Meeting No. 5/96 of the Committee of Deans will be held at 2.15 pm on Tuesday 23 April 1996 in the Sir George Lush Room, Ground Floor, University Offices 3.1, Clayton Campus.
Janice H Newham
Secretary
A G E N D A
1. Minutes
The Minutes of Meeting No. 4/96 have been circulated.
The attached revised version of the Unconfirmed Minute for Item 9.2 D44/96
has been suggested by Mr P R Annal, Director, Computer Centre. p5-6
For consideration, and confirmation of the Minutes.
2. Matters arising from the Minutes not dealt with elsewhere in the
Agenda
2.1 Report of the Director, Computer Centre (Item 9.2)
At Meeting 4/96 the Director of the Computer Centre, Mr P R Annal was D45/96
asked to provide a list of explicit recommendations emanating from p7-10
his report. A paper dated 11 April 1996 is attached.
For information and consideration.
3. Vice-Chancellor's Report
3.1 Personal Chairs Committee - Decanal Representation
A Memorandum dated 2 April 1996 from Ms B Meredith, Secretary to the D46/96
Personal Chairs Committee, is attached. p11-14
The Committee is required to nominate an alternate for Professor M L
Brisk, Dean of Engineering, as a decanal representative on the
Personal Chairs Committee, replacing Professor J W Warren formerly
Dean of Science.
3.2 ARC Research Project 1995-1997
Correspondence is attached about the ARC Research Project "Management D47/96
Practices in Higher Education, Australia". p15-18
Arrangements are in hand for meetings between key personnel at Monash
and the project team. The Academic Registrar has advised that such
meetings would include some Deans.
Item for information.
3.3 Campus Planning - Demographic Statistics
Subsequent to the discussion which took place at Meeting 1/96 under
Item 3.2, at the request of Professors Pargetter and Chipman
information has been obtained from Budget and Statistical Services.
Copies of this information, which details the demographic spread of
Monash students by campuses in 1995, will be tabled for each Dean at
the Meeting.
For information and consideration in campus planning discussions.
4. Urgent Matters
5. Research Matters
6. International Matters
7. Special Items
8. Matters Raised by Deans
8.1 Heating in Menzies Building
Professor M Quartly, Dean, Faculty of Arts will speak to this item.
9. Reports of Administrative Divisions / Departments
9.1 Report of Student Services Division
A document dated 11 April 1996 is attached. D48/96
p19-32
Mr R Burnet, Director, Student Services, has been invited to the
Meeting to speak to his report.
9.2 CASMAC
An update on the status of each of the applications in the national D49/96
UniPower CASMAC initiative, prepared by Deputy General Manager Mr J S p33-38
White and dated 16 April 1996 is attached.
Mr White will speak to his report.
For information and discussion.
10. General Business
10.1 Language and Learning Policy
At Meeting 8/95 of the Academic Board the Committee of Deans was
asked to consider the development of a Monash University Language
Policy, taking into account responses to the working party report
given preliminary consideration by the Academic Board.
Attached are copies of:
Memorandum dated 13 February 1996 requesting responses to the queries D50/96
raised by the Academic Board; p39-54
Extract from the Minutes of Meeting 8/95 of the Academic Board
relating to Implementation of a Language Policy for Monash
University;
Report of the working party on implementation of language policy:
report to the Education Committee (considered at Meeting 8/95 of the
Academic Board);
Responses received from:
Faculty Arts; D51/96
p55-56
Faculty of Computing and Information Technology; D52/96
p57-58
Faculty of Engineering; D53/96
p59-60
Faculty of Law; D54/96
p61-62
Faculty of Medicine; D55/96
p63-68
Memorandum dated 10 April 1996 from the Manager, Equal Opportunity. D56/96
p69-70
The Committee's attention is also directed to documents received and
noted at previous Meetings:
D02/96, D24/96 and D39/96 from the Head, Language and Learning
Services Unit (LLS);
D37/96 from the Manager, Occupational Health, Safety and Environment;
D38/96 from the Faculty of Education;
D40/96 for the Director, Professional Development Centre (PDC).
For consideration of priorities for action, and recommendation to the
Academic Board. The Committee agreed at Meeting 4/96 to investigate
as a priority the budget implications of the various Working Party
proposals.
11. Next Meeting
The next meeting of the Committee of Deans will be held at 2.00 pm on
Tuesday, 14 May 1996 in The Sir George Lush Room, Ground Floor,
University Offices 3.1, Clayton Campus.
The earlier than usual commencement time is to permit Ms Catherine D57/96
Harris, Director, Affirmative Action Agency, to address the Committee p71-72
and answer questions from 2.00 pm until approximately 2.30 pm, as
arranged by the Vice-Chancellor. A copy of a letter from the Equal
Opportunity Manager is attached for information.
Distribution
Vice-Chancellor
Deputy Vice-Chancellors
Pro Vice-Chancellors
Deans
Head, Sub-faculty of Nursing
Head, Sub-faculty of Art and Design
General Manager
Executive Director, Marketing & Communications
Adviser to the Vice-Chancellor
Deputy General Manager 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
SWAS 1996
a:(Deans96)Agenda\5agda96.doc
Committee of Deans 5/96
23 April 1996
Item 1
D44/96
REVISED VERSION OF ITEM 9.2 IN MINUTES OF MEETING 4/96 OF THE COMMITTEE OF DEANS HELD ON 26 MARCH 1996
The Committee of Deans is asked to approve the Minutes of Meeting 4/96 subject to the alterations to Item 9.2 (alterations underlined below).
