Meeting No 3/2003 of the Academic Board was held on Wednesday, 18 June 2003, in the Council Room, Administration Building 3A, Clayton campus, between 2.15pm and 4.30pm.

Professor A Lindsay (Chair), Associate Professor H Abachi, Dr H Acquaah-Gaisie, Professor S Adeloju, Associate Professor R Alfredson, Professor W Anderson, Mr J Arnold, Mr C Avram, Ms K Avram, Dr H Ballis, Professors J Bertram and J Bigelow, Mr A Blakeman, Dr K Blashki, Professor C Browne, Mr R Burnet, Mr L Bull, Dr D Casey, Professors C Chapman, M Clayton and P LeP Darvall, Dr C Davies, Ms R Dhillon, Associate Professors T Dingle and T Dix, Professors R Doherty, M Evans, A Farley, M Fleer, A Flitman, Associate Professors D Garrioch, J Glover, Professors G Griffin, R Gunstone, Mr B Harding, Professors J Harris, F Ho, Mr C Hurley, Drs H Irving, M Iskander, G Johanson, Professors S Joy, H Le Grand, Mr B Leung, Dr C Lewis, Professors B Mackenzie, A Markus, K McLaren, Mr A McMeekin, Ms J Mosse, Professors P Nagley, R Nation, R Norris, P Von Nessen, G Oppy, Associate Professor M Page, Professor S Parker, Mr A Pollock, Professor J Redmond, Associate Professor P Reed, Professors M Rhodes, J Rosenberg, N Saunders, J Sheridan, M Skully, G Smith, Dr R Smith, Professor D Smyth, Professor T Sridhar, Professors B Srinivasan, P Steele, P Stewart, Associate Professor M Story, Ms K Styles, Associate Professors J Teicher, J Walter, G Whyte, S Willis, Dr C Worth, Professor S Worthington.

Professor J Anderson, Ms A Anumarlapudi, Professor M Ariff, Dr D Bednall, Professors M Berndt, G Bouma, Ms J Brown, Professors B Caine, G Coleman, Dr B Cooke, Ms A Crook, Mr A De Bono, Professors D Kindley, D de Kretser, Mr P Handsworth, Ms C Harboe-Ree, Professor G Hodge, Associate Professor J Hurst, Dr R Nelson, Ms J Oates, Dr C Porter, Dr A Robinson, Professor J Smith, Associate Professor I Snyder, Dr K Stewart, Professors N Tapper, G Webb.

Ms A Birmingham, Mr D Gregg, Ms A Lazar, Mr L Yates.

Ms D Aitken, Mr T Calder, Ms K Gardner, Ms M Jackson, Ms C Knowles, Ms J Perdriau, Ms S Stafford, Ms C Williams.

Kerri Wilson-Reid (Secretary)

The Chair welcomed Professor S Parker, who had recently been appointed as Deputy Vice-Chancellor.

The Board farewelled and thanked the members of Academic Board who were retiring from membership following this meeting.

The Chair congratulated all those who were connected with Monash who had received Queen’s Birthday Honours in 2003, as listed in a document that was tabled at the meeting.

Drinks were held after the meeting for the launch of the formal printed version of the ‘Learning and Teaching Plan (LTP) 2003-2005’. A copy of the printed LTP was distributed to each member at the meeting.

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

Documentation was circulated. (p 165-208)

An "AVCC Higher Education News National – Budget Summary", and a series of fact sheets from "Our Universities: Backing Australia’s Future" were circulated for information.

The Chair provided a briefing to the Board on the proposed package ‘Our Universities: Backing Australia’s Future’, taking members through the information in the documentation circulated. Some of the issues highlighted included funding for regional campuses, current bidding for Commonwealth supported places, and the need for more information about aspects of the proposal such as workplace policies.

Professor Darvall advised that the Vice-Chancellors had been supportive of the efforts of the Minister and the overall proposal on its release noting the benefits contained in the package. The Chair noted that the proposed package as it stood, containing a mix of pros and cons, would be a significant improvement on the current funding situation.

