Executive Committee Meeting 2016.04

Minutes of the Meeting held at 13:30 Apr 21, 2016, in room CBY 707


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), N. Baddour (Chair, MCG), C. Rennie (Chair, CVG), C. D’Amours, (Director, EECS), H. Viktor (EECS-CSI), L. Roy (Assistant to the Dean), S. Gandolfini (Chief Administrative Officer), K. Bournes (Alumni Relations Officer), D. Rodas-Wright, (Development Officer), F. Bouchard (Manager of Outreach), V. Milo Gauthier (Acting Manager of Marketing and Communications), A. Rabeau (Intersol), F. Van Gool (Intersol)


M. Dubé (Vice-Dean, Research), D. Taylor (Chair, CHG)

16.04.01 Alain Rabeau & Frank Van Gool from Intersol

A Rabeau and F. Val Gool presented the final report of their Organizational Review.

They first presented the current organizational chart, the requests for additional positions, and a table comparing staffing levels with other faculties. They suggested that five positions merit consideration for staffing including 2 clerical positions for the Undergraduate Office, one senior advisor position for the Graduate Office, one Human Resources generalist, and one Liaison Officer in Marketing and Communications.

They presented options for reorganizing certain functions within the Faculty.

Regarding external relations: Option 1A, which they recommended, is to centralize external relations under a single Assistant Dean. Option 1B is to concentrate the external function under two centres of expertise.

Option 2, for centralizing pre and post award financial support, was presented but not recommended.

Option 3, for finding synergies between the Undergraduate and Graduate Offices was presented. They recommended combining the administrative scheduling function, and also considering combining reception responsibilities. There was general support, but M. Turcotte indicated that the scheduling office will need to be a team of two.

There was discussion about the Graduate Office: there is already a severe lack of space, with more work being transferred from FGPS as a result of the reorganization process . The Dean said it is time to consider physical co-location of the Graduate and Undergraduate Offices.

16.04.02 Approval of the Agenda

The agenda was approved.

16.04.03 Minutes of the last meeting (Mar 24)

The minutes of the previous meeting had been approved electronically.

16.04.04 Business arising

The Dean had several items in his report.

Interviews for the position of Vice Dean Quality Assurance and Innovation will be held in the coming two weeks. Interviews will be conducted by voting members of the Executive, except for the two members who are candidates.

16.04.05 Report of the Dean

5.1 The Dean distributed a written report

The Dean highlighted some items from his report: There is a collaboration in Quebec between the Ordre des ingénieurs and the Quebec engineering schools. Engineers Canada is preparing a website to be called Engscape.

5.2 uOttawa STEM facility

This project has become a high priority due to the recent federal budget. However, drawings and estimates are not ready. An estimate of the cost would be $200M to S250M if the full project in the Campus Master Plan were developed. However the University is considering submitting a scaled-down project worth about $100M. Parts of the faculties of Engineering, Health Science and Science are being considered to occupy the proposed space, as is the uOttawa Entrepreneurship hub.

The Faculty of Engineering would like 5,000 m2 in this facility; this would be a design and studio facility incorporating the Brunsfield Centre, the Makerspace and the Entrepreneurship Centre. We also suggest moving the heavy labs in Block E of CBY, to allow eventual redevelopment of the space currently occupied by block E.

The new facility is anticipated to be located between CBY and MacDonald, with the latter being demolished. S. Charbonneau and C. Brun del Re are in charge of the submission. Unfortunately the project has not yet been developed to the state where it clearly meets many of the criteria for shovel-ready projects stipulated by the government.

5.3 Faculty Development Fund ‘Plus’

The Dean thanked D. Taylor for raising the issue of whether we should consider simplifying the processes associated with the Faculty Development Fund. We have a bylaw and committee for the Fund, but have less and less money to allocate each year. It was suggested that the Executive be responsible. Philanthropic money could also be allocated in the same manner. There was a consensus that this is the way we would proceed.

For the purposes of this year it was agreed that the Faculty Executive would take on the role of the Faculty Development Fund Committee. This would be discussed in the May or June Executive Meeting. Total funds available will be $640,000 this year.

The bylaws are in need of various updates, such as incorporating new positions. It was agreed in principle to remove the Faculty Development Fund Committee from the bylaws as part of this process. The Vice Dean Governance and the Assistant to the Dean will undertake this process in the next few months.

