Committee of Deans Meeting 3-1994

Meeting No. 3/94 of the Committee of Deans was held on Wednesday, 23 February 1994, in the Meeting Room, Faculty of Science, at the Clayton campus, between 3.00 pm and 5.00 pm.

There were present:

Professor M.I. Logan, Vice-Chancellor, in the Chair

Professor I.W. Chubb, Deputy Vice-Chancellor and Dean, Faculty of Business and Economics

Professor R.J. Pargetter, Deputy Vice-Chancellor (Academic Projects)

Professor P.LeP. Darvall, Deputy Vice-Chancellor (Research) and Dean, Faculty of Engineering

Professor L.H.T. West, Pro-Vice-Chancellor (International Programs)

Professor J.L.C. Chipman, Pro-Vice-Chancellor (Gippsland Campus)

Professor G.C. Clark, Acting Dean, Faculty of Arts

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

Professor R.T. White, Dean, Faculty of Education

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

Professor R. Porter, Dean, Faculty of Medicine

Professor C.B. Chapman, Dean and Director, Victorian College of Pharmacy

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

In attendance were:

Mr P.B. Wade, General Manager

Professor R.McD. Anderson, Campus Director, Frankston

Ms O. Cornelius, Academic Registrar

Ms C.E. Anderson, Advisor to the Vice-Chancellor

Mr R. Burnett, Director, Student Services

M I N U T E S

18. Minutes

The minutes of Meeting No. 2/94 held on Tuesday, 2 February 1994, copies of which had been circulated, were confirmed and signed.

19. Matters Arising From the Minutes not listed elsewhere on the agenda

19.1Deans' Retreat

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The Committee received a tabled draft agenda for the Deans' retreat, and, during discussion of this and later items, suggested the following additions:

. the role of the Committee of Deans;

. faculty/department reviews;

. distinctive course offerings to establish niche markets (see item 19.2 below);

. strategy to allow for some flexibility in transferring load in response to shifts in demand/acceptance of offers (see item 19.2 below); and

. University medals for outstanding students (see item 25.4 below).

In addition, it was suggested that responses from deans to the `list of questions' previously circulated to them would be useful background information for the retreat.

Papers tabled by the Deputy Vice-Chancellor (Research), on `Promoting Quality in Research' and `Research Management Policy and Practice at Monash University' were received, for consideration at the retreat.

The Committee noted that papers for the retreat were to be circulated to deans in advance, and that the outcomes of deliberations at the retreat would shape the agenda for the subsequent Council retreat.

19.2 1994 Undergraduate Enrolment

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The Committee received a tabled paper detailing the University's Student Enrolment Load position at 21 February 1994 and noted the advice of the Director, Student Services, that:

. the data did not include withdrawals anticipated as a result of second round offers made by other institutions (notably Melbourne);

. approximately 249 third round offers had been made to address anticipated shortfalls, about double the number of such offers normally made by the University; and

. it appeared likely that the University as a whole would meet its total load, undergraduate load and school leaver load targets for 1994.

During discussion, it was noted that a review was to be made of the 1994 selection process, with a view to building on the experience gained in the development of procedures for 1995. It was also suggested that consideration needed to be given to developing a strategy which would:

. allow for flexibility to adjust targets and loads with minimum impact on faculties by, for example, withholding a pool of EFTSU for allocation to faculties to meet shifts in demand/acceptance rates;

. recognise the potential for shifts in load between campuses that may result from late round offers from any campus; and

. manage the introduction of the Berwick campus, possibly through offering unique courses at that location.

The general need to develop distinctive course offerings was identified as an issue for consideration at the Deans' retreat.

19.3 New Tertiary Selection Arrangements

The Committee noted that the Deputy Vice-Chancellor (Academic Projects) had previously circulated to Committee members a VTAC Bulletin (1/94) which detailed:

. new tertiary selection arrangements 1995 and 1996;

. Victorian tertiary entrance requirements 1995 and 1996; and

. information concerning Tertiary Entrance Ranks.

The Deputy Vice-Chancellor advised that the new arrangements would result in two major changes: as a result of the application of normalised global scores in each subject of study, the composition of the group of applicants presenting for selection could be expected to be different in 1995, in relation to previous years; as a result of the introduction of a TER for all applicants, the selection process would be handled differently. Prerequisites could remain constant, and middle-band applicants would continue to be ranked on the basis of performance in prerequisites and/or bonuses.

19.4 Koori Research Centre and MOSA

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The Vice-Chancellor confirmed the accuracy of the minutes of the last meeting relating to the Koori Research Centre and MOSA (2/94, item 11.2), noting that the problem identified therein largely related to the Koori Research Centre and that all associated areas required the establishment of auditing procedures. The Pro-Vice-Chancellor, Gippsland Campus, undertook to advise Mrs Sue Campbell, Chair, MOSA, of the details of the matter.

20. Report of the Vice-Chancellor

20.1 Report on items discussed at Executive meetings

20.1.1 International Programs

The Vice-Chancellor advised that consideration was to be given to running international programs in a company structure, along the lines of the proposed Monash Mt Eliza Graduate School of Business and Government, to achieve greater flexibility. It was noted that a paper presented to Council on 21 February 1994, `Monash Policies on International Programs', had been circulated to Committee members.

20.1.2 Graduation Robes

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Deans were advised that wearing the new robes for Deans at graduation ceremonies was optional; Deans may wear the habit of their degree if they so desire.

