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Academic Board Meeting 7-2008

MINUTES

Meeting No 7/2008 of the Academic Board was held on Wednesday 19 November 2008 from 3:30pm-5:30pm, in the Council Chambers, First floor, Building 3A, Clayton campus.

Rhonda Hinds
Secretary
25 November 2008

There were present:
Professor Jayne Godfrey (Chair), Professor Sam Adeloju, Associate Professors Phil Andrews, Jean Armstrong, Harry Ballis, Dr. Lorraine Bennett, Associate Professor Jason Beringer, Drs Gideon Boas, Ross Booth, Ben Boyd, Professors Chris Browne, Colette Browning, Barbara Caine, Ben Canny, Ray Cas, Associate Professor Janice Chesters, Dr Sandra Cockfield, Professor Ian Copland, Mr Max Coulthard, Associate Professor Arthur De Bono, Professors Helen De Cieri, Merran Evans, Associate Professor Graham Farr, Dr Alan Finkel, Professor Arie Freiberg, Dr Matthew Groves, Ms Cathrine Harboe-Ree, Professors Bernard Hoffert, Owen Hughes, Associate Professor John Hurst, Ms Dash Jayasuriya, Drs Colin Jevons, Gennadi Kazakevitch, Professors Kim Langfield-Smith, Richard Larkins, Associate Professors Vincent Lee, Margaret Lindorff, Professors Arthur Lowery, Tony Luff, Dr Joy Lyneham, Professor Dennis Moore, Mr Alan McMeekin, Dr Bronwyn Naylor, Professor Robert Norris, Harmen Oppewal, Ms Phuong Dzung Pho, Professors Marilyn Pittard, Tyrone Pretorius, John Redmond, Peter Schelluch, Terri Seddon, John Sheridan, Adam Shoemaker, Michael Skully, Julian Smith, Tam Sridhar, Phillip Steele, Associate Professor Kay Stewart, Dr Wendy Sutherland-Smith, Professors Nigel Tapper, Julian Teicher, Geoff Webb, Ron Weber, James Whisstock, Dr Rita Wilson, Associate Professor Cherrie Zhu.

Apologies were received from:
Professors David Abramson, Helen Bartlett, Dr Becky Batagol, Professors John Beardall, Andrew Benjamin, Ms Joan Benjamin, Drs Mita Bhattacharya, Sue Burney, Professors Keryn Chalmers, James Chin, Iain Clarke, Val Clulow, Grahame Coleman, Edwina Cornish, Wendy Cross, Erik Eklund, Stephanie Fahey, Rae Frances, Leah Garrett, Rod Hill, Michael Holland, Christian Jakob, Associate Professor Sally Joy, Professors Jenny Keating, Peter Kershaw, Max King, Susan Kneebone, Dr Susan Mayson, Professor Ross Mouer, Associate Professor Robert Nelson, Professors Debra Nestel, Robin Pollard, Dr Richard Reina, Associate Professor Jennifer Rolland, Professors Patrick Sexton, George Simon, Amrik Sohal, Leone Spiccia, On Kit Tam, Bruce Tonge, Dr Sabatino Ventura, Professors Jeff Waincymer, Steve Wesselingh, Rob Willis, Sue Willis.

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

Observers:
Ms Desiree D’Argent, Mr Reynold Dias, Ms Helen Fletcher-Kennedy, Drs Tom Ford, Kristina Macrae, Ms Natalie Mitchell.

Overseas Observers:
Professor Ron Edwards, Associate Professor Song Keang Peng, Professor Anuar Zaini.

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.

A special welcome was extended to the Chancellor, Dr Alan Finkel, who addressed the Board in relation to the appointment of the Vice-Chancellor designate, Professor Edward Byrne AO. The Chancellor described the selection process as rigorous, culminating in unanimous confirmation by Council. Members were advised that a significant feature of the selection process had been the high regard in which Monash was held, both domestically and internationally. It was anticipated that Professor Byrne’s appointment would build on the growth achieved by Monash under the leadership of Professor Larkins.

