Executive Committee Meeting 2018.10

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.

Faculty of Engineering Executive Committee Meeting 2018.09 - 09:00 October 24, 2018, in room CBY 707


  • 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. Adams (EECS – CSI)
  • C. Rennie (Chair, CVG),
  • N. Baddour (Chair, MCG),
  • K. Kirkwood (Chair, CHG),
  • 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),
  • H. Howes (Manager of Development)


L. Peyton (Vice-Dean, Graduate Studies, Interim)

18.09.01 Approval of the Agenda

The agenda was approved with minor adjustments.

Written reports were circulated from the Vice Deans of Research, Undergrad Studies, Graduate Studies, and International Affairs. Reports were also circulated from the Chief Administrative Officer as well as the Managers of Marketing and Communication, and of Outreach.

18.09.02 Minutes of the last meeting (September 2018)

The minutes of the previous meeting had been approved electronically.

18.09.03 Business arising

Some minor changes to proposed Bylaw changes have been made following consultations with part time professors and executive members. The bylaw changes have been circulated to Faculty Council as a notice of motion for the December meeting.

18.09.04 Update from the Dean

Health and Safety update

There was an evacuation of CBY due to problems with a bearing in the ventilation system. However, during the evacuation, evacuees were being marshalled to stay on the roof of E-block, which was clearly not a suitable location.

There have been no incidents in the labs in our Faculty. The Dean reported an issue with his student in a machine shop at U. Sherbrooke, which raises issues about the chain of responsibility for lab safety.

Some temperature anomalies have been noted in CBY.

STEM update on moving & launch activities

There are still a few events going on related to the STEM launch, but activity is winding down. There was discussion about potential noise from an upcoming event.
The Alumni Advisory Committee meeting will be on December 4th. This is the day between the end of classes and the start of exams.
Moving in is continuing, but there are delays in one lab, with some unexpected and surprising costs. The flume still needs to be finished.
The policy regarding putting up posters in STEM needs to be considered. In the Faculty of Engineering we are used to putting posters up without constraints, but in the Faculty of Science, they follow university rules requiring a stamp.

Update on the 3-year faculty hiring plan

The Dean discussed the process used by the University to develop the final hiring plan, including the ranked listings from the faculties and meetings among the Deans and the Provost. The results were announced earlier in the week. We have been allocated five faculty positions to be hired by July 2019. The Dean discussed the allocations in detail.
There was discussion of space for graduate students and what priorities should be. We have a shortage of space, but in some cases allocated spaces are not being used full-time, and there is a certain amount of desk-sharing. It was suggested to have the graduate students themselves help decide on seating policies. We are also looking into best practices at other institutions. We have five unassigned professor offices in STEM. It was suggested that we ask for volunteer professors to move to STEM now if they have labs there, freeing up spaces in CBY or STE for upcoming hires.


We are still working on our business plan and have received the indicator data for our Faculty. The Dean discussed how we perform according to these indicators, as compared to other faculties.

Update on Faculty international strategy

The Dean participated in phone call with TEC Monterey. They expressed great interest in involvement with us in various ways, such as leadership training for department chairs. There is to be a teaching innovation conference and a research conference there, and it was suggested that we send a representative to each.

The Dean recently returned from a visit to China, where he visited various universities along with Jason Zhang. The China Scholarship Council was very positive about our professor training program, but from now on the CSC will be asking the universities to pay for their own attendees. Various universities with which we have 3+2 programs are interested in deeper collaboration.

NCDEAS meeting

At the NCDEAS meeting there was discussion about frustrations Deans had with CEAB and Engineers Canada. A particular concern was objection to having accreditors hold focus groups with students about mental health, since visiting team members wouldn’t have the required research expertise to do this properly.

Also at the NCDEAS meeting there was discussion about how equivalence is granted for credits that students take in other institutions, and about the definition of design in design courses.
The CEAB has started to remove interpretive statements because they actually can contribute to confusion. They are instead focusing on the actual core of the rules.

The move from AUs to learning units is moving very slowly. The regulating societies, such as PEOs still perfer counting hours.

There was discussion about certain concerns of the regulators such as PEO, including consideration of possible future introduction of Entrance to Practice examinations for P.Eng licensing.

The CEAB is implementing a new software system for managing visits. Part of the mandate of the developers is to enable upload of data from institutions. There was concern that this might not be compatible with the software that universities have adopted.

18.09.05 New Business

Financial matters

S. Gandolfini reported on the budget status for this year. Since some professors have been on leave without pay, or seconded elsewhere, salary expenses have been a little less than planned.

The Dean asked chairs to provide any comparative budgetary and workload figures they may have for similar academic units at other universities.

There is a lack of clarity around certain budget matters for STEM.

The University wants to use space in CBY E-block for storage; they are currently renting space elsewhere in Ottawa.

3-year faculty budget plan

We have to describe what we intend to accomplish over the next three years. The Dean discussed the outline of topics we have been asked to address in our plan

C. Rennie indicated that a new program or option in Sustainability Engineering is under consideration at the undergraduate level. Programs in Sustainable Resilient Infrastructure and Materials Engineering are under consideration at the graduate level.

There was considerable discussion about the potential offerings of specializations, and encouraging students to continue to Masters programs after their undergraduate degrees. We are aiming to continually improve the quality at both undergraduate and graduate level, as well as to focus on inclusivity and diversity.

The Dean pointed out that we need to redesign the space we have now to better use it.

18.09.06 Matters Arising from Reports from Vice-Deans and Managers

M. Dube pointed out that NSERC is consulting and listening to feedback on their proposed changes. He will be attending a retreat of the Research Commission on Friday to review/revise the Strategic Areas for Development in Research (SADRs).

Planning for the Canadian Engineering Education Conference (CEEA) has been going well. Several sponsors have been lined up. There was discussion about the finances of this conference.

There was discussion of the upcoming open house. The Dean noted that parents like to see deans and professors when they visit the campus.

There is some consideration of having appeals go straight to the Senate Appeals Committee, rather than having an appeal step at the Faculty.

Student applicants will have the option of making a Declaration of Personal Experience, and we will need professors to evaluate these. It was suggested that members of the Committee on Academic Standing should take on this task.

C. D’Amours and N. Baddour are still working on the minimum standards for courses being posted for part time professors.

The draft faculty-wide graduate Industry Practice proposal and the Interfaculty AI proposal were briefly discussed. When considering these it was pointed out that it is important that we still preserve the disciplinary nature of degrees, and don’t dilute them. There was slight concern for the interaction between the Industry Practice proposal and the engineering management program. There was also a question regarding whether we need approval from joint institutes with Carleton.

18.09.07 Matters to be considered in closed session

There were none.

18.09.08 Adjournment

The meeting ended at 12:02. Next meeting is November 27th.

Timothy C. Lethbridge, Vice-Dean (Governance)

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