University of Waterloo SENATE GRADUATE & RESEARCH COUNCIL

Minutes of the 11 June 2018 Meeting [in agenda order]

Present: Jeremy Bergen, Raouf Boutaba, Jeff Casello, Tara Collington, Amelia Clarke, David Clausi, Charmaine Dean, Bernard Duncker, Bruce Hellinga, Julie Joza, Lynn Judge, Christiane Lemieux, Daniel Martel, Alexander Mercado, Bruce Muirhead, Kirsten Müller, Liz Nilson, Daniela O’Neill, Paul Parker (as Simron Singh), Naima Samuel, Richard Staines, Jackie Stapleton, Mike Szarka, John Thompson, Linda Warley, Kathy Winter (secretary)

Resources: Trevor Clews, Jennifer Kieffer, Amanda McKenzie

Guests: France-Isabelle Auzanneau (7b), Ashley Hannon (6a), Alyssa Voigt

Regrets: Ana Ferer, Rhona Hanning*, Raymond Legge*, Max Salman, Takin Tadayon, Sverrir Thorgeirsson

Organization of Meeting: Charmaine Dean, co-chair of the council, took the chair, and Kathy Winter acted as secretary. The secretary advised that due notice of the meeting had been given, a quorum was present, and the meeting was properly constituted.

1. DECLARATIONS OF CONFLICT OF INTERESTNo conflicts of interest were declared.

2. MINUTES OF 14 MAY 2018 AND BUSINESS ARISINGThe minutes were approved as distributed.

3. CO-CHAIRS’ REMARKSRemarks kept brief to accommodate lengthy agenda. Casello commented on: (1) Graduate Admissions (PhDtargets met, forecasting expected to be correct for 2018/19; Master’s targets unmet-70 spaces short, targetsexpected to remain unmet), (2) Strategic Plan, our Bridge to 2020 – Graduate Studies issue paper to be releasedweek of 18 June 2018. Dean also commented on the soon-to-be released issue paper for Research featuring,among other things, excellence in interdisciplinary connections.

4. RESEARCH CENTRES AND INSTITUTESa. Global Health Policy and Innovation Research Centre. Council heard a motion to recommend to Senate, aspresented, the establishment of the Global Health Policy and Innovation Research Centre. Richard Staines (onbehalf of proposed initial director-designate, Sue Horton—professor Health Economics—School of Public Healthand Health Systems) provided a short PowerPoint presentation highlighting, among other things, the mission of thenew centre which is: to enhance the health and wellbeing of populations internationally; to alleviate global healthinequities by creating solutions that target underserved and vulnerable communities; and to provide training andmentoring to create the health leadership the world needs to continue to meet global health challenges in the future.Staines and Martel. Carried with 1 abstension.b. Renewal Extensions. Council received for information a memo naming an extension for renewal of 4Centre/Institutes, as presented.

5. CURRICULAR SUBMISSIONSa. Applied Health Sciences. Council heard a motion to approve the following items as presented:

1.1.1, 1.2.1, 1.4.2 - Staines and Judge. Carried.1.2.2, 1.3.1, 1.4.1 and 2.1.1, 2.2.1. 2.3.1 - Staines and Müller. Carried.3.1.1 to 3.1.4 – As suggested, minor wording changes (pg. 67-70 agenda package). Staines and Warley. Carried.4.1.1 - Staines and Judge. Carried.5.1.1 to 5.1.9 – Staines and Duncker. Carried.6.1.1 - Staines and Judge. Carried.

SENATE GRADUATE AND RESEARCH COUNCIL 11 June 2018 Page 2 of 3

b. Arts. Council heard a motion to approve item a, as presented. Warlet and Müller. Carried.c. Engineering. Council heard a motion to approve item 1, as presented. Hellinga and Clausi. Carried. Councilheard a motion to approve item 2, as presented on behalf of Science and Engineering. Hellinga and Clausi. Carried– noting one friendly amendment to change effective date to fall 2018 from spring 2018.d. Environment. Council heard an omnibus motion to approve items 1 and 2, as presented. Parker (as Singh) andMercado. Carried.

