Committee of Deans Meeting 13-1994
Meeting No 13/94 of the Committee of Deans was held on Wednesday 12
October 1994, in the James McNeill Room, Clayton Campus, between 12 noon and
1.50 pm.
There were present:
Professor I W Chubb, Acting Vice-Chancellor, in the Chair
Professor R J Pargetter, Deputy Vice-Chancellor (Academic Projects)
Professor P LeP Darvall, Deputy Vice-Chancellor (Research and
Development)
Professor L H T West, Pro Vice-Chancellor (International Programs &
Development)
Professor J L C Chipman, Pro Vice-Chancellor (Gippsland)
Professor P C Chandler, Pro Vice-Chancellor
Professor M Quartly, Dean, Faculty of Arts
Professor J A Rickard, Pro Vice-Chancellor & Dean, Faculty of Business &
Economics
Professor C J Bellamy, Dean, Faculty of Computing and Information
Technology
Professor R T White, Dean, Faculty of Education
Professor W H Melbourne, Dean, Faculty of Engineering
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 J W Warren, Dean, Faculty of Science
In attendance were:
Mr J White, Acting General Manager
Ms O Cornelius, Academic Registrar
Ms C E Anderson, Adviser to the Vice-Chancellor
Mr P Summers, Policy Adviser
Observers:
Ms Anne Bardoel, SWAS
Dr Merran Evans, SWAS
Mrs Chooi Hon Ho, SWAS
Dr Pauline Nestor, SWAS
Dr Anne Pauwels, SWAS
Dr Cherilyn Tillman, SWAS
M I N U T E S
116. Minutes
The minutes of Meeting No 12/94 held on 20 September 1994, copies of
which had been circulated, were confirmed and signed, subject to the
following amendments:
(i) Minutes 12/94, item 114.2
The Committee considered suggested amendments (D124/94) and was of the
view that the minute as recorded was correct. The Committee agreed to delete
the second last paragraph of the minute in view of the fact that an
alternative view had also been expressed.
During discussion of the matter, Deans confirmed their previously
expressed view that the Committee was an appropriate forum to provide for
their input into major budget issues, including the proportion of funds
allocated to the Administration.
The Acting Vice-Chancellor confirmed that after individual meetings had
been held with Deans, as previously foreshadowed, the matter of the 1995
budget was to be referred to the Committee for consideration and discussion
of all associated issues.
(ii) Minutes 12/94, item 114.5
The Committee considered an amendment suggested by the Dean of Education
and agreed to delete the minute as expressed and insert in its place the
following statement:
The Committee supported the filling of two chairs, one in Science and
Technology Education and one in Educational Policy and Administration. The
Committee agreed that the procedure for the chair in Science and Technology
Education should take account of relevant recommendations from the present
review of the Faculty of Science.
117. Matters arising from the Minutes not listed elsewhere in the
Agenda
117.1 Library Opening Hours
The Committee considered a previously circulated paper (D125/94), noting
that two major issues were to be addressed, namely, whether library usage
after hours justified the costs associated with staffing it, and whether
students of the University could be employed at a `student rate' to service
the need for extended opening hours.
Mrs Ho Chooi Hon, Associate Librarian (Information Services), attending
the meeting as an observer, was invited to comment on these issues; she
confirmed that the results of a survey of library usage indicated a genuine
need for extended opening hours and for weekend opening, when about 40% of
users were external to the University community.
The Committee recognised the essential service the Library was offering
to students and to the larger community, and agreed:
. that current Library opening hours be maintained; and
. that the issue of employing students at a student rate to
service the need for extended Library opening hours be placed on the
Enterprise Bargaining agenda.
117.2 Enterprise Bargaining
The Acting Vice-Chancellor reported on progress to date in relation
to Enterprise Bargaining (EB). The first meeting of the Single Bargaining
Unit (SBU) had been held on 10 October to consider the way forward, and a
range of issues were yet to be addressed, including the number of agreements
to be entered into and which unions were to be recognised as part of the SBU;
the agendas of the unions and of the University were not yet on the table.
