Executive Committee Meeting 2015.04

Minutes of the Meeting held 08:30 April 21, 2015, in room CBY A-707


C. Laguë (Dean), H. Tezel (Vice-Dean, Research), J. Zhang (Vice-Dean, International Affairs), M. Labrosse (Interim Vice-Dean Graduate Studies), M. Turcotte (Vice-Dean, Undergraduate Studies), T. Lethbridge (Vice-Dean, Governance), N. Baddour (Chair, MCG), D. Taylor (Chair, CHG), C. D’Amours, (Director, EECS), H. Viktor (EECS-CSI), V. Samson (Director, Communications and Marketing), L. Roy (Assistant to the Dean), S. Gandolfini (Chief Administrative Officer), K. Bournes (Alumni Relations Officer)


S. Vanapalli (Chair, CVG), C. Blais (Manager, Faculty Development)

15.04.01 Presentation by Community Life Service: Isabelle Decarie, Alexandre Boileau

I. Decarie et A Boileau ont discuté les divers évènements organisés par le Service de vie communautaire. They invited the Faculty of Engineering to suggest events they could assist with. Ils peuvent fournir l’aide financière, l’expertise technique, l’aide logistique et le soutien en communication.

15.04.02 Approval of the Agenda

The agenda was approved with the addition of item Engineer/Entrepreneur/Executive-in-Residence (E3iR).

15.04.03 Minutes of the last meeting (March 10)

The minutes of the previous meeting were approved.

15.04.04 Business arising

4.1 Items in the Dean’s report.

The Dean discussed the outcome of the meeting with the Alumni Advisory Board.

The Dean discussed the concept of a Faculty Undergraduate Project day. This could be the internal competition for the PEO Student Papers Night. It could be the day before or the day after the Graduate Poster Day. The first such day would be held in Spring 2016. Timing will have to be carefully considered to ensure capstone students are sufficiently close to completing their projects, and yet there is enough time before the PEO Student Paper’s day for the winners to prepare to attend. The Executive agreed with the concept.

It is proposed to create three new admission scholarships (2 undergraduate and 1 graduate) to students with an entrepreneurial vision; the first set of scholarships is to be awarded to students entering in September 2016.  It was also agreed to work toward awards for professors and staff with an entrepreneurial attitude. It was suggested that the terms ‘design’, and ‘community outreach’ could be embedded in the criteria and/or the name of the award so as to cover people involved in social entrepreneurship and open source initiatives. The idea of awarding to a team should also be considered. The first award is planned for 2016. The Executive agreed with these concepts.

The Dean discussed the mandatory training courses for professors and staff. It was pointed out that not all of the training courses had been widely communicated.

The Dean discussed hiring plans. We have received approval to move ahead with many positions.

Planning for National Engineering Month next year will be informed by the attendance at events this year, which was very variable.

The Dean congratulated the organizers of the recent awards ceremonies.

We have been notified about the results of renovation requests. The Dean will be meeting with the Vice President resources. The university wants to link renovation requests to the results of the space review process, even though the space review has been stalled for many months. Even if we finance some projects ourselves, we are likely to be blocked by the lack of capacity at physical resources.

The move to ARC has still not happened. It is being blocked by the need for additional work in the new labs in the ARC building. It is hoped to move the professors by early May.

After long discussions, a formula has been agreed for sharing of ongoing costs for ARC. Our percentage is 23%, with the remaining coming from the Faculty of Science. The loan is to be repaid over 20 years. The fifth floor is still not finished and not allocated; it is currently assumed that we will obtain 21% of this space.

15.04.05 Report of the Dean

5.1 The Dean submitted a written report (attached)

The Dean discussed a table of program operating revenues per academic unit, which is closely related to number of students in programs of studies. However, there are differences because Computer Science undergraduates bring in less than engineering students, and graduate students bring in less than undergraduate students. We are becoming more like a private university since an increasingly high percentage of revenues are coming from fees. About 25% of revenues from increases in enrolment flow to our faculty. 20% of undergraduate revenues go to out-of-Faculty teaching.

The Dean sent 5 letters of warning to Part Time Professors following poor student evaluations of teaching; all were sent to professors teaching in French. There was discussion of the causes: It could be as a result of lack of availability. It is particularly hard to find PhD, P.Eng and bilingual part time professors. Most of the part time professors that are found are also working full time, and some seem not to have had the time to devote to the course.

5.2 Call for nominations - Professors on the Council for Undergraduate Studies

It was agreed to nominate Dr. Lethbridge for a renewed term on the Council for Undergraduate Studies.

5.3 Engineer in Residence

Trevor Wilkins will be offered a half-time position for a year. He will be teaching four courses in total, most of them in the Engineering Management Program. He will still be available to be involved in delivering modules within other courses.

5.4 Information

We have selected a consultant to help restructure support services. The Executive will serve as the advisory committee for this review.

At next week’s Faculty Council there will be a discussion of how to improve engineering design content and complementary studies.