6. UNIVERSITY RESEARCHa. Mitacs. Council received for information a presentation from Ashley Hanon (Business Development Specialist,Watelroo) outlining opportunities, changes, and developments at Mitacs Inc. See Appendix A.b. KUALI. Council received for information a presentation on KUALI, a new on-line application system forethics; part of the Research Gateway System (Gateway). KUALI set to begin August 2018. See Appendix B.c. Research Ethics Committees. Council heard a motion to approve membership changes, as presented. Joza andMuirhead. Carried.d. Predatory Journals. Council received for information (and circulation at departmental meetings andcommittees) a memorandum regarding predatory journals, as presented. Jackie Stapleton outlined how WaterlooSubject Librarians serve as a resource for this, as well as on topics of open access requests, and general publishing.

7. ACADEMIC PROGRAM REVIEW REPORTSb. Final Assessment Report – Guelph-Waterloo Centre for Graduate Work in Chemistry and Biochemistry(GWC)2. Staines and Boutaba had prior reviewed the submission (favorable review; implementation plan andreport is in-balance), which had been spear-headed and run through the Quality Assurance process at theUniversity of Guelph. Council queried faculty renewal process at Guelph; which Müller stated is being addressed.Casello reported that this body will submit a review in 1 year addressing any issues. Müller and Staines. Carried.

8. TASK FORCE ON GRADUATE STUDENT SUPERVISIONCouncil heard a motion to approve terms of reference and purpose of a task force on graduate student supervision(Casello to serve as chair), as presented. Council supported graduate student representation (including those fromprofessional programs) for task force membership. Judge and Warley. Carried.

9. OFFICE OF REGISTRAR – ACADEMIC CALENDAR UPDATE RE FALL 2018 CONVOCATIONCouncil received for information a correction, as presented, of Fall 2018 convocation dates which have beencorrected to October 26, 27 (F,S) from the previous October 19, 20 (F, S).

10. INSTITUTIONAL QUALITY ASSURANCE PROGRAM (IQAP)a. Approval Process New Programs. Council received for information an overview (including diagram aspresented) of the revised quality assurance Approval Process for New Programs.b. Type II Graduate Diplomas – Quality Council Updates. Council received for information a changewhereby Type II Graduate Diplomas must demonstrate different academic requirements with different academicoutcomes; Quality Council still to articulate and once received these parameters will be posted asap.

11. GRADUATE AWARDSCouncil heard a motion to approve items (a) through (d). Judge and Warley. Carried. Council received items (e)and (f) for information.

12. OTHER BUSINESSThere was no other business.

13. NEXT MEETINGThe next meeting will be on Monday 10 September 2018 from 10:30 a.m. to 12 noon in NH 3318.

13 August 2018 Kathy Winter, PhD, CPsych, Associate University Secretary

www.mitacs.ca 1

Program Matching Value Time Requirements

Standard 1:1 $15,000 + 4 months – 5 years Grad students, PDFs

Canadian for profit, eligible not-for-profit

Cluster 1:1.22 $80,000 + 4 months – 5 years Standard requirements

Minimum 6 internships + 3 interns

• Accelerate International• For-profit international companies, grad students (outbound/inbound)

• Entrepreneurial Accelerate• Grad student, PDF co-founder, based in eligible incubators

Appendix A

www.mitacs.ca 2

Program Value Stipend Time

Masters Fellowship $40,000 $30,000 18 months

PhD Fellowship $80,000 $72,000 36 months

• Includes professional development training through Mitacs Training• Industry contribution averages $1,000/month of project

www.mitacs.ca 3

Program Call Value Time Requirements*

Research Internship(inbound)

April 16 $6,000 - $15,000 12 wks Sr. undergradsMatching program

Research Award (outbound)

