Executive Committee Meeting 2014.03

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 15:00, March 17 and 20, 2014, in room CBY A-707


C. Laguë (Dean), S. Tavoularis (Vice-Dean, Research), I. Nistor (Vice-Dean, Graduate Studies) M. Turcotte (Vice-Dean, Undergraduate Studies), T. Lethbridge (Vice-Dean, Governance), C. D’Amours, (Director, EECS) *, S. Vanapalli (Chair, CVG), D. Taylor (Chair, CHG) **, H. Viktor (EECS-CSI), J. Larocque ( Interim Manager of Marketing and Communications ), L. Roy (Assistant to the Dean), S. Gandolfini (Chief Administrative Officer), M. Labrosse (MCG) C. Blais (Development Manager) *


J. Zhang (Vice-Dean, International Affairs), B. Jodoin (Chair MCG), K. Bournes (Alumni Relations Officer),

* Mar 17 only; ** Mar 21 only

14.03.01 Approval of the Agenda

The agenda was approved 14.03.02 Minutes of the last meeting (February 19) The minutes of the previous meeting had been approved; one minor adjustment was noted.

14.03.03 Business arising

The Dean discussed some items in his report (attached).

The Dean has found very little interest among unlicensed but eligible professors regarding P.Eng. Licensure.

14.03.04 Report of the Dean

4.1 The Dean submitted a written report (attached)

The Dean discussed the tables in his report regarding sources of revenues. Some categories of students, such as CSC and Francophone international students are or will be bringing in lower unit operating revenues, lowering our average revenue per student. A higher proportion of our students are full time than in the past.

4.2. Retreat of the Faculty Executive Committee

It was agreed that the retreat will be a one-day event May 27 th and be held at a venue relatively close to the university. In addition to the Executive, it was agreed to invite one program co-ordinator from each department and two from EECS; the director and chairs will decide which ones will attend. Other invitees will include the two academic administrators (Chantale Foré and Stéphane Drouin), H. Anis, and C. Mavriplis.

Dr Edith Luc will be the facilitator. Françoise Moreau-Johnson from the Centre for Academic Leadership will also be present.

The objectives will be:
1) Establish a vision for the Faculty of Engineering between now and 2020.
2) Review and update of our action plan (2011-2016). and
3) Develop a collaborative leadership model, including a succession plan.

The issue of reviewing the academic activity indicators has not been included; it was agreed this will be discussed by the Executive Committee only before the end of the summer.

It was agreed that there would be a pre-retreat assignment as follows: The attendees will be divided into five groups, with each group developing a report on one of the five areas of the action plan. The areas are:

Area of focus #1 (Leader T. Lethbridge): To improve the university experience of our students and to innovate in the areas of teaching methods and of program content.

Area of focus #2 (Leader I. Nistor): To improve the overall efficiency of the Faculty’s administrative and student support services and activities.

Area of focus #3 (Leader M. Turcotte): To improve the reputation and the perception of the Faculty by potential undergraduate students.

Area of focus #4 (Leader C. Blais): To better connect the Faculty with external stakeholders in the private and public sectors in order to better support our mission of education, advancement of knowledge, and service.

Area of focus #5 (Leader S. Gandolfini): To secure additional financial resources for the Faculty through incremental undergraduate student enrollment and retention, additional external research funding (and associated indirect costs / overhead revenues), and increased philanthropic donations in order to appropriately support our core academic activities as well as the new initiatives that we wish to pursue.

Each group will prepare either a poster or up to five slides with their conclusions, to be presented in the morning (the format is to be finalized). The groups will answer the questions: What actions and objectives have been achieved since 2011? What have we learned since 2011? What are the trends and best practices elsewhere? What are suitable metrics to assess progress? What changes or adjustments should be made?

All invited participants will send their preferences for three subgroups to Dr. Lethbridge.

The draft timetable is as follows:

8:30-10: Introductions and vision.

10-12: Review outcomes of working groups followed by a plenary to discuss adjustments to the action plan and consider any possible additional action plan items. Outcome: A revised action plan.

12-1: Lunch

1-4: Shared leadership. The three elements essential for shared leadership are: Dialogue; t-shaped learning, and trust. The facilitator will start with a presentation introducing shared leadership. There will be a self-assessment exercise. Then there will be a workshop on two key issues: succession planning and relations with alumni and external stakeholders. The conclusion of the session will be: What changes will be required in our structures to move towards this model.

Between now and the next Executive meeting, the Dean will circulate the agenda for comments; the Executive will start work in the working groups

4.3. Performance of regular faculty members – proposed guidelines

The FTPC proposed a set of guidelines for tenure and promotion, based on input from the Executive. The provost has expressed his support

It was agreed to remove 'Feedback provided by supervised or co-supervised students must be positive.'

The issue of requiring the P.Eng was discussed.

On a motion duly moved and seconded, the guidelines as amended were approved. Once translated, the guidelines will also be sent to the Provost for information purposes at the university level. They will be, in particular, be helpful to the joint committee and the APUO.

