Meeting No 6/2002 of the Academic Board was held on Wednesday, 13 November 2002, in the Council Room, Administration Building 3a, Clayton campus, between 2.15pm and 3.55pm.

Professor A Lindsay (Chair), Dr H Abachi, Dr G Acquaah-Gaisie, Associate Professor R Alfredson, Professor M Ariff, Mr J Arnold, Mr C Avram, Ms K Avram, Professor M Baird, Dr D Bednall, Mr K Bensley, Professors M Berndt, B Bignall and G Bouma, Ms J Brown, Professor C Browne, Mr R Burnet, Mr L Bull, Dr D Casey, Professors C Chapman and M Clayton, Dr B Cooke, Ms A Crook, Professor P Darvall, Dr C Davies, Mr M Davison, Mr A De Bono, Associate Professor T Dingle, Professor R Doherty, Associate Professor R Edwards, Professors M Evans and A Farley, Associate Professors D Garrioch and J Glover, Professors R Gunstone and J Hamill, Mr B Harding, Professor J Harris, Mr A Herzberg, Professor K Hourigan, Mr C Hurley, Dr H Irving, Professors J Jarvis, S Joy, M King and K Langfield-Smith, Dr C Lewis, Professors B Mackenzie, A Markus, S McKemmish and K McLaren, Associate Professor C Mingins, Ms J Mosse, Professors P Nagley and G Oppy, Associate Professor M Page, Professors G Palmer, S Parker and J Redmond, Dr M Rosa, Professors J Rosenberg, J Sheridan, J Smith and D Smyth, Associate Professor I Snyder, Professors T Sridhar and B Srinivasan, Dr K Stewart, Ms K Styles, Professor N Tapper, Associate Professor J Teicher, Professors N Thomson, J Walter and G Webb, Mr J White, Professors S Willis and B Workman, and Dr C Worth.

Professor J Anderson, Dr H Ballis, Professor J Bigelow, Dr K Blashki, Professors M Brisk, B Caine and G Coleman, Ms R Dhillon, Professor D de Kretser, Associate Professor T Dix, Professors M Fleer, A Flitman and G Griffin, The Hon G Hampel QC, Professor G Hodge, Dr M Iskander, Dr G Johanson, Professors D Karoly, D Kinley, J Kulkarni and H Le Grand, Mr A McMeekin, Professors R Nation and R Norris, Associate Professor P Reed, Professor M Rhodes, Dr A Robinson, Professor M Skully, Dr R Smith, Professor P Stewart, Associate Professor M Story, and Mr T Wilson.

Mr J Levine, Mr P Marshall, Mr R Dias

Mr T Calder, Ms D de Zilwa, Ms S Stafford

Ms K Wilson-Reid (Acting Secretary)

The Chair, Professor A Lindsay, welcomed to the Board new member Professor James Walter, Faculty of Arts. The Deputy Vice-Chancellor thanked retiring student members Ms Teresa Porritt, Mr Tim Wilson, and Mr Darren Hanson, for their contributions to the Academic Board.

Also on behalf of the Academic Board, the Chair and the Vice-Chancellor farewelled and thanked two long-standing and distinguished members, Professor Mike Brisk and Mr John White, who would be retiring from the university at the end of the year, for their tremendous efforts towards the business of the university and the work of the Board.

Professor Darvall highlighted that Professor Brisk had very successfully performed the role of Dean of the Faculty of Engineering for the past eight years with the full respect of staff and peers. Members noted that Professor John Sheridan would act in the role of Dean until a new Dean was appointed.

Professor Lindsay noted Mr White’s considerable and successful career at Monash over the past thirty-six years, commencing as lecturer in computing at the (then) Caulfield Institute of Technology, and including the positions of Deputy General Manager following the merger with Monash, and Campus Director of Caulfield and Peninsula since 1997.

Item 7.4 was starred at the meeting.

The recommendations of the Steering Committee were adopted without discussion for all items other than those starred.

There were no confidential items on the agenda for this meeting.

The Chair, Professor A Lindsay, paid tribute to those who had been gravely affected in the events of 21 October in the Menzies Building at Monash. The Academic Board marked the contributions of all of the staff, students, and others who had been involved and provided assistance on and after that day.

The Vice-Chancellor, Professor P Darvall, informed the Board about the tragedy that had occurred. With great regret the Vice-Chancellor advised that two outstanding students in the Econometrics Honours class concerned had been killed, and several others seriously wounded. Thankfully those injured were all now all recovering. Members noted that William Wu and Steven Chan, whose families were being supported by the university through this time, had been awarded their degrees posthumously.

The Vice-Chancellor advised that the university’s Crisis Management Team had actively engaged in a significant practice simulation, involving very similar events to these, earlier in the year. The Board noted that consideration should continue to be given to the types and extent of support and guidance provided to the university’s students as they undertook their studies.

The Vice-Chancellor thanked all those who had assisted with events, and in particular the Office of the Deputy Vice-Chancellor (Resources) and support services, Mr R Coventry and Counselling Services, the Switchboard, the Police, Ms M Taylor, Mr C Thornby and one other person who at this stage had not been identified, and the staff of the Department of Econometrics. Professor Darvall noted with pride how so many members of the university and community had responded by pulling together at such a difficult time.

