Executive Committee Meeting 2015.10

Minutes of the Meeting held at 08:30 November 18, 2015, in room CBY 707


C. Laguë (Dean), M. Dubé (Vice-Dean, Research), J. Zhang (Vice-Dean, International Affairs), T. Lethbridge (Vice-Dean, Governance), N. Baddour (Chair, MCG), C. Rennie (Chair, CVG), C. D’Amours, (Director, EECS), H. Viktor (EECS-CSI), J. Thibault (Acting Chair, CHG), L. Roy (Assistant to the Dean), S. Gandolfini (Chief Administrative Officer), K. Bournes (Alumni Relations Officer), V. Milo Gauthier (Acting Manager of Marketing and Communications)


I. Nistor (Vice-Dean Graduate Studies), M. Turcotte (Vice-Dean, Undergraduate Studies), D. Taylor (Chair, CHG).

15.10.01 Approval of the Agenda

The agenda was approved.

15.10.02 Minutes of the last meeting (Oct 21)

The minutes of the previous meeting were approved.

15.10.03 Business arising

The Dean had some items in his written report.

We are expecting the final space report from the consultants in the coming weeks.

Tomorrow is the official announcement of the NSERC Chair in Entrepreneurial Engineering Design

15.10.04 Report of the Dean

4.1 The Dean submitted a written report

The Dean noted that there have been certain adjustments in enrolment projections. We should have 5200 students this year, about 200 more than last year. The University estimated more. This has resulted in an overestimation of projected operating revenues for 2015 – 2016.

The Dean discussed the Annual Report from the Faculty of Engineering and Applied Science at the University of Toronto. The gap in unit operating revenues per student between them and us continues to grow since their tuition fees are higher than ours.

Student evaluation of teaching for part time professors in the summer was very positive.

We are finalizing the terms of reference for new Brunsfield scholarships.

4.2 New entrepreneurial awards

On a motion duly moved and seconded the Executive approved the Faculty Of Engineering Entrepreneurial Professor Of The Year Award and the Faculty Of Engineering Entrepreneurial Employee Of The Year Award.

4.3 Extension of the mandate of the Vice-Dean (Governance)

On a motion duly moved and seconded the Executive approved the extension of the mandate of Dr. Lethbridge as Vice Dean Governance for one year, to end June 30 2017. The extension will result in Dr. Lethbridge leaving his position prior to an expected academic leave. It will also allow the new Dean time to find a replacement after s/he arrives.

4.4 Information items

Attendance of presentations at the uOttawa Entrepreneurship Week events has been on the low side.

There was discussion of the ongoing interviews for the open faculty positions in engineering design and in technological entrepreneurship.

The Dean reported on the meetings of the Ontario Deans of Engineering and of the National Council of Deans of Engineering and Applied Science: CEAB accreditation was a focus of discussion. 2014-15 was the first year that the CEAB enforced the graduate attributes criteria. 72% of the decisions were 6V. Only 9 issues were associated with graduate attribute criteria. A committee has been established to make recommendations on the CEAB criteria and procedures. Institutions are particularly concerned about workload. There was discussion of various aspects of CEAB accreditation. J. Thibault suggested that CEAB should consider comparing course content against standards, including international ones. But it was also pointed out that it would be necessary to balance this against innovation, and to ensure such standards are updated with sufficient frequency. It was suggested that there is a need to be able to deal effectively with professors who let their engineering licenses lapse. It was suggested that there would be a need to add licensing requirements to future APUO negotiations.

The “30 by 30” initiative of Engineers Canada (women representing 30% of newly licensed Professional Engineers by 2030) will mean we need to have 30% women students by the early 2020’s. There was discussion of possible approaches to achieve this. Ideas included:  encouraging Engineers Canada to develop a national advertising program; having more female engineers visiting high schools; developing academic programs that have more impact on people; finding ways to change some of the cultural milieu associated with introducing new engineering students, and having female deans. UBC, Toronto and Queens are doing very well towards meeting the objective; we need to learn from them. It was agreed to discuss this issue at a Faculty Council meeting before the end of the 2015 – 2016 academic year.

15.10.05 Report of the Vice-Dean (Research)

The Vice-Dean circulated a written report.

The CFI program for 2017 has been announced. The most important deadline is to produce an LOI by January 25th 2016 for the internal uOttawa competition. The Faculty Research Advisory Committee has begun to reflect on possible large-scale CFI initiatives for the Faculty; the Vice-Dean discussed committee membership.

A total of $369,000 in RTI applications (3) have been sent. 33 NSERC DGs were also recently submitted. A review of RTI and DG procedures is planned.

Diana Inkpen won an NSERC Strategic Grant (the only one of 7 that had been submitted from the Faculty).

Prof El Saddik’s proposal for an NSERC Strategic Network Grant is being worked on and will be due in March 2016.

The Vice-Dean discussed the UROP program. Our Faculty had more applicants and recipients than previously.

