Executive Committee Meeting 2017.03

Minutes of the Meeting held at 09:00 March 6, 2017, in room CBY 707


I. Nistor (Interim 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), J. Zhang (Vice-Dean, International Affairs), 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), F. Bouchard (Manager of Outreach), V. Samson (Manager of Marketing and Communications)


D. Rodas-Wright (Development Officer).

17.03.01 Approval of the Agenda

The agenda was approved.

17.03.02 Minutes of the last meeting (Feb 06)

The minutes of the previous meeting had been approved electronically.

17.03.03 Entrepreneurial Professor and Employee Awards

On a motion duly moved and seconded it was unanimously approved to present the Entrepreneurial Professor of the Year Award to Robert Laganière.

No nominations were received for Entrepreneurial Employee of the Year Award.

17.03.04 Business arising

There was none.

17.03.05 Faculty Bylaws

Executive reviewed the proposed changes to the bylaws and some additional changes were incorporated. Executive members will be given the revisions to review for another few days, then they will be sent to Faculty Council for approval in April.

17.03.06 Reports from Faculty Officers

6.1 Manager of Outreach

Every week there are high-school activities focusing on girls and aboriginal students.

There have been excellent outreach activities related to the GNG course and Syrian refugees.

Go Code Girl went well. Next year if possible the number of spaces will be increased to meet demand.

6.2 Manager of Marketing and Communications

V. Samson is starting to work on the marketing brochure.

A 1.5-day photo shoot for this is coming up. Associate Deans will be contacted to arrange.

The Tesla career talk went well. There will be upcoming talks by Shopify and Nokia.

The undergraduate Ceremony of Excellence will be March 20th at 5:30 p.m.

Design day will be March 29th and the graduate poster day March 30th.

115 students registered for the presentations on how to obtain your P.Eng.

V. Samson discussed an HR matter.

6.3 Alumni Relations Officer

We held the uOttawa Innovates the Voice Experience event in Kanata North. Response was good. This attracted Alumni who have never attended alumni activities.

Jean-Michel Lemieux from Shopify will be visiting and give a invited lecture to students and faculty tomorrow.

March 7 will be the International Women’s Day. Alice Thomas, Senior Chief Digital Officer from Sun Life will be a featured guest for an event organized by the Faculty of Engineering

March 22 will be UOttawa Innovates “The Future of the Network”, with Nokia in Kanata North.

K. Bournes will soon be soliciting the Faculty Alumni Award of Excellence nominations.

He discussed some other upcoming awards.

6.4 Report of the Assistant to the Dean

The workload is almost completely finalized; L. Roy will be contacting Executive members regarding stipends. There will be a Fond de relancement managed by the University with the goal of supporting new initiatives for opening new graduate and undergraduate programs that would attract new students.

17.03.07 Report of the Chief Administrative Officer

We received our budget last week; our base budget cut was 5% ($1.85M). The average of all the faculties is a 2.6% cut with Faculties of Medicine and Engineering experiencing the largest cut (5%)./ Faculties with largest cuts were the ones with the largest surpluses while faculties with severre deficits has their base budgets unchanged.

There was considerable discussion regarding details of the budget. We are able to proceed with the two positions in Materials. We are asked to reduce travel expenses.

The agreement we have with the President is that we are willing to pay a bigger mortgage for STEM given the shortfall in terms of budget of the University, but we are opposed to paying the budget overrun with the Faculty surplus.

The Dean indicated that we have to make a case for each staff position, but that the Office of the VP Academic is particularly in favour of the positions for the Undergraduate and Graduate office.

There will be a one-time fund for starting new programs; there was discussion of how this might apply to the Faculty of Engineering.

Some Health and Safety matters have arisen. In particular, there was an issue with a chunk of concrete being disposed of. There has also been an issue of water infiltration in E-Block.

Valeriu Jalbu had a good response to his workshops on performance appraisals.

17.03.08 Reports from Chairs/Directors

MCG is finishing up reviewing applicants.

CVG is working on marketing and fundraising for the Civil Engineering Banquet. There was discussion of this.

EECS is hiring to replace a professor who left. CIPS accreditation is coming up April 3 and 4.

CHG is waiting for a response from the central administration regarding an offer. They also have issues finding space for new professors. There was extensive discussion of space.

17.03.09 Reports of the Vice-Deans and Faculty Coordinators

9.1 Vice-Dean (Governance)

A tentative agreement with CUPE 2626 has been reached after nine months of negotiation.

9.2 Vice-Dean (Quality Assurance and Teaching Innovation)

A written report was submitted. The Vice-Dean is working on the Vena tool.

9.3 Vice-Dean (Graduate Studies)

There is progress towards co-locating the grad office with the undergraduate office.

The Engineering and Computer Science Graduate Poster Competition will be March 30, 1-6 p.m. Posters will be ranked ahead of time, and the three best will be judged on the day of the event. There will be an electronic voting system for the participants’ choice awards.

We made 5 recommendations for International OGS awards. Recommendations for OGS and CGS-M are coming up this week. The Vice-Dean thanked the selection committees. A considerable number of student applications were incomplete and hence ineligible. It was suggested that students be advised about this.

There was discussion of HR matters.

We have a 59.4 % increase in all applications for graduate studies this year. Because of that and the lack of extra HR, there have been difficulties with submission of letters of references in uOCampus and also mounting delays in communications with applicants. There has been a relative overload for the graduate co-ordinators and the admissions committee. Due to the load, other projects are on hold.

There was discussion of whether there should be minimal requirements for being an external examiner for a PhD thesis.

There were very negative comments about current use of the uOCampus system for Graduate Studies. This is the first implementation of this system at any university.

9.4 Vice-Dean (Undergraduate Studies)

The Vice-Dean uploaded a written report.

There was discussion of admissions for September 2017. The new system has proved frustrating.

There was discussion of verifying medical certificates.

9.5 Vice-Dean (Research)

One of the two CFI proposals has been accepted to proceed.

There has been a new call for NSERC Create LOIs. The UOttawa quota is 5.

NSERC Discovery Grant researchers from the 2016 cycle had their grants increased by 10%.

The Vice-Dean has been held discussions regarding collaborations with a university in Paris.

9.6 Vice-Dean (International)

The Vice-Dean returned from a visit to three cities in China. There will be 75 trainees for the next group of professors visiting the university.

Relatives of the visiting professor who died off-campus have arrived.

The Vice-Dean has received numerous requests for collaboration. He pointed out that he has zero staff.

17.03.10 Report of the Interim Dean

The Interim Dean submitted a written report.

The Faculty has increased its surplus by  $3.7M surplus this fiscal year to a total of little over 14 million dollars.

The President wants to introduce a hybrid financial system with some more responsibility devolved to the Faculties and services.

There have been some matters regarding the finalization of plans for the STEM building.

The Dean reviewed a presentation regarding International students and their contribution to the financial status of the University and Faculty .

17.03.11 Other Business

The meeting ended at 11:22.

Timothy C. Lethbridge, Vice-Dean (Governance)

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