Meeting No 2/2007 of the Academic Board was held on Wednesday, 4 April 2007, in the Council Chambers, First floor, Building 3A, Clayton campus from 3:30 pm to 5:40 pm.

Associate Professor John Hurst (President), Associate Professor Hamil Abachi, Professor Sam Adeloju, Associate Professor Manzurul Alam, Mr Jason Bagg, Dr Harry Ballis, Professor John Beardall, Dr Ross Booth, Professor Gary Bouma, Associate Professors Ben Canny, Keryn Chalmers, Wing Chiu, Dr Gloria Davies, Professor Rodney Devenish, Associate Professor Maryanne Dever, Professor Tony Dingle, Mr Rajesh Dudhani, Associate Professor Adrian Evans, Professors Merran Evans, Arie Freiberg, Professor Jayne Godfrey, Professor John Hamill, Ms Cathrine Harboe-Ree, Professors Graeme Hodge, Bill Kent, Max King, Ms Mei-Leng Kok, Professor Richard Larkins, Dr Ian Larson, Professors H P Lee, Merilyn Liddell, Dr Ann Maharaj, Professor Andrew Markus, Mr Rhett Martin, Dr Susan Mayson, Mr Alan McMeekin, Professors Keith Murray, Roger Nation, Robert Norris, Harmen Oppewal, Graham Oppy, Associate Professor Michael Page, Dr Annamaria Pagliaro, Professor Gill Palmer, Ms Alexandra Phelan, Professor John Redmond, Dr Stephen Saunders, Professor Harald Schmidt, Ms Lee-Anne Sim, Dr Janette Simmonds, Professors Michael Skully, Amrik Sohal, Leone Spiccia, Tam Sridhar, Phillip Steele, Dr Kay Stewart, Professor David Suter, Dr W Sutherland-Smith, Professors Julian Teicher, Bruce Tonge, Mr Michael Vincent, Professor Mark Wallace, Mr David Watson, Professors Geoff Webb, Ron Weber, Associate Professor Igor Wendt, Professor Ron Edwards.

Drs Riadh Al-Mahaidi, Phil Andrews, Jason Beringer, Professors John Bertram, Robert Brooks, Barbara Caine, Dr Des Casey, Professor Graham Coleman, Associate Professor Brian Cooke, Professors Edwina Cornish, Graeme Davison, Associate Professor Craig De Wilde, Professors Richard Doherty, Stephanie Fahey, Associate Professor Graham Farr, Professors Raelene Frances, Karen Francis, Ms Robyn Harris, Professors Bernard Hoffert, Owen Hughes, Associate Professor Sally Joy, Professors Jenny Keating, Helen Keleher, Paul Komesaroff, Kim Langfield-Smith, John Lattanzio, Mr Vincent Li, Associate Professor Margaret Lindorff, Professor Brian Mackenzie, Dr Louise McCall, Professor David Murphy, Dr Jennifer Newton, Professor Leon Piterman, Associate Professor Chris Porter, Professors Tyrone Pretorius, Martin Rhodes, Associate Professor Stephen Robinson, Professors Julian Rood, George Simon, Peter Stewart, Dr Sabatino Ventura, Professors Rob Willis, Bryan Williams, Dr E Wilson-Evered, Professor Pua Chong.

Ms Zoe Edwards, Mr Tony Calder, Dr Melissa de Zwart

Ms R Hinds

1.1  Alterations to the Agenda and Starring of Items

The President welcomed members to the meeting including members attending the meeting by teleconference from the Gippsland, Malaysia and South Africa campuses.

After confirming that the new protocols applicable to the teleconferencing aspect of Board meetings would continue to be implemented, the President then drew attention to the following alterations to the agenda:

Replacement paper - Admissions and Load Report - item 4.2.3.

Tabled Paper - International Statement of Purpose (new item 4.4).

Replacement paper - Promotions Issues - item 5.1.

The following items were starred:

Item 8.1 - Cancellation of Units Policy

Item 8.4 - Course Structure Policy

Item 8.5 - Academic and Administrative Complaints and Grievances Policy

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 1/2007

The Minutes of Academic Board Meeting 1/2007, held on 21 February 2007, were confirmed.
 

3.1  President’s Report

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

Membership Matters

The nomination by the Board of the Faculty of Education of Associate Professor Trevor Gale to fill a casual vacancy, the expiry of the term of office being 30 June 2008.

The nomination of Dr Kate Brown to fill a casual vacancy (nomination of Academic Director, Clayton), the expiry of the term of office being 30 June 2007.

The appointment of Associate Professor Ben Canny as the new non-professorial member on Steering Committee.

