Meeting No 3/2007 of the Academic Board was held on Wednesday, 23 May 2007, in the Council Chambers, First floor, Building 3A, Clayton campus from 3:30 pm to 5:40 pm.

Associate Professor John Hurst (Chair), Associate Professor Hamil Abachi, Professor Sam Adeloju, Dr Riadh Al-Mahaidi, Dr Phil Andrews, Mr Jason Bagg, Dr Harry Ballis, Associate Professor Stephen Barkoczy, Professor John Beardall, Dr Jason Beringer, Professors John Bertram, Robert Brooks, Associate Professor Ben Canny, Professor Ray Cas, Dr Des Casey, Associate Professor Keryn Chalmers, Professor Val Clulow, Associate Professor Brian Cooke, Dr Gloria Davies, Associate Professor Craig De Wilde, Professor Rodney Devenish, Associate Professor Maryanne Dever, Professors Tony Dingle, Stephanie Fahey, Associate Professors Graham Farr, Julie Fisher, Professors Karen Francis, Jayne Godfrey, Ms Cathrine Harboe-Ree, Ms Robyn Harris, Professor Bernard Hoffert, Associate Professor Sally Joy, Professors Bill Kent, Max King, Kim Langfield-Smith, Professor Richard Larkins, H P Lee, Merilyn Liddell, Associate Professor Margaret Lindorff, Professors Brian Mackenzie, Andrew Markus, Mr Rhett Martin, Dr Susan Mayson, Dr Louise McCall, Professors Catriona McLean, David Morgan, Roger Nation, Dr Jennifer Newton, Professors Brian Oldfield, Harmen Oppewal, Graham Oppy, Associate Professor Michael Page, Professor Gill Palmer, Ms Alexandra Phelan, Associate Professor Chris Porter, Professors Donald Poskitt, Tyrone Pretorius, John Redmond, Julian Rood, Dr Stephen Saunders, Ms Lee-Anne Sim, Professors George Simon, Julian Smith, Leone Spiccia, Tam Sridhar, Phillip Steele, Dr Kay Stewart, Professors Peter Stewart, Peter Sullivan, David Suter, Dr W Sutherland-Smith, Professor On Kit Tam, Dr Cristina Varsavsky, Dr Sabatino Ventura, Mr David Watson, Professor Graham Webb, Associate Professor Igor Wendt, Professor William Young.

Dr G Acquaah-Gaisie, Professors Bill Charman, Edwina Cornish, Graeme Davison, R Doherty, Mr Rajesh Dudhani, Professors Merran Evans, Raelene Frances, Arie Freiberg, Graeme Hodge, Jenny Keating, Helen Keleher, John Lattanzio, Helen Keleher, Dr Ann Maharaj, Professors David Murphy, Keith Murray, John Sheridan, Dr Janette Simmonds, Professors Michael Skully, Amrik Sohal, Julian Teicher, Mark Wallace, Geoff Webb, Ron Weber, Rob Willis, Sue Willis, Bryan Williams.

Dr Bronwyn Naylor, Mr Ian Walker, Professor Ingrid Zukerman

Dr Melissa de Zwart – Faculty of Law
Professor Walter Wong - Malaysia
Professor Anuar Zaini – Malaysia
Professor Ian Prince - Malaysia
A/Prof Dr Gil Soo-Han - Malaysia

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.

The President then drew attention to the following alterations to the agenda:

Item deferred to the next meeting – Graduate Attributes – item 4.2.1

Replacement paper - Student Load Report - item 4.2.2.

The following items were starred:

Item 8.3 - Access to Monash Courseware Policy and Procedures

Item 8.4 - Plagiarism Policy and Procedures

Item 9.1 - Master of Arts (Theatre Performance)

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 2/2007

The Minutes of Academic Board Meeting 2/2007, held on 4 April 2007, were confirmed subject to the following amendments:

On page 5, item 4.2.1 "Learning Support Services":

Delete "Within the context of information literacy, it was expected that graduate attributes would receive a higher profile."

Insert "Information literacy and learning skills programs were intended to address graduate attributes."

Delete "Another aim of the model was to progressively reduce the number of students appearing before APCs, via early identification and support."

Insert "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."

3.1  President’s Report

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

Professor Brian Mackenzie

Members were advised that Professor Mackenzie was attending his last meeting of the Board. In acknowledging Professor Mackenzie’s service to the University, the President drew particular attention to his significant achievements as PVC Gippsland, including increased campus research activity, development of multi-disciplinary degrees, involvement with the Gippsland Education Precinct and establishment of the new Medical School on the campus.

