Academic Board Meeting 7-2006

MINUTES

Meeting No 7/2006 of the Academic Board was held on Wednesday, 22 November 2006, in the Council Chambers, First floor, Building 3A, Clayton campus from 3:30 pm to 5:05 pm.

Associate Professor J Hurst (President), Associate Professor H Abachi, Professor D Abramson, Drs Al-Mahaidi, P Andrews, Associate Professor S Barkoczy, Professor J Beardall, Drs J Beringer, R Booth, Professors G Bouma, R Brooks, E Byrne, B Caine, Associate Professors K Chalmers, W Chiu, B Cooke, Professor R Coppel, G Davison, Associate Professor C De Wilde, Professor R Devenish, Associate Professor M Dever, Professors T Dingle, R Doherty, Associate Professor A Evans, Professors M Evans, S Fahey, Associate Professors G Farr, J Fisher, Professor K Francis, Ms K Gray, Professor J Hamill, Ms C Harboe-Ree, Professors O Hughes, H Keleher, B Kent, M King, P Komesaroff, K Langfield-Smith, R Larkins, Dr I Larson, Professors J Lattanzio, H Le Grand, M Liddell, Associate Professor M Lindorff, Professor B Mackenzie, Dr S Mayson, Professors C Mingins, D Morgan, D Murphy, K Murray, R Nation, Dr J Newton, Professors R Norris, H Oppewal, G Oppy, Dr A Pagliaro, Professors G Palmer, S Parker, D Poskitt, I Prince, J Redmond, Associate Professor S Robinson, Professor J Rood, Dr S Saunders, Professor J Sheridan, Dr J Simmonds, Professors M Skully, J Smith, Dr P Snow, Professors A Sohal, L Spiccia, T Sridhar, P Steele, Dr K Stewart, Professors E Storey, P Sullivan, Dr W Sutherland-Smith, Professors O Tam, J Teicher, B Tonge, Drs C Varsavsky, S Ventura, Mr I Walker, Professor M Wallace, Mr D Watson, Professors Graham Webb, R Weber, R Willis, B Williams, W Young.

Professors S Adeloju, D Arnott, Dr H Ballis, Professor C Browne, Associate Professor B Canny, Professor R Cas, Dr D Casey, Professors V Clulow, G Coleman, E Cornish, Dr G Davies, Professors A Freiberg, J Godfrey, G Hodge, B Hoffert, Associate Professor S Joy, Professor J Keating, Dr A Maharaj, Professor A Markus, Dr L McCall, Mr A McMeekin, Dr B Naylor, Associate Professors R Nelson, M Page, Professor L Piterman, Associate Professor C Porter, Professors T Pretorius, H Schmidt, P Stewart, D Suter, Mr M Vincent, Professor S Willis.

Professor L P Aun, Mr A Calder, Ms M King, Professors W Wong, A Zaini, P E Chong, R Edwards, Mr R Dias, Ms K Macrae, Ms R King

Ms R Hinds

1.1  Alterations to the Agenda and Starring of Items

The President welcomed members to the meeting and drew attention to the following alterations to the agenda:

• Tabled paper – Report of meeting 5/06 of the Board of the Faculty of Information Technology

New item – Request for special leave from meetings of the Academic Board from:

• Professor C Browne for meeting 7/2006
• Professor S Adeloju for meeting 7/2006
• Dr L McCall for meeting 7/2006
• Assoc Prof M Page for meeting 7/2006
• Associate Professor C Porter for meeting 7/2006

Academic Board granted special leave from meetings of the Board to the members listed above.

For information: Professor C Browne, Professor S Adeloju, Dr L McCall, A/Professor M Page, A/Professor C Porter

No additional items were starred.

1.2  Approval of Non-Starred Items

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

1.3  Confidential Items

There were no confidential items.
 

2.1 Minutes of Academic Board Meeting 6/2006

The Minutes of Academic Board Meeting 6/2006, held on 4 October 2006, were confirmed.
 

Associate Professor J Hurst reported on a range of matters of interest to the Board, including:

• Congratulations were extended to the Senior Deputy Vice-Chancellor, Professor Stephen Parker on his appointment as Vice-Chancellor, University of Canberra. Tribute was paid to Professor Parker on his significant contribution to Monash as Dean of the Faculty of Law, and, as Senior Deputy Vice-Chancellor, in the areas of Planning and Quality in particular. Consequent upon Professor Parker’s departure, the senior management structure would be revised to include appointment of a Deputy Vice-Chancellor (Education).
   
