Committee of Deans Meeting 16-1995
Meeting No. 16/95 of the Committee of Deans was held on 28 November 1995,
in The Sir George Lush Room, University Offices 3.1, Clayton campus, between
2.15 pm and 4.40 pm.
There were present:
Professor R J Pargetter, Deputy Vice-Chancellor, in the Chair
Professor P LeP Darvall, Deputy Vice-Chancellor
Professor J L C Chipman, Deputy Vice-Chancellor
Professor L H T West, Pro Vice-Chancellor
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 M L Brisk, Dean, Faculty of Engineering
Professor C R Williams, Dean, Faculty of Law
Professor R Porter, Dean, Faculty of Medicine
Professor J W Warren, Dean, Faculty of Science
Professor C B Chapman, Dean and Director, Victorian College of Pharmacy
Apologies were received from:
Professor M I Logan, Vice-Chancellor
Dr S Matchett, Executive Director, Marketing and Communications
In attendance were:
Mr P B Wade, General Manager
Ms C E Anderson, Adviser to the Vice-Chancellor
Ms J H Newham, Secretary
M I N U T E S
1. Minutes
The minutes of Meeting No. 15/95 were confirmed and signed subject to the
following amendments:
the second paragraph under item 3.1 to read "In response to various
comments from Deans, the Vice-Chancellor undertook to review the weightings
allocated to courses for internal funding purposes, early in 1996 before the
commencement of the 1997 budget planning process."
the Professors referred to under item 8.1 to read "Professors McCarty and
Head".
2. Matters arising from the Minutes not dealt with elsewhere in the
Agenda
2.1 1996 Operating Budget
Professor Porter, Dean of Medicine, asked the General Manager if he could
be provided with the information which lay behind the calculations in the
Budget document, to assist him in allocating funds within the Faculty. Some
of the Deans said that they already had this information for their
Faculties. Mr Wade undertook to arrange for figures relating to the Faculty
of Medicine to be sent to the Dean on the following day.
In the context of further budget tightening over the next few years,
Professor Williams, Dean of Law, asked if the Committee of Deans as a group
was to have a monitoring role to ensure that responsible planning was being
undertaken in all Faculties.
The General Manager, Mr Wade, spoke in support of the need for the
Committee to take on a role in dealing with issues of campus mix and higher
degree / undergraduate load mix in the context of future net decreases in
funded places and the transfer of approximately 1,000 EFTSU to Berwick
campus. Mr Wade advised the Committee that he had begun the tightening
process in central administration by asking all areas to show cuts of 2% in
their 1996 budget submissions. He offered to assist the Committee with
financial management during the coming year by providing early the sorts of
aggregated reports devised in 1995, along with some alternative scenarios
produced by a financial model.
The Dean of the Faculty of Computing and Information Technology,
Professor Bellamy, raised the question of the University's response to a
Faculty which did not meet its targets. It was acknowledged that Faculties
had an obligation to meet the HECS commitment even if the load target was
not met.
After some discussion of these points it was agreed that in 1996:
enrolment and re-enrolment would be monitored and discussed with Deans
progressively during the coming months;
global budget reports would be provided early in the year and specific
matters drawn to the attention of the Committee;
the University's directions and profile and the implications of changes
would be discussed by the Committee;
the implications of various scenarios and issues of concern for effective
financial management would be discussed.
3. Vice-Chancellor's Report
3.1 Refurbishing of the Sir George Lush Room
The Acting Vice-Chancellor reported that the chairs in the Sir George
Lush Room were to be returned to the manufacturer and that replacement
chairs had been ordered.
3.2 Academic Registrar's Office
The General Manager informed the Committee that, in order to follow
through the original intentions at the time the position of Academic
Registrar was established, he had conducted a review of the role and
functions of the Academic Services area. Mr Wade said that the consultant,
Dr David Neilson, had reported to him and had confirmed the importance of
having in place clear processes and procedures for approving, recording,
updating and implementing University policies, a matter which he had spoken
about in the context of Professor Egan's report on 22 November at the
meeting of the Academic Board.
The Committee noted the General Manager's advice that the consultant's
report would be provided for the next meeting of the Committee.
3.3 Monash University's Annual Report to Parliament
The Secretary referred Deans to the memorandum she had circulated on 21
November inviting material from Faculties by 22 December for the 1995 Annual
Report to Parliament.
Committee members noted that the tight deadlines for preparation of the
Annual Report were due to changes in the governing legislation and the
reporting date to Parliament. Deans were invited to contact the Secretariat
for further information to assist their preparation of material.
3.4 VTAC Popularity Poll
The Acting Vice-Chancellor, Professor Pargetter, commented on the
favourable outcome for Monash as presented in the documentation which had
been circulated (D143/95). He said that the Manager, Admissions and Records,
Mr Vernon, was able to give additional statistics in response to specific
requests. Professor Bellamy, Dean of the Faculty of Computing and
Information Technology, asked if Education Department data could be made
available to assist with planning for student numbers. Professor Pargetter
agreed to investigate the type of data available from that source.