The Dean attended the AGM of the Ottawa chapter of PEO. He was the only member of the Faculty of Engineering there.

The Dean discussed upcoming events, such as Dr. Rennie’s presentation on May 5.

The Dean will be travelling in May. He will be attending the launches of the Defy the Conventional campaign in San Francisco and Calgary.

In results from the latest CFI competition professors from our faculty will be receiving funds from two projects led by other institutions.

The Dean circulated the 2014 annual report of the Ontario Network for Women in Engineering

15.04.06 Report of the Vice-Dean (Research)

The Vice-Dean reported the NSERC results. Full time professors’ success rate for Discovery Grants was 75%, whereas the national success rate is 65 %. There were some surprise rejections, and there will be some appeals.

The announcement of Dr. Dolgaleva’s NSERC CRC has been made public. We are awaiting the results of the CRC Chair application of Benoit Lessard and the Design Chair application of Hanan Anis.

The Vice Dean is working on a few potential Industrial Research Chairs.

The Vice Dean is working with the selection committee for the CRC Tier 2 Chair on Engineered Advanced Materials. Top candidates have been identified and they are in the process of asking for references before the interviews.

The Vice Dean is working confidentially with an important company.

The Vice Dean reported on the CRC Chair about which she was asked to follow up in the Faculties of Social Sciences and Telfer; she mentioned that this Chair position was cancelled

The Vice Dean booked a table for Dean’s lunch on May 5th and invited some alumni and industrial partner representatives, as well as some colleagues to her table.

The Vice Dean visited Calgary and met alumni there at the end of March.

15.04.07 Report of the Vice Dean (Graduate Studies)

The Vice Dean has just returned from a conference on higher education in Riyadh. He was representing the university and met many potential students.

15.04.08 Reports of the Vice-Dean (Undergraduate Studies)

Our ‘Math Whisperer’, Katrina Roebuck, will end her engagement with us. She served as a mentor, and was very popular helping students prepare for exams.

The Dean had circulated the end-of-program survey. The Vice-Dean has made available a program-by-program version of this.

The Vice-Dean discussed admission results so far for September 2015.

The Vice-Dean indicated that some courses need ‘renovation’.  There was discussion about the fairness of giving teaching reliefs for such work, when we are supposed to do this regularly anyway. The Executive and Dean are open to the idea of potentially giving course reliefs for a limited number of extensive and substantial course renovations. It was noted that this had to be approved by the faculty curriculum committee.

15.04.09 Report of the Vice-Dean (International Affairs)

The Vice-Dean visited four cities in China. He met prospective students and officers of the China Scholarship Council.

He attended the Canadian Immigration Summit in Montebello. He pointed out that international students are an important source of new immigrants.

The Vice-Dean discussed various other meetings he had attended.

About 50 students are applying to the 3+2 program. Our admission criteria have become more stringent, so not all of these would be admitted.

15.04.10 Reports from the Chairs/Directors

D. Taylor attended a workshop at Ryerson. He discussed various sessions he attended, and mentioned the theme of ‘having a story to tell’. If we want to be known for entrepreneurship and design, we need to be constantly telling this story. He mentioned that Bob Hepburn of the Toronto star suggested engineers have a reputation for being inflexible.

D. Taylor has been doing photo-shoots for publicity purposes.

N. Baddour reported that they are interviewing for a replacement professor position.

15.04.11 Reports from the Chief Administrative Officer

S. Gandolfini discussed the process for submissions to the Faculty Development Fund.

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

L. Roy reminded Executive members about the annual reports and discussed ongoing hiring.

15.04.13 Reports from the Faculty Alumni Relations Officer

On May 2 the Dean will be hosting some present and former GeeGees football players.

K Bournes invited Executive members to work with him to arrange events.

Prof Rennie will give a talk on May 5th. K. Bournes would like to see 60 to 70 people registered.

There will be a young alumni event called Set Your Own Course on May 7th. Participants will give 10 minute talks about what motivates them.

Science Rendezvous will take place Saturday May 9th from 10 to 3 in the lobby of the Social Sciences building. There will be lots of demonstrations, and the MakerMobile prototype will be on site. We are hoping to have some of the Brunsfield Centre projects on site. Over 500 people are signed up.

The Defy the Conventional Gala will be in the evening of May 9th.

Friday night May 8th Thomas Friedman from the New York Times will be speaking.

K. Bournes is working on having an event at Alumni Hall just before convocation. There was discussion of the possibility of having other events there.

15.04.14 Reports from the Director (Communications and Marketing)

V. Samson presented a written report.

She is working on facilitating collaboration for research, student projects and internships. There was discussion of the structuring the website.

Work will be starting on the next edition of the Engineering Viewbook.

Girl Guide Badge day will be May 2.

Julie Cormier will be starting in May. V. Samson discussed several other team changes.

15.04.15 Other Business

There was none.

The meeting was adjourned at 11:33.

                                                                    Timothy C. Lethbridge, Vice-Dean (Governance)

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