9.2 Report of the Computer Centre PRA
JLCC
Issues covered and resolutions made under this item also related PBW
to item 9.1. GKE
A report dated 14 March 1996 was received (D36/96).
Mr P R Annal, Director, Computer Centre, had been invited to the
Meeting to speak to his report. He drew the Committee's
attention to the following points:
In some areas teaching had been disrupted following the
introduction of new teaching facilities. In many cases the
difficulties were caused by inconsistent set up of equipment in
joint teaching laboratories under the previous regime. The most
serious problem remaining to be solved was the long delay
associated with establishing connection with the Novell servers.
(This matter had not been included in the report.)
Section 1.4.2 User Pays (page 6 of the report). Mr Annal asked
for comments about this policy.
Section 1.7 High Performance Computer Facility (pages 9-10).
Response from the Advisory Group had been positive. Mr Annal
invited the Committee's views on the funding proposal under
Section 1.7.1.
Section 2.1 Enhancement of DITS email (page 13). For
information.
Section 2.2 Tele-teaching phase 2 (pages 13-14). Mr Annal
suggested that Phase 2 be dependent upon the results of Phase 1.
Section 2.5 Transition to faculty operation of teaching
laboratories (pages 14-15). Mr Annal explained the rationale
behind this change, (text omitted) and suggested that faculties
take over responsibility for equipment and the Centre look after
the infrastructure. He invited comment.
Section 3.1 Standards and policies (page 17). Mr Annal mentioned
the current lack of clarity in the policy approval process at the
University.
3.2 Budget (pages 17-18). Mr Annal questioned the relationship
between the University's strategic plan and the budget.
Mr Annal suggested that the University consider introducing a
commercially produced student information technology handbook for
free distribution to students, and asked what process was
appropriate to deal with the matter.
The Committee discussed several of these points. On the issue of
"user pays", the Dean of Computing and Information Technology, Mr
C J Bellamy, referred to the Statute covering the
responsibilities of the Computer Centre and suggested that the
user pays principle was in conflict with this legislation.
In relation to Section 3.2 Budget, Professor Quartly, Dean of
Arts, asked if a strategy to replace existing equipment could be
addressed in further discussions.
Deputy Vice-Chancellor Professor P LeP Darvall informed the
Committee that the allocation of $450,000 from Quality round 1
had been set aside for the high performance computer facility,
but another step remained in the decision process before final
approval. With respect to teaching in a fully electronic form,
Professor Darvall suggested the conduct of a pilot project in a
suitable discipline.
The General Manager, Mr P B Wade, affirmed the need for a more
effective electronic communication system than Pegasus.
The Committee resolved that:
On the suggestion of the General Manager and with the support of
Professor Egan, the Communications Computing and Multimedia
Advisory Board be asked to propose the appointment of a
consultant to complete a scoping task, covering the
identification of available resources, current activities and key
future activities. Mr Wade was asked to attend the meeting of
that Board scheduled for the following week;
The Chair of the Computing Committee, Deputy Vice-Chancellor
Professor J L C Chipman, also a member of the Advisory Board, be
asked to bring a Computing Committee perspective to discussions
of the Board;
The Director of the Computer Centre be asked to provide to the
following Meeting of the Committee of Deans a short paper listing
explicit recommendations from his report.
J H Newham
Secretary to the Committee of Deans
item9-2.doc\18.4.96
File: 96/0463; 89/0875
Committee of Deans 5/96
23 April 1996
Item 2.1
D45/96
MONASH UNIVERSITY
Memorandum
DATE: 11 April, 1996
TO: Ms Janice Newham
Manager University Secretariat
FROM: P. R. Annal
Director - Computer Centre
I attach for the Committee of Deans a short paper commenting on the items I was requested to follow-up from my report presented to meeting 4/96.
P. R. Annal
MONASH UNIVERSITY
Actions arising from report of the Director - Computer Centre to Meeting 4/96
In speaking to my report I selected specific items I thought should be particularly relevant to members of the Committee should they wish to offer comment.
Section 1.4.2 was mentioned because previously agreement had been given to charging users for use of remote access facilities. The consequences of charging needed consideration from the perspective of the university's goals rather than only considerations of budget and technology. Subsequently the Communications and Multi-media Advisory Board recommended the university 'recognise that online access by students to University resources will increase rapidly and may only be supportable by private Internet access providers. That charging by the University for modern access in the short term be abandoned.
The items covered in sections 1.7.1, 2.1 2.2 and 2.5 were for noting and no further action is requested of the Committee.
Items 3.1 and 3.2 overlap and reinforce the list of items to be addressed by the Communications and Multi-media Advisory Board. It subsequently began dealing with issues which may help resolve the concerns addressed in my report. It seems appropriate to await the outcome of that Board's discussions.
P. R. Annal
Director
11/4/96
Committee of Deans 5/96
23 April 1996
Item 3.1
D46/96
IN CONFIDENCE
MONASH UNIVERSITY
2 April 1996
91/1042
BM:kk
MEMORANDUM TO: Ms O.E.M. Cornelius
Academic Registrar
Academic Services
CLAYTON CAMPUS
Personal Chairs Committee - Decanal representation
Professor J.W. Warren is currently the alternate for Professor Brisk as a decanal representative on the Personal Chairs Committee.