3.5 Membership of the Occupational Health and Safety Policy Committee
The Committee discussed the proposal to fill vacancies on the Committee
as recommended in the memorandum from the Manager, OHS&E (D144/95). It was
agreed that the Vice-Chancellor's nominees would be Professor M L Brisk and
Mr J Redmond, and Professor Porter's indication of his willingness to
continue as Chair of that Committee was affirmed. The Committee of Deans
noted that a nominee from the Dean of Computing and Information Technology
had been expected for the Head of Department vacancy, but considered that a
nomination from the Sub-Faculty of Art and Design would be more relevant at
that time.
It was noted that Mr M Pegg and Mr B O'Mara, other members of the OHS
Policy Committee, had left the University, and the Committee agreed to
suggest that Mr M Fuller be appointed to replace Mr O'Mara.
Some issues were raised relating to the operation of Zone Committees and
the machinery in place for monitoring the implementation of occupational
health and safety policy. Deans expressed concerns that some Zone Committees
might not be fulfilling their obligations but that responsibility for
operational matters was difficult to identify in the University structure
because Zones were based on buildings rather than on faculties or
departments.
The separation of the policy and management with respect to OHS&E was
discussed. Deans acknowledged that occupational health and safety was
ultimately their responsibility, but to assist them with monitoring
activities it was agreed to ask Dr Tillman to carry out an audit of each
Zone which would be reported to the OH&S Policy Committee and to the
Committee of Deans. Deans agreed to assist with identifying areas in their
Faculties which required attention. Deans were reminded that OH&S should be
listed as an item on the agenda of every departmental meeting.
4. Urgent Matters
4.1 Refurbishment of the Manton Room in the Menzies Building
The Dean of Arts, Professor Quartly, expressed her concern that the
refurbishment of the Manton Room had been delayed by a decision of the
Campus Planning Committee. She asked if the provision of the additional
information required by the Campus Planning Committee would enable the work
to go ahead before the next meeting of that Committee, in time for the Room
to be used as teaching space at the commencement of first semester.
Professor Pargetter said that he would ask the Vice-Chancellor, who was
the Chair of that Committee, to authorise work to continue when the
appropriate documentation was received.
4.2 International Fees
Professor Bellamy asked about the outcome of the matter he had raised at
Meetings 10/95 and 12/95 concerning international student fees and the
possibility of increasing them, perhaps by a form of CPI indexing, during
the duration of a student's enrolment. Professor West, Pro Vice-Chancellor
with responsibility for international matters, said that he intended to deal
with this matter under item 6.
4.3 2% Central Levy on Income
Professor Bellamy asked if any action had been taken to alter the
arrangements regarding the central levy on profits from external funding
sources, a matter which he had raised at a previous meeting.
The General Manager, Mr Wade, agreed to advise Professor Bellamy of the
status of this matter.
5. Research Matters
5.1 Proposed Changes to the Standing Committee on Ethics in Research
on Humans
The Deputy Vice-Chancellor, Professor Darvall, introduced the proposal
which had been circulated (D145/95).
There was some discussion about possible "double handling" of
applications for ethical approval and finding the appropriate balance
between central and departmental committees while complying with government
legislation. Given the data on work handled centrally and in departments,
and the favourable response of the Quality Review to the University's human
ethics operations, the Committee agreed that the proposal proceed to the
Academic Board, noting that resourcing details were to be discussed by
Professor Darvall and Dr Stokes.
The Committee noted Professor Darvall's advice that the management of
animal ethics might require review in terms of possible double handling of
applications.
6. International Matters
6.1 International Student Fees
Professor West, Pro Vice-Chancellor, reported on the proposal made at
earlier meetings that international student fees be indexed rather than
remain at the same level for the duration of a student's enrolment. He said
that this had been approved and would operate for fees in 1997 rather than
for 1996, as the fee arrangements applicable to students commencing courses
in 1996 had been advertised some months previously.
The General Manager informed Deans that in future the Finance Committee
would be seeking more information on reasons for fee increases, and that
instructions would be prepared for the presentation of proposals to increase
course fees. Professor West offered to assist Deans in fee setting by
providing market information relevant to the various courses.
7. Special Items
7.1 Enterprise Bargaining
The Deputy Vice-Chancellor, Professor Darvall, and the General Manager,
Mr Wade reported on the finalisation of the Enterprise Agreement which had
taken place that morning.
8. Matters Raised by Deans
There were no matters raised under this item.
9. Reports of Administrative Divisions / Departments
9.1 Report on Research Services Division
The Report of the Research Services Division was received and noted
(D146/95).
Professor Darvall informed members that proposals for special national
research centres would be invited early in the new year. He also said that
some advice on working up collaborative research grants was being arranged
for those interested.
