Executive Committee Meeting 2018.08

InformationThe minutes of the meetings will be bilingual in the sense that the interventions and proposals will be made in the language in which they were made.


  • J. Beauvais (Dean)
  • M. Dubé (Vice-Dean Research)
  • M. Labrosse (Vice-Dean Undergraduate Studies)
  • M. Bouchard (Vice Dean International Interim)
  • D. Taylor (Vice Dean Quality Assurance & Teaching Innovation)
  • T. Lethbridge (Vice-Dean Governance)
  • C. D’Amours (Director EECS)
  • C. Rennie (Chair CVG)
  • N. Baddour (Chair MCG)
  • S. Gandolfini (Chief Administrative Officer)
  • K. Bournes (Alumni Relations Officer)
  • F. Bouchard (Manager of Outreach)
  • V. Samson (Manager of Marketing and Communications)
  • L. Roy (Assistant to the Dean)
  • C. Morasse) (Academic Administrator – invited).


  • I. Nistor (Vice Dean Graduate Studies)
  • C. Adams (EECS – CSI)

18.07.01 Présentation par Chantale Morasse

C. Morasse a présenté son Plan de travail pour la satisfaction des étudiants

Le plan vise à améliorer l’offre des services à la clientèle ainsi que revoir et rationaliser les processus administratifs et partager les bonnes pratiques. Le bureau de premier cycle travaillera à aligner le calendrier des cours avec le bureau des études supérieures.

Le bureau mettra en œuvre le modèle de conseil académique dans lequel tous les étudiants de première année se verront offrir une session avec un conseiller.

C. Morasse et ses collègues collaboreront avec les sociétés étudiantes.

There was discussion about moving certain tasks online dealing with medical certificates and the need for expertise among advisors regarding the details of each program.

18.07.02 Approval of the Agenda

The agenda was approved. Written reports were circulated from the Vice Deans Research Undergraduate Studies Graduate Studies and International).

18.07.03 Minutes of the last meeting (June 2018)

The minutes of the previous meeting had been approved electronically.

18.07.04 Business arising

There was discussion of the descriptions and frequency of Faculty and University awards.

There have been some awards for which we received no nominations.

For certain University awards such as the President’s Award for Service Excellence should the Faculty Executive be involved in nomination or at least should we ask nominators to inform the Dean or their Chair/Director in order to gather support from the Faculty?

It was suggested that there ought to be an award that might capture other kinds of Faculty contribution than those specifically captured by the existing awards. Some of the keywords mentioned in the discussion were innovation go-getter big idea outreach community service general contribution impact and embodiment of spirit and mission.

There was discussion of number of awards in certain areas with the suggestion that there is some flexibility to give ‘up to n’ awards.

Preparing nominations is time consuming and falls on the shoulders of the Chairs. It was suggested that the nominations be limited in size such as only permitting a limited number of pages and letters of reference.

It was suggested that the alternating approach to offering awards for ‘emerging’ and ‘established’ professors for the Glinski and Marsh awards might be diminishing their impact.
Communication about awards should perhaps be broader; nominations from students should be encouraged by contacting all the students.

18.07.05 Update from the Dean

Health and Safety update

A lot is happening due to the move to STEM. The Dean reported a few minor issues; in particular there was a minor incident where CBY had to be closed for a short period.
The Dean pointed out that there needs to be a policy whereby a student who doesn’t follow laboratory safety procedures should be subject to discipline. In other words not following health and safety rules should be equivalent to an academic offence. One possible penalty would be revoking lab privileges which would impact whether they can obtain their degree. A challenge currently is who is actually responsible for what in the labs: There can be a lab manager a TA a part time professor and a department chair all with some type of responsibility (e.g. for policy setting and for policy enforcement). The issue of what to do about the potential impact of marijuana on lab users where there is no available test or experience as is the case for alcohol needs to be addressed.

The Dean pointed out that there are issues in the WHMIS mandatory training: There are some errors and lack of clarity in some modules of the training course.

STEM update: Moving and launch activities

There is to be a STEM Steering Committee meeting in the afternoon following this Executive meeting. Moving is underway and is intense and stressful. Moving of equipment for the Hydraulics lab was successful but there are other labs where moving has been delayed.

The official launch is on Sept 20th. At 10 a.m. there is to be VIP event. There is an open house at lunchtime. In the evening there is a VIP gala event.

The Alumni office will be bringing in groups of alumni throughout the fall. The Dean pointed out how nice the building is to show to people. Labs that used to be hidden are now visible.

For labs that are ready profs and students should be presenting their research.

Budget update

Our new Faculty Development Officer Heather Howes will be starting in Sept 10.

The University is moving into offices at 535 Legget Drive in Kanata North starting next January.

V. Samson has almost completed meetings with the academic units regarding the branding exercise.

Mission to Lyon

The Dean had good interactions with those he met on his trip to Lyon. The University of Lyon particularly Ecole Centrale is interested in double degrees research collaboration and other forms of interaction and mobility.

Industry Partnerships

Interest from industry may exceed our capacity to follow up with that interest. The Dean discussed some developing partnerships.

University re-organization

There have been major changes in the higher administration: In particular budget planning is now centered in the Provost’s office so it is an academically-driven process. Other major changes were discussed. The position of Provost will be posted soon as the incumbent’s mandate ends on April 30 2019. The new budget planning process should start October 1.

Update on uOttawa international strategy

There is now a chief internationalization officer Adel El Zaim.

Faculty Council

The Senate committee on the teaching dossier has asked to present at our next Faculty Council.

We are asked to incorporate one or more part-time professors on Faculty Council. After discussion Faculty Executive agreed that there should be two and it was suggested they could be selected from among the representatives elected to the department/school councils. The Vice Dean Governance will consult other faculties in this regard as well as the part-time professors themselves then draft bylaw changes.

18.07.06 New Business

Update of regulations

On a motion duly moved and seconded Faculty Executive approved improvements to the Procedure for the Faculty International Experience Scholarship and the application form for this.

Faculty Academic 3-year hiring plan

There is a new university-wide process for hiring of faculty members. Positions don’t remain open after departures and retirements. The new process involves input from Deans and the Provost and appears more open. The Faculty’s position is that given our numbers we should be able to obtain additional positions. There is a well-defined set of criteria for prioritizing requests for positions.

We need to make an argument for each separate position: Chairs and the Director are asked to consult colleagues and start preparing proposals for positions taking the new criteria into account.

18.07.07 Matters to be considered in closed session

There was discussion of the process for dealing with academic fraud cases.

18.07.08 Adjournment

The meeting ended at 12:04.

Timothy C. Lethbridge Vice-Dean (Governance)

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