4.4. Additional (4 FTE) support staff positions (3-year resource plan)

Our faculty has a 2:1 ratio in terms of professors to staff. Other scientific faculties at uOttawa have lower ratios, and our ratio is also higher than the Ontario and Canadian averages. The Dean stated that he wishes to establish positions that make the most difference and requested that the academic and service units prepare 1-2 page proposals before April 21 st , for review at the April 28 th Executive meeting. Submissions should be sent to Dr. Lethbridge.

4.5. ARC Building: Freed-up space in CBY and SITE halls

Seven EECS professors will be moving to the ARC, freeing up space in CBY and STE.

P. Strasbourg will co-ordinate a visit to the available lab space. The process to allocate the space will respect the relative needs of the support and academic services. Chairs, directors and managers are asked to present their proposals first to the Faculty Space Committee, which will make the initial proposals. It was agreed that Roger Montcalm would be invited to the Space Committee meeting so as to be able to respond to technical issues. The Executive committee will review the report and make the final decisions. The possibility of shuffling some labs and offices from CBY to STE was discussed; C. D'Amours will consult professors who may be interested in this.

4.6. Information items

There has been a continuing string of incidents of unacceptable behaviour by students of the Faculty this year. Some incidents have received wide media attention.

The Dean is working with the NCDEAS and the Council of Ontario Deans of Engineering to seek solutions. One idea is to have students make a commitment to a set of principles of respect near their start of studies. It was also suggested to focus on the instigators or leaders.

14.03.05 2014 Faculty of Engineering Frank Giacobbi Award for Outstanding Faculty Services.

As a result of a secret ballot it was approved to award Stéphane Drouin the Frank Giacobbi award for 2014.

14.03.06 Report of the Vice-Dean (Research)

The Vice Dean circulated a written report (attached); he discussed the items in his report.

He discussed processes for how people find out about research opportunities. He suggested there should be a central place for all opportunities to be announced, and also to target individuals who might be successful.

He discussed the procedures for distribution of Infrastructure Operating Funds (IOF) for CFI projects and the tri-council proposals regarding conduct of research.

At 17:05 The meeting was adjourned until Thursday at 3 p.m.

14.03.07 Report of the Vice Dean (Graduate Studies)

NSERC masters scholarships have been sent to FGPS. Nine out of 12 doctoral awards have been approved by NSERC.

International scholarship selection will be in May or June.

The graduate poster competition will take place March 27 th . Chairs are asked to find two student volunteers to accompany each judge panel.

Admissions thresholds for international M.Eng students have been established in each program.

The committee to assess the functioning of the FGPS has started its work.

The Vice-Dean discussed admissions statistics. The amount of work in processing the applications is very high.

There was discussion of students who, after receiving funding from a professor, leave the professor for the M.Eng program. There was also a discussion of how professors can find out about what courses their students are taking. It was agreed to ask for a facility to do this in the new student information system.

14.03.08 Reports of the Vice-Dean (Undergraduate Studies)

As a result of a request from a professor, the Vice-Dean asked whether the Executive would approve of having examinations from Access Services sent by mail rather than being picked up at the Undergraduate Office. It was agreed that this would not be appropriate.

The members for the committee to revise the mathematics courses have been finalized.

The Vice-Dean discussed admissions statistics. The greatest increases are in EECS. The Vice-Dean is now providing the Executive with data about applications from international Francophone students so the impact of the new fee policies can be tracked.

H. Viktor discussed the impact of the pilot program for online course evaluations.

There was discussion of whether the Dean's Admission scholarship should be offered in a format that is spread out over four years. The Vice-Dean reported that when he asked one class, students preferred to receive the money entirely in their first year.

14.03.09 Report of the Vice-Dean (International Affairs)

The Vice-Dean was travelling.

14.03.10 Reports from the Chairs/Directors

There were none

14.03.11 Reports from the Chief Administrative Officer

Our new Health, Safety and Risk Manager, Pierre LaFlamme, will be starting March 31 st .

The Faculty received the listing of approved renovation projects under the 50% funding formula. Certain requests were approved, but most were not. Two projects that cost approximately $30K each might yet be funded from the Faculty's own resources, if the plans can be prepared.

There was discussion of the FAST MyResearch system. Some professors find it excessively difficult to use.

Special funds received for equipment have been spent. S. Gandolfini asked the departments to prepare their requests for this year.

14.03.12 Reports from the Interim Director (Communications and Marketing)

Work on the website is progressing. Details for research area pages might be completed after the rest of the site goes live.

The Spring Open House went well. There was good attendance at many events. There was discussion about noisy events being held outside exam rooms and the lack of cleaning before this event.

National Engineering Month events have also been going well.

14.03.13 Other Business

M. Turcotte commented that four professors are creating a scholarship for female students in computing.

The meeting was adjourned at 16:25.

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