As Professor R.W. Davies has now taken up his appointment as Dean of the Faculty of Science and Professor Warren has returned to the Department of Ecology and Evolutionary Biology, the Committee of Deans will need to nominate a replacement alternate.
For your information, I attach a copy of the current membership of the committee.
(Ms) Bronwen Meredith
Secretary
Personal Chairs Committee
Personnel Services
Encl.
pcc\oemc
MONASH UNIVERSITY
PERSONAL CHAIRS COMMITTEE
Terms of Reference
To consider from time to time recommendations from faculties' personal chairs advisory committees for appointments to personal chairs.
(Council 7/90)
Membership
The Vice-Chancellor Professor M.I. Logan, Chairman
A Deputy Vice-Chancellor Professor J.L.C. Chipman
Alternates
Two deans Professor M.L. Brisk till 30 June 1999 vacant
Professor C.R. Williams till 30 June 1997 Professor R.T. White
Two professors Professor M. Quartly till 30 June 1999 Professor W.R. Jackson
nominated by the Professor P.LeP. Darvall till 30 June 1997 Professor S. Ricketson
Academic Board
Two members of Council Professor J.M. Hearn till 30 June 1999 Mr P.H. Ramler
Professor P. Tharenou till 30 June 1997 Dr J.E. Kolm
Secretary Ms B.R. Meredith
Personnel Manager (Senior Appointments)
2 April 1996
91/1042
pcc\memship
Committee of Deans 5/96
23 April 1996
Item 3.2
D47/96
THIS ATTACHMENT COMPRISING PAGE 15-18 INCLUSIVE OF AGENDA IS UNAVAILABLE ON ELECTRONIC MAIL
Committee of Deans 5/96
23 April 1996
Item 9.1
D48/96
STUDENT SERVICES DIVISION
1995 ANNUAL REPORT (updated to 11/4/96 for Committee of Deans )
Highlights
1 Office of Director
The Division and Faculties are currently involved in benchmarking the enrolment, examinations, results processing and graduations processes.
The Director is a member of a small working party currently reviewing careers and employment services at the University.
2. Admissions and Records
Both 1995 and 1996 selection and enrolment periods have been successfully completed and have resulted in the University's being slightly over its DEET total load target (in 1996 circa 1.9% over school leaver target and 7% over total load). The final figures for 1996 will not be known until June.
Enrolment exit surveys indicate that the enrolment process is improving each year.
3. Examinations and Certification
1995 examinations ran smoothly and all departments returned results via electronic means. For the first time the Branch took responsibility for the conduct of examinations for the disabled (previously a Faculty responsibility).
A graduand survey is being conducted to ascertain the level of satisfaction with the format and content of graduation ceremonies.
4. Student Relations and Enquiries
The Manager, in her role of Grievance Officer, received 52 grievances, most of which were resolved within a week.
The enquiry counter at Berwick is now staffed from 8.30 am to 6.00 pm.
5. Community Services
A brochure has been produced containing information on the community services available on all campuses and how to access them, and touch-screens providing similar information have been installed on the Berwick and Parkville campuses.
The Caulfield Health Service will operate with medical practitioners operating under licence from the University (as per Clayton) from April 1996.
6. Language and Learning Services Unit
The Report of the Language and Learning Review is being implemented.
STUDENT SERVICES DIVISION
1995 ANNUAL REPORT (updated to 11/4/96 for Committee of Deans )
1. Office of Director
1.1 Reviews
A review report on Language and Learning activities at Monash was adopted by the Academic Board and Council in March and included a recommendation for the expansion of services to all campuses. The Language and Learning Unit continued to operate on its previously approved staffing levels prior to the appointment of Ms Rosemary Clerehan as the Head of the expanded Unit.
A review panel chaired by the Senior Deputy Vice-Chancellor, Professor Chubb, reviewed the operations of the Student Services Division during 1994 and reported early in 1995. During 1995 the recommendations contained in the review report were implemented seriatim.
An external report on child care services provided at Monash and the likely impact of recent changes in Government legislation on the provision of such services was commissioned by the Director late in 1994 and was received in January 1995. Since that time a taskforce has been considering the report and an additional report compiled by the Director and has submitted its recommendations for change to the Director who has determined action to be taken.
1.2 Benchmarking
The Director of Student Services was instrumental in the University's participating in a benchmarking project with six other large Australian Universities (Adelaide, Deakin, Melbourne, Sydney, NSW, and QUT). The four processes currently being benchmarked are enrolments, examinations, results processing and graduations. The project is scheduled to be completed by the end of August.
2. Admissions and Records Branch
2.1 Staff and Budget
The Branch's staffing profile has continued to change as a result of our greater understanding of client needs. Substantial use has been made of the professional development opportunities provided by the University, and staff replacements have been made with a clearer sense of the skills and experience required to service our areas of responsibility.
The Branch has operated within its budget allocation, although University wide costs in the form of payments for VTAC services have again been difficult to predict.
2.2 Admission and Selection
The appointment in July of an Admissions Officer has greatly enhanced the Branch's ability to provide on-the-ground support and advice to the University's selection officers. Selection for 1995 was successfully completed without incident and the University achieved its DEET funding targets.