2    ARRANGEMENT OF AGENDA

2.1   Alterations to the Agenda and Starring of Items

Professor Godfrey informed members of the following alterations:

  • Page 121 – section 7.2 delete “appealed” (2nd last line).
  • Page 145 et seq – correction of typographical error - "School of Sciences" and "Sciences" to be replaced by "School of Science" and "Science" in relation to Schools of the Faculty of Science.
  • There were several tabled papers – the President’s Report (item 4.1); the Vice-Chancellor’s Report (item 5.1); and the Monash-Lulea Collaboration Agreement (item 13).
  • Hard copies of the Budget and Student Grievances Report (sent to members last Friday) were available.

2.2   Approval of Non-Starred Items

The following items were starred:

Item 3.2.1 – Schedule of Action Items
Item 14.1 – Exclusion for Health Reasons
Item14.2 – Exclusion for unsatisfactory progress or inability to progress
Item15.5 – Associated Academic Appointments

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

2.3   Confidential Item

There were no confidential items presented to this meeting.

3    MINUTES

3.1   Minutes of Academic Board Meeting 6/2008

The Minutes of Meeting 6/2008, held on Wednesday, 8 October 2008, were confirmed.

3.2   Business arising from the Minutes

3.2.1  Schedule of Action Items

Professor Godfrey advised members that a paper regarding the European Credit Transfer System (ECTS) would be emailed to members with the Minutes of this meeting.

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

For information: Ms R Hinds

4    PRESIDENT’S BUSINESS

4.1   President’s Report

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

  • Extending the Board’s congratulations to Professor Larkins on his nomination as a Fellow of the Australian Academy of Technological Sciences and Engineering.
  • Election of Professor Bernard Hoffert, Faculty of Art & Design as Vice-President of the Board for 2009-2010.
  • Extending a welcome to Dr Gennadi Kazakevitch as the new Berwick campus representative.
  • Anticipated despatch of the 2008 evaluation. Members were encouraged to complete and return the survey over the shutdown period.

Professor Godfrey then delivered her 2008 Report to Academic Board. A fuller version of the report is accessible via the Board’s website.

Professor Godfrey emphasised the significance of initiatives undertaken during 2008 to increase the Board’s external focus, while concurrently reviewing the Board’s composition and improving its internal operating processes.

Professor Godfrey reported that particular efforts had been made to increase the Board’s participation in academic decision-making, and to increase member participation in the Board’s activities. During the reporting year, the Board had been involved in many key decisions for Monash, including provision of input to the selection of the University’s next Vice-Chancellor, endorsement of changes to the University’s academic organisational structure and approval of legislation and a range of key policies across education, research, and academic staffing areas. Revised graduate attributes were also approved.

Amongst the range of initiatives implemented during 2008, Professor Godfrey made mention of the introduction of environmental scanning to increase the Board’s awareness of international, national and local matters affecting the higher education sector, and Monash University in particular. She also highlighted the receipt of reports and the ensuing debate on matters of academic significance, including the use of animals in teaching activities and the implications of significant court decisions in areas of Intellectual Property and Freedom of Information. Two other issues of strategic significance were currently being addressed within the relevant academic portfolios, namely development of a statement regarding the specific nature of a Monash University Masters degree, and resumption of the review of the University’s Centres and Institutes Policy.

A key issue on the Board’s agenda for 2008 had been the review of its composition (to be addressed shortly) and the concurrent review of the principal committees reporting to the Board. During 2008, the way in which the Board conducted its business had also been revised, to allow greater focus upon its role in setting the academic direction of the University, and maintaining academic standards, and communication from the Board to the wider Monash community had also increased.