Ongoing $6,000 + 12-24 wks Sr. undergrads, grad students

Research Award(inbound)

TBD $6,000 + 12-24 wks Grad students (France)

Ashley Hannonahannon@mitacs.ca519.282.1119

* For travel with Mitacs partner countries

KualiJulie Joza, Director, Research Ethics, Office of Research

PAGE 1

Appendix B

Strategic plan alignment

Strategic Plan

To be recognized as one of the most innovative

universities in the world

Transformational Research

Increase the worldwide impact and recognition

of University of Waterloo research

Objective #2

Enable conditions to support research

excellence and impact

PAGE 2KUALI

PresenterPresentation NotesAs one of the eight themes of the Strategic Plan, Transformational Research, has a specific objective to enhance institutional infrastructure and provide better internal supports for our faculty and research community.

The implementation of a new ethics system, Kuali, is funded through the Provost for the term 2015-2019. Both IST and OR are part of the Research Systems Steering Committee, which oversees the program.

PAGE 3KUALI

Kuali is a web-based platform that will replace the existing ethics system, supporting the development, review, and clearance of research ethics applications.

Kuali

Kuali will:

• decrease administrative burden forall applications by using electronicsignatures and forms,

• provide an application thatautomatically presentsrelevant questions,

• foster collaboration through jointapplication development with anyusers in the system,

• reduce manual processes throughautomated workflows andnotifications, and

• act as the single solution for allhuman and animal ethicsapplications.

In preparation for the launch of Kuali:

• all ethics applications will need to be submitted prior to August 3 at 4:30p.m. (in the old system),

• no applications are to be submitted between August 3 and August 13,

• the new system will be available August 13 at 9 a.m., and

• training will be available through online documentation, in-persondemonstrations, and drop-in sessions.

Scope

PAGE 4KUALI

From: regongoingemployees-bounces@lists.uwaterloo.caTo: regongoingemployees@mailman.uwaterloo.caSubject: New Research Ethics SystemDate: Monday, August 13, 2018 8:50:57 AMAttachments: image001.png

ATT00001.txt

To: Faculty members, staff members and graduate students

CC: Deans; Associate Deans, Research; Chairs of Departments andSchools

From: Charmaine Dean, Vice-President, University Research

Date: Monday, August 13, 2018

Subject: New Research Ethics System

Note: This email is for information

I am pleased to inform you that our new research ethics system is now available.

You can begin using the system immediately for your research ethics applications;the previous system is no longer available. If you had active applications in theprevious system, they have been imported into the new system.

I would like to extend my sincere thanks for your patience throughout theimplementation of this new system. This web-based platform supports thedevelopment, review, and clearance of human and animal research ethicsapplications by facilitating and electronically documenting each step of the process.The online form helps to accelerate and clarify the process by automaticallypresenting the applicant with relevant questions and omitting those that are notpertinent to the research. Additional features and benefits such as electronicapprovals, automated workflows, and notifications, further improve the process aswell as the ability to collaborate through joint application development.

For more information to support the transition to this new system, including training

mailto:regongoingemployees@mailman.uwaterloo.cahttps://uwaterloo.ca/research/office-research-ethics/research-ethics-system-login

_______________________________________________Regongoingemployees mailing listRegongoingemployees@lists.uwaterloo.cahttps://lists.uwaterloo.ca/mailman/listinfo/regongoingemployees

documentation and details about training sessions, please visit the Gateway website.Please also contact our office at researchethics@uwaterloo.ca if you need moreinformation about the system.

Supervisors, please post for the convenience of employees without direct access toemail.

https://uwaterloo.ca/research/faculty-0/your-gateway-research/research-ethics-systemmailto:researchethics@uwaterloo.ca

1 SGRC 2018-06-11 Minutesapp a for posting to minutes Mitacs Program Updates Spring 2018app b for posting to minutes Kuali - SGRC presentationKualiStrategic plan alignmentKualiScope

app b2 New Research Ethics System