Executive Committee Meeting 2014.07

Minutes of the Meeting held 13:30 September 23, 2014, in room CBY A-707


C. Laguë (Dean), H. Tezel (Vice-Dean, Research), M. Labrosse (Interim Vice-Dean Graduate Studies), T. Lethbridge (Vice-Dean, Governance), N. Baddour (Chair, MCG), S. Vanapalli (Chair, CVG), D. Taylor (Chair, CHG), H. Viktor (EECS-CSI), V. Samson (Manager of Marketing and Communications), L. Roy (Assistant to the Dean), S. Gandolfini (Chief Administrative Officer), K. Bournes (Alumni Relations Officer), C. Blais (Manager, Faculty Development), G. St-Pierre (Co-op office), A. Shrier (Co-op office)


J. Zhang (Vice-Dean, International Affairs), M. Turcotte (Vice-Dean, Undergraduate Studies), C. D’Amours, (Director, EECS),

14.07.01 Approval of the Agenda

The agenda was approved

14.07.02 Report of Co-op Office

Gaby St Pierre and Anita Shrier reported on various matters relating to the co-op programs

Anita Shrier’s main role will be working with Engineering and Telfer. These have the highest proportion of placements in the private sector and the highest number of international student placements.

There are plans to attend the Calgary Alumni Reception; there are 60 co-op alumni in that city.

The Co-op office is also aligning itself with the university’s strategic areas.

Engineering was the number-one co-op faculty for many years, but it dropped to a lower ranking in recent years. A total of 578 placement has now put the Faculty of Engineering back to number one again; it has 25% of all placements, including 64 more students than last year, with a 92.23% placement rate.

Employers are requesting 8 months co-op placements, so the Co-op office is working to make this possible.

Co-op students from Engineering are a particularly diverse group. A total of 17% of students have taken placements outside the National Capital Region.

There was discussion about various approaches the Co-op office is using to increase the number of positions available, since co-op admissions are rising.

14.07.03 Minutes of the last meeting (Aug 26th)

The minutes of the previous meeting were approved.

14.07.04 Business arising

The Dean has some items in his written report.

Regarding performance indicators: Work is progressing to determine whether the appropriate data can be gathered.

The university has put in place a policy to harmonize the allocation of overhead and indirect costs: Until now, the allocation has been that 30% of indirect costs and 65% of overhead goes to the faculties. This will be adjusted to a 40% for both. This ought to bring the Faculty of Engineering about $60,000 more; however unless our policies for allocation of the funds are changed, the amounts redistributed to the Development Fund and academic units will be lower.

14.07.05. Follow up to the May 27, 2014 Retreat of the Extended Faculty Executive Committee

5.1 Vision and Action Plan

T. Lethbridge presented a synthesis of the views of the various Executive members regarding the Faculty of Engineering Vision. Suggested wording might be: “Solving the world’s problems by stimulating students to be professional, creative and innovative, by developing new knowledge, and by defying conventions.” It was agreed that Executive members would give Dr. Lethbridge feedback prior to the next meeting in order to improve the suggested wording. A limit of about 20 words is to be maintained.

T. Lethbridge presented the prioritization of items for the Action Plan, resulting from each member ranking their top 20 items. It was agreed that Executive members would suggest final refinements prior to the next meeting.

Dr. Lethbridge will synthesize and circulate the rankings by Executive members of the top five external relations action items.

The above items will be finalized at the next meeting.

5.2 Succession planning: Academic leadership

There was discussion of compensation packages for Faculty leaders. It was suggested to offer more money, but to allow people allocate varying amounts to teaching relief (about $8000 per course) or research. Currently the package for most Vice Deans and academic unit heads is $10K salary + $10K research funding +$16K teaching relief. It was suggested to put $60K on table, about 50% of the value of a professor.  

There was discussion of the appropriateness of allowing each leader to choose their own package.

It was suggested that in years in which there is accreditation or cyclical reviews that there should be greater compensation or relief.

It was agreed to establish an ad-hoc committee to look further at this matter prior to the next meeting.

14.07.06 Report of the Dean

6.1 The Dean submitted a written report (attached)

6.2 Three-year Resource Planning: 2014 – 2015 update

The Executive approved the three-year resource plan, as amended. The plan requests an increase of 10 regular professors, 10 teaching-only faculty members, and 10 support staff, as well as funds for capital expenditures and renovation..

The new budgeting model will be discussed along with the three-year resource plan at a retreat of the Deans and Administrative Committee.

6.3 Faculty support services

The Dean has asked the leadership of the support services to brainstorm about ways to restructure these services.