Members expressed their appreciation to Processor Mackenzie by acclamation.

Membership Matters

A number of members would complete their term of office at the end of June. Their contribution to the Board was much appreciated.

Professors Catriona McLean and Brian Oldfield had been nominated by the Board of the Faculty of Medicine, Nursing and Health Sciences to fill casual vacancies.

Following the recent round of elections to the Board, members had received copies of the Declaration of the Poll.

Academic Board noted the report of the President.

For information: A/Professor J Hurst, Professor Brian Mackenzie

3.2  Role of Academic Board

The President reminded members that the review of the Board’s role had arisen out of the 2006 evaluation, in particular, the comments on the need to examine the size and composition of the Board with a view to increasing member engagement. Subsequent discussion recommended that Board’s role needed clarification before issues such as size were examined.

Summarising progress to date, the President highlighted the following items:

• The emergence of several themes in previous discussion on the role of the Board – the Board as a forum for academic debate; the Board as a house of review; the Board as an agent for strategic change and implementation; and the Board as a two-way communication channel.
   
• Parallel to the debate on the Board’s role, perceptions emerging from consideration of its composition included continuation of the status quo; replacement of elected representatives by Heads of Department; and maintaining elected Faculty representation, but adjustment to the number/mix of representatives.
   
• The establishment of the wiki, which members were encouraged to use for the purposed of debate on issues surrounding the Board’s role.

(wiki url: http://bendigo.infotech.monash.edu.au/ajhwiki/AcademicBoard)

Emphasising that the independence of the Board was not at issue, the President encouraged members to reflect further on the Board’s role and direction, with its statutory responsibility for the maintenance of high standards in teaching and research in mind.

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:

Federal Budget

Amongst items contained in the Budget were $15 million for the Regenerative Medicine Institute, establishment of the Higher Education Endowment Fund (interest on whose capital would support capital development) and contribution of $50 million over three years towards the Synchrotron’s operating costs. Other items of significance included revision to the discipline cluster model, funding for 5% over enrolment, and removal of the limitation on the number of fee paying domestic student places.

Delegation to China

Noting to the extraordinary transformation in China’s higher education sector, the Vice-Chancellor advised that the recent visit had confirmed Sichuan University’s commitment to making Monash its principal international partner.

Professor Fahey reinforced the report of the success of the visit, also noting that each member of the delegation had been able to negotiate benefits for their own areas. She advised that over the next few months, Sichuan would be sending two groups to Monash – young teachers and Head of School equivalents – with no subsidy from Monash. In addition, Monash would offer two PhD scholarships @ year over four years. Support to facilitate this relationship would be made available.

Senior Staff

Professor Larkins paid tribute to Professor Brian Mackenzie, referring particularly to his contribution to the transformation of the Gippsland campus and forging of strong links with the local community.

Dr Alan Finkel had been appointed as Chancellor.

Professor Steven Wesselingh had been appointed Dean of the Faculty of Medicine, Nursing and Health Sciences.

Monash University Academy of the Performing Arts

A successful launch was held on Tuesday 22 May. Members were encouraged to support the Academy’s activities.

Universities Australia

The AVCC had been replaced by Universities Australia, in which Universities would be represented by their Vice-Chancellors.

Federation Fellowships

The award of 20 Federation Fellowships had been announced on 22 may. Of this number, 8 were re-awards. Two new Fellowships had been awarded to Monash researchers – Professors Bernadette McSherry and Doug McFarlane. No university had been awarded more than two new Fellowships.

Virginia Tech

In the wake of the Virginia Tech tragedy, a review of Monash’s security measures had been undertaken, which had identified a range of measures to prevent/manage extreme on-campus violence.

Electrical Accident and Power Outage

Mr Stephen Davey reported on the 16 April electrical accident and power outage (which, in some cases, extended through the following day).

Both workers directly involved in the incident had returned to work on light duties this week. Other workers impacted by the accident, and the families of the injured workers, had been offered counselling.

Monash had worked closely with Energy Safe Victoria and WorkSafe to restore power and investigate the incident. Monash had received an Improvement Notice from WorkSafe and was working to address the issues contained therein by the 31 July deadline.

An independent electrical consultant had been engaged to review the incident and report on improvements required to manage such occurrences/forestall/minimise future incidents.