• VCG had embarked on a process of review of the current senior management committee structure. Proposed revisions would see abolition of the Committee of Deans, to be replaced by the Strategy and Resources Committee, consisting of VCG, the Deans, PVCs (Gippsland, Malaysia and South Africa) and the President, Academic Board. Senior Management Committee and a modified Administrative Heads Group would be merged to form a new Senior Management Forum.
   
• The recently received draft AUQA Report was very positive. Likewise, the report of the second stage of the AMC accreditation approval process for the MUM Medical School.
   
• Monash had achieved a 38^th place world ranking by the Times Higher Education Supplement. The Monash MBA had been ranked 49^th (2^nd in Asia) by the Economist Intelligence Unit.
   
• Monash had achieved outstanding results in the latest NHMRC funding round, and improved results in ARC Linkage Grants. It was noted that the Faculty of Information Technology had recorded its most successful Discovery Grants performance to date.
   
• The draft Report of the Productivity Commission on the Return on Public Investment in Science and Innovation had been released. It was noted that, whilst the Report had queried implementation of the RQF in its current form, nevertheless the Minister had recently announced that the RQF was going ahead as planned.
   
• Associate Professor James Whisstock had been awarded the Science Minister’s Prize for Life Sciences.
   
• The outstanding contribution to Monash of three retiring Deans – Professors Colin Chapman, Homer Le Grand and Ed Byrne – was acknowledged.

Associate Professor J Hurst then welcomed members attending the meeting by teleconference from the Gippsland, Malaysia and South Africa campuses.

4.1.1  Academic Plan 2006-2010

Professor Stephen Parker introduced the Academic Plan 2006-2010, noting that:

• It represented a coherent and integrated set of 15 academic objectives for the period from now until 2010.
• Whilst the objectives were familiar, they were for the first time assembled in the one document.
• The Plan included an implementation mechanism.
• Several small amendments were to be made before submitting the Plan to Council for its approval.

Academic Board endorsed the Academic Plan for transmission to Council.

For information: Professor R Larkins, Professor S Parker

4.1.2  Budget 2007

Mr David Pitt, Vice-President (Finance) presented the draft Budget 2007 to the Board. Key features included:

The operating result target of $43m.

Capital expenditure of $150m.

Expenditure of $107m for new buildings and refurbishments.

Borrowings trajectory of $30m per annum.

The variance in faculty operating result targets.

Below-EB staffing cost growth for the centre.

Mr Pitt explained that risks in the Budget entailed:

• Reliance on capital grants (e.g. Regenerative Medicine, Gippsland Medical School.)
• $10m fundraising revenue.
• International student market uncertainties.
• Stretch targets for commercial revenue and donations.
• Impact of VSU.

Mr Pitt emphasised that it was crucial to achieve set targets; that Faculty and Divisional budgets would be monitored on a monthly basis during 2007; and that early action on major budget variations was necessary.

Members considered a range of issues in discussion subsequent to Mr Pitt’s presentation, including:

The key elements of the risk on revenue, which were regarded as fee income, in particular international student numbers and the CGS increase of 7.5% contingent on achieving HEWRR compliance and governance requirements.
 

Insofar as international student revenue was concerned, numbers were monitored weekly – whilst applications were currently marginally less that the same time last year, both offers and acceptances were ahead.
 

The increase in direct charges levied against some faculties directly reflected the growth in research staff and consequent space requirements.
 

The size and nature of Monash’s investments.
 

Cost reduction initiatives had been or were to be implemented, including the SpendWise program and Shared Services project.

In response to a member query regarding the size of Monash’s borrowings, Mr Pitt advised that the borrowings were sustainable, and necessary to service the University’s strategic goals including new building developments, and that other universities also had significant debt e.g. Melbourne University’s borrowing to implement its new degree structure. It was considered unwise to use Monash’s investments to retire its borrowings, given the considerable return on investments. However, the current debt to equity ratio should not be exceeded.