6.4 Information items

Discussions are on-going with the APUO regarding their grievance against the Faculty of Engineering’s proposed Guidelines for Tenure and Promotion. Dr. Lethbridge presented some suggested wording changes that have been discussed with the APUO, and other suggestions were raised at the meeting; he will circulate all of these to the Executive for further input.

14.07.07 Report of the Vice-Dean (Research)

7.1 Research Advisory Committee

During consultations with the academic units about the proposed Research Advisory Committee, questions were raised about whether this would be a standing or ad-hoc committee, whether members should be elected, and how conflict of interest would be dealt with.

Since the committee needs to get to work immediately, it was agreed that this would initially be an ad-hoc committee. It can operate for a year or two, and then be formalized after we have gained experience. Each academic unit will decide how they will select members. They need to be selected so as not to be self-serving.

The reason for having two people from each academic unit is to ensure there is a voice when one member is in conflict of interest. In addition it was agreed that academic units may send substitutes of their member(s) cannot attend.

It was agreed that, like other Faculty committees, EECS would have double representation. So there would be five votes in total. The Vice-Dean would not break ties. It would be an advisory committee for her.

To date only CHG had provided names for the committee. The remaining Chairs and Director are asked now to provide names.

7.2 Other matters

There are 20 NSERC RTIs available to the University, and 21 submissions have been made.

Margaret McKenna is working on reviewing Discovery and RTI grants. The Dean asked for a report on the proportion of applicants from regular professors as opposed to emeritus or adjuncts.

Nominations for Distinguished University Professor are sought: These people need to be at a high level in teaching, service and research.

The Petroleum Institute of the United Arab Emirates is interested in having some of our students and faculty members visit. All expenses will be paid.

There will be an open house at the ARC building.

14.07.08 Report of the Vice Dean (Graduate Studies)

OGS has brought back a limit on other awards students can have while on OGS. It used to be 10,000$. Then, for the past 2-3 years, it was possible to combine OGS with other awards (if those awards permitted) without any limit. Now, the 10,000$ limit is back for new applicants this year.  i.e. if a student has an International OGS and an International tuition waiver (worth about 16,000$), a new OGS winner student will only get 10,000$ as an International Scholarship (in addition to the OGS).

There will be 2 or 3 international scholarships available for our Faculty.

There have been problems with students who need to register for courses, but who can’t get into courses because of lack of classroom space. It has been possible for staff to deal with this in some circumstances by overbooking, or de-registering students who register for too many courses. 

There was discussion of students who move from M.Eng. to M.A.Sc, programs. It was agreed that there would only be one move allowed.

14.07.09 Reports of the Vice-Dean (Undergraduate Studies)

The Vice-Dean was away, working on accreditation.

14.07.10 Report of the Vice-Dean (International Affairs)

The Vice Dean was away.

14.07.11 Reports from the Chairs/Directors

In response to a request, S. Gandolfini will investigate the status of the Turnitin project.

14.07.12 Reports from the Chief Administrative Officer

Contractors are coming to conduct a space study of our Faculty; this is our turn, since space studies are conducted in all faculties on a cyclical basis.

Safety grant applications should be submitted soon.

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

L Roy outlined upcoming deadlines. The academic leave deadline is Oct 1. The deadline for Glinski award is Nov 17th.

Workload assignments are to be done by December. It was pointed out that there is an issue with determining course codes for graduate and 4th year courses in time (particularly topics courses).  There is a need for the undergrad and graduate office to ensure the correct codes are assigned in a timely fashion, in order to allow the December deadline to be met.

14.07.14 Reports from the Faculty Alumni Relations Officer

November 1 is the deadline for nominations for the Alumni Association Awards of Excellence. We should not submit for Meritas Tabaret since we have received it for two years in a row.

K. Bournes will be away Oct 3 to Nov 17.

There will be a lot of people from the Faculty of Arts this Thursday on the CBY lawn since it is the only green space available on campus.

There is a call for nominations for the Alumni Association Board.

A speaker has been identified for the Undergraduate Ceremony of Excellence.

14.07.15 Reports from the Faculty Development Officer

C. Blais is working with department and school leaders within the faculty of engineering to identify the top student competitions and research the best school teams in order to put together a major funding proposal to help uOttawa engineering contend in the top North American student competitions on an annual basis. 

14.07.16 Reports from the Director (Communications and Marketing)

The Director submitted a written report.

She is still looking for another ambassador.

No registrations have been received yet for any of the continuing education courses. There was discussion of the reasons for this. It was agreed that courses need to be targeted to specific groups.

The Defy the Conventional campaign has been launched.

Ontario Universities Fair was very busy and successful.

Oct 17th and 18th will be Open Doors days.

14.07.17 Other Business

Next meeting is Oct 28th.

The meeting was adjourned at 16:25.

                                                                    Timothy C. Lethbridge, Vice-Dean (Governance)

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