Administrative Heads Group Meeting 5-1998

Meeting 5/98 of the Administrative Heads Group was held at 8.30am on Thursday 24^th September 1998 in the Council Room, 1^st Floor, University Offices Building 3a, Clayton campus.

Tony Calder, Secretary

M I N U T E S

Apologies were received from Professor P Darvall, Deputy Vice-Chancellor (Research & Development); Professor A Lindsay, Deputy Vice-Chancellor (Academic & Planning); Mr P Wade, General Manager; Mr J White, Campus Director - Caulfield/Peninsula; Mr J Levine, Assistant General Manager, Budget and Statistical Services; Mr Tony Pollock, General Manager - Monash International Ltd; Mr I Porter, Executive Director - International Affairs; Mr P Summers, Director - Academic Planning & Support Unit; Mrs P Herman, Manager, Research Training & Support Branch; Ms B Shields, Registrar, Business and Economics; Mr M Watson, Registrar - Victorian College of Pharmacy.

The Vice-Chancellor welcomed Mr M Lewenberg as Acting Faculty Manager of the Faculty of Medicine.

In opening the meeting the Vice-Chancellor briefed the members on the events that had occurred on 23 September 1998. He stated that a number of people had broken into and barricaded themselves in three offices and an adjacent meeting room in Building 3a at the Clayton Campus causing extensive damage and distress. That evening the police escorted from the premises the last of the intruders, all of whom now face police charges and/or disciplinary action from the University. The Vice-Chancellor thanked and commended all staff and the police for their exemplary behaviour.

The minutes of meeting 4/98 were confirmed.

The Vice-Chancellor and Mr J Julian spoke to this matter. Members noted that the SAP Agreement had been signed thus providing for work to commence on the Integrated Administrative Systems Project.

Professor J Warren, Pro-Vice-Chancellor, Monash University Sunway Campus Malaysia presented the topic "Setting up a New Monash Campus Overseas".

Professor Warren's presentation included details of the historical background to the establishment of the campus, information concerning legislative requirements leading to establishment, registration and accreditation of the Monash University Sunway Campus Malaysia (MUSM) and an overview of the overall academic organisation of the campus. Professor Warren described the four degree programs on offer and detailed the levels of enrolments as at 20 July 1998. Members noted that MUSM is obliged under Malaysian law to offer five compulsory subjects of which students take three. Members were advised that the subjects need not be part of the degree curriculum, but some could be designed to meet Monash standards.

Other information was provided including particulars of the student profile and descriptions of the physical, computer and library facilities of the campus.

Professor Warren outlined future courses to be offered. He also indicated it would be necessary for the campus to be able to offer scholarships and postgraduate candidature, both by course work and research.

Following further discussion, the Vice-Chancellor thanked Professor Warren for his presentation.

The Vice-Chancellor introduced discussion noting that Council and Deans had considered the paper before the meeting. The paper represented work in progress.

The Vice-Chancellor commented that a suitable approach had to be found to address this issue and that the University was working through ways of addressing the situation. Special measures as detailed in the document presented had been put in place. Beyond these, careful attention was being given to the mechanics for making payments.

The Vice-Chancellor advised that the amount of fees owing had significantly reduced and would continue to decline.

The Vice-Chancellor advised that there would be a further report to Council on the final situation regarding 1998 fees.

In discussion it was noted that notwithstanding arrangements for staggered payments it was desirable for there to be requirements for substantial up-front payments; an appropriate balance between commitment and flexibility had to be achieved. Suggestions about improvements to procedures should be directed to Mr J Mathews, Assistant General Manager, Financial Services.

There were no matters to report.

Professor Maloney spoke to this item and advised that with the discontinuation of negotiations with the University's South African partner others had approached Monash with proposals regarding the establishment of a presence in Southern Africa. Mr Porter and Mr Pollock were currently in South Africa. With respect to China, Professor Maloney outlined three (3) major groups of activity:

• University relations activities which involved staff/student exchanges with seven (7) participating Chinese institutions;
• Access programs which included twinning programs and the Monash College; and
• Professional development and training comprising short courses, courses within corporate bodies, the MBA and Executive MBA programs.