Professor Godfrey took the opportunity to thank a range of Monash personnel who had assisted her during the year, including Vice-Presidents David Suter (to 15 April 2008), Ben Canny and Barbara Caine (from 15 April 2008); Secretary to the Board, Ms Rhonda Hinds; staff of Executive Services; chairs and members of the Board’s standing committees; Ms Leanne Reddan; and members of the Board as a whole.

Concluding her report, Professor Godfrey indicated that 2009 promised to be a year in which the Board would continue to strive to provide even greater strategic contributions to directing and supervising the academic affairs of the University.

Academic Board received and noted the report of the President.

For information: Professor J Godfrey

4.2   Review of the Composition of Academic Board

Members had before them a briefing paper, to which were attached the proposed composition of Academic Board and the proposed transitional and implementation arrangements. Professor Godfrey presented the proposed composition to the Board, and advised members that if the board endorsed the revised composition, completion of the drafting of implementing legislation would be undertaken by the Office of the University Solicitor and presented to Council for its approval.

Observing the systematic approach to the review process and the extensive consultation and debate that had occurred throughout the review, Professor Godfrey commended the proposed composition to the Board. She highlighted the following:

  • The proposed composition achieved a balance between the Head of Academic Unit (HoAU) and elected cohorts, as voted by members at Meeting 5/2008.
  • Determining membership of the HoAU would be the responsibility of the faculties.
  • Staff from non-Australian campuses would have equivalent status to staff from Australian campuses for the purposes of membership of the Board.
  • The proposed transitional arrangement recognised that current members must be allowed to serve out their full membership terms.

During discussion, members confirmed that the eligibility pool for President and Vice-Presidents should be the elected staff and HoAU cohorts.

Academic Board endorsed:

  • The proposed composition of Academic Board.
  • The proposed transitional and implementation arrangements.

Dissent of student members was noted.

Concluding this item, Professor Godfrey thanked all members of the Board and the wider Monash community who had contributed to the review process, in particular, members of the Working Party, Executive Services and Flexible Learning and Teaching.

For information: Professor J Godfrey, Ms J Wantrup, Ms R Hinds

5    VICE-CHANCELLOR’S BUSINESS

5.1   Vice-Chancellor’s Report

Members had before them the Vice-Chancellor’s written report.

Speaking thereto, Professor Larkins highlighted the following:

  • Submission of the definitive “New Horizons” application to HEEF, with subsequent interview on 17 November. Announcement of the outcome of the application was expected in December.
  • The successful sitting of State Parliament at the Gippsland campus.
  • The opening of the Zebra Fish Facility.
  • The imminent official opening of the Monash-IITB Research Academy.
  • Monash’s success at the recent University Games.

Professor Larkins also reported on the recent grant of $4.6M from the Myer Foundation for establishment of ClimateWorks Australia and advised members of the outcomes of the recent round of ARC and NHMRC grants.

Academic Board received and noted the Vice-Chancellor’s report.

For information: Professor R Larkins

6    QUESTIONS ON NOTICE

There were no questions on notice.

B     DIRECTION OF ACADEMIC AFFAIRS

7    2009 ANNUAL PLAN

Professor Adam Shoemaker commended the draft Annual Plan to the Board, noting that it was a document of high-level, strategic significance. He advised that the Monash Passport Operational Plan, which would underpin many of the strategies listed in the Annual Plan, would be brought to the first meeting of the Board in 2009.

Academic Board noted the advice of Professor Shoemaker and endorsed the draft 2009 Annual Plan for transmission to Council.

For information: Professors A Shoemaker, M Evans

8    2009 BUDGET

Mr David Pitt introduced the draft 2009 Budget by providing members with a Budget overview, which included an analysis of the impact and implications of the global economic situation. Members were advised that there was a lack of certainty over the extent to which the Government was likely to fund outcomes of the Bradley and Cutler reviews and a certain apprehension over the next Federal Budget and that as a result, 2009 was likely to be particularly difficult.

