Academic Board Meeting 5-2008

MINUTES

Meeting No 5/2008 of the Academic Board was held on Wednesday 3 September 2008 from 3:30pm-5:30pm, in the Council Chambers, First floor, Building 3A, Clayton campus.

Rhonda Hinds
Secretary
8 September 2008

There were present:
Professor Jayne Godfrey (Chair), Professors David Abramson, Sam Adeloju, Associate Professors Phil Andrews, Harry Ballis, Professor Greg Barton, Dr Becky Batagol, Professors John Beardall, Andrew Benjamin, Ms Joan Benjamin, Drs Lorraine Bennett, Mita Bhattacharya, Ross Booth, Professor Robert Brooks, Dr Sue Burney, Professors Ben Canny, Ray Cas, Keryn Chalmers, Associate Professor Janice Chesters, Professors James Chin, Iain Clarke, Val Clulow, Dr Sandra Cockfield, Professors Ian Copland, Edwina Cornish, Mr Max Coulthard, Associate Professor Arthur De Bono, Ms Nupur Desai, Professors Rodney Devenish, Erik Eklund, Merran Evans, Stephanie Fahey, Associate Professor Graham Farr, Professors Arie Freiberg, Leah Garrett, Dr Matthew Groves, Ms Cathrine Harboe-Ree, Professors Bernard Hoffert, Christian Jakob, Dr Colin Jevons, Associate Professor Sally Joy, Professors Jenny Keating, Susan Kneebone, Kim Langfield-Smith, Richard Larkins, Associate Professor Vincent Lee, Professor Arthur Lowery, Dr Susan Mayson, Professor Ross Mouer, Mr Fintan Murphy, Mr Alan McMeekin, Associate Professor Sid Nair, Dr Bronwyn Naylor, Professor Robert Norris, Dr Annamaria Pagliaro, Ms Alexandra Phelan, Ms Phuong Pho, Professors Marilyn Pittard, Robin Pollard, Donald Poskitt, John Redmond, Dr Richard Reina, Associate Professor Jennifer Rolland, Dr Jan Schapper, Professors Peter Schelluch, John Sheridan, Adam Shoemaker, Michael Skully, Amrik Sohal, Leone Spiccia, Tam Sridhar, Phillip Steele, On Kit Tam, Nigel Tapper, Bruce Tonge, Drs Cristina Varsavsky, Sabatino Ventura, Mr Evgeny Vizelman, Professor Jeff Waincymer, Mr David Watson, Professors Geoff Webb, Steven Wesselingh, Dr Rita Wilson.

Apologies were received from:
Associate Professor Jean Armstrong, Professor Helen Bartlett, Associate Professor Jason Beringer, Professor John Bertram, Dr Ben Boyd, Professors Barbara Caine, Grahame Coleman, Wendy Cross, Helen De Cieri, Raelene Frances, Jenny Hocking, Michael Holland, Associate Professor John Hurst, Ms Dash Jayasuriya, Professors Peter Kershaw, Paul Komesaroff, Steven Langford, Tony Luff, Dr Joy Lyneham, Associate Professor Robert Nelson, Professors Alan Petersen, Leon Piterman, Tyrone Pretorius, Terri Seddon, Julian Smith, Associate Professor Kay Stewart, Dr Wendy Sutherland-Smith, Professors Julian Teicher, Ron Weber, Rob Willis.

Special Leave:
Drs Gloria Davies, Chandani Lokuge, MaryLou Rasmussen, Elizabeth Wilson-Evered, Professor William Young.

Observers:
Professor Lynette Russell (for Professor Rae Frances), Mr Tony Calder.

Overseas Observers:
Professor Walter Wong (Malaysia), Professors Pua, Anuar Zaini, R Edwards, Lee Poh Aun, Dr John Zillman.

In attendance:
Ms R Hinds

AGENDA

A    PRELIMINARY AND FORMAL BUSINESS

1   WELCOME

Professor Jayne Godfrey welcomed members and observers to the meeting, including those attending the meeting by teleconference from the offshore and Gippsland campuses.

2   ARRANGEMENT OF AGENDA

2.1 Alterations to the Agenda and Starring of Items

Professor Godfrey informed members of the following alterations:

• Order of items – the meeting would commence with the Vice-Chancellor’s Report, followed by other items in agenda order.
• Addition of a new item 10A – the Library Annual Report.
• Item 13.3, on the agenda add Professor Geoff Webb from the Faculty of Information Technology, with a term of office to 30/06/10.
• Two papers were tabled: item 5.1 (Vice-Chancellor’s Report) – replacement slide; item 7A (Report from the Deputy Vice-Chancellor (Education)) – updated Educate 08 program.

