Meeting No 6/2001 of the Academic Board was held on Wednesday, 24 October 2001 in the Council Room, Administration Building 3A, Clayton campus, between 2:15 and 4:25 pm.

Professor AW Lindsay (Chair), Dr H Abachi, Professor D Abramson, Dr G Acquaah-Gaisie, Professor J Anderson, Mr J Arnold, Mr C Avram, Dr D Bednall, Mr K Bensley, Professors B Bignall, A Bond, G Bouma and ML Brisk, Ms J Brown, Mr L Bull, Professor R Cas, Associate Professor JD Cashion, Professor CB Chapman, Ms A Crook, Professor PLeP Darvall, Mr M Davison, Professor R Dickson, Associate Professors T Dingle and T Dix, Professor R Doherty, Dr C Davies, Associate Professor R Edwards, Professor A Farley, Associate Professor J Glover, Professor G Griffin, Mr B Harding, Mr A Herzberg, Professor K Hourigan, Dr H Irving, Dr M Iskander, Professors JB Jacobs and J Jarvis, Dr G Johanson, Professors S Joy, M King and H Le Grand, Dr M Lindorff, Associate Professor K McLaren, Mr A McMeekin, Associate Professor C Mingins, Professors P Nagley, G Palmer and S Parker, Mr A Pollock, Professors JK Redmond, B Reed, DA Robinson, J Rosenberg, J Sheridan and M Skully, Dr R Smith, Professor D Smyth, Dr K Stewart, Professor P Stewart, Associate Professor M Story, Dr A Tokita, Professor G Webb and Mr J White.

Associate Professor R Alfredson, Professor W Anderson, Associate Professor L Angus, Professor M Ariff, Dr K Blashki, Associate Professor C Browne, Professor J Crossley, Professor G Davison, Professors DM de Krester, J Harris and M Hearn, Associate Professor B Hoffert, Ms H Hortis, Professors O Hughes, D Karoly, E Lim and B Mackenzie, Dr R Nelson, Professor R Norris, Associate Professor M Page, Dr C Porter, Associate Professor J Rood, Dr M Rosa, Professors N Saunders, T Seddon and G Smith, Dr K Smith, Professors T Sridhar, B Toh, R Willis and B Workman.

Ms M Jackson, Ms A Lazar and Mr J Levine.

Ms A Stanford

Ms K Wilson-Reid (Secretary) and Mr T Calder.

Items 16.3 and 19 were starred at the meeting.

There were no confidential items at this meeting.

A document was circulated (p 1-68). RMO1997/0611

Mr J Levine, Divisional Director, Financial Resources Management, was invited to attend the meeting.

Ms A Crook, Deputy Vice-Chancellor (Resources), introduced the budget that had been prepared by Mr J Levine and his team in conjunction with faculties, and foreshadowed a presentation by Mr A McMeekin, Executive Director, Information Technology Services Division, regarding cost growth in that area.

Mr Levine took members through the key features of the budget and noted some of the similarities and differences from 2001. Members noted that some sections of the budget would require further detail.

Discussion occurred regarding:

Mr A McMeekin provided a Powerpoint presentation to the Board regarding cost growth for IT Services. (A copy of the slides is attached – Attachment A.) Mr McMeekin informed members about the number of projects involved across the seven program areas throughout the university, the major influences on the IT operating budget and the importance of focusing on the benefits of costs to allow adequate service enhancements and efficiencies and monitoring of outcomes. In response to a query about statistics on the quality of services, Mr McMeekin advised that such information would be available over the next year.

The Chair thanked Ms Crook, Mr Levine and Mr McMeekin for their informative presentations about the budget 2002 and IT operating costs.

The Academic Board noted the Budget for 2002.

3.2 Global Development RMO2000/0343

The draft ‘Global Development Framework’, the draft ‘Global Development Plan 2002-2006’ and a cover note for this item, were circulated (p 69-120).

The Vice-Chancellor, Professor D Robinson, introduced this item and advised that the original Global Development Framework, as approved in 1999, had been divided into two documents. The draft ‘Global Development Framework’ would provide the rationale, framework and guiding principles for Monash’s international activities. This would be revised when it no longer informed the university’s move toward Monash 2020. The ‘Global Development Plan 2002-2006’ would provide a clear picture of the university’s priorities and methods for achieving global development over the five year planning period. The Board noted that additional detail about the university’s global activities would be elaborated in the Learning and Teaching Plan and the Research and Research Training Management Plan.

Professor Robinson highlighted that implementation of these principles and directions would provide appropriate assurance about the quality of the university’s activities to the Council, the university community and the public.

