Executive Committee Meeting 2017.11

Executive Committee

Meeting 2017.11

1:30 November 13, 2017, in room CBY A-707


  • J. Beauvais (Dean),
  • M. Dubé (Vice-Dean, Research),
  • M. Turcotte (Vice-Dean, Undergraduate Studies),
  • I. Nistor (Vice Dean, Graduate Studies),
  • J. Zhang (Vice-Dean, International Affairs),
  • D. Taylor (Vice Dean, Quality Assurance & Teaching Innovation),
  • L. Peyton (Vice-Dean, Governance),
  • C. D’Amours, (Director, EECS),
  • C. Rennie (Chair, CVG),
  • N. Baddour (Chair, MCG),
  • B. Kruczek (Chair, CHG)
  • S. Gandolfini (Chief Administrative Officer),
  • V. Samson (Manager of Marketing and Communications),
  • K. Bournes (Alumni Relations Officer),
  • L. Roy (Assistant to the Dean).


  • C. Adams (EECS – CSI),
  • D. Rodas-Wright (Manager of Development),
  • F. Bouchard (Manager of Outreach)

Presentation from the International Office

A good overview of the many initiatives under way to collaborate internationally, including opportunities for students, staff and faculty to go on an exchange to another university in another country.  This included an overview of these three initiatives:

Erasmus+ - European Commission to facilitate collaborations for students (6 month exchanges), staff and faculty (5 days to 2 months), and the possibility of joint masters programs.

CLIC – China will waive fees/tuition and provide accommodations, medical insurance and a stipend for living expenses.  Includes: summer programs, traditional exchanges, and research internships

CALDO – Universities in Latin America send uOttawa fully funded PhDs and are interested in specialized professional masters degrees (e.g. computer security)

Presentation from the Human Resources Office

The results of the February 2017 employee engagement survey (climat de travail) were presented and discussed.  In general the academic side (professors) was more positive than the university as a whole, and had improved since the previous survey in 2011. However, the response rate from professors was low (17%). For administrative personnel it was also slightly better than the university as a whole and 2011 results. However, there were many insights revealed in the details.  The survey will be disseminated to the entire faculty for discussion and formation of an action plan in response.  The university has already initiated an overall action plan for the university.

17.11.01 Approval of the Agenda

The agenda was approved.

17.11.02 Minutes of the last meeting (October 2)

The minutes of the previous meeting had been approved electronically.

17.11.03 Business arising


17.11.04 Report of Dean

Here is a brief summary of the Dean’s oral report

STEM building remains on track from a calendar point of view. Furniture and AV costs for the Faculty are being carefully reviewed and prioritized in order to respect our budgetary capacity as these will need to be expensed in 2017-18. The post-STEM Swing Space Plan is almost finalized.

In the health and safety report there was a significant event in one of the labs however, no injuries or significant damage.  Activities have been temporarily suspended while the incident is reviewed and the experimental setup is redesigned to mitigate risks.  The Office of Risk Management (ORM), the faculty’s Health, Safety and Risk Manager and the researcher are actively participating in the follow-up. Per standard procedure in this type of situation, the VP Research and VP Resources have been informed by ORM and will need to be notified of the new safety measures being put in place.

The Faculty Strategic Plan 2011-2016 has been completed, in the winter we will begin development of a new strategic plan.

17.11.5 Reports of the Vice-Deans Vice-Dean (Undergraduate Studies)

The Vice-Dean submitted a written report.

Some discussion of admission statistics.  We still do not have access to YDT data. However, comparing to all the direct-entry faculties on campus, including the Faculty of Social Sciences, the Faculty of Engineering has received the largest number of applications so far for September 2018, with 972 applications already.  Of all the programs offered at the Faculty of Engineering, Computer Science has received the most applications, 27% of the total number of applications for the Faculty of Engineering.

Proposed reserving a set number of seats to follow special holistic admission process which includes review of written and video materials in addition to GPA considerations. Reviews could be done by alumni, industry partners. The idea is to do a better job of identifying motivated students who will succeed and also ensure diversity in our admissions. Vice-Dean (Research)

Written report was submitted.

39 NSERC Discovery Applications now submitted from the Faculty, which was the most in the University. 

Partnership discussions:

  • Tec Monterrey (Mexico) including professor training like China
  • Lyon, France

Tier II SSHRC Chair in Ethical AI and Robotics is being pursued.

Faculty Research Advisory Committee (with invited heads of academic units and research chairs) has been developing research strategy and identified 5 core areas of strength to focus on. Vice-Dean (Graduate Studies)

Written Report submitted.

PHD NSERC scholarships are now being reviewed.  Also preparing to award 3 International Scholarships for this winter.

Meetings with undergrad students to promote our graduate programs is almost done.

Meetings with MITACS to discuss the possibility of MEng Internships Report of the Vice-Dean (International Affairs)

Written Report submitted.

A total of 9 International Experience scholarships approved and approximately $50,000 is going to be transferred to accounts of students. The destination countries include Solvenia, UK, Japan, France, Belgium and Germany.

3+2 program is proceeding well this year.  And so is the International Training project for Chinese professors.  Currently in discussions with Monterrey Tech to set up a similar program with them. Vice-Dean (Quality Assurance and Teaching Innovation)

Written Report submitted.

CEAB visit for MCG went well.

We will be bidding to host the 2019 Canadian Engineering Education Association conference. Organizing Committee has largely been identified, but still looking for someone to act as Financial Chair. Vice-Dean (Governance)

Written Report submitted.

In the process of updating faculty website, updating job descriptions to conform to the update of by-laws last June.  Clarified the membership on the space committee Chair, Civil Engineering

Status of renewals for replacement professors discussed as well as the possibility of hiring more LTAs.

17.11.7 Report from Chief Administrative Officer.

Written report submitted.

A new purchasing system, SciQuest will be implemented in the coming weeks.  We will need to review and define roles in the system for the Faculty.

17.11.8 Reports from Faculty Officers

Alumni Relations

Alumni Advisory board meeting this Friday afternoon (Nov. 17).  At the meeting, we will revisit topic from May (Hanan and Kyle) on campus-based accelerators and propose a model that is optimized for our Faculty.

Director of Communications and Marketing

Written report submitted online. 

Graduate book is online. 

Positioning/branding exercise in progress will be coordinated with FRAC research areas and Alumni get together.

Career Kickstart program meeting went well.

Manager of Outreach

Written report submitted online. 

17.11.9 Other Business

The meeting ended at 5:00 p.m.

Liam Peyton, Vice-Dean (Governance)

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