2.2 Approval of Non-Starred Items

The following items were starred:

• Item 11.1 - Discipline.
• Item 12.3 – Student Travel Policy and Procedures.

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

C  2.3 Confidential Item

3   MINUTES

3.1 Minutes of Academic Board Meeting 3/2008

The Minutes of Meeting 3/2008, held on Wednesday, 4 June 2008, were confirmed.

3.2 Business arising from the Minutes

3.2.1 Schedule of Action Items

Academic Board received and noted the updated Schedule of Action Items.

4   PRESIDENT’S BUSINESS

4.1 President’s Report

Professor Godfrey addressed the Board on a range of issues, including:

• As a consequence of several elections and nominations, a welcome to new elected members, those returning for another term of office and those nominated by their faculties to fill casual vacancies. A particular welcome was also extended to new and returning members of the Academic Board Steering Committee – Dr Colin Jevons, Associate Professor Margaret Lindorff, Professors Bernard Hoffert, Keryn Chalmers and John Sheridan.
• Meetings of the Vice Chancellor selection committee. The Board was advised that the first meetings were to select, then appoint and meet with the search consultant team of Heidrick and Struggles. The consultants subsequently met with several individuals and groups throughout the university, and took into consideration the views expressed at Academic Board meetings and at the 5 May forum with the Chancellor. It is intended that an appointment will be announced before the end of this year.
• Involvement in the process of selecting the new Sir John Monash Distinguished Professor, Professor Christina Mitchell, whose appointment was announced at a Function at Government House to celebrate Monash’s 50th Anniversary Research Awards.
• Attendance by Professor Ben Canny (as acting President) at the successful celebrations in Malaysia – the 50th anniversary for Monash and the Sunway campus’s 10th anniversary.
• An update on the review of the Board’s principal standing committees. Members were advised that the review was being handled on a portfolio basis, with a preliminary report due mid-October.
• Encouragement for support of Monash Research Month.

Academic Board:

• Received and noted the report of the President.
• Extended its congratulations to Professor Christina Mitchell on her appointment as a Sir John Monash Distinguished Professor.

For information: Professors J Godfrey, C Mitchell, B Hoffert, K Chalmers, J Sheridan, Assoc Prof M Lindorff, Dr C Jevons

4.2 Meeting Dates 2009

Academic Board approved the meeting dates proposed for 2009.

For information: Ms R Hinds, Ms H Pavlovski

4.3 Review of the Composition of Academic Board

Professor Godfrey reported on the recent process of broad consultation, noting that the Working Party had carefully considered all the submissions received. She highlighted the following themes that had emerged in responses to various stages of the consultation:

• Clear support for change to the Board’s composition to enable it to better discharge its responsibilities in relation to directing and supervising research and education activities and achievements.
• Strong support for reducing the size of the Board in order to facilitate effective engagement.
• The need to provide for membership by Heads of Academic Units (HoAUs), and acknowledgment that what constituted a HoAU may vary across faculties.
• The need to preserve some elected representation.

Members had before them two indicative models for consideration. Introducing debate on these models, Professor Godfrey emphasised that the Working Party was seeking endorsement of a model type from a philosophical perspective. This would inform the Working Party’s deliberations in finalising membership details and the size of the Board.

During the ensuing discussion, a range of views was articulated, including:

• The importance of including Heads of Academic Units as a specific membership cohort, given their role in prosecuting the academic business of the university and their potential in driving Academic Board to assume a greater academic leadership role.
• The need to ensure an effective reporting mechanism and efficient use of members’ time.
• The potential to increase the proposed student representation, and scope for contribution by student representatives at various levels of the Board’s governance structure.
• The need to redress the current exclusion of Heads of Academic Units from a range of academic decision-making bodies.
• The passion that elected members would bring to their role on the Board.

During discussion members were also advised that:

• Staff of offshore campuses would be considered faculty staff for the purposes of Board membership.
• Discussions with HR regarding development of an induction program and materials for members of Academic Board were scheduled.
• Following this meeting, and prior to making a final recommendation to Council, the Working Party would engage in a range of tasks, including:
• Consultation with faculties on an appropriate description of Head of Academic Unit.