In the second part of the year the Branch mounted a number of forums for selection staff on topics related to the principles and procedures of selecting undergraduate students.
As a result of administrative restructuring the Branch gained responsibility for a number of admissions related activities, including the servicing of the Admissions Committee, production of the University's Admissions to Courses Handbook and the TAFE Pathways Project.
Selection for 1996 was also completed successfully and the University's position with regard to its DEET targets as at 31 March is shown on Attachment 1.
2.3 Enrolments and Records
Considerable improvements have been made throughout the year to both the administration and information processing of major enrolment activities. The most significant enhancements have been made to the University's Confirmation of Enrolment notification and administration, and the Pre/ Re-enrolment process, both of which resulted from reviews and extensive liaison with faculty staff.
Emphasis was placed on simplifying the administrative processes whilst also providing students with clear, comprehensive and professionally produced documentation. These improvements have resulted in increased efficiency in the administration of enrolment both at the faculty level and centrally.
Two high speed scanning machines have been purchased, which will further streamline the data processing of student related information and allow for greater quality control, quicker data collection and a projected saving on casual labour costs.
Exit surveys of new students completing enrolment formalities in 1996 indicate that, with few exceptions, the processes at both the Faculty and central enrolment venues represented a further improvement on previous years.
2.4 Student System Support
2.4.1 MUSIS enhancements
Over the past 12 months there have been 17 new developments and 65 modifications to the MUSIS student database. Three significant items are:
Image Class Lists:
In the February release, the ability for designated faculty users to request image class lists when doing subject or course class lists was provided.
Course Completions:
In the August Release, the method of recording course completions was enhanced significantly to ensure the effective recording of double degrees as single components of the course rather than the overall course. In addition, an overall course status has now been introduced to screens and reports. This status is not year dependent and will assist users to identify whether a student is currently and actively enrolled when compared to the year based enrolment status.
Graduation recording:
In the October Release, a separate graduation recording function for the dates of application and graduation was released. The information recorded through this screen is displayed on the course completion screen as well, so faculty and departmental users can quickly identify whether a student has graduated or applied to do so.
2.4.2 Special projects
A comprehensive review of user system support, including visits to all faculties, has been completed and issues identified for action by the Branch.
Databases for the tracking of user training and MUSIS service requests are now fully operational.
2.4.3 MUSIS access and training
Over 500 users have been trained this year. The training room has been enhanced with a retractable projection screen and down lights. Powerpoint presentations are now standard.
There have been almost 300 new registrations of MUSIS users (including re-registrations).The user population is currently 723.
2.4.5 Ad-hoc query reporting
During the 12 month period, almost 1000 query reports have been created and run on behalf of users. Of these, 100 were new reports requested and 900 were re-runs of reports already created but modified for different parameters.
3. Examinations and Graduations
3.1 Staffing
All staff within the Branch have revised and updated position descriptions. They have also all participated in performance appraisal, a process conducted formally for the first time in 1995. This process has lead to the establishment of period objectives for each staff member. These period objectives are linked with both their position descriptions and the objectives of the Branch, which in turn stem from the mission statement of the University.
3.2 Examinations
In 1995 the Branch timetabled and conducted examinations in 2,601 subjects for 146,474 individual sittings. Both numbers represent records.
It was possible to increase the period devoted to 'swot vac' by 10% in 1995 because of efficiencies made in results processing. The cooperation of faculty staff was invaluable in this context.
The Branch was instrumental in gaining approval for a change to the University Calendar from 1997 onwards that will result in the conclusion of teaching a week earlier than at present. Whilst there will be a loss of one week from the mid-semester break in semester two there will be significant benefits to staff and students: 'swot vac' and assessment time will increase, and it provides for the option of commencing re-enrolment at an earlier date.
In collaboration with the Disability Liaison Office the Branch introduced a significant initiative involving examinations for students requiring alternative arrangements for assessment because of their disabilities. A review will occur soon but initial feedback from the Disability Liaison Office, students, and faculties is very good.
A less complex issue but involving an equally significant improvement in service has been the provision of examination timetable and results information at Collins Street for the benefit of students working in the city.
Various technologies have been used for the first time in 1995 to facilitate Branch functions. Lap top computers loaded with images of student photographic identities are now used in examination venues to identify students without their ID cards. Mobile telephones are available at the large Racecourse venue for use in emergencies. Interviews of students suspected of cheating are now tape recorded for the protection of the suspect and staff member conducting the interview.
The Branch has worked hard with the Solicitor's Office to improve the University's procedures in relation to the prosecution of students alleged to have cheated in examinations.
3.3 Results Processing
All departments at Clayton, Caulfield and Peninsula campuses now return results via electronic means. This reduces the likelihood of errors. It also enables the Branch to move back the results return deadline each semester by one day: a not inconsiderable saving for academic and general staff coping with the assessment of work for 25,000 students.
A new pro-forma and revised feedback procedures relating to results amendments have been well received by departmental and faculty staff and contributed to faster service delivery for the circa 15,000 students affected by such amendments in 1995.
Branch staff have also devoted considerable time to documenting procedures so that the Branch can provide a continuous and consistent service to users. More attention has also been given to improving the documentation and training provided for faculty and departmental staff in relation to results processing.