Discussion occurred regarding related issues including:

The Chair advised that a number of groups eg. the Vice-Chancellor’s Group, the Committee of Deans, the Academic Board and bodies at the faculty level, would give further consideration to aspects and implementation issues arising from the package as information unfolded. In response to a query, Professor Lindsay noted that whilst there would be interaction between the faculty and central processes for consideration of this issue, it would be difficult to track all of the discussions that occurred at different levels and across faculties. The value of discussion forums was noted including the importance of making forums as accessible as possible.

The Chair, Professor A Lindsay, advised members about a potential change to the existing Monash arrangement of the Chair of Academic Board being the Vice-Chancellor or Vice-Chancellor’s nominee (refer Statute 2.2), to become an elected Chair of Academic Board. Professor Lindsay noted that such a change would provide more independent collegial style leadership and would avoid a potential conflict of interest with a member of the executive being the Chair of Academic Board, and consequently a member of Council required to speak about the views of the Board or the academic community more broadly, while being bound by the cabinet style solidarity of the Vice-Chancellor’s Group. Members noted advice that government provisions for university council membership were based on a model of an elected chair, rather than the Vice-Chancellor or nominee, and that many universities had chosen this approach. The Chair advised that the Vice-Chancellor Designate had indicated support for the suggestion and would wish to discuss the proposal with the Board personally before it was finalised. Professor Lindsay invited input from the Board prior to further development of a proposal for consideration by the Board and then Council.

In response to members’ queries, the Chair outlined further detail about the suggested arrangement as follows:

Brief discussion occurred regarding the membership of the Chair of Academic Board on Council. It was noted that if the Vice-Chancellor chaired the Board, one position on Council would remain vacant.

Members requested that further detail be brought to the Academic Board for initial consideration including information about workload, whether the Chair would be a member of the executive, the size of the executive, advantages and disadvantages of the proposal, potential models for an elected Chair and key issues for consideration. The Chair agreed that a paper would be prepared for circulation and that members should liaise with colleagues about the matter prior to the next meeting.

Action/Information: Members; Office of the DVC(A&P)

The Vice-Chancellor, Professor P Darvall, advised the Board about outcomes from the recent NH&MRC and ARC rounds. Professor Darvall noted that a number of Monash researchers had achieved substantial results such as Professor J Rood (approximately $15M), Dr J Whisstock (approximately $6M) and Dr J Irving (Premier’s Award for Medical Research).

The Vice-Chancellor thanked senior staff who would be changing positions and/or leaving the university for their significant contributions to the Board and to the work of the university. Professor N Saunders, Dean, Faculty of Medicine, Nursing and Health Sciences, would be leaving the university later in the year, Professor J Rosenberg, Dean, Faculty of Information Technology, was congratulated on his new appointment as Deputy Vice-Chancellor (Academic) at Deakin, and Professor R Bignall would soon be completing his appointment as Pro Vice-Chancellor, Malaysia.

Mr L Yates, Director, International Marketing Administration, was in attendance.

Mr D Gregg, General Manager, Monash International, provided a Powerpoint presentation to the Board regarding the new commencing international students at Australian campuses for semester one, 2003. The Board noted that Monash currently had the highest enrolment of international students in the country, with 8% of the international students in Australia. Mr Gregg highlighted key points regarding commencing international students including:

• the strong growth (17%) in commencements in March 2003;

• that China was now the largest home country (with demand from this area not expected to decline);

• the channels for the students coming to Monash including a significant number via Monash pathways such as MUFY;

• the growth of commencements at each course level and numbers in all faculties; and

• that a large increase in semester two intake was not predicted.

Members discussed related issues such as methods of recruitment for different pathways, reasons for the decline of commencements at Gippsland, the decline of students coming from Singapore and the impact of the extension of the stay from one to two years for applications for permanent residency.

The Vice-Chancellor advised that the university should be evaluating the courses available on all campuses. The Chair noted that discussions would occur over the coming months regarding this issue.

Documentation was circulated. (p 209 – 236)

Ms A Birmingham, Manager, Workplace Policy, Policy and Consultancy was in attendance for this item.