In response to a member query regarding the future of the John Medley Library, Professor Larkins informed the Board that, notwithstanding it had been regarded by MSA as being of relatively low priority in a post-VSU environment, it was likely to survive with an injection of funds ($100,000) and implementation of recommended cost-efficiency strategies.

Academic Board:

• Noted the advice of Mr David Pitt, Vice- President (Finance).
• Endorsed the Budget 2007 for transmission to Council.

For information: Professor R Larkins, Mr David Pitt, Mr R Dias

4.1.3  Monash University Annual Plan 2007

Professor Stephen Parker introduced the 2007 Annual Plan by reminding members that it represented a visible commitment by VCG, agreed with Council, to the University’s strategic objectives. An initiative of this year’s Annual Plan was the inclusion of planned resources against actions.

Professor Parker emphasised the synergy between this and the Academic Plan, noting that the University’s planning system was now working as anticipated.

Academic Board:

Noted the advice of Professor Stephen Parker, Senior Deputy Vice-Chancellor.

Endorsed the Annual Plan 2007 for transmission to Council.

For information: Professor R Larkins, Professor S Parker, Professor M Evans

4.2  Reports of the Senior Deputy Vice-Chancellor

4.2.1  Revised Complaints and Grievances of Coursework Students: Policy and Procedures

Indicating that this item should be considered in tandem with the proposed appointment arrangements for a University Ombudsman, Professor Stephen Parker explained to members that the review of the University’s processes for dealing with student complaints and grievances had commenced approximately three years previously. The impetus for the review had been the National Governance Protocols’ requirement for codification of grievance processes, with a later recommendation by the Victorian Ombudsman that universities improve their handling of student grievances. The Board was advised that the revised policy would remedy defects in the current policy framework, provide a streamlined and robust process for resolution of complaints and grievances and facilitate data collection and monitoring.

Academic Board approved the revised Complaints and Grievances of Coursework Students: Policy and Procedures.

For information: Professor S Parker, Ms M King, Mr M Hatwell

4.2.2  Proposed appointment arrangements for a University Ombudsman

Members had before them a paper outlining proposed appointment arrangements for a University Ombudsman. Professor Parker advised the Board that a number of universities had established similar positions, which functioned as the last point of review for student complaints.

Academic Board:

• Noted the process and arrangements for appointing a Student Ombudsman, and that the process detailed in the document presented would form the basis for a proposal to University Council (meeting 8/2006 – 4^th December) to seek formal approval to endorse and commence the appointment process.
   
• Noted that members of the Academic Board were invited to provide comments on the draft Position Description by emailing comments to the Vice-President (Administration) at peter.marshall@adm.monash.edu.au by COB Friday 24 November 2006.

For information: Professor S Parker, Mr P Marshall

4.3  Report of the Deputy Vice-Chancellor (Research)

4.3.1  Higher Degrees by Research (HDR) – Recruitment Plan

Professor Max King introduced this item by reminding the Board that the University’s aim was, inter alia, to achieve a top three university ranking by the standard indicators of research performance within the next three years. He advised that the number of Higher Degrees by Research students had not kept pace with the recent growth in the University’s research income.

The Board was advised that the Recruitment Plan consolidated a range of relevant strategies from other key University Plans and portfolios. It was made clear that an increase in HDR student numbers could only occur in those units that had the necessary resources (supervisors and facilities) to cater for additional students.

A number of scholarship initiatives were proposed, concurrent with an emphasis on provision of scholarship information at an early stage, to facilitate informed decision-making by potential HDR students. The need for improved marketing and communications, including promotion of pathways to an HDR program, was emphasised.

Subsequent discussion ranged over several issues, including the potential recruitment pool from AusAID scholarship students. Members were advised that the DVC (International) and PVC (Research and Research Training) would be examining this matter closely over the next few weeks.

Academic Board approved the Higher Degrees by Research Recruitment Plan.

For information: Professor E Cornish, Professor M King, Mrs P Herman

4.4  Question Time

4.4.1  John Medley Library

This item was considered under item 4.1.2.
 

There were no matters arising from the Minutes of the last meeting.
 

Members had before them a proposal to establish the Monash University Academy of Performing Arts.

Members had before them a proposal to establish the Centre for Muslim Minorities & Islam Policy Studies.