Highlights of the 2009 Budget included funding consequent upon the loss of revenue from full fee paying domestic student places, anticipated VSU funding, inbuilt allowance for commencement of the new Enterprise Agreement (from 1 July 2009), and the heavy capital demands on the University through 2008-2009 as a result of completion of major projects and large scale equipment expenditure.

Members were advised that the 2009 operating result for the university was budgetted at $50.4M (3.8%), and that the faculties and Gippsland were all projected to make positive returns.

Mr Pitt summarised the capital/cash position, reminding members of the heavy capital expenditure in 2008-2009 and noting that the University had been reducing its level of new borrowings.

  • A number of issues were canvassed in subsequent discussion, including:
  • The suggestion that student load be included in future Budget documents put before the Board.
  • The small increase in central service costs, but significant increase in central support charges, due to inclusion of space and scholarship costs.
  • In response to concern expressed at exposure to the risk of loss of expected numbers of fee paying students, Mr Pitt advised that a risk forecast was built into Budget calculations, but that, based on current application numbers and conversion rates, intentional student numbers looked to be trending positively.

Academic Board noted the advice of Mr David Pitt, Vice- President (Finance) and endorsed the draft 2009 Budget for transmission to Council.

For information: Mr D Pitt, Mr R Dias

9    KEY PERFORMANCE INDICATORS

Professor Shoemaker observed that it was appropriate to consider the KPIs and planning documents together, given the appropriateness of linking strategies to performance. He also advised members that the 2009 Senior Management Summit would be reviewing the KPIs with a view to their recasting.

Academic Board received and noted the University-wide Key Performance Indicator and Internal Performance Indicator reports.

For information: Professors A Shoemaker, M Evans

C     SUPERVISION OF ACADEMIC AFFAIRS

10    2008 LOAD AND ADMISSIONS REPORT

Members had before them the 2008 Load and Admissions Report. Professor Shoemaker introduced this item by emphasising Monash’s good performance, in contrast to the drop in market share experienced by other institutions.

Academic Board received and noted the 2008 Load and Admissions Report.

For information: Professors A Shoemaker, M Evans

11    REPORTS FROM THE DEPUTY-VICE CHANCELLORS

Professor Shoemaker reported on the latest developments in the Education Portfolio:

  • Presentation by the Australian Learning and Teaching Council of an Australian Award for University Teaching to Professor Stephen Barkoczy, Faculty of Law.
  • The flying of both indigenous flags for the first time at the Clayton campus.
  • A recent meeting with Emeritus Professor Bradley, in which several issues relating to the current Review were discussed.

Academic Board received and noted the reports from the Deputy Vice-Chancellor (Education).

For information: Professor A Shoemaker

12    CENTRES AND INSTITUTES

12.1   APEC (Asia Pacific Economic Cooperation) Study Centre

Academic Board noted the Report of the Review into the APEC Study Centre.

For information: Professor S Fahey, Ms L Loriente

12.2   CTI-Monash Centre for Optimisation in Travel, Transportation and Logistics

Academic Board endorsed for transmission to Council the establishment of the CTI-Monash Centre for Optimisation in Travel, Transportation and Logistics.

For information: Professor R Weber, Ms H Spittle

13    ACADEMIC PROGRAMS – COLLABORATION WITH LULEA UNIVERSITY OF TECHNOLOGY (SWEDEN)

Academic Board:

  • Endorsed, for transmission to Council, the Monash University/Lulea University of Technology (Sweden) Collaboration Agreement; and
  • Approved the Dual Award PhD proposal.

For information: Professor M King, Ms F Zammit

D     GOVERNANCE

14    LEGISLATION

14.1   Exclusion for Health Reasons

This item was starred at the beginning of the meeting.