The next meeting of the SBU was to be held on 21 October, to further
develop an agreed program and a process to achieve one agreement, possibly
with some specific subsets.
The Acting Vice-Chancellor advised that:
. he would report to the Committee on progress on a regular basis,
and saw the Committee as an important reference group for input into the
process;
. consultation with staff would proceed through regular
meetings with the team established for the Quality Review exercise,
augmented by members of general staff (a focus group); through meetings to
be held with staff in each faculty and on campuses where appropriate;
through meetings with Heads of Department, to commence on Monday 17 October,
with a meeting with the Vice-Chancellor and Deputy Vice-Chancellor.
The Committee noted that any salary increases resulting from the EB
process must result from increased productivity, which would be difficult to
achieve in acceptable ways in the University environment, and that it could
be anticipated that the government would wish to measure increased
productivity by increased staff/student ratios. It was suggested that
savings in costs may possibly be made, over a period of time, through the
introduction of new technologies to facilitate teaching and administrative
functions. Costs associated with the EB process were to be included in the
1995 budget.
117.3 Academic Staff Career Development
In response to a query at the last meeting, the Committee noted that the
Director, Personnel Services proposed to provide Deans with copies of the
new policy on Academic Staff Career Development, and a supply of an
appropriately worded memorandum to staff in which they are to be advised of
their supervisors, for distribution to faculty staff. The Director,
Personnel Services, was of the view that it would be beneficial for staff to
receive both items together.
117.4 Performance Appraisal Policy for General and Research Staff
In response to a query at the last meeting, the Committee noted that
information concerning implementation of performance appraisal policy for
general and research staff was to be distributed to Deans by the General
Manager.
117.5 Accumulated Recreation Leave
The Committee received a tabled paper (D134/94) and noted that the
University was to write to all staff with recreation leave entitlements in
excess of 40 days to instruct them to take leave.
During discussion, it was suggested that the letter should:
. instruct staff concerned to complete leave application forms;
. provide for the timing of leave to be negotiated between staff
and their supervisors.
It was agreed that letters were to be forwarded to Deans for distribution
at their discretion, to avoid complications which may arise in cases where
Deans had already reached a negotiated agreement for leave to be taken by
staff.
Deans were asked to report back to the Committee on outcomes, and the
Acting General Manager undertook to look into the issue of access to Science
laboratories by staff on recreation leave and the implications for insurance
cover, and advise the Committee of the results of his investigation.
117.6 Deans' Annual Reports
The Committee agreed to proposed guidelines for items to be included in
Deans' annual reports to Academic Board and Council (D126/94), subject to:
. deletion of dot point 8, and its replacement with the
following item -
. staffing: changes in staff, recruitment, gender balance,
comparisons with other faculties/cognate groups; and
. deletion of the word `relevant' from dot point 21.
117.7 1995 Budget
Item discussed at item 116, as reported in these minutes.
117.8 Associate Deans (Teaching)
The Committee considered position descriptions circulated with the agenda
for the previous meeting (D118/94), and noted differences between them. The
Committee was of the view that these differences reflected the diversity of
the faculties and their different circumstances and requirements.
The Acting Vice-Chancellor proposed that the positions of Associate Deans
(Teaching) be reviewed in one year, the review to consider associated issues
including position descriptions, method of appointment and duration of
appointment.
118. Report of the Vice-Chancellor
118.1 Items discussed at the Vice-Chancellor's Executive Meeting
The Committee received a tabled paper (D135/94) which listed items
discussed on 12 October 1994.
The Committee noted that:
. the Acting General Manager was arranging to provide
demonstrations in faculties of MEMFIS, the new system which was to provide a
user-friendly link between faculties and MUSIS;
. the development of a loan scheme for postgraduate students was
under consideration, for introduction if possible in 1995;
options were to be explored and referred to the Committee for
consideration.
119. Urgent Matters
Nil.
