Committee of Deans Meeting 9-1991

Meeting No. 9/91 of the Committee of Deans was held on Tuesday, 25 June 1991, in the James McNeill Room, University Offices, at the Clayton campus, at 12.30 pm.

There were present:

Professor M.I. Logan, Vice-Chancellor, in the Chair (for items 69-72)

Professor J.A. Hay, Deputy Vice-Chancellor (Academic) in the Chair (for all other items)

Professor G.N. Vaughan, Deputy Vice-Chancellor

Professor T. Kennedy, Pro-Vice-Chancellor

Professor R.J. Pargetter, Dean, Faculty of Arts

Professor P. Chandler, Dean, David Syme Faculty of Business

Professor C.J. Bellamy, Dean, Faculty of Computing and Information Technology

Professor W.A. Sinclair, Faculty of Economics Commerce and Management

Professor D.N. Aspin, Dean, Faculty of Education

Professor P.LeP. Darvall, Dean, Faculty of Engineering

Professor C.R. Williams, Dean, Faculty of Law

Professor R. Porter, Dean, Faculty of Medicine

Professor R.J. Snedden, Dean, Faculty of Professional Studies

Professor I.D. Rae, Dean, Faculty of Science

In attendance were:

Mr A.L. Pritchard, Registrar

Mr P.B. Wade, Comptroller

Ms E. Anderson, Executive Assistant to the Vice-Chancellor

Mr J. White, Associate Comptroller

Mr B. O'Mara, Deputy Comptroller

Mr J.R. Trembath, Director, Buildings & Development Branch

Mr I.C. Gregory, Secretary

Ms S. Kerr, Assistant Manager, Budget Branch

Mr G. Neat, Director Communications

M I N U T E S

67. Minutes

The minutes of Meeting No. 8/91 held on 20 June 1991, were not circulated due to a breakdown in the Printing Department.

ICG

68. Matters Arising from the Minutes

There were no matters arising.

69. Report of the Vice-Chancellor

69.1 Indexing Cost of Core Materials

The attached memorandum from the University Librarian was received (D34/91) which had been submitted by the Vice-Chancellor.

After discussing the matter, the Committee agreed that the memorandum should be considered as a bid for funds and taken into account in the deliberations for the 1992 budget allocations.

PBW

69.2 Intake Quotas for 1992

The Vice-Chancellor informed the Committee that the Victorian Vice-Chancellors Committee was proposing to issue a statement to the effect that it was not expected that the numbers of school leavers in 1992 to be admitted to universities would be significantly different than in 1991. The Committee noted that this was probably an accurate forecast for Monash given the likely intake load.

69.3 Teaching Research Action Group

The Committee noted that the Report of the Academic Board Report to Council would contain a report on action taken in respect of the Teaching Research Action Group in addition to initiatives that were already in train related to matters raised by the Group. The Committee agreed to endorse a statement to be made at the Council meeting by the Vice-Chancellor as follows:

MIL

`The Committee of Deans notes that its three-person ad hoc sub-committee (Vice-Chancellor, Dean of Arts and Dean of Medicine), approved by Council, met for two, two-hour, positive and constructive sessions with representatives of the Teaching and Research Action Group on 30 May and 7 June 1991. Prior to this, the Vice- Chancellor met with representatives of the Group on 10 May 1991.

The Committee also notes that some of the matters raised by the Group were already under consideration by the Vice-Chancellor and by Deans.

The Committee further notes the overwhelming support given to the paper presented by the Vice-Chancellor to the Academic Board on 12 June 1991.

The Committee of Deans reaffirms the principle that all matters bearing upon the academic well-being of the University should be discussed within the context of the existing appropriate structures, namely meetings of Departments and Schools, Faculty Boards, the Committee of Deans and the Academic Board before referral to Council.'

The Committee also agreed that meetings of the Committee of Deans should be held more frequently than three weekly as currently scheduled, preferably held fortnightly on Tuesday afternoons. The Secretary, noting this and other constraints, was asked to prepare an appropriate schedule.

ICG

The Vice-Chancellor requested the advice of the Deans in respect of ways of improving communications with staff. Consideration was given to the possibility of meetings with Heads of Departments, attending departmental meetings, attending faculty meetings and so on. It was noted that as the size, structure and organisation of each faculty varied, each Dean should consider appropriate ways of involving the Vice-Chancellorate in discussions within faculties, such views to be forwarded to the Vice-Chancellor.

Deans

69.4 Academic Salaries

The Vice-Chancellor reported to the meeting that Commissioner Frawley had completed the report of his inquiry into academic salaries. His report contained a summary of submissions received but no recommendations for revised salary scales. The report would proceed to the Full Bench which would conduct a further inquiry. Noting this, and the break out of industrial action in New South Wales, the Committee expressed grave concern with these developments, supporting the Vice-Chancellor's view about the poor state of academic salaries and delayed processes to lifting them.

