

There was discussion of the disruptive nature of ad-hoc lab tours. It was suggested to have tours at standardized times, to which alumni could also be invited. It was suggested that ambassadors could be taught how to give the tours themselves.

The Orientation Task Force is working on activities for September. There have been meetings with student leaders, so activities can be positive in nature. There was discussion of various issues related to orientation, particularly accountability.

The Adventures in Engineering team is taking over some of the outreach to high schools.

J. Laroque discussed the need for her team to be aware of outreach activities.

The website is expected to be launched on Wednesday, but there may be a small delay. J. Larocque discussed some details that are still being worked on. There was considerable discussion of issues in the website.

There are many questions on social media from French international students.

14.04.15 Other Business

The next meeting will be in June, after the retreat.

The meeting was adjourned at 16:29.

Timothy C. Lethbridge Vice-Dean (Governance)

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