Review of the University’s response/CMR team call-out indicated two significant areas for improvement – the impact of lack of power on business recovery and continuity; and communication to the Monash community. In the latter case, the use of bulk SMS and formal CMR call-out advisories to Faculties were being investigated.

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

For information: Professors R Larkins, S Fahey, Mr S Davey

(Secretary’s note: Members engaged in wide-ranging discussion following the Vice-Chancellor’s Report. For ease of reference, discussion has been recorded under item 4.4 – Question Time.)

4.2  Education Portfolio

4.2.1  Graduate Attributes

This item was deferred to the next Academic Board meeting.

For information: Professor M Evans, A/Professor H Kreutz

4.2.2  Student Load Report

Members had before then the replacement Student Load Report 2007. Ms Vero introduced this item by observing that the forecast to the end of 2007 was based on previous year patterns.

Key items highlighted in Ms Vero’s presentation included:

• DEST funded load was forecast at 3.8% above target, although an expected lower mid-year intake might influence the result. A clearer forecast would be brought to a future Board meeting.
   
• International student load was expected to be stable/slightly under target. However, international student applications for Semester 2 were very strong.
   
• MUM was forecast to achieve an 11.4% increase in student load, and MSA a 33% increase.

For information: Professor M Evans, Ms J Vero

4.2.3  Quality Matters

Professor Graham Webb spoke to the paper updating the Board on matters relating to external quality audits:

• VCG (Q) had approved the AUQA Audit Action Plan. The first Portfolio Reports were due on 3 September.
• The draft HEQC Report had recently been received.
• The draft report of the LAN audit/re-accreditation was very positive. Monash was providing feedback on the draft.
• Monash College had recently undergone a combined audit/re-accreditation, having approached the State Agency to act as the trial site, thus becoming the first Victorian non-self accrediting provider to undergo the joint process.

For information: Professor G Webb

4.3  Administration Portfolio

4.3.1  Recognition of staff at non-Australian campuses

Professor Stephanie Fahey introduced this item by observing that the International Staffing Advisory Group (ISAG) had expressed a desire for a more inclusive Monash culture and had identified a range of cross-jurisdictional HR issues, including lack of faculty membership by staff of offshore campuses.

Ms Karen Haywood advised members that, given the employment status of such staff, Statutory/Regulatory amendments were required. It was therefore proposed that such staff be designated "associated appointees" with faculty membership most appropriate to their discipline, and "faculty rights" flowing from such designation.

During subsequent discussion on the proposals, members expressed concern over a number of issues:

• The lack of definitional clarity surrounding the terms "associate appointee" and "faculty rights."
• That the proposals did not address the issue of reciprocal rights of, for example, the Deans.
• Insofar as the situation pertaining to the Faculty of Engineering was concerned, there was no advantage in proceeding as suggested, given the inclusiveness of the Faculty governance arrangements.
• Clarification regarding the status of appointees at MSA prior to the campus’ achieving legal recognition was required.
• The impact of the proposals on such areas as recruitment and advertising required consideration.

However, the benefits of common status for staff at all Monash campuses, especially from an HR perspective, were emphasised. It was also suggested that an exact replica of the model pertaining to Australian metropolitan campuses was likely to be unnecessary.

Noting that the spirit of the proposals encompassed respect for integration and participation in academic matters, a member suggested that consideration be given to capturing general staff within a similar process.

Members also discussed application of the matrix arrangement to the proposals. Noting the complexities attendant on the matrix arrangement, Professor Larkins suggested that it was preferable to ensure accuracy of the arrangements attendant upon the proposals, rather than simply move towards application of the matrix model.

Academic Board endorsed the principle of improved integration of members of staff of offshore campuses. However, in so doing, it recommended that:

• Clarification of the meaning of "associated appointee" and information on "faculty rights" be obtained.
• The proposals be revised and a further iteration be presented for consideration to a future meeting of the Board.

For information: Professors E Cornish, S Fahey, Ms K Haywood, Professor T Sridhar, Professor M Liddell, Professor T Pretorius

4.4  Question Time

(Secretary’s note: This item includes discussion following the Vice-Chancellor’s Report.)

4.4.1  Response to Virginia Tech

Responding to a question regarding identification and assessment of potential violence, Professor Larkins advised that the document Strategies and Programs to Prevent and/or Manage Extreme On-campus Violence which would be considered at the next Council meeting, did canvass such issues. There was room for improvement to the uniformity and accessibility of relevant policies, which was being progressed under the leadership of Professor Evans and Dr Macrae.