Other matters

Additional requests for special leave from:

Professor Chris Browne – Meeting 2/2007

Professor On Kit Tam – Meeting 2/2007

The President advised members that this meeting marked the conclusion of Professor Gary Bouma’s 18 years’ service to the Board. Sincere thanks were also paid for Professor Bouma’s contribution to Monash generally, including service as Acting Deputy Vice-Chancellor (Research). Professor Bouma would leave Monash with the Board’s good wishes in his retirement.

Academic Board:

• Noted the report of the President.
• Approved the requests for special leave from
  • Professor Chris Browne – Meeting 2/2007
  • Professor On Kit Tam – Meeting 2/2007

For information: A/Professor J Hurst, Professor Trevor Gale, Dr Kate Brown, Associate Professor Ben Canny, Professor Chris Browne, Professor On Kit Tam, Professor G Bouma

3.2  Role of Academic Board

Members had before them a memorandum and Discussion Paper on the role of Academic Board. The President introduced this item by emphasising that the intent of the paper was to inform, rather than drive, discussion and that it had been developed in response to concerns expressed in the member survey over the Board’s size and nature.

In discussion over the proposal that the Board should contribute, rather than respond, to the setting of the institutional agenda, members made a number of comments, including:

• Reflecting the collegial nature of the university, the Board functioned as a forum where issues impacting the wide variety of academic units could be debated.
   
• The potential for enhanced productivity by the Board’s debating key policy issues brought forward by its major standing committees, rather than reconsidering work undertaken by other groups. The standing committees could therefore be regarded as the first tier in development of the institutional agenda, the Board itself functioning as a house of review at a latter stage.
   
• The role played by the Chairs of standing committees in highlighting issues for wider discussion at Board level was of considerable importance. It was also important to recognise that, where an issue was not debated by a standing committee, it risked being omitted from discussion at Board level.
   
• It was crucial to recognise the connection between membership and role – if there were no change to membership, the Board’s role would be very much that of a house of review. However, if it were to have a more active role in setting the institutional agenda, a review of the membership would be required.
   
• The Board did, in fact, both set the agenda (via the strong representation by senior management amongst the membership, and the role played by the standing committees) and function as a house of review. The role of the independent President, and the direct line from the Board to Council were entirely appropriate for a body of this nature.

In discussion over the proposal that the Board should play an important role in debating, developing and implementing institutional strategy, members suggested that:

• The Board was not really constituted to function as an implementation or communication mechanism for institutional strategy or policy. Therefore, the focus should be on its review rather than implementation role.
   
• Discussion of strategic issues at Board level would be useful – more material of this nature (e.g. briefings on matters of external or international relevance) should therefore be brought to the Board’s attention.
   
• Board membership was an important component of developing awareness by junior academics of the broader issues relevant to the academic community and preparing them for more senior roles. Therefore, it should function as a house of review, but should also have a mechanism for reporting back and bringing constituent issues to the Board’s attention.

Additional comment relating to the Board’s membership was also made, in particular, that those academics directly accountable for implementing, debating and executing important strategy and policy (e.g. Heads of Department) were not represented. Therefore there should be debate on introduction of a more accountability-based membership structure for the Board.

The President thanked members for their input and indicated that, given the significance of the review process, there would be further discussion at future Board meetings.

For information: A/Professor J Hurst
 

4.1  Report of the Vice-Chancellor

Members had before them the Vice-Chancellor’s written report. Discussion occurred on a range of issues:

Talloires Declaration

Notwithstanding the breadth of the Talloires Network mission statement, it was nevertheless consistent with Monash’s beliefs as an institution.

Financial Results for 2006

The fiscal outcome for 2006 had been sound, with achievement of the projected budget surplus.

VCG Faculty visits

The visits by VCG to faculties (which, for 2007, would shortly commence) had proved to be a valuable addition to the planning and budgeting cycle.

Employer of Choice for Women

Monash had again received a citation as an Employer of Choice for Women and remained one of only 38 organisations and 5 universities which had been cited each year since commencement of the awards.

Senior Appointments

Professor Adam Shoemaker, recently appointed as the Deputy Vice-Chancellor (Education), would commence with Monash on 3 September.

An announcement regarding appointment of the Dean of the Faculty of Medicine, Nursing and Health Sciences was anticipated shortly.

UniWater

A product of the Melbourne-Monash protocol and supported by the State Government, UniWater was launched in March. It would adopt a multi-disciplinary approach to water management research.

Universities Australia

The AVCC was on the verge of confirming the constitution of Universities Australia, in which Universities would be represented by their Vice-Chancellors. The CEO of UA would be appointed on the basis of ability to act as the primary spokesperson/advocate for the sector.