The Vice-Chancellor advised the Board that the missing sections within the documentation would be prepared for incorporation in the draft that would proceed to Council.

Discussion occurred regarding mechanisms for reporting on progress, the use of the plan by faculties to inform their activities, the possible effect of visa restrictions on student numbers and the potential for recruitment of larger cohorts of students via linkages to larger corporate markets. Professor J Anderson emphasised the usefulness of sound documentation to illustrate the university’s vision for its international activities, particularly if operating for Monash offshore, for assistance with communications with relevant parties such as government representatives etc. Professor Anderson also noted the importance of tools such as partnerships for advancing and applying knowledge, and strategies for effective staffing, for management of large scale international multi-organisational and multi-lateral partnerships.

The Chair noted that the final drafts of these papers would be presented to Academic Board Meeting 7/2001 for endorsement prior to their submission to Council Meeting 8/2001 on 17 December. Mr A Pollock, Executive Director, Office of International Affairs, advised the Board that members were welcome to forward queries about clarification of any matters and further comments by the following week.

3.3 Student Profile: Past and Future RMO2001/1246

A paper titled ‘Student Profile: Past and Future’, prepared by the office of Planning and Academic Affairs, was circulated for information (p 121-132). (This paper was noted at Education Committee Meeting 5/2001.)

The Chair, Professor A Lindsay, introduced this item and highlighted the importance of information regarding the student profile to inform the university about the needs of students and employers.

Professor M Evans, Director of Planning and Academic Affairs, informed the Board regarding an analysis of the data presented, and commented on the usefulness of looking at the student profile over time as a tool that would provide valuable information for teaching approaches and recruitment. Professor Evans encouraged faculties to look further into this university-wide data to investigate the student profile at the individual faculty level. Members also noted the benefit of information contained in the campus profiles. Professor Evans informed members that Monash, with its several institutional strategic planning and quality initiatives and its emphasis on student centred flexible learning, was in a good position to deal with the changing current and anticipated future student profile and their needs and expectations.

A query was raised about the data for the Faculty of Art and Design. Professor Evans advised that the data had been extracted by the university’s Statistical Services branch.

The Chair informed members that such statistics were available on the web and emphasised the scope for tracking trends in faculties and discipline areas.

3.4 ARC Outcomes 2001 RMO2001/1288

A document was circulated (p 213-232).

The Deputy Vice-Chancellor (Research and Development), Professor P LeP Darvall, noted the outcomes of the recent 2001 ARC application process and noted that the overall results had been very disappointing for Monash and that the normal Monash ranking of 4^th / 5^th had fallen significantly. Professor Darvall highlighted the negative effects on the university’s reputation of such an outcome, particularly as this involved the ARC which was held in such high regard. The Board noted that substantial efforts were required to increase the number, quality and innovative nature of applications and that researchers should be well supported and soundly advised about the university’s expectations. Professor Darvall noted that the Vice-Chancellor was strongly in support of these efforts.

Whilst noting that Monash had maintained a sound position over the previous five year period, the Vice-Chancellor pointed out that a strong group of universities were now pulling ahead. Professor Robinson advised the Board that he had written to Monash 2001 ARC grant applicants and those in professorial positions to ascertain their recent experiences, any concerns they may have about the process and their ideas for the future round. Members noted that many detailed and informative responses had been received to date and that further thoughts or comments could be put to the Vice-Chancellor, in confidence, by the following week.

A member commented that a greater proportion of funding in faculties allocated to research would assist the focus on research efforts. The Vice-Chancellor noted the concern and informed members that innovative and effective efforts were required in order to balance the competing pressures on academics’ time. Professor Robinson emphasised the consequence of a perceived slide in research performance on the university’s reputation including a reduction of the ability to attract the best students and staff. The Board noted that every effort must be made to ensure that this outcome was not repeated.

Please refer to item 8.2 for the relevant minute for this item.

Please refer to item 8.4 for the relevant minute for this item.

No matters were referred to Academic Board by Council for action.

7 REPORT OF THE COMMITTEE OF ASSOCIATE DEANS (RESEARCH) RMO1998/0450

A document was circulated (p133-136).

Action/Information: Ms J Gaffey

8.1 Receipt of Report RMO1998/0712

A document was circulated. (p137-154)

This item was starred by the Steering Committee for members’ information and was recorded in the agenda at item 4.1.

A briefing paper regarding the Postgraduate Education Loans Scheme (PELS), prepared by Professor M Evans, Director of Planning and Academic Affairs, and Professor S Joy, Associate Dean Graduate Teaching, Faculty of Business and Economics, was circulated for information (p 143-144).

