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Administrative Heads Group Meeting 1-2001

Meeting 1/2001 of the Administrative Heads Group was held at 8.30am on Thursday 22 February 2001in the Council Room, 1st Floor, University Offices Building 3a, Clayton campus.

MINUTES

1. Attendance and apologies

Apologies were received from Professor B Mackenzie (Pro Vice-Chancellor - Monash Gippsland), Mr P Marshall (Divisional Director - Staff & Student Services), Mr I Porter (Executive Director - International), Mr A McMeekin (Executive Director - Information Technology Services Division), Mr J Curtis (Chief Executive Officer - Monash Unicomm Pty. Ltd.), Mr R Coventry ( Director - Community Services) and Mr A Pollock (General Manager - Monash International Pty. Ltd.)

The Vice-Chancellor welcomed the following new members: Mr P Yates, Director -Services and Systems, Staff & Student Services; Ms S Wales, Director - Policy & Consultancy, Client Services and Systems Branch, Staff & Student Services; Mr R Coventry, Director, Community Services, Staff & Student Services; Ms J Symington, Director - Strategy, Staff & Student Services and Mr J Voght, Director - Sports and Recreation Association.

Mr O Slattery, General Manager - Monash International Ltd and Ms G Hayes, Manager - Office of the Vice-Chancellor and President were present.

2. Minutes

The minutes of meeting 6/2000 were confirmed.

3.  Matters arising from the minutes not dealt with elsewhere in the agenda

4. Vice-Chancellor's Group

4.1 Vice-Chancellor

4.1.1 The Year Ahead

Professor D Robinson, Vice-Chancellor, spoke to this item.

Professor Robinson outlined his views on the year ahead. 

  • Core University Activities

To maintain a focus on the core activities of the three Deputy Vice-Chancellors:

  • Research - to move up the "research ladder" with a continuing focus on strategic research development.
  • Academic and Planning - ensure Monash is on top of its quality processes and able to report regularly to Council on 'slices through' the academic portfolio.
  • Resources - continued implementation of the Strategic Cost Management Project for budgeting and service provision, progress the IT Strategic Plan and further the various physical campus developments already under discussion.
  • International Advisory Group

The establishment of this Group is intended to ensure Monash obtains the best available advice from outside the University and responds promptly to international opportunities as they arise.  Further, the Global Development Framework will be revised to a short, sturdy slim framework document supported by a Global Development Plan.

Further, Professor Robinson noted that Monash was looking to develop stronger relationships with suitable partners in both North America and the United Kingdom.

Members of the Vice-Chancellor's Group provided advice on the following matters:

  • Student and Staff Services taskforce;
  • the outcome of the recent funding round for Cooperative Research Centres;
  • a review of the Gallery is underway and should be completed by April;

4.2 Deputy Vice-Chancellor (Research and Development)

4.3 Deputy Vice-Chancellor (Academic and Planning)

4.3.1 Progress report on interactive implementation of Integrated Academic and Resource Planning

Professor A Lindsay, Deputy Vice-Chancellor (Academic and Planning) informed members that the revised statute 6.1.2 - Courses and Degrees had received Ministerial approval enabling Monash to devolve the approval process of subjects and courses to faculties.

Members were advised that Mr R Wortley, University Solicitor and Mr Phillip Siggins, Manager University Secretariat would contact all faculty registrars/managers to arrange a briefing session on the revised approval process.

To assist with implementation of the new approval process, an interim web-based software package has been developed and will be released to faculties in the first half of March 2001.  Further, members were advised that a Course Administration System, linked to Callista and handbooks, would be progressed during 2001.

4.4 Deputy Vice-Chancellor (Resources)

4.4.1 Strategic Cost Management

A document was attached.

Mr Reynold Dias, Manager - Budget and Client Liaison, was in attendance.

Introducing the item, Ms A Crook, Deputy Vice-Chancellor (Resources) advised members that the agenda papers included a timetable detailing the roll-out of the new financial management process.  Major milestones included in the timetable included running the current funding model and the new financial management process in parallel for 2002 with the new financial management process to commence operation for the 2003 budget year.

Mr Dias informed members that a further Activity Based Costing exercise examining the 2000 actual costs of central support and the Faculties of Business & Economics and Engineering would be undertaken in 2001.  Further, members were advised that a series of visits to faculties and central support areas outlining the current status of the new process would continue over the coming month.

4.4.2 Global Equal Opportunity Policy

A document was attached.

Ms Kay Gardner, Acting Manager - Equal Opportunity and Employment Equity was in attendance.
During discussion of the draft policy the following matters were raised and discussed:

  • a potential conflict may arise between the needs of an individual (clause 4) and clause 2 which states that an Equal Opportunity Plan for a particular country will be managed in compliance with the laws and cultural requirements applying in that country or region and with due regard and respect for the sensitivities of all stakeholders;
  • a member suggested that clause 5 be amended by removing the word remaining.  In reply, Ms Gardiner advised that as an entity Monash was not pure and that the wording of clause 5 was structured to indicate that Monash was active in reviewing its current practices;
  • Noting that footnote 4 identified designated under-represented groups within Australia and South Africa, a member suggested that a similar note be included identifying similar groups in Malaysia.

5. Matters raised by Members

Members were invited to provide an update on the following topics:

  • End of financial year results
  • Campus developments at Caulfield and Berwick campuses
  • International student acceptances / enrolments
  • Student load
  • Issues / problems encountered by faculties during the enrolment period
  • Corporate marketing project
  • Monash South Africa

6. Other business

7. Items for information

8. Next meeting

The next scheduled meeting of the Administrative Heads Group will be held at 8.30am on Thursday 26 April 2001 in the Council Room.