Meeting No 4/2003 of the Academic Board was held on Wednesday, 20 August 2003, in the Council Room, Administration Building 3A, Clayton campus, between 2.15pm and 4.20pm.

Professors J Anderson, M Berndt and J Bertram, Associate Professor K Blashki, Professors K Burridge, C Cocklin and G Coleman, Ms R Dhillon, Dr B Doecke, Professors R Gunstone and G Hodge, Dr M Iskander, Ms S Joy, Professors B Kent, J Kulkarni, B Mackenzie, S McKemmish and K McLaren, Mrs J Mosse, Professors B Muddle, G Palmer, S Parker and M Pittard, Dr C Porter, Associate Professor P Reed, Professors N Saunders, J Smith, P Stewart, R Willis and B Workman.

Professor HP Leang, Professor M Nair.

Ms M Jackson, Mr T Calder, Ms S Chong.

Kerri Wilson-Reid (Secretary)

The Chair welcomed new members Professor M Liddell, Pro Vice-Chancellor Malaysia, Professor G Gupta, Acting Dean, Faculty of Information Technology, and members who were commencing or returning following the recent Academic Board elections. Professor Lindsay also welcomed Professors Mahendhiran Nair and Hiew Pan Leang, who had been invited to attend the meeting by teleconference from Malaysia.

The Chair reminded members that, in accordance with Statute 2.2 – The Academic Board, a casual vacancy in the office of an elected member would occur where a member was absent from three consecutive meetings without special leave granted by the Board at or before the last of those meetings. Professor Lindsay also advised that members should declare their attendance as they entered each meeting.

Members noted that some items had been starred in the agenda for discussion. No further items were starred at the meeting.

Refer to item 21.2 of the minutes.

Professor A Lindsay, Deputy Vice-Chancellor (Academic and Planning), spoke to this item and informed members regarding:

In response to a member’s query, the Vice-Chancellor briefed the Board regarding the South Africa Campus Risk Review Subcommittee. Members noted that the Subcommittee was considering questions about why student numbers and fee income were lower and costs higher than predictions. Professor Darvall informed the Board that Marketing and Public Affairs and Monash International were making concerted efforts in this area. Relevant issues would need to be addressed. Members discussed related issues including previous and future efforts to tap into existing resources for growth, encouragement of quality students to undertake study at the campus, a considerable increase and broadening of the marketing capacity directed towards this exercise, space allocation for staff and students, the university’s brand in South Africa and the potential for further networking in the area.

Professor P LeP Darvall, Vice-Chancellor, spoke to this item.

Noting that this was the last opportunity to address the Board prior to his retirement, the Vice-Chancellor provided members with his reflections on issues facing the university.

Professor Darvall noted that his role as Vice-Chancellor since July 2002 had been to leave the university in good form and spirit and that it was felt that, with the help of his colleagues, this environment had been realised.

Outlining the positive aspects of Monash, the Vice-Chancellor noted that it was the largest University in Australia, with many families having or having had some connection to it. There was a likelihood that the majority of the university’s alumni were still in the workforce in Australia and internationally. The university was "into everything" (this having advantages and disadvantages) and was the most internationally focussed university in Australia with particularly strong connections in South East Asia. Monash possessed a strong brand backed by solid marketing, had good facilities, a powerful balance sheet and a significantly devolved structure (both a plus and a minus at times). Professor Darvall highlighted that Monash as an institution had a tremendous spirit.

Describing areas where Monash could improve, the Vice-Chancellor noted that the university was broadly stretched, heavily devolved and in some regards unfocussed, that a greater balance was required between giantism and elitism and that a clearer mission was required. At times, Monash’s research performance was patchy with some "research-free" zones and its range of courses and units, whilst strongly delivered and offering substantial variety, was perhaps overly extensive. Other aspects included the need to further develop the planning process and to ensure that costs did not escalate faster than revenues.

Professor Darvall noted that university planning was moving ahead, that a re-affirmed commitment had been made to internationalisation and that ‘Leading the Way’ would be recast and refocussed based on existing principles. It was important that the university commit to and own the different plans that had involved substantial effort over recent years. Strategic Cost Management was an important new aspect of the university’s operations that would, if managed well by the different areas, be beneficial to the university.