  • Consultation with the University Solicitor office regarding legislative amendments.
  • Resolution of consequential issues and development of implementation/transition arrangements.
  • Finalisation of the proposal and recommendation to Council.

A formal ballot of members present at the meeting was then taken (previous arrangements having been made for participation in the ballot by members of the offshore and Gippsland campuses). The result of the ballot indicated a preference for introduction of an Academic Board model in which the numbers of members from the Head of Academic Unit and elected cohorts were approximately equal.

For information: Professor J Godfrey, Ms R Hinds

5   VICE-CHANCELLOR’S BUSINESS

5.1 Vice-Chancellor’s Report

Members had previously received a copy of the Vice-Chancellor’s State of the University presentation (delivered to Council at its 25 August meeting). Briefly referring to the presentation, Professor Larkins highlighted Monash’s overall improvement in most dimensions of its performance.

Other matters referred to during Professor Larkins’ report included:

• An update on the Bradley Review including its move towards a more fundamental examination of issues such as funding systems.
• Senator Kim Carr’s National Press Club address.
• An update on development of the University’s 2009 Budget.
• Meetings as Chair of Universities Australia with a range of senior Government, Opposition and Department politicians and officials.
• Progress towards establishment of the IITB-Monash Research Academy.
• Australian Stem Cell Centre developments, including introduction of CSIRO as a new partner and Dr Megan Clarke as the new CEO.

Recommendation:

Academic Board received the Vice-Chancellor’s report.

For information: Professor R Larkins

5.2 Award of Honorary Degrees

Academic Board received the report on the award of an Honorary Degree to Dame Elisabeth Murdoch, AC, DBE.

For information: Professor R Larkins

6   QUESTIONS ON NOTICE

B    DIRECTION OF ACADEMIC AFFAIRS

7   UNIVERSITY RANKINGS

Professors Edwina Cornish and Merran Evans briefed Academic Board on the Shanghai Jiao Tong, Good Universities Guide and Go8 Dashboard rankings, including their classification mechanics.

The Board was advised that further work on benchmarking processes was required and would be brought back to the Board for consideration at a future meeting. The bias of certain of the rankings towards broad disciplinary areas such as Science and Engineering was also noted. Nonetheless, the need for Monash to improve its underlying research performance and, thus, its rankings position was emphasised. Members were also advised that non-Go8 members were improving their research performance and their positions in various rankings, and therefore Monash should expand its benchmarking to include appropriate non-Go8 universities.

Measures on which Monash needed to lift its performance included improvement in winning prizes, attracting/developing high-citation researchers and publication in key, high quality journals. Several modelling exercises were demonstrated to indicate the effect of small improvements in performance on certain measures on Monash’s overall rankings.

During discussion on possible improvement strategies, a range of issues such as the following were highlighted:

• The need to benchmark against research-intensive non-Go8 competitors in addition to the Go8.
• The need for, and effect of, more strategic recruitment of researchers.
• The need to foster a greater research culture across the university, including better support of initiatives such as Research Month.
• The role of the campuses in developing a research culture and fostering improvement in benchmark rankings.
• The responsibility of Academic Board members to provide leadership in driving a more strategic approach to development of a more intensive research culture.
• The need for the Monash Research Committee, and for faculties and other academic units with research responsibilities, to further develop and implement strategies for a sustainable improvement in research performance, and an expectation that this will ultimately lead to improvement in the University’s rankings and benchmark data.

Academic Board:

• Received the report on University Rankings.
• Noted Professors Cornish and Evans’ advice.
• Noted that a report on benchmarking processes would be brought back to the Board for consideration at a future meeting.

For information: Professors E Cornish, M Evans

7A   EDUCATION PORTFOLIO

Professor Adam Shoemaker reported on:

Academic Board received and noted the Education Portfolio report.

For information: Professor A Shoemaker

C    SUPERVISION OF ACADEMIC AFFAIRS

8   UNIVERSITY ACADEMIC STRUCTURE

8.1 Establishment of the Monash Africa Research Initiative (MARI)

Noting that Academic Board Meeting 7/2007 had endorsed in principle the concept of establishment of MARI, Academic Board subsequently endorsed for submission to Council the proposal from the Board of the Faculty of Arts to establish the Monash Africa Research Initiative.

Academic Board endorsed for submission to Council the proposal from the Board of the Faculty of Arts to establish the Monash Africa Research Initiative (MARI).