Concern was expressed at:

  • The level of staff consultation under the proposed s.4.2.2. This was suggested to be set at an inappropriately low level and it was suggested that a minimum senior lecturer level would be appropriate. However, it was also pointed out that inclusion of staff at the level proposed provided for an open and robust process.
  • The continued inclusion of processes relating to violence against persons and property in academic statutes and the need to remove responsibility for dealing with such issues from the faculties. In this regard, members were advised that Statute 6.3 was directed at student and community safety, a strategy designed to ensure a continued safe working and learning environment. It should therefore not be viewed in isolation, but rather as one in a range of scenarios available for dealing with difficult situations.

Members were also advised that a review of all of the University Statutes was proposed for the near future, which would canvass a range of issues, including linguistic consistency.

Noting that the proposals effect compliance with ESOS legislation and make provisions consistent with obligations of confidence imposed on some professionals by their relevant code of ethics, Academic Board endorsed, for submission to Council, the proposal to amend Statute 6.3 – Exclusion for Health Reasons.

For information: Professors R Norris, J Teicher, Ms G Beecher, Mr A Calder

14.2   Exclusion for unsatisfactory progress or inability to progress

Noting that the proposals effect amendments required for compliance with ESOS legislation, Academic Board endorsed, for submission to Council, the proposal to amend Statute 6.2 – Exclusion for unsatisfactory progress or inability to progress and the Regulations made thereunder.

For information: Ms G Beecher, Mr A Calder

14.3   Discipline

Noting that the proposals effect amendments required for compliance with ESOS legislation and insert an amendment clarifying the meaning of “member of the faculty”, Academic Board endorsed, for submission to Council, the proposal to amend Statute 4.1 - Discipline.

For information: Ms G Beecher, Mr A Calder

14.4   Offshore Staff

Noting that the proposals make provision for academic staff at Australian and non- Australian Monash University campuses to have equivalent responsibility for input to academic decisions and equivalent eligibility for membership on Faculty and University academic committees and boards, Academic Board endorsed, for submission to Council, the proposals to amend Statute 2.3 – The Faculties and the Faculties Regulations.

For information: Ms J Wantrup, Mr A Calder

15    POLICY DEVELOPMENT AND REVIEW

15.1   Special Consideration Policy and Procedures

Academic Board approved the Special Consideration Policy and noted the accompanying Special Consideration Procedures.

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

15.2   Course Structure Policy

Academic Board approved the Course Structure Policy.

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

15.3   Masters by Coursework

Professor Evans commended the proposals to members and acknowledged the contributions of Dr Tom Ford and Ms Natalie Mitchell to their development. Noting the request by two faculties for consideration to be given to retaining original exceptions (of a one year Master) to the qualifications categories, Professor Evans suggested that where exceptions were sought, these should be approved by Academic Board. Members also suggested, in discussion, that there should be a period of transition to the proposed qualifications categories.

Academic Board:

  • Received and noted the review of the policy framework of Monash masters by coursework programs.
  • Endorsed the revised Master by Coursework qualifications category for approval by Council, subject to inclusion of a proviso to require exceptions to the minimum duration standard to be approved by Academic Board.
  • Endorsed the disestablishment from the Schedule of Qualifications Categories of the category of Professional Master by Coursework for approval by Council.
  • Endorsed the revised Master (Honours) qualifications category for approval by Council.

Academic Board also endorsed implementation of the above proposals from 1 January 2009 in the case of new courses, and imposed a three year transitional period for existing courses (to 31 December 2011).

For information: Professor A Shoemaker, Ms H Fletcher-Kennedy, Mr M Fenaughty

15.4   Student Grievances Report

Noting that the Academic and Administrative Complaints Procedures require annual reporting to the Deputy Vice-Chancellor (Education) with a subsequent report to the Academic Board about the extent and patterns of student grievances and any generic issues for the Board’s attention, Academic Board received and noted the Student Grievances Report.

For information: Professor A Shoemaker, Ms H Fletcher-Kennedy

15.5   Associated Academic Appointments

This item was starred at the beginning of the meeting.

Ms Harboe-Ree raised the following issues:

  • Monash was not licensed to provide access to online resources to non-staff/students. She advised that work was ongoing with the Office of the University Solicitor to define who is a staff member for this purpose.

