Executive Committee Meeting 2014.02

Minutes of the meetings will be bilingual in the sense that interventions and motions will be reported in the language in which they were made.

Minutes of the Meeting held 13:00, Feb 19, 2014, in room CBY A-707

C. Laguë (Dean), M. Turcotte (Vice-Dean, Undergraduate Studies), J. Zhang (Vice-Dean, International Affairs), T. Lethbridge (Vice-Dean, Governance), C. D’Amours, (Director, EECS), S. Vanapalli (Chair, CVG), B. Jodoin (Chair MCG), H. Viktor (EECS-CSI), J. Larocque ( Interim Manager of Marketing and Communications ), K. Bournes (Alumni Relations Officer), S. Gandolfini (Chief Administrative Officer), H Anis (non voting), S. Drouin (Manager, graduate office)

S. Tavoularisl (Vice-Dean, Research), I. Nistor (Vice-Dean, Graduate Studies), D. Taylor (Chair, CHG), L. Roy (Assistant to the Dean)

14.02.01 Approval of the Agenda

The agenda was approved

14.02.02 Minutes of the last meeting (Jan 20th and 23rd )

The minutes of the previous meeting had been approved by email. Some minor changes were made to numbering.

14.02.03 Business arising

3.1 External reviewers for promotion and tenure cases: proposal
It was agreed to compensate external reviewers $300 on an experimental basis for the purpose of improving the acceptance rate as well as the timeliness of the reviews.

3.2 Proposed courses and common requirements in entrepreneurship
H. Anis presented her proposals for revamping various potential changes to management and entrepreneurship in all Faculty of Engineering programs. The proposals include having a common required 'Engineering Management' course, and making the Management and Entrepreneurship option all the same. M. Turcotte presented feedback from the curriculum committee's discussion of this proposal. It was agreed to proceed with development of the proposal

14.02.04 Report of the Dean

4.1 The Dean submitted a written report (attached)

4.2. Interim Vice-Dean (Graduate Studies): Recommendation

On a motion duly moved and seconded, it was agreed to approve the recommendation of M. Labrosse as interim Vice-Dean (Graduate Studies) for the 2014-15 academic year.

4.3. Assigned duties to regular faculty members in 2014 – 2015

The process of assigning workload for 2013-15 is now complete. The Dean discussed a draft of his report to be sent to all professors soon.

M. Turcotte discussed a new workload spreadsheet template that will facilitate scheduling. It was agreed to use DocuShare to track versions of the workload, with appropriate processes in place for moving making changes and informing those who need to know the changes.

4.4. Faculty 3-year Resource Plan: Decision and request for hiring plan

The Dean received the decision about our additional budgetary allocations and hiring the Administrative Committee.

For 2013-14 there will be $300K in one time funding for teaching labs. Four support staff positions will also be added. For 2014-15 no additional non-salary funds to the Faculty are planned, but we are allocated a new faculty position earmarked for CHG in catalysis or materials. For 2015-16, we have been allocated an extra position for CVG in structure or seismic materials.

There was discussion of the tasks for the new support staff positions and additional hiring to meet commitments the University made to the APUO.

4.5. Continuing education / Professional development: Partnership with the Continuing Education Service

There was discussion of the agreement with the Continuing Education Service.

4.6. Information items

The Dean attended a meeting of the Board of Governors where the Strategic Mandate Agreements (SMA) were discussed.

Funds are to be forthcoming from CFI that will allow 16 professors in photonics from the faculties of Engineering and of Science to move to the third floor of the new ARC building. The Faculty of Engineering will need to contribute some funds.

The Medical Devices Commercialization Centre initiative is proceeding.

An undergraduate student was charged by the police for an incident that occurred in the residences.

14.02.05 Report of the Vice-Dean (Research)

The Vice-Dean was traveling.

The Dean reported on seven CFI proposals that have been submitted, but none of the Faculty of Engineering's proposals were among them. Dr. Charbonneau and Dr. Tavoularis will be debriefing the professors involved.

The office of the VP Research is offering to share the cost of a new position to assist in preparing major grants.

14.02.06 Report of the Vice Dean (Graduate Studies)

The Vice Dean was away, and provided a report (attached). S. Drouin attended the meeting on his behalf.

14.02.07 Reports of the Vice-Dean (Undergraduate Studies)

The Vice-Dean submitted a written report.

There was discussion of admission averages, and whether to require a minimum grade for language courses.

On a motion duly moved and seconded the following was agreed: Professors who want to replace face-to-face activities in courses taught at the undergraduate level at the Faculty of Engineering must get the approval of their program curriculum committee. They need to demonstrate that the major topics, graduate attributes and associated indicators, laboratory/DGD component, number of accreditation units, and all the other requirements for accreditation are met. In the case of courses that are common to two or more programs, approval of the relevant program curriculum committees needs to be sought.

TA sent a spreadsheet with student information and grades to all students in a certain course, resulting in a significant breach of privacy. The situation is being dealt with.

The Dean reported that at the council of the Administrative Committee and the Deans that admissions across the province are down to 2011 levels. Among the population of grade 12 graduates, the proportion who are not Canadian Citizens or permanent residents is rising. The proportion of non-Ontario applicants is rising significantly.

There was further discussion of changes forthcoming due to demographics.

14.02.08 Report of the Vice-Dean (International Affairs)

There was discussion of whether professors should give feedback to students who don't submit any work.

The Vice-Dean hosted international visitors from China and Malaysia interested in sending students to us and establishing joint programs.

The Vice-Dean reported on his review of the annual reports of the professors. Some inaccurate reporting was noted.

14.02.09 Entrepreneurship initiatives (H. Anis)

H. Anis discussed makerspace facilities in CBY B109D with Raspberry Pi's, Arduinos and 3D printers. Workshops will be held starting tomorrow. Adventures in Science and Engineering will use it in the summer, and the Faculty will use it for general access starting in September.

H. Anis discussed interdisciplinary capstone projects. There is already an initiative involving SEG students and EMP graduate students.

14.02.10 Reports from the Chairs/Directors

S. Vanapalli discussed P.Eng. Status regarding tenure and promotion. The Dean suggested that a requirement needs to be specified in the letter of appointment. It was suggested that in advertising for positions, some years of professional experience be required.

14.02.11 Reports from the Chief Administrative Officer

The Chief Administrative Officer suggested that the Faculty might be able to pay off its accumulated debt this year. We will know the adjustments for the coming year shortly.

14.02.12 Faculty Alumni Relations Officer

Engineering Research day will have a sustainable engineering theme; K. Bournes requested good speakers in this area.

The gala event for Destination 2014 will be May 10th .

There are upcoming alumni events in Toronto, New York City and Boston.

14.02.13 Reports from the Interim Director (Communications and Marketing)

J. Laroque will be sending information for web research pages for review. March 15 th will be open door day.

Nathalie is attending the applicants' reception in Toronto.

On Thursday at 7 p.m., M Saatioglu's segment will appear on Discovery Channel.

National Engineering month is coming up. March 6 th there will be a lunch and learn event with PEO.

The mentorship office will be called 'The Workshop / L'attelier'.

14.02.14 Other Business

The meeting was adjourned at 16:10.

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