3.3 Graduations
The Branch was pleased to provide most of the funding for a new child care service which was utilised for the first time by students and guests attending 1995 graduation ceremonies. The service will continue next year.
In conjunction with staff from the Academic Registrar's area, Branch staff have devoted considerable time this year to documenting policies and procedures so that the University can provide a continuous, consistent, and cohesive service to students, faculty staff, and the public.
All graduands involved in ceremonies in 1996 are being surveyed to ascertain the level of satisfaction with the format and content of ceremonies.
4. Student Relations & Enquiries
4.1 Staffing
A new Co-ordinator at the Caulfield Campus took up her position in mid year and a minor change was made to staff reporting lines at Caulfield in order to better utilise the available resources.
4.2 Minor works
Alterations have been made to the counter area at Caulfield in order to provide improved access for both staff and students.
4.3 Counter Enquiries and Academic Records.
Branch staff dealt with some 112,000 queries during the year and produced over 13,000 academic transcripts, the vast majority of which were provided within 24 hours of a transcript application being received.
In addition the Co-ordinators at both Caulfield and Peninsula continued to assist in the conduct of the examinations on their respective campuses, and the Manager of the Branch, in her role as Student Grievance Officer, dealt with 52 grievances, most of which were resolved within one week of being received.
4.4 Berwick
The Branch is now staffing the enquiry counter at Berwick between 8.30 am and 6.00 pm and, as is necessary on a relatively small campus, performing a wide variety of tasks.
5 Community Services
5.1 Communications
As a result of the Student Services Review of 1994, greater emphasis has been placed in 1995 on publicity concerning the availability of the various Community Services. A Touch-Screen information service has now been developed which has been installed initially at Berwick and Parkville campuses; a Community Services Brochure has been produced which will be made available to all new students in 1996 and will be mailed to those "off-campus" post-graduate students whose "home" campus is one of the metropolitan campuses; a Community Services Homepage has been added to the Monash Homepage on the Internet with an expanded section on the Counselling and Health Services on the Clayton campus (this will be expanded to cover all services on all campuses in 1996).
5.2 Services
The Health Service at Clayton continued to operate successfully utilising licensed medical practitioners. The services of a dermatologist and the Sports Medicine Clinic have been in high demand. The position of the Head of the Health Service at Caulfield was increased to a .5 fraction and the service will be operated along similar lines to the Clayton service from April 1996.
The use of honorary counsellors has helped the Counselling Services cope with a 15 % increase in usage.
The Housing Service at Clayton has rewritten the leases for the South East Flats which will provide a better service for tenants. It has also been responsible for the complete renovation of University Staff Houses in Beddoe Avenue. There is an urgent need for more student housing at Caulfield and the University is examining options.
A complete review of Child Care provisions on all campuses has been completed by a taskforce and, following wide consultation, a report and recommendations were submitted to the Director of Student Services. The major change likely to result from the review is the appointment of a .6 fraction Child Care Development Officer whose responsibilities will include the overall coordination of the University's child care facilities, obtaining information and providing advice on current Government legislation, and ensuring that Governments and relevant authorities are kept informed as to the specific child care needs of University students and staff.
During a busy year Financial Aid Advisors have reviewed and revised their procedures to ensure parity between campuses, and have been commended by the Taxation Officer for their work in assisting students with taxation issues.
5.3 Berwick
A .6 fraction Welfare Officer has been appointed at Berwick to provide community services advice and/or a referral to Berwick students. This officer, in consultation with the Manager Community Services and other University community service providers has obtained information on and is collaborating with local providers of services available to students.
6. Language and Learning Services
6.1 Review of Language and Learning
The Report of the Language and Learning Review was passed by Council in April 1995 recommending expansion of the Unit to all campuses and setting guidelines for its future development in the context of Monash's role as an international university. The position of Head was advertised and filled. Five academic positions, four of them new, were advertised and were filled by the beginning of 1996. An additional academic position for Gippsland, reporting through the Co-ordinator, Community Services at Gippsland, was also advertised and will be filled for 1996. The position will receive overall policy direction from the Unit.
The Review determined that the Unit will retain a central profile, but devolve the majority of the teaching to discipline-based contexts. In order to determine appropriate staffing allocation within the expanded Unit for campuses and for faculties, a detailed statistical analysis was conducted, taking into account the number and profile of students in each faculty on each campus. Broadly, the staff will be allocated as follows: approximately five at Clayton, three at Caulfield, and one at Peninsula. All faculties were then contacted by the Head and discussions held with Associate Deans (Teaching) regarding proposed teaching responsibilities and accommodation of staff. In most cases, the Associate Deans (Teaching) will fulfil the role of faculty contact person to enable systematic planning for the particular needs of each faculty. Any additional funding from faculties will put in place further language and learning provision for the relevant students.
It has been proposed that a Student Resource Centre similar to that at Caulfield, with central offices for staff, self-access resources and networked writing laboratory for students, be established at Clayton within the new Union extension in 1996-1997. Three small offices in the Gallery building will be used as a base in the meantime. During this period, the main administrative functions will be performed from the centre at Caulfield.
A key feature of the Unit's immediate planning will involve extensive advertising through orientation week, presentations at lectures, overheads for faculty lecturers, posters, brochures, information placed on the network, publicity provided for specific groups such as MUISS, and a video currently in production.
