Meeting 5/2002 of the Administrative Heads Group was held at 8.30am on Thursday, 10 October 2002 in the Council Room, University Offices Building 3a, Clayton campus.

On behalf of the Group, the Vice-Chancellor, Professor Peter Darvall, welcomed new member Professor Gary Bouma – Acting Deputy Vice-Chancellor (Research and Development).

Apologies were received from Ms A Crook - Deputy Vice-Chancellor (Resources), Professor G Webb – Director, Centre for Higher Education Quality, Ms J White - Faculty Manager, Pharmacy, Ms J Holt - Director, Strategy, Mr J Curtis – Chief Executive Officer, Monash Unicomm Pty Ltd, Ms M Jackson – Executive Director, Marketing and Public Affairs, Ms C Harboe-Ree – University Librarian, Mrs P Herman – Manager, Research Graduate School, Professor J Harris – Director, Centre for Learning and Teaching Support, Mr P Barton – Manager, Occupational Health, Safety and Environment, Mr D Secomb – Faculty Academic Manager, Engineering, and Mr T Calder – Director, Secretariat and Executive Services.

Invited to attend for this meeting were Ms Pru Sanderson – Chief Executive Officer, Monash Property Management, and Ms Amanda Birmingham – Manager, Workplace Policy, Student and Staff Services Division.

Ms Chooi-Hon Ho – Acting Deputy University Librarian, and Ms Michelle Lopez – Finance and Resources Manager, Research Graduate School, were observers at the meeting.

The Minutes of Meeting 3/2002, held 4 July 2002 (circulated previously), were confirmed.

(Meeting 4/2002 had been cancelled.)

In relation to progress with matters arising from the minutes, Professor Darvall:

Documentation was circulated.

Professor M Evans, Director, Planning and Academic Affairs, advised that the University-Wide Performance Indicators provided a mechanism to monitor changes over time in relation to the activities across the institution. The Vice-Chancellor noted that the figures remained reasonably constant over the years in comparison with the Go8.

Members discussed the issue of competitiveness and the university’s declining share of the top 5% of applicants. Points were noted including the differences between the key institutions, the diversity and spread of Monash campuses, and the need for analysis and a strategy to address the issue of competitiveness. Members noted that this matter was being considered by the Admissions Committee and had been discussed at the Committee of Deans.

Further discussion occurred regarding the university’s financial position, the importance of increased self-reliance and income growth, the stronger safety margin achieved by other Go8 universities in 2001 and the significant cost of research to Monash and other research intensive institutions.

This matter was considered at the meeting of Council held 24 June 2002.

Ms P Sanderson, Chief Executive Officer, Monash Property Management, informed members about the proposal for a new Monash campus in Malaysia, including architecture, environmental approaches, dimensions, capacity, location and facilities. The new campus would be independent of the current shared arrangements with Sunway, and would assist the university to establish a distinctive presence in Malaysia. Ms Sanderson advised that considerable consultation was underway about different aspects of the proposal. Members noted that a development team would be approached for the design and construction of the facility that would suit Monash approaches and its local environment. Ms Sanderson estimated development of the campus would take approximately two to three years.

A paper from Professor Brian Mackenzie, Pro Vice-Chancellor, Gippsland, regarding an update on the Gippsland Education Precinct, was circulated.

Professor Darvall advised that Professor Mackenzie’s team were currently working on aspects of the Gippsland Education Precinct development, an initiative that would stimulate synergetic involvement in that area.

In response to a query, Mr Anthony Pollock – Executive Director, Office of International Development, noted that efforts were underway in relation to areas such as support for English language skills, access, and development of curriculum content.

Members noted that further information about the Precinct was available from Ms Loretta Hambly, Director, Strategic Planning, Gippsland Campus.

Professor Gary Bouma – Deputy Vice-Chancellor (Research and Development), informed members about the successful results of the recent ARC round, with a substantial increase in the funding achieved from Discovery grants, and a reasonably consistent result with the total for Linkage grants being one less than the previous year. Members noted Professor Bouma’s advice about the positive impact of increased attention to appropriate costing. Professor Bouma thanked Ms Janet Gaffey – Manager, Research Grants and Ethics Branch, Faculty Managers and others for their efforts towards this round.

