Executive Committee Meeting 2018.02

Meeting 2018.02

1:30 February 14, 2018, in room CBY A-405


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


  • B. Kruczek (Chair, CHG)

18.02.01 Approval of the Agenda

The agenda,  in the new format, was approved.

18.02.02 Minutes of the last meeting (January 17)

The minutes of the previous meeting had been approved electronically.

18.02.03 Business arising


18.02.04 Report of Dean

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

In the health and safety report, there was four incidents in January two with minor injuries.  These have all been addressed.  In February, someone fell on the ice outside the building and fractured their wrist.  We continue to monitor the overall log of incidents to make sure there are no recurring incidents of a similar type.

Chairs are reminded to encourage professors to respond to the annual lab inspection reports in a timely fashion.

There is a now an established safety process in place on how to use the regular elevators for freight while we wait for the freight elevator to be fixed.  It will be published on the faculty web site as well.

The faculty has organized a context with prizes for students to promote health and safety. STEM Building Update

There is now a tentative communication plan (with various events to open and showcase the new building) and a detailed moving calendar for the new STEM building with precise dates that are being confirmed with the labs and professors involved.  There are some issues with moving an existing Plexiglas flume and installing new concrete flumes that still need to be addressed. Strategic Plan Update

After discussions with the Centre for Academic Leadership, it is proposed that the next Strategic Plan will be a three year project-oriented plan.  First step is to collect relevant information from Vice Deans to establish where we are with respect to current trends across universities.  The second step will be to suggest some projects, and put out a call to the faculty for projects for discussion. Partnerships

Dean has been working with Alumni Relations Officer to explore possible partnerships with industry in Kanata.  Once the new alumni coordinator is hired, possible partnerships with other organizations will be pursued as well.  So far, there has been positive feedback and a strong desire to work with the faculty.

18.02.5 New Business Revising the academic regulation and processes for academic fraud

The Vice-Dean Undergrad presented for discussion an initiative to update the university regulation and processes for academic fraud.  Other universities (Queens, Waterloo, McMaster) allow professors to take actions themselves under certain circumstances without having to invoke a full review process.  The initiative will also simplify and lighten the process when a full review process is required.  The executive was supportive of the initiative and there was discussion of the need for the professor to report the incident so that the system could track if a second infraction occurred. Theses Awards

There is a new process for theses awards.  It is now a faculty responsibility.  Each graduate program will be asked to nominate one M.Sc. thesis and one PhD thesis. Update on Research Poster Competition

Abstracts are due Feb. 22.  Posters are due March 12 Reminder for the NSERC and OGS competition

The assessment and ranking of scholarship applications for NSERC and OGS are due this week from each of the graduate programs. Budget Update Report

The numbers are not yet available.  The budget will be more complex this year as we are being asked to provide 12 monthly budgets rather than a single annual budget.  We will no longer have trust funds that we have used for some of our revenue generating activities (outreach, internationalization) so we need to be careful to spend funds in a timely fashion. Meeting Rooms in CBY and SITE

Brief discussion of appropriate use of meeting rooms.  They should not be used as lunch rooms or study rooms. Internationalization at home        

There was a president task force on internationalization that has produced a report on principles and strategy which encourages the faculty to pursue their own initiatives with the framework.  Faculty of engineering has the highest number of international students (36%); was the first to have a VD international affairs; and several successful initiatives including 3+2 students, professor training and international experience scholarships.  Now we would like to focus on addressing internationalization in all our programs, and addressing all students (not just international students).  There was a discussion of possible initiatives.

18.02.6 Questions

Following written reports were submitted:

  • Vice-Dean Research
  • Vice-Dean International Affairs
  • Development Manager of Faculty Development
  • Manager of Faculty Outreach

Vice-Dean Undergrad and Vice-Dean Grad both gave verbal reports in response to questions on admissions.  At this stage, we know the number of applications but soon we will have better information in terms of the numbers of offers we are sending out (based on the GPA of applicants).

In addition the following items were discussed;

  • Possibility of acquiring a truck for the faculty or possibly sharing using vehicles operated by the outreach program.  We have more than one building and we have an off-site storage facility.  Professors are making their own arrangements to rent trucks. 
  • There is a new form that should be used when professors opt for a research stipend rather than salary.
  • There seems to be an increase in the number of requests to have grades re-evaluated and the need to perhaps streamline the process in order to address the increase.

18.02.7 Matters to be discussed in closed session


18.02.8 Next Meeting March 21, 2018

The meeting ended at 3:36 p.m.

Liam Peyton, Vice-Dean (Governance)

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