Executive Committee Meeting 2017.06

Minutes of the Meeting held at 8:30 on June 21, 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),
  • K. Bournes (Alumni Relations Officer),
  • F. Bouchard (Manager of Outreach),
  • V. Samson (Manager of Marketing and Communications),
  • D. Rodas-Wright (Manager of Development),
  • L. Roy (Assistant to the Dean),
  • C. Adams (Incoming EECS-CSI).



17.06.01 Approval of the Agenda

The agenda was approved.

17.06.02 Presentation by Marc Dubé, Vice-Dean (Research)

M. Dubé presented statistics regarding research. He noted that we have been growing at an above-average rate, in terms of graduate student numbers. In 2015 our number of PhD graduates dropped, however.

Research revenues in total and per full-time professor have increased. NSERC, and Discovery Grants in particular, are our largest source of revenues; these have been relatively steady. We have been doing very well on Engage grants.

50% of our professors have less than $50,000 to work with. The mode of research revenue is $30,000 (28 professors have this amount).

We are doing reasonably well in terms of research chairs. Concerns were expressed about the lack of consultation when central administration is working on proposing and setting the profile for new research chairs.

There was general discussion about comparing various financial measures between us and our comparator universities.

Our NTU ranking has dropped slightly.

M. Dubé reviewed progress on the strategic plan. Regarding promoting a strong research culture we are making good progress, except for start-up grants. Progress on increasing research partnerships is going well. Our key research areas have not changed. Progress on increasing professors is going well and we are working hard to increase the number of research chairs via CRC and IRC programs. We have an urgent need to renovate existing research space, and to consider what to do with existing space as moves to STEM occur.

It was mentioned that securing an Assistant Dean External Relations and additional support staff has been delayed due to the hiring freeze imposed by the central administration.

Overall, we are challenged by growth, we are keeping pace with McMaster, Queens and Western, but not surpassing them. Research chairs are having significant impact on research revenues and indicators. We need to exploit local partners more. Despite STEM, research space is a critical concern.

M. Dubé had also uploaded a written report.

17.06.03 Minutes of the last meeting (May 24)

The minutes of the previous meeting had been approved electronically.

17.06.04 Business arising

There was none.

17.06.05 Report of the Vice-Dean (International Affairs)

The Vice-Dean provided a written report.

The new iteration of the training project for Chinese professors started May 1. Another set of trainees will be coming July 1. We have had a total of 5 sessions, and trained 271 professors. From the revenues, we have funded 50 international experience scholarships, totalling more than $200,000 for students in 9 academic units. The students are going to 18 different countries. 28 of the students are undergraduates. We have also supported the office of the Vice-Dean Quality Assurance and Teaching Innovation from this project. Some of the professors we trained are also working on joint research projects with various UOttawa professors.

The Vice-Dean will be travelling together with Prof. Michel Ngabe to Ghana and Senegal to work on 3+2 agreements.

There is an approved position for his office that he hopes to fill soon.

17.06.06 Report of the Alumni Relations Officer – Alumni Awards

On a motion duly moved and seconded the Executive Committee approved to present the 2017 Alumni Award of Excellence to Alice Thomas and Stephane D’Aoust.

On a motion duly moved and seconded the Executive Committee approved to present the 2017 Alumni Entrepreneur of the Year Award to R. Aali Alizadeh.

On a motion duly moved and seconded the Executive Committee approved to present the 2017 Young Alumni Award to David George and Mano Kulasingam.

17.06.07 Report of the Interim Dean

The Dean provided a written report.

We are close to signing off on final plans for the STEM building. Some cost issues are still under discussion.

A major donation has been received from one of the Faculty alumni; this will be announced later.

The Executive unanimously voted to thank the Interim Dean for his year of service.

17.06.08 Reports of the Vice-Deans and Faculty Coordinators

(some had exceptionally been presented earlier in the agenda)

8.1 Vice-Dean (Undergraduate Studies)

The Vice-Dean circulated a written report.

He discussed admission statistics. There have been significant increases in MCG, CSI, SEG and ELG.

There was discussion of the admission process. It was suggested that we consider thinking about using a company to gather additional information to help evaluation of students who are in the ‘grey zone’, with averages that are a little below our current high cut-offs. It is felt that some students with intermediate grades should be accepted – for example those who have demonstrated ‘academic grit’, resilience, entrepreneurial spirit, and so on. Some great former students would not have made it into our Faculty with the high admission averages we are currently requiring. The possibility of interviewing some applicants or having alumni do the interviewing was also suggested. It was pointed out that we should consider rapid response to students if we do move in this direction, since delays in acceptance can drive students elsewhere.

There was discussion regarding HR matters. The Undergraduate office is currently critically short of staff. The department chairs noted that there has been increased workload for associate chairs related to assisting individual students with course sequencing.  Recognizing limitations associated with the current staffing shortage, it was requested that the UG office resume this function, preferably with a designated staff member assigned to each department.

We have been asked for a plan for what would be required in terms of hiring and space if we are to teach all courses in French, so all our programs could be ‘designated bilingual’. A few of our programs are already so designated (CSI, SEG). We would need 41 new professors, and sufficient office space for them as well as additional teaching and research labs. A problem is that we would not be able to recruit enough extra Francophone students to cover this cost, so we would have to be guaranteed a base budget for this. Concern was expressed that this is moving fast at a time when the Deanship is changing. It was pointed out that 39% of CVG students and 30% of student in MCG are francophone so they would benefit from being able to take all their courses entirely in French. There was extensive discussion about strategies for phasing in such a plan, perhaps over 6 years, with some programs being emphasized first. It was agreed to finalize over the coming days a plan for what professor hiring, labs, core courses, and electives would be needed. Chairs will provide the information to M. Turcotte.

8.2 Vice-Dean (Graduate Studies)

The Vice-Dean indicated that International scholarships are being allocated; initial priority is to Ph.D Students with high averages.

He indicated that pushing for more graduate co-op programs is still on the table.

The graduate handbook will be finished soon.

By the end of the year, there should be thesis defense scheduling software in place.

As noted previously, we have a 50% increase in applications this year.

The Vice-Dean thanked his staff for being a ‘lean and mean’ machine.

The Executive Committee unanimously voted to thank M. Labrosse for his year of service as Vice-Dean.

8.3 Vice-Dean (Quality Assurance and Teaching Innovation)

The Vice-Dean provided a written report.

Ontario does not recognize teaching of engineering as experience required in order to obtain a P.Eng. but other provinces do. It is suggested that professors therefore consider becoming licensed through other provinces.

8.4 Vice-Dean (Governance)

The Vice Dean had circulated data on faculty citations.

Senate Executive required a small number of edits to the By-Laws that we had recently passed.

Liam Peyton will be taking over the role of Vice-Dean Governance for a year, including having a position on Senate Executive.

17.06.09 Reports from Faculty Officers

9.1 Director of Communications and Marketing

V. Samson posted a report online.

17.06.10 Reports from Chairs/Directors

The selection for the CVG position is in the process of being considered by the FTPC.

17.06.11 Other Business

The meeting ended at 11:50

Timothy C. Lethbridge, Vice-Dean (Governance)

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