Professor Shoemaker noted that in excess of 1000 Monash honorary staff had access to the Library’s resources, and that accommodation of that access within the University’s risk profile was essential.

Subsequent discussion encompassed a range of issues, including:

  • The desirability of using a term other than “sessional”. Members were advised that change to nomenclature could be effected under a new Enterprise Agreement.
  • The essential differences between the terms “adjunct” and “honorary.”
  • The fact that, while the category of Emeritus Professor was not new, the proposed category of Emeritus Faculty which included level D appointments, was new.
  • The crucial aspect of allocation of a staff identity number, and the need to capture this in appropriate legal terminology.
  • Impact of activity based costing in the event of use of the term “staff.”
  • The need to clarify wording with the Office of the University Solicitor.

Noting the proposals for a systematic approach to the appointment of academics in various categories of association with Monash, Academic Board endorsed in principle the proposals for the University’s associated academic workforce, subject to further clarification of detail and return of the proposals to the Board for formal endorsement.

For information: Professor A Shoemaker, Ms C Harboe-Ree, Ms J Wantrup

16    ACADEMIC BOARD MEMBERSHIP

16.1   Election of Vice-President

Academic Board received and noted the Declaration of the Poll for the election of one Vice-President of Academic Board.

For information: Professor B Hoffert, Ms R Hinds

16.2   Election of Student Members

Academic Board received and noted the Declaration of the Poll for the election of four undergraduate student members of Academic Board.

For information: Ms Gemma Buckley, Mr Patrick Gallus, Ms Lauren O’Dwyer,
Mr Brian Yeom, Ms R Hinds

16.3   Special Leave

Academic Board approved the request for special leave from:

Dr Wendy Sutherland-Smith      Education      Meetings 1-3/2009

For information: Dr W Sutherland-Smith

17    REPORTS FROM STANDING COMMITTEES

17.1   Education Committee Meeting 6/2008

Academic Board received and noted the Report of Meeting 6/2008 of the Education Committee.

For information: Mr M Fenaughty

17.2   Monash University Research Committee Meetings 6 & 7/2008

Academic Board received and noted the Reports of Meetings 6 and 7/2008 of the Monash University Research Committee.

For information: Mr K Williamson

17.3   Research Graduate School Committee Meetings 8 & 9/2008

Academic Board received and noted the Report of Meetings 8 and 9/2008 of the Research Graduate School Committee.

For information: Ms A Hussar

18    FACULTY BOARD REPORTS

18.1   Faculty of Medicine, Nursing and Health Sciences Meeting 5/2008

Academic Board received and noted the Report of Meeting 5/2008 of the Board of the Faculty of Medicine, Nursing and Health Sciences.

For information: Ms J Tong

18.2   Faculty of Business and Economics Meeting 5/2008

Academic Board:

  • Received and noted the Report of Meeting 4/2008 of the Board of the Faculty of Business and Economics.
  • Noted that Faculty Board 5/08 noted the updating of the faculty's schedule to the Faculties Regulation.

For information: Ms R Bernarde

18.3   Faculty of Arts Meeting 4/2008

Academic Board:

  • Received and noted the Report of Meeting 4/2008 of the Board of the Faculty of Medicine, Nursing and Health Sciences.
  • Noted approval by Faculty Board of unit and course proposals, amendments and disestablishments.
  • Noted that Faculty Board received and noted a number of GPG courses (endorsed by the Dean of Arts Advisory Committee and the Arts Executive Committee) for disestablishment effective from Semester 1, 2009.

For information: Ms A Lyubomirsky

E     ITEMS OF OTHER BUSINESS

19    OTHER BUSINESS

20    NEXT MEETING

The first meeting of the Academic Board for 2009 will be held on Wednesday 25 February 2009 in the Council Chambers, 1st floor, Building 3a, Clayton Campus commencing at 3.30pm