Professor Lindsay introduced this item noting the recent publicised information about PELS and, with the growing number of postgraduate students, the need for the university to take proactive steps to project the advantages of postgraduate study at Monash.

Professor Evans advised the Board that from 2002, PELS would provide an interest free, income contingent loan from the Government for eligible students enrolled in fee-paying postgraduate non-research award courses. Members noted detail regarding Monash’s recent advertising and marketing initiatives. Professor Evans advised that faculties would also need to identify their relevant postgraduate courses and identify their market advantage for potential students. Professor Joy informed the Board about faculty marketing and advertising requirements and further possible implications of PELS. Brief discussion ensued.

Ms M Jackson, Executive Director, Marketing and Public Affairs, advised that efforts were underway to monitor the impact on the university of the increased volume of inquiries about postgraduate courses and PELS.

The Chair commented that the university would need to monitor institutional trends, including changes to the types of offerings, and be well positioned to respond to those changes.

Action/Information: Professor M Evans; Professor S Joy; Faculty Managers; Ms C Knowles

8.3 Special Consideration RMO2001/1012

A document was circulated (p145-150).

A working group was established by the Education Committee to consider reports from the faculties regarding implementation and refinement of the university's ‘Special Consideration Principles and Procedures’, that had been approved at Academic Board Meeting 2/99.

The Education Committee had considered and endorsed the revised ‘Special Consideration Principles and Procedures’ and ‘Application Form’, that were forwarded by the working group.

Action/Information: Associate Deans Teaching; Faculty Managers; Ms K Garland-Gobbi; Student Associations

This item was starred by the Steering Committee for the Board’s information and was recorded in the agenda at item 4.2.

A paper was circulated that was prepared by Professor M Evans, Director, Planning and Academic Affairs, and Ms A Lazar, Deputy University Solicitor (p 151-154).

Members noted advice from Professor Lindsay about the need to appropriately manage plagiarism for the protection of the university’s reputation and standards for current and future students.

Professor Evans informed the Board about the background of this item following initiatives by Associate Deans Teaching to deal effectively and promptly with these concerns. Members noted advice about the key aspects of the proposal The Chair also highlighted the importance of clarification and education to students about plagiarism and of the use of technology wherever possible to identify problems.

Discussion occurred regarding the scale of inadequate referencing and plagiarism, methods for ensuring that students were appropriately informed about plagiarism at the faculty/unit level, penalties that could be imposed for plagiarism as compared with cheating, and the need to highlight to students the meaning of unauthorised collusion at the unit or discipline level. The Board also discussed the suggestion that faculties create a simple, effective and secure register to record plagiarism incidents, especially occasions when feedback / warning about plagiarism had been given to students. Professor Willis noted that academics providing warnings were not likely to be aware if a student had received previous warnings / advice from other staff. It was agreed that Associate Deans Teaching would identify an appropriate process for recording warnings.

Action/Information: Professor M Evans; Ms A Lazar; Associate Deans Teaching; Faculty Managers

8.5 Week Thirteen of Semester RMO2001/1375

The Education Committee noted that a range of procedural issues relating to examinations that had academic ramifications had been raised by staff. These issues were initially discussed by a working group and were then considered and approved by the Education Committee, as detailed for information under Proceeding No. 8 of the attached Report.

One examinations matter, involving a policy on the preservation of week thirteen of semester for consolidation and review, was endorsed by the Education Committee and was recommended for approval by the Academic Board.

The Education Committee agreed that it would be educationally advantageous for students if a policy was implemented for week thirteen involving no new lecture material. This would enable students to have proper time for reflection and preparation in the week immediately prior to the commencement of the exam period. (The working group canvassed a range of alternative options for extending or delaying the examination period to allow for a swot vac period. However, for logistical reasons it considered that it would not be in the best interests of students or staff to proceed along these lines.) The Committee noted that this policy would normally apply to undergraduate students and may not always be appropriate for the honours year.

Action/Information: Associate Deans Teaching; Mr T Hogan; Mr V Garth

9 REPORT OF THE GENERAL LIBRARY COMMITTEE RMO1997/0902

A document was circulated (p155-156).

Action/Information: Ms M Pernat

10 REPORT OF THE RESEARCH GRADUATE SCHOOL COMMITTEE RMO1997/1156

A document was circulated (p157-160).

Action/Information: Mrs P Herman

11.1 Receipt of Report RMO1998/1742

A document was circulated (p161-164).

11.2 Approved Departmental Structure Matters (for noting) RMO1998/0174

Action/Information: Ms J Zahmel; Ms W McLean

12.1 Receipt of Report RMO1998/0456

A document was circulated (p165-166).