70. Urgent Matters

70.1 Christmas Shutdown

The Committee agreed with a proposal from the Registrar that the University would shutdown at the close of business on Monday, 24 December and reopen on Thursday, 2 January.

ALP

70.2 Membership of Council

The Committee noted that elections had been finalised for the Professors, non- Professorial Academic Staff, General Staff, Graduates of the University, and for one Graduate Student member of Council. Elections will be held for two undergraduate positions in the first week of second semester. It was anticipated that the Governor in Council would approve the nominated members.

70.3 Review of Resources in Faculty Offices

The Registrar informed the Committee that a review was being initiated to review the work in faculty offices, especially as a result of a number of tasks being devolved to faculties from central administration. The review would be undertaken by Mr Lionel Parrott with access to a Reference Group likely to contain Professor Bernard Barry and Ms V. Kelly and a member of the Comptroller's staff. Terms of reference for the review were being written which would include an assessment of workloads in faculty offices and work practices. The review would include a consideration of whether there were elements of undue duplication between faculty offices and the University central administration and for the appropriate scheduling of administrative activities. It would involve central staff as well as faculty staff, with a view to ascertaining if any central staff could be made available to assist faculties during busy periods. The review would involve interviews with Assistant Registrars, faculty administrative staff, Deans and other relevant staff to make an assessment of workloads and practices. It was also noted that the devolvement of some tasks to faculties had involved additional administrative work for Departments.

The Committee requested the Registrar to prepare a paper for the next meeting, the paper to comment on the possible need for additional resources given impending budget discussions.

ALP

70.3 Early Retirement

The Committee discussed the early retirement scheme and noted the varying numbers of applications that were being received in areas of the University. It was also noted that the head of the budgetary unit in which an applicant was located was required to certify that the early retirement was in the interests of the Unit. It was further noted that a person could not be denied early retirement on the grounds of lack of funding. The Comptroller agreed that he would look at possible sources of additional funding for the early retirement scheme, including the possibility of making loans available to faculties and other budgetary groups if it was a once-only scheme.

PBW

71. Research Matters

The attached paper (D43/91) was tabled by Professor Vaughan. The Committee noted the information.

GNV

72. Budget for 1992

72.1 Tabled Papers

The Comptroller tabled a paper (D44/91) relating to the budget for 1992 - 1992 Distribution of 205 EFTSU Growth

The Comptroller reminded the meeting that at the last meeting it had been agreed that a commencing target of 7842 EFTSU was likely to be approved by DEET but that negotiations would commence by asking for a reduced target of 7500. DEET had proposed an increased funded load for 1992 of 205 EFTSU and that in a recent DEET paper, an allocation of the additional commencing students was suggested.

Professor Sinclair considered that the proposal to allocate a commencing target on the same basis as for 1991 should be reconsidered as the Faculty of Economics Commerce and Management had been given the largest reduction in commencing numbers despite having the third highest cutoff score for admission in the University. However, at a previous meeting, the Committee had agreed to the same target and distribution between faculties being adopted in 1992 as applied in 1991 and this decision was endorsed.

The Committee discussed how the 205 additional funded places might be allocated and it was noted that the University had previously indicated to DEET the intention to expand higher degree numbers. The Committee also discussed the necessity for growth in the Distance Education Centre and the desirability of making provision for new initiatives. The Comptroller informed the meeting that the figures were needed by 12 noon on 26 June in order for the profiles to be completed on time.

The Committee noted the suggestions of the Deans and agreed that the allocation should be resolved by the Vice-Chancellor and the Deputy Vice-Chancellors.

PBW

72.2 Total Bid for 1994

The meeting discussed the number of additional funded EFTSU figures that should be requested for 1994. The meeting agreed that additional numbers should be sought to provide for growth in certain areas of the University including honours courses in the new faculties, growth of postgraduate numbers, the Distance Education Centre, and for a number of other initiatives.

PBW

72.3 Capital Bid 1994

The Comptroller asked the Committee for recommendations in respect of the 1994 capital bid in respect of new buildings and the 1993 bids which had not been successful and whether these should be brought forward for 1994. Priorities for the 1994 bids also needed to be set.

Professor Hay suggested that the unsuccessful number two priority for 1993, a Computing and Robotics building at Caulfield of $5.2 million, should become the new number one priority and Student Residences at Gippsland the number 2 priority for 1994. Professor Chandler mentioned that the small area of Caulfield campus necessitated large buildings. Professor Porter suggested that further consideration should be given to the TAFE linkage and the proposal for a development at Berwick should be followed up. Professor Bellamy reminded the meeting of the space assessment presented to the last meeting and the deficiency/surpluses across the university. He also requested that thought be given to the refurbishment of F block at Caulfield campus which would cost in the vicinity of $8 million. The Committee noted other needs for refurbishment including fume cupboards in Science. Mr Wade said that it was difficult to get DEET to provide funds for refurbishment but a request might still be made.