Major issues facing the University included:

In conclusion, the Vice-Chancellor noted that the student body was of high quality, yet emphasised the importance of the university continuing its efforts to attract and retain high calibre students and staff, remain vigilant and ensure high quality outcomes in all areas of endeavour.

Documentation was circulated. (p 131-132)

The Chair, Professor A Lindsay, thanked members for input received to date about the proposal for an elected Chair of Academic Board and invited more detailed comment to assist with further development of the proposal.

A member noted that executive roles had evolved at other institutions from similar positions and suggested it may be preferable to start with a more contained position that might build overtime as considered appropriate. Discussion occurred about achieving an appropriate distinction from and relationship between the position of Chair and the Vice-Chancellor’s Group. Some members noted the importance of having an active Chair who was well informed, well connected and involved in relevant areas of business throughout the university. It was suggested the Chair could have input into the VCG and Council.

Several members noted a priority for consideration and definition of the Board’s terms of reference, composition and dynamics. The nature of business and the need for issues presented to be relevant to the responsibilities of the Board were highlighted as important factors. Accountability was also raised as an issue to be taken into account during consideration of a move to an elected Chair.

A query was raised about whether there would be inconsistency with Deans chairing Faculty Boards, an elected position chairing Academic Board and the Chancellor chairing Council. Professor Lindsay noted that with recent rises in power of Councils and management that there may have been some weakening of the role of the Academic Board in the governing relationship between the Board, Council and the executive. Members noted the need for refining and strengthening of the role of the Academic Board within the university’s governance structure.

Members noted the importance of a consistent presence and a strong relationship between the Vice-Chancellor and the Board.

Discussion occurred regarding a greater need for stimulus and debate about relevant issues at Academic Board. The possibility of having ‘question time’, with the ability to ask a member to respond to a question with appropriate notice, was suggested. Other members noted the need for a mechanism to bring issues to the Board.

Thanking members for their comments, Professor Lindsay advised that he would discuss these issues with the incoming Vice-Chancellor, Professor R Larkins and progress the proposal from there.

Documentation was circulated. (p 1- 4)

(Refer also to proceeding No. 1 of the report at item 7.1.)

The Deputy Vice-Chancellor (Research and Development), Professor G Bouma, spoke to this item highlighting recent research outcomes including the achievement of two ARC centres.

Professor Bouma informed the Board about the issues arising from the Monash Research Summit held this year such as the promotion of a research positive culture at Monash, revision of the Research and Research Training Management Plan, input into the review of the Graduate Certificate in Higher Education and involvement with development of the university’s ‘Teaching-Research Nexus’. Members noted advice from Professors G Bouma and G Webb that the issue of the ‘Teaching-Research Nexus’, that had been to university’s education and research committees, would proceed through the Committee of Deans to the November meeting of Academic Board for discussion and debate.

The Board farewelled the Vice-Chancellor, Professor Peter LeP Darvall, and thanked him for a job well done noting his deep commitment to scholarship and high academic standards, his passionate belief in Monash and his resolution to place academic issues at the heart of the decision making process. The Board supported with acclamation the comments of the Chair, Professor A Lindsay, regarding Professor Darvall’s dedication to Monash throughout his dedicated and distinguished career at the university.

This item originated from Item 9.2.2 of the agenda.

The Monash University Library Annual Report 2002 was circulated. (p 5-40)

Ms C Harboe-Ree, University Librarian, spoke to this item and highlighted key points from the Annual Report and Library strategic directions such as:

Discussion occurred regarding aspects of the Library’s activities including efforts to preserve Monash research publications and showcase research output; the implications of Strategic Cost Management; funding requirements for collections; the entrance to the Hargrave-Andrew Library; strategies to increase awareness about electronic journal facilities; and the exemplary process recently undertaken for the Library Review.

Ms Harboe-Ree noted her thanks to the Monash University Library staff for their efforts throughout the year.