20.1.3 CASMAC

The Committee noted that development of CASMAC was on track, and that some related additional expenditure (under $20k) had been incurred by the University.

During discussion, the advice of the Dean of Computing and Information Technology about FACINFO (the `front end' of the MUSIS system) was noted: a government grant to link faculties to MUSIS had been received, a paper on the matter was to be distributed shortly, and Deans would need to consider the involvement of faculties with the new system from 1995 (or later).

20.1.4 Berwick

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The Vice-Chancellor advised that the Deputy Vice-Chancellor, the Deputy Vice-Chancellor (Academic Projects), the Pro-Vice-Chancellor (Gippsland) and Buildings Branch were developing a preliminary proposal for the development of Berwick campus to link it with all campuses. The proposal was to be discussed with individual deans, prior to its referral to the Committee of Deans for consideration.

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20.1.5 Future developments for the delivery of Distance Education programs

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It was noted that the Pro-Vice-Chancellor (Gippsland campus) was to refer a paper on this matter to the Committee of Deans.

20.1.6 The Mount Eliza proposal

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The Vice-Chancellor advised that the proposal had been approved by Council on 21 February 1994, and that copies of the document considered by Council were to be circulated to members.

The Committee noted that:

. the Council of the Australian Management College, Mt Eliza, was to consider the Monash proposal on 18 March; and

. external consultants had been engaged for audit purposes, to draft articles and a memorandum of agreement, and to develop a business plan.

Deans were invited to consider similar privatisation developments for their faculties.

20.1.7 Membership of Council

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The Committee received a tabled paper concerning procedures for the co- option of deans to Council and agreed:

1. That the Dean and Director, Victorian College of Pharmacy, be nominated for co-option to Council, for a term of office of two years, from 1 July 1994.

2. That, from 1995, deans appointed to deanships on a full-time basis be nominated for co-option by Council on the basis of faculty alphabetical order, and commencing with the Faculty of Arts.

21. Urgent Matters

21.1 Farrer Hall

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The Pro-Vice-Chancellor (International Programs) advised that he was to chair a committee of inquiry into a fire that had occurred at Farrer Hall early that morning. No one had been injured, but the fire had the potential to be very serious. It was anticipated that the inquiry would ascertain how well existing procedures responded to the emergency, and what preventive measures may need to be taken.

21.2 1994 Budget

The General Manager reminded deans that, under new budget management procedures, each budget unit must provide details of allocations to major expenditure categories to the Budget Office by 28 February.

21.3 Deans' Retreat - Attendance

Deans confirmed that all would attend the retreat to be held at Queenscliff on 21 (afternoon) and 22 March 1994.

21.4 Redundancy

The Vice-Chancellor advised, for information only, that the former Dean of the Faculty of Professional Studies had taken redundancy; no untoward payout had been made.

22. Research Matters

22.1 Intellectual Property

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The Deputy Vice-Chancellor (Research) advised that a draft intellectual property statute had been circulated for comment to the University community and that it had been well- received to date.

During discussion, the General Manager suggested that consideration be given to establishing an Intellectual Property Committee as a committee of Council, rather than as a committee of the Academic Board, as the draft statute proposed, given Council's general responsibility under the Act for all property matters relating to the University.

22.2 Centres

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Deans were asked to be familiar with reporting lines between centres and faculties and advised that appropriate reporting needed to be ensured. The issue of centres had been identified as one requiring urgent examination by the incoming Deputy Vice-Chancellor (Research and Development) when appointed.

22.3 Proposed Institute of Advanced Studies

The Committee noted that this matter was in abeyance.

22.4 Applications for Research Grants

The Committee noted that applications for ARC grants closed in the previous week, but were continuing to be received; applications for NHMRC grants were to close in the current week.

23. Enterprise Bargaining

The Senior Deputy Vice-Chancellor advised that a single bargaining unit for academic and general staff was to be established, comprising possibly four persons representing each of the management and union `teams'.

24. Divisional Administrative Reports

The Committee noted reports received from Heads of Divisions, the University Librarian, the Director of the Computer Centre and the Academic Registrar (D9/94 - D16/94).

In commenting on the reports, the Vice-Chancellor advised that:

PBW Division Heads

. Division Heads could be invited to future meetings to respond to queries; . payouts for annual leave loadings, exceeded faculty contingency funds, could have implications for faculty teaching and research programs (D11/94, p12); and . a breakdown by faculty of the allocation of scholarships for 1994 was to be sought for the Committee (D12/94, p16).

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The Dean, Computing and Information Technology advised on delays in the implementation of the Desktop Information Strategy caused by software problems.

25. Other Business

25.1 Council Agenda

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The Vice-Chancellor requested the Secretary to develop proposals to address problems associated with the tabling of papers at Council meetings and the quality of reports to Council.

25.2 Orientation Week

The Committee was advised of the success of orientation activities and the high level of student interest and participation in them.

25.3 Conference on Quality in Teaching and Learning

The Committee noted the success of the conference on Quality in Teaching and Learning held on 21 and 22 February 1994, and that seminars conducted by winners of the 1993 Awards for Teaching Excellence were to be held in 1994.

25.4 University medals for outstanding students

The Vice-Chancellor advised that he believed the University should consider awarding medals to outstanding students. It was agreed that this matter should be considered at the Deans' retreat.

26. Next Meeting

The Committee noted that the next meeting was to be held at 12 noon on Wednesday, 16 March 1994 in the James McNeill Room, Clayton Campus.