It was also suggested that, whilst Monash’s policies supporting students were very good, there was some underlying statutory discordance, which required resolution.

For information: Professor R Larkins, Professor J Redmond, A/Professor B Canny

4.4.2  Federal Budget

A number of issues were canvassed by members, including:

• The impact on campuses of funding for over-enrolments and scope for change in relevant university admissions policies. Members were advised that whilst the conventional ENTER cut-off (of 70) should continue to apply to students seeking access by conventional means, Monash was implementing a range of strategies to broaden access/provide alternate pathways to the university. It was also suggested that the Board review the policy requiring identical ENTER scores for entry to courses offered at more than one campus.
   
• The impact on operating/recurrent budgets, in particular, whether Endowment Fund allocations would enable release of funds otherwise allocated to capital expenditure. Members were advised that, in accordance with International Financial Reporting Standards, this was not possible.
   
• Responding to a member suggestion that, given an easing of pressure on operating budgets was unlikely, the University budget model be revisited, Professor Larkins reminded members of the need to achieve a 5% operating surplus, and the range of costs included in the Budget model. Consistent with previous practice, the Budget model would again be examined by groups such as VCG and SRC. Changes under current consideration included a proposal to allow access by faculties to surpluses achieved through better than budget performance, which would facilitate financial planning.
   
• Responding to a member question regarding the net impact of the Endowment Fund on capital grants, Professor Larkins advised that, notwithstanding NCRIS had not been built into forward estimates, it was expected that Monash would benefit.
   
• Whether the changes to the funding of discipline clusters would see funds flowing to disciplines or faculties. Professor Larkins responded that, whilst this was for the faculties to determine, it was expected that disciplines would benefit.

For information: Professor R Larkins, Professor T Sridhar, Professor M Evans, A/Professor M Page, Professor Ray Cas, Mr D Watson

6.1  Access to Monash Courseware Policy and Procedures (agenda item 8.3)

The President drew members’ attention to this policy, observing that faculties should consider the potential impact on MUSO of the requirement for one page public access.

Academic Board approved the Access to Monash Courseware Policy

Academic Board noted the Access to Monash Courseware Procedures.

For information: A/Professor J Hurst, Professor M Evans,

Ms M Soederberg, Dr K Macrae

6.2  Plagiarism Policy and Procedures (agenda item 8.4)

The following position statement was read by Ms Alexandra Phelan (student member of the Board:

"I acknowledge that Professor Evans isn't here to directly respond, but I'd like to provide a position statement, rather than an opposition of this policy, to Academic Board. I am flagging this issue as both an independently elected student member of this board and also as the Education Officer for the Monash Student Association, in regards to the use of plagiarism detection software as provided for by this policy. The MSA will be strongly opposing the use of such software for punitive measures and will be monitoring Faculty use for educational purposes; in particular the associated Australian Intellectual Property issues, especially considering retaining student work is the source of these companies' revenue.

The Monash Student Association is strongly behind Monash University's quest for academic integrity but not if it is based in hypocrisy."

In discussion on the policy, several members also raised concern over the concept, status and use of the Plagiarism Register, suggesting that the emphasis of the policy should rather be on prevention and education.

In response, members were advised that the purpose of the Register was to assist the Chef Examiner in deciding on questions of intent. Other members supported the use of the Register providing privacy was appropriately safeguarded, noting that it would assist members of staff in the discharge of their responsibilities and ensure equitable treatment of students.

It was also suggested that, rather than allow for the introduction of more than one type of detection software, there should be a university standard, to facilitate familiarity by the Chief Examiner and other stakeholders.

Academic Board deferred formal consideration of this item until Meeting 4/2007.

For information: Professor M Evans, Dr C Hewlett, Ms M Soederberg, Dr K Macrae

6.3  Master of Arts (Theatre Performance) - Higher Degree by Research (agenda item 9.1)

Responding to a member query regarding the exclusivity of the program, Professor King confirmed that there was no intention to prevent other faculties from introducing a similar course in the future.

Academic Board approved the proposal to introduce the Master of Arts (Theatre Performance).