5.4 Information items

The Dean presented a proposed template for restructuring the Executive meetings when new positions are in place. In particular, ‘for decision’ items would be scheduled prior to the Dean’s Report, presentations by external visitors would occur in months when there are no ‘for decision’ items, all members would deliver short written reports at least a week before each meeting, and oral reports by Vice Deans and faculty managers would occur on a rotating basis. Total time of Executive meetings would be reduced to between two and three hours. There was general consensus to approve this.

The Dean discussed the new APTPUO-LTA positions. Whether we can apply the LTA 20% rule at the Faculty or Departmental level needs to be discussed with the union.

At the College of Deans it was announced that there would be a new policy on sexual violence.

16.04.06 Report of the Vice-Dean (Research)

The Vice-Dean submitted a written report. The Dean circulated the report of the Office of International Research.

16.04.07 Report of the Vice Dean (Graduate Studies)

The Professional Development Workshop is to be held on April 28 - 29.

The rules and regulations of the FGPS will be rewritten soon, to align with the new structure OF FGPS. The Vice-Dean will circulate proposed changes to Executive members for comments.

The Vice-Dean circulated detailed enrolment statistics. There was considerable discussion about current applications and enrollment.

16.04.08 Reports of the Vice-Dean (Undergraduate Studies)8.1 Fraud cases

Group A: On a motion duly moved and seconded, the Executive approved recommending the following sanction in a fraud case:

  • For the student who wrote the section in question: 2 b) 10% of the maximum grade for the project will be deducted (2 marks out of 20).
  • For the other students: 2 a) a written warning

Group B: On a motion duly moved and seconded, the Executive approved recommending the following sanction in a fraud case:

  • For the student who wrote the report in question: 2 b) Zero for the report of the project, which accounts for (125/200) or 62.5% of the project’s grade.
  • For the student who submitted the code in question: 2 b) Zero for the programming part of the project, which accounts for (25/200), or 12.5% of the project’s grade.

8.2 Other matters

The Vice-Dean discussed changes to staffing at the Undergraduate Office. Staff members in the office are participating in a considerable amount of training during the restructuring process. A Team Charter is being created with precise goals, particularly regarding student retention.

The objective regarding retention is to bring it to 92.2%. The plan is to be extremely proactive on identifying students in difficulty early, and to develop a plan with these students to help them recover. There has been an attempt to gather data from first year courses in progress, but this has not been entirely successful. One possible direction will be to have TAs in those courses make the data available electronically, in a manner that is accessible to the undergraduate office.

16.04.9 Report of the Vice-Dean (International Affairs)

The Vice-Dean circulated a written report.

He discussed his recent visit to China. Visits included several universities and the China Scholarship Council. He worked on the 3+2 project and plans for visiting professors.

The Vice-Dean discussed plans for a Faculty of Engineering International Experience Scholarship. He will circulate the proposed procedure to Executive members to provide comments.

16.04.10 Reports from the Chairs/Directors

Everybody is encouraged to attend the CVG banquet. Registration is already available online.

An issue regarding a TA cancelling tutorials in MCG was discussed.

CIPS accreditation of computer science is scheduled for next academic year.

16.04.11 Reports of the Chief Administrative Officer

The Chief Administrative Officer discussed staff sick leave.

She discussed Policy 81 on Anniversaries and Retirements. A problem is that the policy suggests that funds can go to a gift or to a reception, but some people have expressed that they want all the funds to go to a gift when they retire.

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

The memo for annual reports has been circulated. They are due June 1.

Interviews are scheduled for open faculty positions. The candidates cover the domains of several academic units; heads of the relevant units will take a leading role in the visits.

16.04.13 Report of the Alumni Relations Officer

There is a webpage for alumni week events.

K. Bournes discussed registration for the Dean’s lunch and for the Faculty Alumni Advisory Board meeting. There was discussion of attendance at the latter event.

16.04.14 Reports from the Faculty Development Officer

D. Rodas-Wright indicated he would circulate a report. He is working on donor visits. He will be attending events with local industry and helping to prepare for alumni week.

16.04.15 Other Business

We will be receiving a donation in support of one student from Burkina Faso.

F. Bouchard indicated the summer programs are expanding, and more are taking place off campus. We are starting new high school programs.  There are initiatives with refugees and indigenous groups.

The meeting ended at 16:30.

Timothy C. Lethbridge, Vice-Dean (Governance)

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