120. Research Matters
The Deputy Vice-Chancellor (Research and Development) advised that:
. of tertiary institutions, Monash had achieved the greatest
number of Australian Postgraduate Awards (Industry) for 1995;
. proposals relating to Key Centres for teaching and research were
to be referred to the Executive for consideration;
three proposals were to be selected by that body for recommendation;
. a proposal for secondments of University staff to Montech was to
be circulated to Deans;
. a Research Champions meeting, to discuss research quality
issues, was to be held on 13 October;
. a summary of results of a survey of supervision of PhD students
for each faculty was to be forwarded to Deans from the PhD and Scholarships
Committee;
. the Postgraduate Centre in the new building 5 was to be
officially opened on 17 October 1994.
121. Other Business
121.1 Graduation Ceremonies
121.1.1 Dates for 1995
Deans endorsed a schedule of dates (D127/94) for graduation ceremonies in
1995.
121.1.2 Report of the Working Group on Graduation Ceremonies
The Committee considered the document presented (D128/94) and were
invited to refer their comments to the Deputy Vice-Chancellor (Academic
Projects) by 26 October 1994.
It was noted that the Deputy Vice-Chancellor (Academic Projects) was to
refer a formal report to the Academic Board in due course; that report would
be referred to the Committee of Deans in the first instance.
121.2 Committee of Deans Meeting Dates 1995
The Committee approved a proposed schedule of meeting dates for 1995
(D129/94) and agreed that all meetings were to be held at Clayton campus,
with the proviso that meetings for special purposes may be held at other
campuses should the need arise.
121.3 Professor/Director of Cardiovascular Medicine
The Committee gave `in principal' endorsement to a proposal (D130/94)
from the Board of the Faculty of Medicine to advertise the position of
Professor/Director of Cardiovascular Medicine, to be fully funded by Alfred
Hospital.
121.4 Membership of the Personal Chairs Committee
The Committee agreed to appoint to the Personal Chairs Committee
Professor J W Warren, Dean, Faculty of Science, as an alternate member to
Professor R Porter in the category `two Deans' (D131/94).
121.5 Courses and Careers Publications - Coordinating Policy
The Committee endorsed proposed policy (D132/94), subject to inclusion in
paragraph 3 of reference to Ms C Body, responsible for the Distance
Education booklet for students.
During discussion, the Committee noted that, in order to ensure all new
undergraduate students could obtain a free copy of the relevant handbook
prior to enrolment, a handbook voucher was to be enclosed with every offer
of admission in 1995. Deans agreed that faculties would be the collection
point for handbooks issued under this scheme.
121.6 Draft Transport Policy
Comments and suggestions on the draft paper presented (D133/94) were
invited.
It was suggested that sections 3.1 and 4.1 in the draft be reconsidered;
the Committee was of the view that it may be more appropriate for overall
responsibility for the policy to rest with the Vice-Chancellor, who would
approve any proposed variation to the policy, once finalised.
Other suggestions/comments were to be referred to the Acting General
Manager.
121.7 Chair in Ecology and Environmental Biology
The Committee endorsed a proposal of the Board of the Faculty of
Science to advertise a Chair in Ecology and Evolutionary Biology, noting
that supporting documentation to the proposal was presented in the agenda
papers for Academic Board Meeting No 7/94, to be held that day.
122. Next Meeting
Deans noted that the next meeting of the Committee was scheduled for 2.15
pm on 1 November 1994 in the Council Room, Clayton Campus.
14 October 1994
Distribution:
Vice-Chancellor
Deputy Vice-Chancellors
Pro Vice-Chancellors
Deans
General Manager
Director, University Development
Adviser to the Vice-Chancellor
Deputy Deans, Business and Economics
Heads, Administrative Divisions
Librarian
Director, Computer Centre
Policy and Legal Counsel
Policy and Planning Directorate (2)
Director, Administration, Gippsland
Director, Centre for International Students
Director, Professional Development Centre
General Manager, OLA
Registrar, Victorian College of Pharmacy
Assistant to Deputy Vice-Chancellor
Special Projects Officer
Managers, Administrative Branches
Faculty Registrars
Personnel Branch
SWAS Members
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