For information: Professor R Frances

8.2 Change of Location for the Centre for Comparative Literature and Cultural Studies

Academic Board approved the proposal by the Centre for Comparative Literature and Cultural Studies (CCLCS) to re-locate, for all management and administrative purposes, from the School of Languages, Cultures and Linguistics to the School of English, Communications and Performance Studies, effective from 1 January 2009.

For information: Professor R Frances

9   ANNUAL PLAN PROGRESS REPORT

Noting that modifications to the frequency and style of reporting were being developed, Academic Board received and noted the Annual Plan Progress Report.

For information: Professor M Evans

10 ACADEMIC PROGRAMS

10.1 Early Offers Pathway into the Diploma of Tertiary (Formerly Foundation) Studies

Academic Board approved the proposal from the Coursework and Scholarships Committee that the early offer pathway into the Diploma of Tertiary (formerly Foundation) Studies be extended for another year (2009), with the proviso that the early offers are to be conditional on applicants:

1. meeting the University’s English language entry requirements;
2. achieving the Diploma of Tertiary Studies ENTER score requirement of 50; and
3. satisfying any specific VCE study score prerequisites for their intended bachelor’s degree.

For information: Professor M Evans, Mr M Fenaughty

10A   LIBRARY ANNUAL REPORT

Ms Harboe-Ree spoke to the Library Annual Report, copies of which had been distributed to members with the agenda. Items highlighted in Ms Harboe-Ree’s presentation included:

• The successful transfer of responsibility for learning skills to the Library.
• The Library’s role in data management across the university.
• Achievement of a 3rd place ranking amongst the Go8 during 2007 and solid performance in student satisfaction ratings.
• Establishment of new libraries/learning commons at Sunway and South African campuses.
• Delivery of improved long-term storage facilities.
• Plans for future improvements.

During discussion, members commended the Library on:

• Establishment of the Learning Skills Unit and the contribution by staff to successful service delivery in this area.
• Its national leadership role and the importance of an expanded library environment which would support the e-Research/Teaching nexus.

Academic Board:

• Received and noted the Annual Report of the University Librarian.
• Commended the University Librarian and her staff on their outstanding service to the university.

D    GOVERNANCE

11   LEGISLATION

11.1 Discipline

Academic Board endorsed, for submission to Council, the proposals to amend Statute 4.1 – Discipline.

For information: Mr M Fenaughty, Ms A Shelton

11.2 Research Graduate School Committee (RGSC)

Academic Board endorsed, for submission to Council the proposal to amend Statute 2.5 Division 1 – Research Graduate School Committee.

For information: Ms F Zammit, Ms A Shelton

12   POLICY DEVELOPMENT AND REVIEW

12.1 Global Human Resources (HR) Policy Taxonomy

Academic Board noted the global HR Policy Taxonomy and global HR Policies.

For information: Ms K Haywood

12.2 Conduct and Compliance Procedures

Academic Board noted the Conduct and Compliance Procedures.

For information: Ms K Haywood

12.3 Student Travel Policy and Procedures

Academic Board:

For information: Ms N Mitchell, Mr M Fenaughty, Mr K Williamson

12.4 Timetabling Policy and Procedures

Academic Board:

For information: Ms N Mitchell, Mr M Fenaughty, Mr K Williamson

13   ACADEMIC BOARD MEMBERSHIP

13.1 Election of Academic Staff (other than the Professors) Members to Academic Board – Faculty of Science

Academic Board received and noted the Returning Officer’s Declaration of the Poll in the election to Academic Board of 3 (three) Academic Staff (other than the Professors) Members from the Faculty of Science.

For information: Mr M Fenaughty

13.2 Election of Academic Staff (other than the Professors) Members to Academic Board – Faculty of Medicine, Nursing and Health Sciences

Academic Board received and noted the Returning Officer’s Declaration of the Poll in the election to Academic Board of 3 (three) Academic Staff (other than the Professors) Members from the Faculty of Medicine, Nursing and Health Sciences.

For information: Mr M Fenaughty

13.3 Nominations to casual vacancies on Academic Board

Academic Board approved the following nominations to fill casual vacancies:

 For Information:  A/Profs A de Bono. R Nelson, Professors I Cop0land, L Garrett, A Petersen, J Hocking, A Benjmain, Mr F Murphy, Dr D Baltzly, Professor G Webb

13.4 Elections to the Steering Committee of Academic Board

Academic Board:

• Received and noted the Declaration of the Poll for the elections to Steering Committee of Academic Board.
• Confirmed the nominations of Professor Bernard Hoffert, Professor Keryn Chalmers and Professor John Sheridan to casual vacancies for professorial members of Steering Committee.