The Chair, Professor A Lindsay, introduced this item and noted that consultation had occurred regarding the Guidelines with the NTEU. Professor C Browne, Associate Chair, Academic Board, took members through the key changes in the Guidelines (set out at agenda p 210) and the processes that had been followed.

In response to a query about whether the relevant Associate Dean ‘may’ or ‘would’ be consulted where candidates had given a high weighting to teaching or research, Professor Browne noted that the Associate Dean ‘would’ be consulted and that the relevant pages would be amended to ensure consistency. It was noted that Professor Farley may liaise with Professor Browne following the meeting regarding the ability of Associate Deans to access relevant information.

Documentation was circulated. (p 1-10)

Ms A Birmingham, Manager, Workplace Policy, Policy and Consultancy was available to answer any questions.

The Deputy Vice-Chancellor (Academic and Planning) noted that this item involved a codification of procedure further to the existing procedures for appointment of associate professor. Professor Lindsay informed the Board that consultation with the NTEU regarding the procedures had commenced and would continue after this meeting.

In response to concern from a student member regarding the stage at which consultation was occurring with the NTEU, the Chair advised that comments from the Board about the procedures were welcome. Following presentation of the procedures to this meeting for noting, the consultation process between the university and the NTEU would be conducted prior to their introduction.

Action/Information: Professor C Browne

Documentation was circulated. (p 11-16)

This Policy was an update of a previous policy approved by the university. The update was brought to Meeting 2/2003 of the Board as the ‘Community Engagement Policy’. Issues were raised about the concept of engagement being wider than community service and that the overall purpose of the document needed to be made more clear. The policy document was revised to take into account these concerns and was been re-cast as a Community Service Policy.

It was noted that the Policy provided an overarching policy framework for community service undertaken across Monash. Professor M Evans, Director, Planning and Academic Affairs, advised that development of a university-wide Community Service Plan, that would include specific details about how that service would be undertaken and acknowledged, would commence following approval of the Policy.

Action/Information: Professor M Evans; Secretary

Documentation was circulated. (p 17-24)

Professor M Evans, Director, Planning and Academic Affairs, noted that this was a comprehensive review of the university’s coursework scholarships and thanked all those who were involved with the working party and the review. The recommendations had been endorsed by the Coursework Scholarships Committee, the Admissions Committee and the Scholarships Committee.

Members noted that the outcomes of the review were intended to address a number of issues including reversing the decline in the number of very high achieving students seeking entry to Monash. It was thought that attracting the best students to Monash would impact on the view of other high achieving students about Monash being their university of choice. Professor Evans informed members about the issues and information considered during the review. A further point was noted that significant benefit would arise from a substantial increase in the number of scholarships that could be made available.

Members discussed the review and the proposed recommendations and the following issues were considered:

differentiation of Monash from its main competitors;

• the potential for market research involving students to ascertain their views on factors influencing their choices;

• the value of Deans Scholars positions in some faculties;

• scholarships were available for students undertaking double degree programs;

• scholarship availability for later year students would be at faculty discretion;

• the importance of the nature of the approach made to students for scholarship offers and the monetary value of the scholarships; and

• the average result to be achieved for retention of university-wide merit and equity-based scholarships.

Some questions were raised about the likelihood that attracting the best students via scholarships would create the desired ‘tent pole’ effect. However it was noted that the outcomes of the review were a positive improvement. Further mechanisms were suggested that may assist with this issue including seminars, guest lecturing, and mentoring, and looking at publicity to raise the profile of scholarships. Professor H Le Grand, Dean, Faculty of Arts, suggested that a review should be conducted of the effects of the recommendations following two years of implementation (eg 2005).

Documentation was circulated. (p 237 – 240)

The Dean of the Faculty of Engineering, Professor T Sridhar, provided the Board with an update on the School of Engineering at the Gippsland campus. Professor Sridhar advised that following consideration of options presented in a report from an independent Review Panel and evaluated by a consultative Reference Group, the Council had agreed at its meeting on 5 May 2003 on the option recommended to offer a new degree, the Bachelor of Civil and Environmental Engineering, at Gippsland. The postgraduate program in Maintenance and Reliability Engineering would continue by Off Campus Learning (OCL).