Academic Board received and noted the Report of the Vice-Chancellor.

For information: Professor R Larkins

4.2  Education Portfolio

4.2.1  Learning Support Services

Ms Harboe-Ree introduced this item by reminding members of the discussion at the previous Board meeting and emphasising that the Library would not assume responsibility for service provision until the beginning of Semester 2.

Ms Lisa Smith, Project Manager, Learning Skills, Monash University Library then presented the changes to the provision of learning support services to the Board.

Matters highlighted in the presentation included:

• The relationship of learning skills to the broader Monash values, especially the emphasis on excellence in education, which encapsulated the concepts of student-centred flexible learning and lifelong learning.
   
• The new model was built on the concept of the Learning Commons i.e. an integrated approach to the provision of support services. Learnings Skills Advisers would be based in libraries across the Victorian campus network, distributed according to need and faculty/campus characteristics.
   
• Learning Skills Advisers would not be subject to the 30% research requirement, but would be expected to keep abreast of contemporary research and practice.
   
• The new model aimed to support an holistic approach to service provision, provide an improved, comprehensive, consistent and reliable service and operate a service that was efficient and cost-effective. The programs would be integrated and embedded in Faculty units.
   
• A useful benchmark against which the model could be measured was expected with the imminent release of the report of a review of central learning support services led by the University of Melbourne. Benchmarking would also occur against models adopted by other universities.
   
• Planning was underway to minimise possible disruptions consequent on the transition between service providers. 2008 would see a more fully developed service model. SLAs with faculties may be developed.
   
• There were a number of challenges to be overcome in implementing the new model, including the size and complexity of Monash.
   
• There would be ongoing communication with stakeholders, including Academic Board. The new model would be reviewed at the end of 2008.

Responding to comments made in the subsequent and wide-ranging discussion, Ms Smith advised members that:

• Language skills development was included in the model.
   
• Discussions (to include CALT and the Library) could be had on extension of support to MSA and MUM which currently lay outside the scope of the new model.
   
• Information literacy and learning skills programs were intended to address graduate attributes.
   
• Considerable challenges to ensure appropriate staffing (within budget constraints) and development of diagnostic tools were anticipated.
   
• In evaluating the success of the Learning Skills programs, one indicator could be a reduction in the number of students appearing before APCs, via early identification and support.
   
• Discussions with the faculties on service integration and targeting would be crucial. The thrust would be to integrate skills development into coursework.
   
• Consistent with the commitment to providing an integrated approach, space identification at Caulfield was progressing, with a view to maximising the available space and facilities.

Members also noted that, consistent with the gradation between learning support and learning, it was expected that there would be interactivity between the Library and faculties, to determine what worked best when delivered centrally, and what worked best when based in the faculties.

Academic Board received the presentation and noted the advice of Ms Harboe-Ree and Ms Smith.

For information: Ms C Harboe-Ree, Ms L Smith

4.2.2  University Rankings

Professor Evans introduced the report by observing that rankings were becoming an increasingly powerful influence in student recruitment. She also advised members that efforts were underway to improve the methodology used in determining rankings.

Academic Board received the report on university rankings and noted the advice of Professor Evans.

For information: Professor M Evans

4.2.3  VTAC Admissions and Student Load 2007

Professor Evans introduced the VTAC Admissions and Student Load Report by advising the Board that Monash’s share of first preference applications and overall market share were rising.

The CSP turnstile targets had been met, and therefore it was unlikely that there would be a need for mid-year CSP enrolments. Fee-paying student target should be met with a mid-year intake.

Recommendation:

Academic Board received the report and noted the advice of Professor Evans.

For information: Professor M Evans

4.2.4  Credit Transfer Agreement between Go8 Universities

Professor Evans reminded members that a Credit Transfer Agreement between Go8 member institutions had been considered for some time. The Agreement would enhance student mobility between institutions, and would be operationalised with a standard, web-based application form.

Recommendation:

Academic Board received the Go8 Credit Transfer Agreement and noted the advice of Professor Evans.

For information: Professor M Evans

4.3  Question Time

4.3.1  Bologna Process

Responding to a question regarding extension of the Bologna Process to Monash (and Australian) degrees, the Vice-Chancellor advised that a Reference Group had been established to advise DEST and the Minister and that the issue was, therefore, under discussion. The outcomes of these deliberations would be evaluated for their utility.