For information: Professors B Hoffert, K Chalmers and J Sheridan

13.5 Special Leave

Academic Board approved the following requests for special leave:

For information: Drs C Lokuge, E Wilson-Evered, G Davies, M Rasmussen

14   FACULTY BOARD AND STANDING COMMITTEES MEMBERSHIP

14.1 Exclusion Appeals Committee

Academic Board approved the nomination of Ms Ying Lu as postgraduate representative to the exclusion Appeals Committee.

For information: Ms Y Lu, Mr M Fenaughty

14.2 Central Discipline Committee

Academic Board approved the faculty nominations to the Central Discipline Committee Panel.

For information: Mr K Williamson, Mr M Fenaughty

14.3 The Board of the Faculty of Law

Section 7.6 of Schedule 7 to the Faculties Regulations – Faculty of Law provides for appointment by Council of certain external members to the Faculty Board.

Academic Board endorsed for transmission to Council the recommendation to appoint the following external members of the Board of the Faculty of Law, with a period of office from July 2008 – July 2011:

• His Honour Judge Lex Lasry, Supreme Court of Victoria.
• Ms Debbie Mortimer, Senior Counsel.

For information: Professor A Freiberg, Ms J Beaton

15   REPORTS FROM STANDING COMMITTEES

15.1 Education Committee Meetings 3-4/2008

Academic Board received and noted the Report of Meetings 3/2008 and 4/2008 of the Education Committee.

For information: Mr M Fenaughty

15.2 Research Graduate School Committee Meetings 5-6/2008

Academic Board received and noted the Report of Meetings 5/2008 and 6/2008 of the Research Graduate School Committee.

For information: Ms A Hussar

15.3 General Library Committee Meeting 2/2008

Academic Board received and noted the Report of Meeting 2/2008 of the General Library Committee.

For information: Ms M Miller

15.4 Monash University Research Committee Meeting 3/2008

Academic Board received and noted the Report of Meeting 4/2008 of the Monash University Research Committee.

For information: Mr K Williamson

16   FACULTY BOARD REPORTS

16.1 Faculty of Information Technology Meetings 2/2008 and 3/2008

Academic Board received and noted the Reports of Meetings 2/2008 and 3/2008 of the Board of the Faculty of Information Technology.

For information: Ms G D’Costa

16.2 Faculty of Medicine, Nursing and Health Sciences Meeting 3/2008

Academic Board received and noted the Report of Meeting 3/2008 of the Board of the Faculty of Medicine, Nursing and Health Sciences.

For information: Ms J Tong

16.3 Faculty of Engineering Meetings 2/2008 and 3/2008

Academic Board received and noted the Report of Meetings 2/2008 and 3/2008 of the Board of the Faculty of Engineering.

For information: Mr R Smiley

16.4 Faculty of Science Meetings 2/2008 and 3/2008

Academic Board received and noted the Report of Meetings 2/2008 and 3/2008 of the Board of the Faculty of Science.

For information: Ms G Key

16.5 Faculty of Arts Meeting 3/2008

Academic Board:

• Received and noted the Report of Meeting 3/2008 of the Board of the Faculty of Arts.
• Noted approval by the Arts Faculty Board of unit and course proposals, amendments and disestablishments. (Recommendation 3 is relevant).

For information: Ms A Lyubomirsky

16.6 Faculty of Law Meeting 2/2008

Academic Board received and noted the Report of Meeting 2/2008 of the Board of the Faculty of Law.

For information: Ms J Beaton

16.7 Faculty of Business and Economics Meetings 2/2008 and 3/2008

Academic Board:

• Received and noted the Report of Meetings 2/2008 and 3/2008 of the Board of the Faculty of Business and Economics.
• Noted Faculty Board’s approval of the Assessment Handbook Entries Policy.
• Noted Faculty Board’s establishment of prizes for high achieving students.

For information: Ms K Kempe

E    ITEMS OF OTHER BUSINESS

17   OTHER BUSINESS

18   NEXT MEETING

The next meeting of the Academic Board will be held on Wednesday 8 October 2008 in the Council Chambers, 1st floor, Building 3a, Clayton Campus commencing at 3.30pm.