International Branch will develop a model for China and discussions were proceeding.

There were no matters to report.

There were no matters to report.

Mr Peter Marshall, Assistant General Manager - Personnel Services introduced this topic and advised that a final draft of the document would be ready next week. He advised that the salary packaging manual having received approval at the Vice-Chancellor's Group would then be publicised as a special edition of Monash Memo and thence forth staff could return the relevant proformas and commence on salary packaging on 10 October 1998. Members noted the information.

University Practice Policy

Mr Marshall introduced discussion and advised that the paper was a preliminary draft. He advised that he would be happy to receive comments over the next two weeks and he would be making arrangements to speak with Deans on an individual basis. Members noted the information.

Mr Marshall introduced this item and advised that it presented revised arrangements to academic and general staff probation which were required as a result of the implementation of the HECE Award. The paper before the meeting was a draft version and input from members was welcomed. Mr Marshall advised that the paper would be presented to the Vice-Chancellor's group for endorsement.

Mr J Campbell spoke to this item and advised that the Games would commence next week with some 440 Monash competitors taking part. He extended his thanks to several departments of the University for their assistance in organising the event.

7.  Other business

There was no other business.

No further items were discussed

The next scheduled Administrative Heads will be held on Thursday 12^th November in the Council Room.

Vice-Chancellor (Chair) - Professor David A Robinson

Deputy Vice-Chancellor (Research and Development)/Campus Director, Clayton -  Professor Peter LeP Darvall

Deputy Vice-Chancellor (International and Public Affairs)  -Professor John E Maloney

Deputy Vice-Chancellor (Academic and Planning) - Professor Alan W Lindsay

General Manager - Mr Peter B Wade

Campus Director, Caulfield/Peninsula - Mr John S White

Campus Director, Berwick/Gippsland - Professor John Anderson

Assistant General Manager, Student Services - Mr Bob Burnet

Assistant General Manager, Financial Services - Mr John Matthews

Assistant General Manager, Facilities and Services - Mr John Trembath

Assistant General Manager, Personnel Services - Mr Peter Marshall

Assistant General Manager, Budget and Statistical Services - Mr John Levine

Manager, Research Grants & Ethics Branch - Ms Janet Gaffey

Executive Director, University Marketing and Development - Ms Jenni Chandler

University Librarian - Professor Edward Lim

University Solicitor - Mr Renn Wortley

Director, Computer Centre - Mr Peter Annal

Director, Halls of Residence - Mr Vladimir Prpich

Executive Director, Performing and Visual Arts - Mr Stephen Dee

Executive Director, International Affairs - Mr Ian Porter

Director, Distance Education Centre - Professor John Harris

Director, Internal Audit and Risk Management - Mr Greg Connell

Director, Management Information Systems - Mr John Julian

Director, Information Technology Services - Mr Alan McMeekin

Director, Academic Planning & Support Unit - Mr Peter Summers

Consultant to the General Manager - Mr Peter Cunliffe

Chief Executive Officer, Monash Unicomm Pty Ltd - Mr Joe Curtis

Director, Sports & Recreation Association - Mr John Campbell

Manager, University Secretariat - Mr Phillip Siggins

Manager, Bookshop - Mr Jim McGrath

Manager, Administrative and Management Information Systems -  Mr Max Robinson

Manager, Research Training & Support Branch - Mrs Pam Herman

General Manager, Monash International Pty Ltd - Mr Tony Pollock

Director, Centre for Higher Education Development - Professor Graham Webb

President, Managers' Association - Mr Chris Powell

Faculty Registrars            

Arts - Ms Carol Jordon

Art/Des - Ms Maureen Hah

BusEco - Ms Bronwyn Shields

Information Technology - Mr Ken Hobbs

Education - Mr Peter Lawford

Engineering - Mr David Secomb

Law - Ms Eileen Wilson

Medicine - Mr Brian Ruck

Pharmacy  - Mr Michael Watson

Science - Dr Paul Rodan

Secretary

Mr Tony Calder, University Secretariat ext 59004 FAX 55342