The Vice-Chancellor emphasised the importance and positive effects of mentoring, monitoring, reading of applications by peers and application workshopping.

Members noted advice from Ms Gaffey that NH&MRC results were anticipated in November.

Members noted the ‘Exposure Draft of the Learning and Teaching Plan (LTP) 2003-2005’, which was located at:

http://www.adm.monash.edu.au/dvcap/LTP%20Index.html

The Deputy Vice-Chancellor (Academic and Planning), Professor Alan Lindsay, informed members about the focus of the revised Plan and priority areas, including a unified teaching vision, internationalisation, flexibility and technology strategies, and the working party and consultative processes that occurred throughout its development. Members noted that the final draft would be ready for the October meeting of Education Committee and the November meeting of Academic Board.

Professor Lindsay advised that the Plan would be accessible and comprehensible for the assessment of implementation and resource implications, with priority areas identified. Professor Lindsay thanked those who had participated in the consultative process, particularly in relation to the Learning and Teaching Retreat, for their constructive and dynamic input. Dr Kristina Macrae, Faculty Manager, Science, and Ms Bronwyn Shields, Faculty Manager, Arts, noted the positive and cooperative consultation that occurred at the retreat. The Deputy Vice-Chancellor encouraged members to look at the final draft that would be ready on approximately 20 October.

The university’s ‘Privacy Policy’ was circulated for information.

Mr Peter Marshall, Divisional Director, Student and Staff Services, and spokesperson for the university in relation to privacy, advised members about information that was available (at the site below) in addition to relevant legislation including policy, principles, links, and contact details for the university’s Privacy Officer, Ms Jodie Henson.

http://www.adm.monash.edu.au/sss/pc/privacy/index.htm

Members noted Mr Marshall’s advice about the compliance program underway, the ongoing review of documentation used throughout the university, and the particular attention being given to education about managing sensitive and health information. Staff were continuing to respond to queries and were available to manage any complaints received.

In response to a query, Mr Marshall advised that specific advice to faculties / areas about their privacy requirements would be provided shortly. The initial focus was on areas involving sensitive and/or health information.

Members noted information about the ‘Whistle-Blowers Protection Act 2001’ (Victoria), together with the university’s procedures in relation to this matter, at: http://www.adm.monash.edu.au/sss/pc/whist/index.htm

Mr Peter Marshall advised members about the legislation that had come into operation on 1 January 2002. The Act provided a mechanism and protection for whistle-blowers to make disclosures about improper conduct or detrimental action by public officers and public bodies. As required by the legislation, Monash had introduced policy in relation to this matter. Members noted that Mr Marshall was the protected disclosure coordinator for the university and were advised about the staff involved with receiving protected disclosures, investigating any disclosures, providing support to the whistle-blower, and ensuring compliance with the legislation. Mr Marshall commented that the Ombudsman, where a disclosure investigation had been referred to that office, could investigate and comment on any aspect of the matter.

Highlighting a recent example of the implementation of this legislation that involved the University of Melbourne, Mr Marshall noted the serious impact that such claims and investigations could have on those concerned, the importance of monitoring the environment and the risk of actions, and the significance of appropriate management of this process including confidentiality. (The Ombudsman’s report on the matter involving Melbourne University is located at http://www.ombudsman.vic.gov.au/)

Ms Amanda Birmingham, Manager, Workplace Policy, advised members that the protected disclosure officer was obliged to report matters of public interest to the Ombudsman. Alternatively, the whistle-blower was able to disclose a matter direct to the Ombudsman. In either event, the Ombudsman would be advised about disclosures at some stage.

Discussion occurred regarding:

The Vice-Chancellor emphasised the importance of careful management and vigilance in relation to this matter.

Members noted advice from Mr Peter Marshall that, in accordance with policy included in the Staff Handbook, all staff must pay for their own parking permits and that university and controlled entity funds should not be used.

The next scheduled meeting of the Administrative Heads Group, Meeting 6/2002, will be held at 8.30am on Thursday, 28 November 2002 in the Council Room, Administration Building 3A, Clayton campus.