Members noted Professor Sridhar’s advice that the current undergraduate engineering degrees (Interdisciplinary Engineering and Mechatronics Engineering) would be discontinued and that appropriate steps would be taken to allow current students in those courses to complete their studies. Consultation had occurred and was continuing the NTEU, staff and students about these arrangements.

In response to a query about options for students in the programs that would be discontinued, the Dean advised that students could transfer to the Clayton campus (including allowances to offset some of the costs of transfer), continue in the new program to be offered from 2004, or complete remaining units by OCL.

Documentation was circulated. (p 25-28)

The Deputy Vice-Chancellor (Academic and Planning) spoke to this item noting that the revised terms of reference and title for the Offshore Quality Assurance Committee would be consistent with the university’s devolved course approval process, its development as a global university, AUQA requirements and the overall quality framework. Professor Lindsay advised that an amendment to the second dot point in the terms of reference (p 27) was required to read "… other modes and locations of offerings".

This item originated from Item 9.2.

A proposal for the establishment of a new Education Committee structure, as part of the ‘Implementation Plan for the Learning and Teaching Plan (LTP) 2003-2005’, was circulated (p 45-58).

Professor Lindsay advised that the new subcommittees and working parties of the Education Committee would allow a series of mechanisms for implementing LTP initiatives. Implementation would involve active engagement by the faculties, the support units and the Education Committee that would also be the coordinating body with oversight of activities.

In addition, it was noted that a recent review of Transition and Orientation recommended that a new structure for the governance of these areas be adopted. A Transition Policy and Planning Subcommittee, that would report to the Education Committee, was formed with overall responsibility for transition and orientation matters. The Orientation Subcommittee would in turn report to the Transition Policy and Planning Subcommittee.

The Education Committee had approved the working parties included in this structure.

Action/Information: Professor C Browne; Secretary; Chairs of Subcommittees and Working Parties

This item originated from Item 9.3.

Revised terms of reference for the Education Committee were approved at Education Committee and Academic Board Meetings 6/2002. The review of the Committee’s terms of reference was timely in light of its continuing role in academic policy development and approval of procedures, its engagement in developing, reviewing and monitoring the Learning and Teaching Plan, and the devolution of the course and unit approval process to faculties. It was foreshadowed at that time that further amendment would be made to the Committee’s terms of reference following the establishment of a new structure for Education Committee subcommittees and working parties to support the implementation of the ‘Learning and Teaching Plan (LTP) 2003-2005’ and other policy responsibilities.

Further to the establishment of the new Education Committee structure under item 2 above, a proposal for amendment of the Committee’s terms of reference, showing changes in strikeout, was circulated (p 59-64). For general reference, a list of the Education Committee’s membership was included.

Documentation was attached. (p 29 – 36)

The Monash University Animal Welfare Committee, that reports to the Deputy Vice-Chancellor (Research and Development), forwarded an annual report to the Board.

The Academic Board received and noted the Annual Report 2002 of the Monash University Animal Welfare Committee, as submitted by the Deputy Vice-Chancellor (Research and Development).

Action/Information: Professor G Bouma

Documentation was attached. (p 37 – 40)

Action/Information: Ms J Gaffey

Action/Information: Ms K Wilson-Reid

Documentation was attached. (p 41 – 74)

This item was starred by the Chair and included at item 4.1 (p 45 – 58).

This item was starred by the Chair and included at item 4.2 (p 59 – 64).

A proposal from the Deputy University Solicitor, Ms A Lazar, was circulated (p 65-74) that involved amendment to the Exclusion for Unsatisfactory Progress Regulations in relation to the timing for notice of hearings.

