Executive Committee Meeting 2016.08

Minutes of the Meeting held at 09:00 September 28, 2016, in room CBY 707


I. Nistor (Acting Dean), M. Dubé (Vice-Dean, Research), M. Turcotte (Vice-Dean, Undergraduate Studies), M. Labrosse (Vice Dean, Graduate Studies) D. Taylor (Vice Dean, Quality Assurance & Teaching Innovation), T. Lethbridge (Vice-Dean, Governance), C. D’Amours, (Director, EECS), H. Viktor (EECS-CSI), C. Rennie (Chair, CVG), N. Baddour (Chair, MCG), B. Kruczek (Chair, CHG), S. Gandolfini (Chief Administrative Officer), L. Roy (Assistant to the Dean), K. Bournes (Alumni Relations Officer), J. Adam (Acting Manager of Marketing and Communications) F. Bouchard (Manager of Outreach)


J. Zhang (Vice-Dean, International Affairs), D. Rodas-Wright (Development Officer)

16.08.01 Approval of the Agenda

The agenda was approved with a minor adjustment.

16.08.02 Minutes of the last meeting (Aug 28)

The minutes of the previous meeting had been approved electronically.

16.08.03 Presentation by Jodie McLeod regarding E-Travel

The university has purchased the Concur software to manage travel reimbursement. Many other Ontario universities are using this too. The Faculties of Arts and Medicine are already using the system. The Faculty of Engineering needs to decide when to roll it out.

Jodie McLoed gave a demonstration and answered many questions about capabilities. Various complex travel scenarios were discussed (e.g. splitting travel between funds, use of PER as a source of funds, not charging full per-diem, scanning and uploading receipts). In general the system seems to be much superior to the existing paper system. Training will be available.

Executive members urged implementation as soon as possible.

16.08.04 Business arising

There was none.

16.08.05 Report of the Dean

5.1 The Dean provided a written report

5.2 Issues from Council of Deans

The University will be borrowing about $200M from financial markets, including funds for the STEM building. The deficit projected for this year is in the range $10M - $15M.

There was discussion of HR transfers to the Faculty of Engineering as a result of the reorganization of the FGPS.

There was extensive discussion of library journal cuts, and strategies were developed to approach the issue.

5.3 STEM Building

The Dean discussed current plans for the building, showing preliminary architectural renderings. There was extensive discussion.

16.08.06 Reports of the Vice-Deans and Faculty Coordinators

6.1 Vice-Dean (Research)

37 RTI applications have been submitted; the university’s quota is 24. 11 were submitted from the Faculty of Engineering.

The Vice Dean noted that of the seven NSERC Strategic Project Grants submitted from Engineering, three were awarded, which is a very high success rate. Only one other was awarded at uOttawa in Science.

6.2 Vice-Dean (Undergraduate Studies)

The Vice-Dean sent a written report.

6.3 Vice-Dean (Graduate Studies)

The FGPS is working to clarify what “institutionally approved faculty” means for IQAP, and how Replacement Professors and non-APUO members could supervise graduate students.

The Vice-Dean is working on proposing a system for defence chairs.

6.4 Vice-Dean (Quality Assurance and Teaching Innovation)

The Vice-Dean submitted a written report. He is working on tools for accreditation.

16.08.07 Reports from Chairs/Directors

7.1 Department of Chemical and Biological Engineering

B. Kruczek discussed ongoing hiring of a tenure-track Assistant Professor and a Senior Technical Officer. The latter is critically important for the operation of the department. Mr L. Tremblay, the current Senior Technical Officer, is retiring at the end of 2016.

7.2. Department of Civil Engineering

C. Rennie discussed the possibility of a workshop and mentoring process for people who are trying to obtain their P.Eng. In the past we have helped professors, but we have not yet helped students. There was agreement to pursue this with funding from the Faculty.

7.3. Department of Mechanical Engineering

MCG Professors have met with the STEM architects. N. Baddour discussed issues regarding STEM building swing space.

7.4. School of Electrical Engineering and Computer Science

Candidates for the Entrepreneurial Design position have been interviewed. An HR issue was discussed.

16.08.08 Reports from the Chief Administrative Officer

Submissions have been made to the Administrative Committee regarding support staff hires.

Various HR issues were discussed.

16.08.09 Reports from Faculty Officers

9.1. Alumni Relations Officer

K. Bournes indicated that he needs us to decide what the Alumni Advisory Board should do. Members of the Executive gave him some suggestions, including having them give informed feedback on the curriculum, input on current industrial needs for graduates, and assistance with fundraising.

There is a small budget for Faculty participation in the Panda game.

9.2. Manager of Outreach

F. Bouchard discussed plans for the MakerMobile and outreach events.

There is a planned section of GNG3100 in which students develop communications skills and other soft skills through community engagement. He is looking for someone to lead this.

16.08.10 Other Business

The Entrepreneurial Idea Competition is at noon today.

The Entrepreneurial Launching Competition is at 1:30 in CBY 707.

There have been about 10 applications so far for the faculty positions in materials.

The meeting ended at 11:37.

Timothy C. Lethbridge, Vice-Dean (Governance)

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