It should be noted that two reports on the Unit's planning for 1996 have already been provided at the request of Academic Board and the Committee of Deans.
6.2 Staffing
Four full-time and six part-time academic staff and three part-time general staff worked for the Unit in 1995. Additional funding was obtained from FCIT, Pharmacy and from the Arts Faculty where one staff member was seconded 0.5 to the Language and Learning Unit. Two staff were promoted from Lecturer Level A to B through the Faculties of Arts and Business and Economics respectively. The position of full-time Resources Officer for the Student Resource Centre at Caulfield was advertised and filled. Two part-time staff completed a Masters of Education in TESOL and a PhD in Arts respectively.
6.3 Teaching
This year at Caulfield, Peninsula, Engineering Faculty, Clayton and Pharmacy, the Unit has offered 48 courses, 37 workshops, 18 programs within faculties, individual sessions for approximately 1000 students and provided self-access materials for students at the Caulfield Centre. Details are contained in the six-monthly reports to the Language and Learning Advisory Committee, and copies will be made available on request.
6.4 Research
Two staff have worked on a CAUT grant in conjunction with the School of Computing at Peninsula. The principal investigator has been nominated by the CAUT committee as having "exemplary teaching practice" and has been asked to present her work at a CAUT workshop and to describe her teaching practices for publication via an Internet database. One staff member has worked as second investigator on a Monash Research Fund project with the Department of Linguistics. Another staff member has been invited by Butterworth to prepare an enlarged edition of a book she previously published with them. Staff papers have been published in journals and books in Australia and America and have presented a number of conference papers.
R Burnet 11/4/96
Director
Student Services Division. anrep953
PAGE 31-32 OF THE AGENDA, TITLED UNIVERSITY DEET FUNDED STUDENT ENROLMENT LOAD IS UNAVAILABLE ON ELECTRONIC MAIL
Committee of Deans 5/96
23 April 1996
Item 9.2
D49/96
MONASH UNIVERSITY
REPORT ON CASMAC TO
1) FACULTY REGISTRARS - 16 APRIL 1996
2) COMMITTEE OF DEANS - 23 APRIL 1996
An update on the status of each of the applications in the national UniPower CASMAC initiative is as follows:
FINANCE
As planned, the first of three phases of software delivery from CHA occurred on Thursday, 4 April 1996. The software was installed very smoothly (by the middle of that day) on to the Sydney test machine and a comprehensive seven-week testing project was commenced by the UniPower Application Product Team, chaired by Monash's David Saint. So far, all testing has been successful.
The next phase of delivery is scheduled for May 31, 1996 and will complete the re-delivery of all corrections to the functionality in the software. The final (and complete) re-delivery is planned for mid-August 1996 and will include corrections to operability and performance issues in the software.
In addition to the above, some re-testing of the software from a performance/load point of view is being conducted by CHA's recently acquired software performance specialist.
The Monash planned implementation dates remain as:
November/December 1996 Pharmacy parallel running
January 5 1997 Pharmacy live
January/February 1997 Gippsland parallel running
February 13 1997 Gippsland live
3 March 1997 Live at all campuses
RESEARCH & CONSULTANCY
The Research & Consultancy lead site, LaTrobe, is steadily moving towards its live implementation of the software during May 1996.
The software, together with its installation kit, has been delivered to seven of the UniPower Universities, at least two of which (Adelaide and Newcastle) are proceeding directly to implementation. Monash has obtained a copy for evaluation.
HUMAN RESOURCES
The performance testing component of the first round of testing of this software has been completed and all identified errors are now with CHA for correction. The software is scheduled for re-delivery at the end of May 1996, with testing and acceptance to be completed by the end of August 1996. Monash has obtained a copy of the pre-acceptance software and will commence assessment of the functionality of the product shortly.
It is expected that the lead site, RMIT, will have completed implementation before mid-year 1997.
A Monash Human Resources Implementation Advisory Committee (HRIAC) has been formed, similar to the Finance system committee, to advise on planning, policies and procedures for implementation. The HRIAC includes a Dean, Faculty Registrar, Personnel Services staff and users and will hold its first meeting shortly.
PHYSICAL RESOURCES
This software was also returned from CHA for final testing on Thursday, April 4, 1996. The testing of the majority of the software is scheduled for completion by the end of May 1996 and the final version (including components of the Finance system) is to be tested and accepted by end of July, 1996.
The lead site, Queensland, and "assisting lead sites" of UTS and Western Australia are currently discussing implementation plans.
Monash will seek a copy of the software for inspection and evaluation.
OTHER ISSUES
Naturally, most of UniPower's and CHA's endeavours are directed towards delivery and acceptance of the Finance, Human Resources and Physical Resources software on or before August 1996. The period from now until then will be extremely busy but, as the last four months of a lengthy analysis, design, development and testing cycle, most rewarding.
Every effort is being made to ensure that recent "interest" in, and publicity about, CASMAC and its projects have minimal distracting impact on the forthcoming vital months of activity for the many staff involved on four major projects.
A copy of the recent UniPower publication PowerLink is attached for information.
John S. White
Deputy General Manager
Tuesday, 16 April, 1997.