Professor Sinclair informed the meeting that the Faculty of Economics Commerce and Management had expressed a strong preference for the location of the Graduate School of Management to remain at Clayton campus. The Committee was informed that both the present director and the former director had previously written letters in which they expressed strong support for the Caulfield campus. The Comptroller reported that following the receipt of these letters from Professors Barry and Fels there had been a reallocation of building priorities of $2 million from Frankston and $2 million from Clayton which were included in the submission for DEET as part of the submission for a building at Caulfield to include the Graduate School of Management. The Committee also noted the possibility that if the Graduate School of Management was not relocated to Caulfield, then Frankston campus might press for a resurrection of its original building allocation and that if the University had to renegotiate the matter of the new building with DEET, it was possible that the capital programme might be seriously jeopardised. The Committee agreed that the matter of the location of the Graduate School of Management should not be allowed to undermine the success of submissions for Commonwealth funding for the capital works programme of the University.

The Committee agreed to support the number two priority from 1993 as the number one bid for 1994 and that the number two priority (1994) should be accommodation at Gippsland. The Committee also agreed to request a substantial sum for refurbishment.

PBW

The Committee noted the information and agreed to the priorities outlined above.

73. Nomenclature of Degrees

The attached paper was received from the Registrar (D35/91) relating to nomenclature of degrees. The Committee of Deans endorsed the proposal in principle noting that it could create some difficulties for the Faculty of Arts. The Committee agreed that the proposal should flow on to Academic Board.

ICG

74. Work of the Committee of Deans

The attached memorandum (D36/91) submitted by Professor Williams was received. In speaking to his memorandum, Professor Williams outlined three main areas that he wished considered including necessity for change, how changes could take place and how well the Committee of Deans was functioning. After discussing the matter, the Committee agreed to request Professor Williams to prepare a position paper for a future meeting of the Committee.

CRW

75. Chair in Education

The attached paper was received from Professor Aspin (D37/91) giving notice that his faculty wished to make a professorial appointment in Education. He informed the Committee that Professor M.E. Poole had been employed at the Queensland University of Technology on a probationary basis which was required under the Public Service Regulations in Queensland and consequently, her formal resignation was not expected until March 1992. Nevertheless, he wished to receive permission to fill the Chair so it could be advertised immediately the resignation was received. The Committee agreed to recommend that, subject to Professor Poole's resignation and the availability of funds, the Chair should be advertised. The Committee further agreed that the approval of the advertising of the Chair subject to Professor Poole's resignation, should not be seen as creating a precedent in regard to advertising positions prior to the occupant resigning or granting a person leave without pay whilst they served a probationary period at another institution.

DNA

76. Chair in Applied Mathematics

The attached paper was received from Professor Rae (D38/91) regarding the filling of a Chair in Applied Mathematics. The Committee agreed to endorse the proposal noting that the Bureau of Meteorology would be contributing funds toward the cost of the Chair.

IDR

77. Library Provision in Higher Education

The attached paper from the University Librarian was received from the Registrar (D39/91) containing comments on the report of the Working Party on Library Provision in Higher Education Institutions.

The Committee endorsed the paper and agreed that the paper be referred to Deans who should refer it to the appropriate members of their faculties.

Deans

78. Acting Professors, Associate Professors and Acting Associate Professors

The Committee received the attached paper (D40/91) from Professor Hay concerning Acting Professors, Associate Professors and Acting Associate Professors. Following a lengthy discussion, the Committee of Deans approved the proposal in the paper that Associate Professors and Acting Associate Professors not be entitled to the title `Professor' but that all Professors (including Honorary, Adjunct, Personal, Acting Professors, Professorial Fellows) could use the title of Professor. Acting Associate Professors when appointed could use the title Associate Professor.

ALP

79. Information Flow, Assistant Registrars and Faculty Board Meetings

The attached paper was received from Professor Hay (D41/91) relating to improved information flow between faculties and central administration for the information of Deans.

In speaking to his paper, Professor Hay said that with the expansion of the University to ten faculties plus MUCG, the number of faculty board papers was too large for the senior administrators in the University to read in detail. As a result, he reported that the Assistant Registrars (Faculties) had agreed with his invitation to draw to his attention any policy or other matters which would be of interest to the senior administrators as part of the current attempts to improve communications in the University.

The Deans were generally not in favour of this suggestion in the light of the already busy workloads of the Assistant Registrars and a lengthy discussion took place about possible alternative procedures. One alternative mooted was for regular meetings to be held with individual Deans. There was further discussion about information being communicated from the Deans to faculty staff through such avenues as faculty meetings.

Next Meeting

The next meeting of the Committee of Deans will be held on Tuesday, 16 July 1991 at 2.15 pm.