Documentation was circulated. (p 41 – 42)

(Proceeding No. 1 - refer also to agenda item 3.4)

Documentation was circulated. (p 43 – 46)

Documentation was circulated. (p 47 – 50)

9.2 Receipt of Report of Meeting 2/2003 RMO1997/0902

Documentation was circulated. (p 51 – 54)

Documentation was circulated. (p 55- 56)

The General Library Committee (GLC) agreed that the GLC should be the forum for faculty feedback on service level agreement matters. The GLC endorsed an additional Term of Reference for the Committee as detailed below. An amended version of the Terms of Reference is circulated for reference.

9.2.2 Monash University Library Annual Report 2002 RMO1997/0395

This item was starred and included under item 4.1 of the agenda.

Documentation was circulated. (p 57 – 60)

Documentation was circulated. (p 61 – 64)

Documentation was circulated. (p 65 – 66)

Documentation was circulated. (P 76 – 68)

Documentation was circulated. (p 69 – 76)

Documentation was circulated for information. (p 73 – 76)

Documentation was circulated. (p 77-78)

Documentation was circulated. (p 79 – 90)

The Pharmacy Board received a paper outlining proposals for amendment to the Faculty Regulations pursuant to Statute 2.14. After some discussion covering the gradual evolution of the College over the ten years since it merged with Monash, the Pharmacy Board agreed that the following changes would reflect more accurately current practice and recognise new stakeholders in the Faculty’s activities. The following changes were therefore approved:

1. To amend references to departments so that they are up to date

2. To add a new category: "Associate Deans not otherwise members of the Board"

3. To add a new category: "Two members appointed by the Society for Hospital Pharmacists"

4. To reduce the number of members appointed by the PSA(VB) from three to two in order to bring this into balance with other parties.

5. To retain flexibility afforded by the generic category of three nominees of the College Board.

6. To amend the category "College Librarian" to "nominee of Monash University Library"

Documentation was circulated. (p 91 – 92)

Documentation was circulated. (p 93 – 98)

(Secretarial note: refer to item 24.2)

Documentation was circulated. (p 99 – 102)

The proposal under this item was endorsed by the Deans Discussion Group at its meeting on 24 June 2003, and approved by Council at its Meeting 4/2003.

Documentation was circulated. (p 103 – 106)

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

Documentation was circulated. (p 107 – 116)

The proposal to establish the Research Centre of Increasing Returns and Economic Organisation was endorsed by the Board of the Faculty of Business and Economics.

The Deputy Vice-Chancellor (Research and Development) had endorsed the proposal under this item.

Documentation was circulated (p 117 – 122). At its Meeting 7/2001, the Council approved the establishment of a Monash University Foundation for Jewish Studies. These regulations give effect to that resolution. The regulations had been endorsed by Professor A Markus, Director of the Centre for Jewish Studies and Mr G Murray, Treasury Manager.

21.1 Receipt of Report RMO1997/1110

Documentation was circulated (p 123 – 124).

Documentation was circulated (p 123).

This confidential item was dealt with at item 1.3 of the agenda.

The Vice-Chancellor spoke to this item.

A request was received from the Staff Development Unit for the nomination by Academic Board of a member of the academic staff to be a member of the above panel.

The Board nominated Associate Professor Denise Cuthbert, as a member of the academic staff, to be a member of the selection panel for the Vice-Chancellor’s Awards for Exceptional Performance by General Staff.

A document was circulated that included final election results of non-professional membership on the Academic Board from the Faculty of Engineering. (p 125 – 126)

Members noted that in accordance with Statute 2.2 – The Academic Board (section 7), a casual vacancy in the office of an elected member would occur where a member was absent from three consecutive meetings without special leave granted by the Board at or before the last of those meetings. A member may request special leave from attendance at the Board where three meetings will be missed.

A request has been received from Professor K McLaren, Faculty of Business and Economics, for special leave from Meetings 4 to 6/2003 inclusive.

Documentation was circulated. (p 127- 130)

RMO2003/1059

An appeal against exclusion for health reasons had been lodged by a student in the Faculty of Arts. In accordance with Statute 6.3, the Academic Board would appoint an appeals committee consisting of three members of the Academic Board to hear the appeal.