PAGE 37-38 OF AGENDA TITLED POWERLINK UNAVAILABLE ON ELECTRONIC MAIL
Committee of Deans 5/96
23 April 1996
Item 10.1
D50/96
TO: Deans
Faculty Registrars
cc: Professor M I Logan AC, Vice-Chancellor
Professor R J Pargetter, Deputy Vice-Chancellor
Professor L H T West, Pro Vice-Chancellor
Mr P B Wade, General Manager
Ms R Clerehan, Head, Language and Learning Services Unit
Mr E Lim, University Librarian
Mr P Annal, Director, Computer Centre
Professor T Hore, Director, Professional Development Centre
Ms Susan Bath, Policy & Legal Counsel
Dr C Tillman, Manager, Occupational Health Safety and Environment
Ms E R Brooks, Executive Officer to the Education Committee
FROM: Ms J H Newham, Secretary to the Committee of Deans
DATE: 13 February 1996
FILE: 95/0700
SUBJECT; Responses to Report of the Working Party on Implementation of
Language Policy
A copy of an extract of the Minutes of Meeting 8/95 of the Academic Board is attached, along with the Report of the Working Party which was considered by the Board.
The Committee of Deans has been asked to receive and consider the responses of faculties and other bodies to the Working Party's Report.
The Committee of Deans has also been asked to consider by 23 April 1996 the development of a free-standing Language Policy.
I suggest that responses be made to the Committee of Deans on 26 March 1996 (Meeting 4/96). This gives the Committee a short time to consider the responses and the issues raised, in preparation for the discussion on policy development at Meeting 5/96 on 23 April 1996.
The closing date for papers for Meeting 4/96 of the Committee of Deans is Wednesday, 20 March 1996.
Janice Newham
Encl.
mg:(Deans96)memo.WkPtyRes.doc
PAGE 41-42 OF AGENDA CAN BE FOUND IN ACADEMIC BOARD INFORMATION ON ISYS
PAGE 43--54 INCLUSIVE UNAVAILABLE ON ELECTRONIC MAIL
Committee of Deans 5/96
23 April 1996
item 10.1
D51/96
MEMOS\1042
MONASH UNIVERSITY
FACULTY OF ARTS
MEMORANDUM: Ms J Newham
Manager, Secretariat
FROM: Professor M Quartly
Dean, Faculty of Arts
DATE: 16 April 1996
TOPIC: Faculty of Arts Response to the Languages and Learning
Policy (minute 10.1 of meeting 4/96 of the Committee of Dean refers).
The Faculty of Arts advises that it supports the general principles enunciated in the Report of the Working Party on the implementation of a Language Policy, but would like a discussion at the university level of funding implication of some of the proposals.
Professor M Quartly
Committee of Deans 5/96
23 April 1996
Item 10.1
D52/96
M O N A S H U N I V E R S I T Y
MEMORANDUM FACULTY OF COMPUTING &
INFORMATION TECHNOLOGY
Date: 17 April, 1996
To: Janice Newham, Secretary Committee of Deans
From: Registrar, Faculty of Computing and Information Technology
Subject: Responses to Report of the Working Party on
Implementation of Language Policy
The Board of the Faculty of Computing and Information Technology has considered the Report of the Working Party on Implementation of Language Policy.
The Faculty Board considered that it was satisfied that the University Education Policy covered the matter satisfactorily and agreed that there was no need for a further policy.
Ken Hobbs
Registrar
Committee of Deans 5/96
23 April 1996
Item 10.1
D53/96
MONASH UNIVERSITY
Faculty of Engineering
M E M O R A N D U M
Phone: 53400 Fax: 53409
To: Ms J Newham
Secretary, Committee of Deans
From: Professor M L Brisk
Dean
Date: 4 April 1996
Subject: Language Policy Report
The Engineering Faculty is fully supportive of the thrust of this report and its recommendations. However, since we already teach communication formally, most of the proposals are not new to us, and actually confirm many of the programs we have in place.
The Faculty has put in place arrangements with the Language and Learning Centre to provide English language tuition and assistance for both undergraduate and especially postgraduate students. Part of this is achieved by the Faculty meeting additional costs incurred by the Centre for extra staff to meet our needs.
I note under 'Implementational Strategies" a reference to a proposed pilot scheme in the Engineering Faculty for a so-called "content-based language immersion program". The Faculty wishes to consider this concept (first promoted a few years ago) in the light of current resources. I note that we now have many students doing a double degree BE/BA with language specialisation in the Arts degree. This may be a more appropriate approach for engineering students to acquire in-depth language skills
Mike Brisk
MLB:ml
Committee of Deans 5/96
23 April 1996
Item 10.1
D54/96
TO: Mrs J H Newham, Secretary to the Committee of Deans
FROM: Professor C R Williams, Dean of Law
DATE: 15th April 1996
Re: Report of the Working Party on Implementation of Language Policy
I refer to your memo of 13 February requesting my response to the Report of the Working Party on Implementation of Language Policy.
On the basis of the information currently available, I do not believe further steps should be taken in respect of implementation of the policy, and at this stage I believe further consideration should be given to the wisdom and implications of an independent language policy for the University.
The objectives of the policy document are certainly worthy, and were resources within Monash less constrained I would feel happy to support them. It seems to me, however, that ultimately full implementation of the policy would be costly. I note that in 1996 the budget of the new Language and Learning Services Unit increased from $388,000 in 1995 to $600,000. Neither the issue of the source from which funding is derived, nor the ultimate extent of such funding, appear to have been addressed. While it is stated that funding is derived centrally, this does not address the issue of the areas from which it has been decided to divert that centrally available funding.