As noted by the Council, the Chair also highlighted the outstanding role played by the Vice-Chancellor in dealing with staff and students throughout this time.

Documentation was circulated. (p93-94)

Professor Peter Darvall, Vice-Chancellor, spoke to this item informing the Board that the proposal to phase out undergraduate engineering at the Gippsland campus had attracted much attention and an emotional reaction at Gippsland. Professor Darvall advised that the issue had been debated at the 11 November meeting of Council, and that the Vice-Chancellor, in consultation with the Pro Vice-Chancellor Gippsland, the Dean of the Faculty of Engineering and some others, would seek further advice from the relevant task force. A report would be put to Council from the Vice-Chancellor in early 2003.

Professor Darvall provided further information about the details of the decision including student numbers, demand, and the history of engineering in that region. The Pro Vice-Chancellor, Professor B Mackenzie, noted the benefit of additional consultation, and noted the importance of making accessible more information about the current role and status of engineering at the Gippsland campus.

The Vice-Chancellor noted that some issues had been highlighted that should be addressed. However, consideration needed to be given to ensuring that decisions were made in the appropriate forum and that the Council was not called upon to become involved in university management issues.

Discussion occurred and the following issues were noted:

Academic Board noted the advice of Professor P Darvall, Vice-Chancellor.

Documentation was circulated. (p95-98)

Professor Gary Bouma, Deputy Vice-Chancellor (Research and Development), informed the Board about the positive results of the recent round of NH&MRC applications. Professor Bouma noted that the Faculties of Medicine, Nursing and Health Sciences, Arts and Science, had done very well achieving grants and provided further detail about some of the proposals that had been successful. The university was currently preparing for the next round of applications.

The Deputy Vice-Chancellor thanked and congratulated those involved with preparation of these grants.

Academic Board received and noted the advice of Professor G Bouma, Deputy Vice-Chancellor (Research and Development), and the documentation presented regarding the NH&MRC Results.

Documentation was circulated. (p1-16)

Professor Alan Lindsay, Deputy Vice-Chancellor (Academic and Planning), thanked the Associate Chair of Academic Board, Professor C Browne, for coordinating the Learning and Teaching Plan (LTP) revision, the working party chairs Ms D James, Professor S Joy and Associate Professor V Clifford, and all involved with the consultative process. The Board noted that this revision built on the framework of the original version coordinated by Professor M Evans.

Noting the need for prioritisation of the many teaching and research activities and initiatives, Professor Lindsay noted that discussions would now occur with Deans and Associate Deans Teaching regarding funding sources and appropriate allocation of available resources.

Academic Board approved the ‘Learning and Teaching Plan 2003-2005’.

A paper was tabled at the meeting regarding the method for allocation of the budget. The Chair advised that a briefing would be held for the Board regarding the details of the ‘Budget 2003’, between 12 pm and 1pm on 27 November.

Ms A Crook, Deputy Vice-Chancellor (Resources), informed the Board about the steps taken to date including consultation with Deans to establish the Budget for 2003. Ms Crook took members through the tabled paper including a detailed comparison between the methods used for allocation of funds under the traditional model and under the new interim model, that was based on Strategic Cost Management, that would be used for 2003.

Ms Crook advised that faculties would not be worse off under the model used for 2003 than they would have been had the traditional model applied. Members noted that the conditions under which the budget was being established had been significantly affected by a reduction of funding available from investment income, the Foundation and the Research Training Scheme.

The Deputy Vice-Chancellor (Resources) foreshadowed issues that would require future consideration by the university including management of off the top funding, the research funding model, a process for decision-making regarding strategic initiatives, a policy on staff to student ratios and understanding about space management and charging. Members noted the process that would be used in the following year for faculty and support services planning, determining strategic initiatives and the budget for 2004. Ms Crook highlighted the importance of focussing on growing resources and using them strategically and effectively.

Discussion occurred regarding related issues including:

The Deputy Vice-Chancellor (Academic and Planning) highlighted that teaching and learning funds that had been accumulated over the last three years to support implementation of the Learning and Teaching Plan would be allocated to faculties in 2003.

The Chair thanked Ms Crook for the detailed information provided and noted that further refinement of the draft budget would occur.

Academic Board noted information that was provided about the Budget model that would be used for 2003.

[On Wednesday, 27 November 2002, Ms A Crook, Mr J Levine and Mr R Dias, provided an informal briefing about the details of the Budget 2003 for members of the Academic Board who wished to attend. Documentation was circulated to members electronically prior to the briefing.]

Documentation was circulated. (p17-20)

Professor G Palmer, Dean, Faculty of Business and Economics, queried how both stages of the Caulfield development would be managed with a report expected for Resources and Finance Committee this month. The Deputy Vice-Chancellor (Resources) advised that discussions were underway with the Chair of the Resources and Finance Committee. It was anticipated that relevant information about stage two of the development may be put to the January meeting of that Committee.