In response to a question about the implications of CASMAC research
module for faculty staff and for the efficient processing of research
grants, Professor Darvall agreed to ask Dr Stokes, Director of Research
Services, to increase his consulting with Faculties on this matter.
9.2 Report of CASMAC
The Report of CASMAC dated 17 November 1995 was received (D147/95). The
General Manager, Mr Wade, introduced the Report, reminding members of the
background to the CASMAC project and summarising the status of each of the
five modules to date. He referred to the draft 1996 schedule for reports to
the Committee (D151/95, tabled) and suggested that Mr White, Deputy General
Manager, be invited to attend the meeting on 26 March to speak to his report
and answer any queries.
The problem of integrating the Gippsland student system with MUSIS was
raised, and the most appropriate relationship between MUSIS and MEMFIS. It
was agreed that Mr White be asked to address this matter in his next report
to the Committee.
9.3 Schedule for Divisional Reports in 1996
A draft 1996 schedule for reports of administrative divisions and
departments, similar to that used in 1995, was tabled (D151/95). It was
agreed that the Secretary re-draft the schedule for circulation with the
Minutes, on the basis that:
the Computer Centre report earlier in the year (and in association with
the report of the Communications and Multimedia Advisory Board Report being
prepared for Academic Board);
Marketing and Communications be included;
the Schools Liaison Office be included;
Protocol and Alumni be included;
the Student Services report be timed so that enrolment data could be
included;
only one, or at the most two reports be scheduled for each meeting;
divisional directors be invited to attend the meeting at which their
reports were presented;
Student Employment Service.
It was noted that reports from Personnel Services would include equity
matters, and OHS&E would be covered in the report of Facilities Services.
A copy of the revised schedule (D151/95 revised) will be circulated to
Deans in the near future.
10. General Business
10.1 Amendment to Statute 6.2 - Exclusion for Unsatisfactory Progress
At Academic Board Meeting 2/94, the report of the Exclusion Appeals
Review Committee established by the Board in October 1993 was received and
noted and its recommendations approved. The report and its recommendations
were noted by Council on 11 April 1994, in advance of the drafting of
appropriate legislation.
The Committee was advised that the University Solicitor had prepared
draft legislation to implement the approved recommendations. According to
normal practice, the draft legislation had been tabled at Academic Board
Meeting 8/95 held on 22 November 1995. The draft Statute was approved by the
Board subject to scrutiny by the Committee of Deans to ensure that it
related directly to the approved recommendations.
The draft legislation was received, along with the original report
approved by the Academic Board (D148/95). The Committee noted that the
procedures recommended by the Review Committee had been fully implemented
for the round of Exclusion Appeals held at the beginning of 1995.
The references to "faculty board" in paragraphs 3.1.1, 3.1.2, 3.1.3 and
3.2 were questioned. The Committee agreed to request legal advice on whether
the faculty board, or the Board of Examiners, was the appropriate authority
making the decision to exclude students. The Dean of Arts, Professor Quartly
also put the view that the new section 9 did not accurately reflect the
intention of the review recommendation 15.
Having regard to the urgency of the amendment to the Statute and the
approval process already completed for the review recommendations, the
Committee agreed to endorse the legislation for transmission to Council, but
also to ask the University Solicitor, in consultation with the Policy and
Legal Counsel, to clarify and review the wording of the Statute for
amendment as necessary at a later date. It was noted that the Policy and
Legal Counsel was reviewing the Discipline Statute and that there may be
advantages in seeing any further consideration of the Exclusion Statute in
conjunction with this view.
10.2 Report of Working Party to Develop Equity Places in Fee- courses
At Meeting 12/95 held on 5 September 1995, the Committee had considered a
preliminary document on this matter. A further report was circulated with
the agenda ((D149/95), but was withdrawn by Professor Chipman for re-working
and submission to a subsequent meeting.
10.3 Draft Principal Dates 1996
A draft document was received and noted (D150/95). The Secretary advised
the Committee that any further requests for changes to meeting dates should
be referred to the University Secretariat.
11. Next Meeting
The next meeting of the Committee of Deans will be held at 2.15 pm on 30
January 1996 in The Sir George Lush Room, Ground Floor, University Offices
3.1, Clayton Campus.
Distribution
Vice-Chancellor
Deputy Vice-Chancellors
Pro Vice-Chancellors
Deans
General Manager
Director, Marketing & Communications
Adviser to the Vice-Chancellor
Associate Dean, Business and Economics Deputy General Manager
Deputy Dean, Business and Economics General Manager, Monash International
Directors, Administrative Divisions General Manager, Open Learning
University Librarian Academic Projects Office
Policy and Legal Counsel Managers, Administrative Branches
Policy and Planning Officer Faculty Registrars
Director, Computer Centre Personnel Services
Director, Professional Development Centre
SWAS 1994
SWAS 1995
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