For information: Professor R Larkins, Professor J Teicher

4.3.2  University of Melbourne Scholarships

Responding to concern expressed at the University of Melbourne’s proposal to offer a scholarship to the best students in all Victorian schools, the Vice-Chancellor advised that, whilst the proposal would be examined, it may well be a reaction against the reception of the "Melbourne model" degree structure.

Monash offered a very good scholarship program, including much-expanded equity scholarships.

For information: Professor R Larkins, Professor K Murray

4.3.3  Marketing Monash

Responding to a question regarding the strategy for communicating and marketing the Monash message, the Vice-Chancellor advised that there would be opportunity, consequent on the Coursework Review, to badge the restructured portfolio of degrees as a fresh approach to coursework and differentiate it from the Melbourne model.

For information: Professor R Larkins, Mr D Watson

4.4  Statement of International Purpose (tabled paper)

In discussion over the draft Statement, members made the following suggestions for amendment:

• Delete "truly global" (first sentence).
   
• Insert after "education and research" (first sentence), the following - "to students from many countries."

Academic Board received the draft Statement of International Purpose.

For information: Professor S Fahey, Ms T Whiting, Professor G Palmer
 

5.1  Report on Academic Promotion Issues (item 4.3)

The President introduce this item by advising members that the report before them had been prepared as a consequence of issues raised at the last meeting.

Whilst endorsing the recommendations contained in the report, members made a range of observations in discussion:

• Rather than allow the changes to the constitution of Committees to stand as the solution to achieving gender balance, steps to reduce the gender imbalance in recruitment and retention of staff ought to be taken.
   
• 25% of senior positions at Monash were occupied by women, but there was scope for improvement.
   
• Gender balance might also be a campus-based problem, in which case, it was not clear how the variation of the gender requirement provision applied.
   
• Reduction of committees from eight members to six should not be made compulsory – Deans should have an option to reduce the size. However, the point that reduction in size would facilitate female representation was also made.
   
• The Guidelines should not refer to "male dominated" faculties; the term "genders" rather than "sexes" was preferable (in this regard, the use of such terminology in the legal advice obtained was acknowledged).

Academic Board endorsed the recommendations contained in the Report on Academic Promotion Issues discussed at Academic Board Meeting 1/2007.

For information: Professor E Cornish, Ms J Pope
 

6.1  Centre and Institute Directors Group (CID)

Speaking to the draft Terms of Reference, Professor King informed members that there was a small, yet growing, number of cross-university centres and institutes, whose Directors reported directly to the DVC (Research). CID consisted, in the main, of these Directors. It was proposed that CID function as a sub-committee of MRC, to address issues common to cross-university centres and institutes, and provide a clear reporting line for Directors who did not belong to other University groups.

It was suggested that the Terms of Reference be expanded to include clarification of the relationship between the centres/institutes and the faculties. However, it was considered appropriate that this relationship be discussed, at least in the first instance, by MRC.

Academic Board:

• Approved the Terms of Reference of the Centre and Institute Directors Group.
   
• Recommended that MRC consider the relationship between the centres/institutes and the faculties.

For information: Professor E Cornish, Professor M King, Ms R Hinds

6.2  Cancellation of Units Policy and Procedures

This item originated at item 8.1 of the agenda and was starred at the beginning of the meeting.

A member queried whether the University would provide guidance regarding low enrolments. The following amendments were also suggested:

First line of the Policy Statement – delete "University", insert "Faculty".

Responsibility for implementation – delete "Senior Deputy Vice-Chancellor, insert "Deputy Vice-Chancellor (Education)."

Subject to clarification of the above matters, Academic Board approved the Cancellation of Units Policy and noted the Cancellation of Units Procedures

For information: Professor M Evans, Ms M Soederberg, Ms S Arnott

6.3  Course Structure Policy and Procedures

This item originated at item 8.4 of the agenda and was starred at the beginning of the meeting.

In relation to credit points and student workload, a member suggested that, in addition to the mandated standard system, there should be a statement that took account of assessment practices. In response, Professor Evans indicated that the review of the Assessment Policy was currently examining such issues.

The following amendments were also suggested:

• Policy Statement – Offering of Compulsory Core Units – insert "standard" before "semester."
   
• Policy Statement – Unit Electives – check that "24" points, rather than "12 points" is the correct reference.

Concern was expressed at the perceived loss of flexibility by adoption of the recommended graduate level structure. Professor Evans indicated that this issue would be further debated by Education Committee.

Subject to further consideration by Education Committee of that part of the Policy relating to Graduate Course Structure, Academic Board:

• Approved the Course Structure Policy and noted the Course Structure Procedures.
• Approved repeal of the:
  • Modular Awards Policy
  • Dual Listed Units Policy
  • Graduate/Postgraduate Articulation and Flexibility Policy
  • Interdisciplinary Courses and Units Policy
  • Graduate/Postgraduate Policy and Procedures.