Academic Board noted the advice of Ms A Crook, Deputy Vice-Chancellor (Resources), regarding an update on campus developments.

Documentation was circulated. (p21-24)

Professor Alan Lindsay, Deputy Vice-Chancellor (Academic and Planning), advised that the proposal, requested by the Dean of the Faculty of Medicine, Nursing and Health Sciences, sought to increase consistency between academic teaching and research titles, and titles for those engaged primarily in research but with some teaching and administrative responsibilities.

Academic Board endorsed:

Documentation was circulated. (p 55-58)

Professor M King, Director, Monash Research Graduate School, informed the Board about the proposal under this item that sought to establish a mechanism for doctoral students to complete their studies in two different countries, with a minimum of one year working in each, co-taught by two different institutions. Professor King highlighted that some further detail in relation to the proposal would also need to be added regarding a memorandum of understanding and agreement between the institutions for particular projects.

Professor Lindsay noted that consultation would occur with Deans regarding funding for international teaching initiatives.

Professor King responded to a member’s query that the effect that this initiative would have on Research Training Scheme arrangements were to be confirmed.

Documentation was circulated. (p25-28)

Documentation was circulated. (p 29-40)

The Deputy Vice-Chancellor (Academic and Planning) approved the development of a ‘Monash Experience Questionnaire (MEQ)’ by CHEQ in 2001 to provide additional information for monitoring the student experience at Monash. The ‘Still Learning’ report of the 2002 Monash Self Review also supported this development. The key purpose of the MEQ was to provide institutional and course level data that would allow Monash to monitor, assure and improve the quality of its academic programs and student services, and to benchmark internally and with other universities. A paper outlining the proposed ‘Monash Experience Questionnaire’ (MEQ) was endorsed by the VCG, and circulated for comment. The MEQ had received extensive comment and review from staff across the university, from student focus groups and from the Education Committee. It was intended for undergraduate and postgraduate by coursework students.

Academic Board:

Documentation was circulated. (p 41-46)

At its Meeting 3/2002, the Academic Board approved a set of recommendations in relation to the ‘Protection of Courseware on the Web’ (refer item 7.2).

The final recommendation was "that the university publish guidelines for staff about their rights and responsibilities in preparing web-based materials." As noted by the Academic Board, the Education Committee established a small working party to draft appropriate guidelines for consideration, convened by Associate Professor J Hurst. At its Meeting 6/2002, the Education Committee endorsed the guidelines that were circulated that had been drafted by the working party.

Documentation was circulated. (p 47-48)

Documentation was circulated including draft revised terms of reference for the Education Committee, together with a copy of the existing terms of reference of the Committee for reference. (Attachment C)

In response to a member’s query regarding approval of courses and units and quality assurance processes, the Chair advised that Academic Board had devolved that approval function to faculties from 2001. Appropriate consultation processes were still required under the devolved system regarding matters of university-wide significance. The faculties were considering proposals in the context of the university’s Integrated Academic and Resource Planning Approach, and the framework provided by the documents "Quality at Monash’ and "Guidelines for Academic Review’.

The Deputy Vice-Chancellor (Academic and Planning) noted that the role of Education Committee was becoming more strategic and policy oriented. Consideration was underway regarding the Education Committee’s role in relation to quality, with further discussions having recently occurred during development of the Learning and Teaching Plan, and possible links with the university’s Quality Development Committee.

A proposal was put forward to also include ‘campuses’ in point seven of the Terms of Reference, to take into consideration the complex interplay between campuses and faculties. The Board accepted the change. The Vice-Chancellor noted that the implementation of this point would need to be considered in consultation with campus directors and relevant parties.

Action/Information: Ms K Wilson-Reid

Documentation was circulated. (p 49-54)

(Secretarial Note: Refer to Item 4.1)

Documentation was circulated. (59-62)

Documentation was circulated. (p 63-68)

Documentation was circulated. (p69-70)

Documentation was circulated. (p71-74)

The Monash University admissions policy and procedures provide a mechanism for applying bonus points during selection to students from selected schools, via the Monash Schools Access Scheme. Many smaller rural schools and colleges which are in the catchment region of larger regional centres do not qualify for this scheme and that it is arguable that students in these schools may be educationally disadvantaged due to limited regional resources.

The documentation enclosed proposes the establishment by the Faculty of Law of a Rural Entry Scheme that would be implemented in accordance with the Monash University Admissions policies and selection guidelines.

Documentation was circulated. (p75-78)

Documentation was circulated. (p79-80)

Academic Board received and noted the Report of Meeting 4/2002 of the Board of the Faculty of Education, held on 25 September 2002.

Documentation was circulated. (p81-82)

Academic Board received and noted the Report of Meeting 6/2002 of the Board of the Faculty of Medicine, Nursing and Health Sciences, held on 23 October 2002.

Action/Information: Mr M Lewenberg

Documentation was circulated. (p83-86)

14.2 Proposal to fill the established Chair of Meteorology in the School of Mathematical Sciences RMO1998/3049

Documentation was circulated. (p87-90)

This proposal was endorsed by the Committee of Deans.

Documentation was circulated. (p91-92)