There are various deadlines for internal funding programs from the OVPR coming up.

The Vice-Dean is working on obtaining an all-encompassing Matlab license for the university as a whole, which can be used by faculty members, students and staff anywhere. People in multiple faculties are using Matlab, including Engineering, Science, Medicine, Telfer and Arts. A cost distribution model between the Provost, OVPR and the Faculties is being discussed.

The Vice-Dean and Véronique Milo-Gauthier are working on one-pagers for each academic unit regarding research. There was discussion on the topics of each of the one-pagers, and how professors should be grouped. It was suggested to use LinkedIn industry groups, although there was suggestion that this might not work so well with the computing disciplines in EECS.

CRC Chair interviews are coming up. We are looking for a Tier 1 candidate.

The NSERC Industrial Panel will be taking place Feb 18th. The topic is how to ask companies for money.

The Vice-Dean discussed Industrial and Technological Benefits. To obtain government contracts, certain companies have promised funding to universities or SMEs. We are discussing a strategy to access these funds.

The Vice-Dean discussed an upcoming event regarding preparing award nomination packages. This will be held 26th January.

15.10.06 Report of the Vice Dean (Graduate Studies)

Dr. Nistor circulated a written report. He is travelling in China.

There has been a change in the approach to proctoring for graduate courses. It was suggested that there will be three-hour proctoring jobs and this will be a departmental responsibility.

There was discussion of best practice for when we take over PhD thesis defences. Some defences are being delayed many months and this is giving the students a bad final experience with the University of Ottawa. It was generally agreed that we must set the date of defences as soon as the thesis is submitted, provided the examiners are determined in advance.

15.10.07 Reports of the Vice-Dean (Undergraduate Studies)

The Vice-Dean circulated a written report. He is travelling.

The Vice-Dean has proposed certain admission averages that will be used the cut-off for the first scan. Several Executive members indicated these are acceptable.

15.10.08 Report of the Vice-Dean (International Affairs)

The Vice-Dean met with new students admitted into the 3+2 program. Most students are doing well.

He will be travelling to China to interview students for Sept 2017 admission and administer the Can Test.

The 21-hour training symposium is underway for the Chinese professors who are visiting. The visitors have also given sample lectures.

There was a discussion about people claiming to be visiting professors, several of whom are questionable.

The Vice-Dean discussed an additional agreement with a region of China.

15.10.09 Reports from the Chairs/Directors

CVG are still collecting CVs for the faculty position in the area of Environment.

15.10.10 Reports of the Chief Administrative Officer

The deadline for renovation requests was November 15th. Our Faculty’s submissions included
1) renovating liberated space from the ARC move;
2) the Geotechnical laboratory;
3) expansion of the Graduate Academic Office;
4) solving the acoustics problem in STE 0110;
5) the Environmental Lab;
6) the CBY boardroom;
7) dealing with gas cylinders at shipping and receiving;
8) the Mechanics of Materials teaching lab, and
9) additional graduate student space for CVG.

We have indicated that for some projects we would provide 100% of the funding but Facilities would need to provide the oversight.

There was discussion of various space issues.

P. Strasbourg has returned. She is verifying the allocations of graduate student spaces. J. Suzor will continue working on ARC renovations and moves.

We are currently working on the emergency response plan. This is being done on a building-by-building basis; there is a need to interact with the Registrar’s Office (for the classrooms) and Food Services (for the Cafeteria). We will be also be updating the emergency contacts for each room in the Vertere database.

There have been situations of Postdoctoral Fellows and other researchers coming from overseas and not being paid, when the P.I. failed to secure funding. There was extensive discussion about this.

15.10.11 Report of the Assistant to the Dean (Human Resources)

L. Roy discussed processes for accepting to host a visiting professor. If such a person is coming for 3 months or more they need to be registered. This is for their protection and our protection. The CV and invitation letter must be sent to L Roy. Visitors may also need to receive a document for immigration purposes (for which there is a fee); the International Office may be able to help. And the Liability Waiver document has to be sent to engsafe@engineering.uottawa.ca in advance of the visiting professor leaving.

It was agreed that clear rules about how to invite all the different categories of visitors need to be put on the web for professors to access.

15.10.12 Report of the Alumni Relations Officer

K. Bournes circulated a written report.

As of Nov 2, he is full time with Engineering. He would like to meet with all vice-deans and heads of academic units.

He discussed visiting alumni when travelling.

The director of Alumni Relations and the Executive Director of development will be meeting in December with the Executive.

15.10.13 Reports from the Director of Communications and Marketing

There was none as V. Milo Gauthier has just started in her new position.

15.10.14 Other Business

The Ritual of the Calling of An Engineer (Iron Ring) ceremony will be held on Saturday afternoon.

On Dec 18th in the afternoon there will be the Faculty Holiday celebration outside the Dean’s office

The meeting adjourned at 11:45. Next meeting is December 16th

Timothy C. Lethbridge, Vice-Dean (Governance)

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