For information: Professor M Evans, Ms M Soederberg

6.4  Complaints and Grievances Policy and Procedures

This item originated at item 8.5 of the agenda and was starred at the beginning of the meeting.

In discussion, it was suggested that provision needed to be made for frivolous and vexatious complaints, as these constituted a considerable burden on staff. Members were advised that the intent of the Policy was to establish correct processes, so that there could be no "back door" complaints.

The crucial nature of the Ombudsman’s role was emphasised – this would be the final point of complaint within the university. Members were also advised that strict compliance with the Policy was essential.

Academic Board:

Approved the Academic and Administrative Complaints and Grievances Policy for HDR and Coursework Students.

Noted the Procedures for HDR Candidature and Administrative Complaints and Grievance.

For information: Professor M Evans, Ms M Soederberg,

Professor M King, Mrs P Herman
 

7.1  Committee structure

7.1.1  Centre and Institute Directors Group pp

This item was considered at item 6.1

7.2  Committee membership

7.2.1  Education Committee

Academic Board approved inclusion of the Director, International Education in the membership of the Education Committee.

For information: Ms M Soederberg
 

8.1  Cancellation of Units

Considered at item 6.2.

8.2  Posthumous Completion and Conferral of Awards

Academic Board approved the Posthumous Completion and Conferral of Awards Policy and noted the Posthumous Completion and Conferral of Awards Procedures

For information: Professor M Evans, Ms M Soederberg

8.3  Qualification Categories

Academic Board approved the Qualification Categories Policy and the Schedule of Qualification Categories and noted the Qualification Categories Procedures.

For information: Professor M Evans, Ms M Soederberg

8.4  Course Structure

Considered at item 6.3.

8.5  Complaints and Grievances

Considered at item 6.4

8.6  HDR Termination of Candidature

Academic Board approved the HDR Termination of Candidature Policy and noted the HDR Termination of Candidature Procedures

For information: Professor M King, Mrs P Herman

8.7  HDR Candidature Research Supervisor Accreditation

Academic Board approved the HDR Candidature Research Supervisor Accreditation Policy and noted the HDR Candidature Research Supervisor Accreditation Procedures.

For information: Professor M King, Mrs P Herman

8.8  HDR Candidature Research Misconduct

Academic Board approved the HDR Candidature Research Misconduct Policy and noted the HDR Candidature Research Misconduct Procedures.

For information: Professor M King, Mrs P Herman
 

9.1  INDIAN INSTITUTE OF TECHNOLOGY, BOMBAY (IITB) AND MONASH UNIVERSITY

RESEARCH ACADEMY (IMURA) PROGRAM

Academic Board:

• Approved the proposal for a Joint Ph.D. Program between the Indian Institute of Technology Bombay (IITB) and Monash University.
   
• Noted that some details of the program are yet to be decided by the joint committee of representatives of both institutions.

For information: Professor M King, Mrs P Herman
 

Academic Board granted special leave from attendance at meetings of the Board to the following members:

Professor Ingrid Zukerman Information Technology Meetings 2-3/2007

11.1  Education Committee Meeting 1/2007

Academic Board received and noted the Report of Meeting 1/2007 of the Education Committee.

For information: Ms M Soederberg

11.2  Monash University Research Committee Meeting 1/2007

Academic Board received and noted the Report of Meeting 1/2007 of the Monash University Research Committee.

For information: Ms R Hinds

11.3  Research Graduate School Committee Meetings 1-2/2007

Academic Board received and noted the Reports of Meetings 1/2007 and 2/2007 of the Research Graduate School Committee.

For information: Mrs P Herman
 

12.1  Faculty of Medicine, Nursing and Health Sciences Meeting 1/2007

Academic Board received and noted the Report of Meeting 1/2007 of the Board of the Faculty of Medicine, Nursing and Health Sciences.

For information: Ms J Tong

12.2  Faculty of Business and Economics Meeting 1/2007

Academic Board received and noted the Report of Meeting 1/2007 of the Board of the Faculty of Business and Economics.

For information: Dr R Bernarde

REPORT ON THE 2007 SENIOR MANAGEMENT SUMMIT

Academic Board received and noted the Report on the 2007 Senior Management Summit.

For information: Professor M Evans, Ms M Mahat
 

The next meeting of the Academic Board will be held on Wednesday 23 May 2007 in the Council Chambers, 1^st floor, Building 3a, Clayton Campus commencing at 3.30pm.