For information: Professor M King, Mrs P Herman, Professor J Redmond

7.1  Monash University Research Committee sub-committee structure

Academic Board approved the revised Terms of Reference of the:

Standing Committee on Ethics in Research involving Humans (SCERH)

Monash University Animal Welfare Committee (MUAWC)

Monash University Institutional Biosafety Committee (MUIBC)

For information: Professor E Cornish, Ms R Hinds, Dr S Houssami, Mr P Barton,

Ms L Johanssen, Ms A Wright

7.2  Membership of Education Committee

Academic Board approved the proposal to include the Pro Vice-Chancellor (Campus Coordination) in the membership of Education Committee.

For information: Professor P Steele, Ms M Soederberg

7.3  Membership of Central Discipline Committee Panel

Academic Board approved the appointment of Dr Greg Taylor and Mr Stephen Gray as members of the Central Discipline Committee Panel, with a term of office from 1 July 2007 to 30 June 2009.

For information: Dr G Taylor, Mr S Gray, Ms M Soederberg

7.4  Filling of casual vacancies on Academic Board

Academic Board approved the nomination by the Board of the Faculty of Medicine, Nursing and Health Sciences of Professors Catriona McLean and Brian Oldfield to membership of Academic Board, with a term of office to expire on 30 June 2008.

For information: Ms R Hinds, Professors C McLean, B Oldfield

8.1  Establishing, Disestablishing and Amending HDR Courses and Units

Academic Board approved the Establishing, Disestablishing and Amending HDR Courses and Units Policy.

Academic Board noted the Establishing, Disestablishing and Amending HDR Courses and Units Procedures.

For information: Professor M King, Mrs P Herman, Dr K Macrae

8.2  Establishing, Disestablishing and Amending Coursework Courses and Units Policy and Procedures

Academic Board approved the Establishing, Disestablishing and Amending Coursework Courses and Units Policy.

Academic Board noted the:

Establishing, Disestablishing and Amending Coursework Course Procedures – which includes the technology impact statement, the Pro Vice-Chancellor Campus Initiated course proposal flowcharts, and the Faculty Initiated course proposal flowchart;

Establishing, Disestablishing and Amending Coursework Unit procedures;

Inclusion of ‘Amendments to courses falling within the six defined categories of university-level strategic significance’ to the course proposal template; and

Changes to section ‘3.4 Education Design (a)’ and ‘Section 3.6 – Handbook Entry’ of the university course proposal template.

For information: Professor M Evans, Ms M Soederberg, Dr K Macrae

8.3  Access to Monash Courseware Policy and Procedures

This item was starred and considered at item 6.1 of the Minutes.

8.4  Plagiarism Policy and Procedures

This item was starred and considered at item 6.2 of the Minutes.

9.1  Master of Arts (Theatre Performance) - Higher Degree by Research

This item was starred and considered at item 6.3 of the Minutes.

There were no requests for special leave.

11.1  Education Committee Meeting 2/2007

Academic Board received and noted the Report of Meeting 2/2007 of the Education Committee.

For information: Ms M Soederberg

11.2  Monash University Research Committee Meeting 2/2007

Academic Board received and noted the Report of Meeting 2/2007 of the Monash University Research Committee.

For information: Ms R Hinds

11.3  Research Graduate School Committee Meeting 3/2007

Academic Board received and noted the Report of Meeting 3/2007of the Research Graduate School Committee.

For information: Mrs P Herman

11.4  General Library Committee Meeting 1/2007

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

For information: Ms M Miller

11.5  Honorary Degrees Committee Meeting 2/2006

Academic Board received and noted the Report of Meeting 2/2006 of the Honorary Degrees Committee.

For information: Mr B Corless

12.1  Faculty of Engineering Meeting 1/2007

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

For information: Mr R Smiley

12.2  Faculty of Arts Meetings 3-4/2006, 1/2007

Academic Board received and noted the Report of Meetings 3-4/2006 and 1/2007 of the Board of the Faculty of Arts.

For information: Ms A Lyubomirsky

12.3  Faculty of Education Meetings 1-2/2007

Academic Board received and noted the Report of Meetings 1/2007 and 2/2007 of the Board of the Faculty of Education.

For information: Ms G Brameld

12.4  Faculty of Business and Economics Meeting 2/2007

Academic Board received and noted the Report of Meeting 2/2007 of the Board of the Faculty of Business and Economics.

For information: Dr R Bernarde

The next meeting of the Academic Board will be held on Wednesday 11 July 2007 in the Council Chambers, 1^st floor, Building 3a, Clayton Campus commencing at 3.30pm.