Action/Information: Mr K Hobbs; Ms M Grant

13.1 Receipt of Reports RMO1998/1367

A document was circulated (p167-170).

Action/Information: Mr P Lawford

14.1 Receipt of Report RMO1998/1368

A document was circulated (p171-172).

Action/Information: Mr D Secomb; Ms R Smiley

15.1 Receipt of Report RMO1997/1159

A document was circulated (p 173-176).

The Academic Board received and noted the Report of Meeting 4/2001 of the Board of the Faculty of Information Technology, held Wednesday, 29 August 2001.

Action/Information: Mr P Cunliffe; Mr R Gillon

16.1 Receipt of Report RMO1998/0708

A document was circulated (p 177-180).

The Academic Board received and noted the Report of Meeting 5/2001 of the Board of the Faculty of Medicine, Nursing and Health Sciences, held Wednesday, 12 September 2001.

16.2 Transfer of the Department of Social Work from the Faculty of Arts to the Faculty of Medicine, Nursing and Health Sciences RMO1998/0553

RMO1998/0296

A document was circulated (p181-184).

The Board of the Faculty of Medicine, Nursing and Health Sciences, noted that this transfer had been approved by the Board of the Faculty of Arts.

Action/Information: Ms B Shields

A document was circulated (p 185-190).

The proposal under this item was endorsed at Meeting 7/2001 of the Committee of Deans, held 16 October, subject to clarification about the title of the position.

This item was starred by the Chair at the meeting. The Academic Board accepted an amendment to the title of the position that had been made by the Faculty to become the ‘Jean Hailes Chair of Women’s Health’.

Action/Information: Mr J Noonan

16.4 Establishment of Professor/Associate Professor of Primary Care Research Personnel File

A document was circulated (p 191-196).

The Committee of Deans endorsed the establishment of this position at its Meeting 7/2001.

Action/Information: Mr J Noonan

16.5 Award of Doctor of Medicine RMO1998/0448

Action/Information: Mr M Lewenberg; Ms J Tong

17.1 Receipt of Report RMO1997/0904

A document was circulated (p 197-198).

The Academic Board received and noted the Report of Meeting 5/2001 of the Board of the Faculty of Science, held Wednesday, 3 October 2001.

Action/Information: Dr K Macrae; Ms J Holloway

18.1 Receipt of Report RMO1998/0710

A document was circulated (p199-200).

The Academic Board received and noted the report of the Board of the Faculty of Pharmacy, held Wednesday, 12 September 2001.

Action/Information: Mr M Watson

A document was circulated (p 201-202).

The Committee of Deans endorsed the establishment of these positions at its Meeting 7/2001, subject to amending the title to Professorships in Information Technology.

This item was starred by the Chair at the meeting. The Academic Board accepted an amendment to the titles of these positions to become the Professorships in Information Technology Research.

Action/Information: Mr P Cunliffe; Mr R Gillon; Mr J Noonan

20.1 Faculties Regulations (Amendment No 2 2000) RMO2001/1049

A document was circulated (p 203-210).

Action/Information: University Solicitor

21.1 Non-professorial casual vacancies – Faculty of Education RMO1997/1106

Action/Information: Mr P Lawford

21.2 Non-professorial casual vacancy – Faculty of Engineering RMO1997/1106

The Academic Board noted that the Board of the Faculty of Engineering had appointed Dr Cristopher HJ Davies, to fill a non-professorial casual vacancy on the Academic Board for that Faculty, for a term ending 30 June 2003.

Action/Information: Mr D Secomb

21.3 Selection Committee for the Chairs of Electronic Business (two positions), Faculty of Business and Economics and Faculty of Information Technology RMO1997/1623

Action/Information: Professor T Brown; Mr J Noonan

21.4 Selection Committee for the Professors of Financial Accounting and Auditing (two positions) and Professor of Management Accounting, Faculty of Business and Economics RMO1997/1623

Action/Information: Professor J Ozanne-Smith; Mr J Noonan

21.5 Selection Committee for the Chair of Nursing RMO1997/1623

Action/Information: Professor M Clayton; Mr J Noonan

22.1 Chair of the Scholarships Committee RMO2001/1351

The Scholarships Committee was established by the Academic Board at its Meeting 1/2001. The Chair of the Committee, Professor R White, will retire from the university at the end of 2001. The proposal under this item sought the appointment by the Board of a new Chair to replace Professor White.

Action/Information: Professor R Norris; Ms K Wilson-Reid

(P 211-212)

Action/Information: Mr T Calder

Meeting 7/2001 of the Academic Board will be held at 2.15pm on Wednesday, 28 November 2001, in the Council Room, first floor of Administration Building 3A, Clayton campus.