Members had before them a proposal to establish the Asia-Pacific Centre for Science and Wealth Creation.

Members had before them a proposal to establish the Global Terrorism Research Centre.

Members noted that during 2006, the Education Policy and Programs Committee and Education Committee had considered the utility and most appropriate methodology for implementing a Grade Point Average (GPA) and Weighted Average Mark (WAM) for inclusion on students’ academic transcripts.

Members noted that in accordance with the Education Policy and Procedures Review Schedule, both the Credit Policy and Recognition of Prior Learning Policy, and procedures were due for review. The Review had been undertaken by a Credit Steering Group. Draft versions of the revised policy were circulated to faculties and the draft policy was revised following that feedback.

Members noted that Education Committee had endorsed reformatted policies on English Language Requirements, Deferment and Internal Transfer for consideration by Academic Board.

The Board noted that the University had recognised the need for an access program for Temporary Protection Visa holders and asylum seekers on Bridging Visas. At meeting 1/2006 of the Access Monash Coordinating Committee, in-principle support was given for such an initiative however it was determined that as the Access Monash program was funded from domestic student contributions amounts (SCA), it was inappropriate for funds to be used to financially support international students. It was therefore proposed that the University provide support to TPV or bridging Visa (E) holders through the introduction of a Refugees Access Bursary.

The Board noted that the administrative functions and policy of the Vacation Scholarships program had been transferred from the Human Resources Division for administration by the Coursework Scholarship Unit. In accordance with recent practice, a revised policy was submitted for the Board’s consideration.

The Board noted that the Monash Research Committee (as CADRES) originally considered the recommendations arising from the Clinical Research Review at its Meeting 1/2006. Issues arising from that meeting had been addressed and incorporated into the proposal for establishment of the Clinical Research Governance Committee (CRGC).

Members also noted that:

Members had before them a proposal to enter into an Affiliation Agreement with Peter MacCallum Institute (Peter Mac), noting that over the past 24 months discussions had been ongoing in order to forge a closer relationship between the two entities. Historically, Peter Mac had been involved in assisting with medical student teaching on a number of campuses and there had been strong research collaborations, both at a clinical level and in the fields of biochemistry and molecular biology. PhD students studied at Peter Mac and a number of Peter Mac staff had honorary appointments in Monash Departments.

The Board also noted that the Board of Peter MacCallum Cancer Institute had unanimously approved the agreement on 11 October 2006.

Members had before them a proposed membership list for the 2007 Exclusion Appeals Committee. Noting that a number of memberships would expire at the end of 2006, members also noted that nominations from faculties had been received for membership terms 2007-2008.

18.1  Report of Education Committee - 5/2006

Academic Board received and noted the report of meeting 5/2006 of Education Committee.

18.2  Report of Education Committee - 6/2006

Academic Board received and noted the report of meeting 6/2006 of Education Committee.

For information: Ms M Soederberg
 

19.1  Report of the Monash University Research Committee – 6/2006

Academic Board received and noted the report of meeting 6/2006 of the Monash University Research Committee.

19.2  Report of the Monash University Research Committee – 7/2006

Academic Board received and noted the report of meeting 7/2006 of the Monash University Research Committee.

For information: Ms R Hinds
 

20.  REPORT OF THE RESEARCH GRADUATE SCHOOL COMMITTEE

22.  REPORT OF THE BOARD OF THE FACULTY OF ENGINEERING

23.  REPORT OF THE BOARD OF THE FACULTY OF MEDICINE, NURSING AND HEALTH SCIENCES

24.  REPORTS OF THE BOARD OF FACULTY OF SCIENCE

24.1  Report of the Board of Faculty of Science – 4/2006

Academic Board received and noted the report of meeting 4/2006 of the Board of the Faculty of Science.

24.2  Report of the Board of Faculty of Science – 5/2006

Academic Board received and noted the report of meeting 5/2006 of the Board of the Faculty of Science.

For information: Ms G Keys
 

25.  REPORT OF THE BOARD OF THE FACULTY OF INFORMATION TECHNOLOGY

26.  REPORT OF THE AFFILIATION COMMITTEE

The next meeting of the Academic Board will be held on Wednesday, 21 February 2007 in the Council Chambers, 1^st floor, Building 3a, Clayton Campus commencing at 3.30pm.