I do not wish to be placed in a situation of agreeing to a central initiative such as this in its early stages and subsequently to find that the result is yet another reduction in the money available to faculties for their core business of teaching and research.
C R Williams
Dean of Law
cc: Associate Professor S McNicol
Ms E Wilson
Committee of Deans 5/96
23 April 1996
Item 10.1
D55/96
16 April 1996
Mrs. J. Newham,
Manager,
University Secretariat.
Re: Language Policy
I support the views expressed in Professor Williams' letter commenting on the report of the working party.
Please note that the Faculty of Medicine already identifies, in first year, students having difficulty with English and requires them to get help during an "option". Rosemary Clerehan becomes involved and assists students with special difficulties.
In addition, please note that this Faculty did respond with general comments about the specific recommendations contained in the Academic Board papers. Another copy is attached. At the time, the question of funding for the support of language policy was not considered because it was assumed that this would be continued and would be provided centrally. We would not be prepared to commit Faculty resources to activities other than those which are already part of our education program.
Yours,
Robert Porter
RP:RCW
Encl.
c. Professor Bob Williams
6 May, 1997
Ms. J. Newham,
University Secretariat,
Monash University,
Clayton Campus
Response to Report of the Working Party on
Implementation of Language Policy
On behalf of the Faculty of Medicine, I can make the following comments to the recommendation, a copy of which is attached.
Recommendation 1:
The Faculty agrees with this recommendation, and advises that it has included an examinable subject, Clinical & Communication Skills, since 1991.
Recommendation 2:
The Faculty agrees with this.
Recommendation 3:
The Faculty agrees with this.
Recommendation 4:
The Faculty agrees that such a resource centre be established in conjunction with the library, but advises that the Faculty of Medicine has no accommodation that it could make available to house the resource centre.
Recommendation 5:
The Faculty does not believe this is necessary within Medicine, and would not wish to see such a scheme imposed.
Recommendation 6:
The Faculty notes that this is being addressed within a revision of the Discipline Statute.
Recommendation 7:
The Faculty agrees with this.
Recommendation 8:
The Faculty agrees with this, and believes that such purchases should be made from within the existing budget allocated to libraries.
Recommendations 9 - 15:
The Faculty agrees with these.
Brian Ruck
Faculty Manager
BR:jb
g:\general\lanpol.doc
Committee of Deans 5/96
23 April 1996
Item 10.1
D56/96
MONASH UNIVERSITY
MEMORANDUM
TO: Ms Janice Newham
Secretary, Committee of Deans
FROM: Dr Margaret James
Manager, Equal Opportunity
SUBJECT: Response to Report of Working Party on Implementation of
Language Policy
DATE: 10 April 1996
The report of the working party on implementation of language policy (Academic Board, meeting 8/95) includes under Section B a recommendation that Recommendation 3 of the document 'Towards a Language Policy for an International University' be referred to the Equal Opportunity Committee.
This recommendation reads:
That the university reiterate its commitment to non-discriminatory use and extend it from gender-inclusive language to inclusive language covering all categories defined in the Equal Opportunity Policy. The revised statement should be included in both the Equal Opportunity Policy and the Language Policy. The guidelines published in Style Manual and Non-Discriminatory Language should be recommended for those seeking advice regarding these issues.
The issue of inclusive language was addressed in the most recent revision of the Equal Opportunity Policy which was adopted by Council in August 1995 (meeting 5/95). This document states that in order to meet its obligations under the policy, Monash University undertakes (inter alia) to 'use non-discriminatory, inclusive language in all official documents and encourage its use in classrooms, meetings and other formal settings'.
Copies of the policy were sent to all staff last year. The need for more specific publicity on the subject of inclusive language (including the references mentioned) will be addressed later this year.
Committee of Deans 5/96
23 April 1996
Item 11
D57/96
Ms Catherine Harris
Director
Affirmative Action Agency
Level 17, 1 Market Street
Sydney
NSW 2001
Dear Ms Harris
I am have much pleasure in confirming the invitation on behalf of Monash University to visit our Clayton Campus on Tuesday, 14 May 1996 to address a lunchtime seminar of women staff and afterwards, to speak to a meeting of the Committee of Deans, which is a senior decision-making body of the University.
The intention of the visit is twofold. At the lunchtime seminar, we hope you will be able give women who are involved in various aspects of our Affirmative Action programs an overview of the progress of women in the workforce, especially in leadership and management. At the Committee of Deans, we hope you will be able to give some insight into the advantages to senior managers of active support of Affirmative Action and some suggestions on ways of fulfilling their obligations under the legislation. In both sessions, time for questions and discussion would be appreciated.
The time table would be as follows:
12.30 pm Lunch with women staff involved in Affirmative Action committees,
Senior Women Advancement Scheme and Women and Leadership Program
1.00 pm Address group of women staff for 30-40 minutes, followed by
questions
2.00 pm Address meeting of Committee of Deans and answer questions -
about 30 minutes
Following confirmation of your acceptance, I will liaise with Mr Brendan O'Dwyer of your Agency regarding travel and other details.
Yours sincerely
(Dr) Margaret James
Equal Opportunity Manager
1 April 1996