Action/Information: Ms A Lazar; Secretary; Ms S Chong; Faculty Managers

Action/Information: Mrs P Herman

A document was attached. (p 75 – 76)

Proceedings

10.2 Receipt of Report of Meeting 4/2003 RMO1992/1156 A document is attached.

A document was attached. (p 77-80)

Proceedings

Action/Information: Mr D Mernagh

A document was attached. (p 81 – 92)

A document was attached. (p 85 – 92)

(Secretarial note: refer to item 23.2)

The Faculty Board of Business and Economics has endorsed a proposal to change the name of the National Key Centre in Industrial Relations to the Centre for Work and Employment, noting that this name change:

This item was starred at the meeting by the Dean of the Faculty of Arts, Professor H Le Grand. In response to comments from the Deans of the Faculty of Arts and Education regarding other centres whose work may be related to this centre, the Chair noted that the relevant Deans would liaise about this issue.

Action/Information: Professors G Palmer, H Le Grand and S Willis

Action/Information: Mr P Lawford

A document was attached. (p 93 – 94)

A document was attached. (p 95 - 96)

A document was attached. (p 97 – 100)

Action/Information: Ms A McDougall

Action/Information: Ms J Beaton

A document was attached. (p 101 – 102)

The Board received and noted the Report of Meeting 1/2003 of the Board of the Faculty of Law, held on 15 April 2003.

This centre had not operated as an entity for over a year and the Faculty Board recommended that it be formally closed. The Faculty had communicated with the National Australia Bank and financial operations had been finalized.

Action/Information: Ms J Tong

A document was attached. (p 103 – 116)

A document was attached. (p 107 – 114)

The proposal under this item was endorsed by the Committee of Deans at its meeting on 3 June 2003.

A document was attached. (p 115 – 116)

Action/Information: Ms G Key

A document was attached. (p 117 – 128)

A document was attached. (p 121 – 124)

The proposal under this item was endorsed by the Committee of Deans at its meeting on 15 April 2003.

A document was attached. (p 125 – 128)

The proposal under this item was endorsed by the Committee of Deans at its meeting on 15 April 2003.

The Board endorsed for submission to Council the proposal of the Faculty of Science to establish and fill of a Chair in Biotechnology in the School of Arts and Sciences, Monash University Malaysia.

A document was attached. (p 129 –132)

The proposal under this item was endorsed by the Committee of Deans at its meeting on 15 April 2003.

Action/Information: Ms A McDougall; Ms S Gleeson

A document was attached. (p 133 – 136)

The Board endorsed for submission to Council the proposal of the Faculty of Business and Economics to establish and fill a Chair in the School of Business, Monash University Malaysia.

Action/Information: Mr D Mernagh

A document was attached. (p 137 – 140)

Action/Information: Mr D Mernagh

A document was attached. (p 141 – 144)

Action/Information: Mr D Mernagh

A document was attached. (p 145 – 146)

Action/Information: Ms J Zahmel

The University’s Academic Structure as at March 2003 was circulated. (p 147 – 158)

This document is updated annually by the University Secretariat, based on consultation with Faculty Managers and reference to approvals by relevant university committees. The document is presented for information noting that details relevant to the Academic Structure change on a regular basis through out the year.

The Chair highlighted at the beginning of the meeting that this document had been brought forward following consultation with Faculty Managers. Professor Lindsay advised that faculties should notify changes to the University Secretariat.

The Board received and noted the document titled "Monash University Academic Structure (March 2003)".

Action/Information: Faculty Managers; Mr M Fenaughty

A document was attached. (p 159 – 162)

On election non-professional membership from the Faculty of Engineering will be finalised shortly.

Action/Information: Mr M Fenaughty

Action/Information: Mr D Mernagh

Action/Information: Mr B Corless

The Board reappointed the current Chair, Professor Graeme Davison, as Chair of the General Library Committee for a term to June 2005.

Action/Information: Ms M Pernat

The Board nominated Associate Professor Marilyn Baird as a representative of the Board on the General Library Committee.

Action/Information: Ms M Pernat

A document was attached. (p 163 – 164)

26 ACADEMIC BOARD NOMINEES FOR PROFESSORIAL SELECTION COMMITTEES    PERSONNEL

Action/Information: Mr J Noonan

26.2 Selection Committee for the Dean, Faculty of Law