Committee of Deans Meeting 5-1996

Meeting No. 5/96 of the Committee of Deans was held between 2.15 pm and 4.25 pm on Tuesday 23 April 1996 in the Sir George Lush Room, Ground Floor, University Offices 3.1, Clayton Campus.

Janice H Newham
jahn

Secretary

96/0463

There were present:

Professor R J Pargetter, Acting Vice-Chancellor, Chair

Professor P LeP Darvall, Deputy Vice-Chancellor

Professor J L C Chipman, Deputy Vice-Chancellor

Professor P C Chandler, Pro Vice-Chancellor

Professor L H T West, Pro Vice-Chancellor

Professor M Quartly, Dean, Faculty of Arts

Professor J A Rickard, Pro Vice-Chancellor and 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 B Tonge for Professor R Porter, Dean, Faculty of Medicine

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

Professor R W Davies, Dean, Faculty of Science

In attendance were:

Mr J S White, Acting General Manager

Dr S Matchett, Executive Director, Marketing and Communications

Ms C E Anderson, Adviser to the Vice-Chancellor

Ms J H Newham, Secretary

Present by invitation were:

Mr R Burnet, Director, Student Services

Apologies were received from:

Professor M I Logan AC, Vice-Chancellor

Professor R Porter, Dean, Faculty of Medicine

Mr P B Wade, General Manager

At the commencement of the Meeting the Committee agreed to the Acting Vice-Chancellor's suggestion that the agenda be re-ordered with items 9.1 and 9.2 considered after item 1.

M I N U T E S

1. Minutes

The Minutes of Meeting No. 4/96, incorporating changes to Item 9.2 as detailed in the circulated document D44/96, were confirmed and signed.

2. Matters arising from the Minutes not dealt with elsewhere in the Agenda

2.1 Report of the Computer Centre (Item 9.2)

At Meeting 4/96 it was agreed that the Director of the Computer Centre, Mr P R Annal be asked to provide a list of explicit recommendations emanating from his report (D36/96).

A paper prepared by Mr P R Annal dated 11 April 1996 was received (D45/96).

There was some discussion about the proposal to charge users for remote access facilities and about the devolution of certain responsibilities to the faculties. Observing that the various responsibilities of the Computing Committee, the Computer Centre and Professor Egan's Advisory Board were often blurred, the Committee agreed that action taken or recommended by the Director of the Computer Centre ought to be considered by the Committee of Deans as a separate matter from the deliberations of the Communications Computing and Multimedia Advisory Board. Members of the Committee of Deans expressed interest in obtaining information from Mr Annal in more detail than was presented in his paper of 11 April.

The Dean of Computing and Information Technology, Professor C J Bellamy, reminded the Committee that in 1994 the Computing Committee had been charged with the development of a plan. It was also noted that Mr Annal was collecting responses from faculties to the proposal to purchase a high performance computer facility.

The Secretary was asked to obtain from Mr Annal a summary listing of the items detailed in his report dated 14 March 1996, with a brief statement of the action taken or a recommendation for each one.

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 Personal Chairs Committee, was received (D46/96).

The Committee was 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.

The Committee nominated Professor R W Davies who had recently taken up duty as Dean of Science.

3.2 ARC Research Project 1995-1997

Correspondence was received in relation to the ARC Research Project "Management Practices in Higher Education, Australia" (D 47/96).

Members were advised that arrangements were in hand for meetings between key personnel at Monash and the project team, and that such meetings would include some Deans. The Committee noted this 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, detailing the demographic spread of Monash students by campuses in 1995, was tabled by Dr Matchett for each Dean at the Meeting.

Professor J L C Chipman, Deputy Vice-Chancellor, informed the Committee that population projections relating to the University's catchment areas were available from the Department of Planning and Heritage. The Committee noted the advice of the Secretary that Budget and Statistical Services had been asked to obtain the relevant projections and collate them with Monash student postcode / municipality.

Members agreed that such information was useful as an input to campus planning discussions. The Secretary was asked to follow up the request with Budget and Statistical Services, suggesting that:

international students be distinguishable in the data from local students;

the colour on the maps relate to population density rather than being based on raw data;

an attempt be made to investigate the catchment areas of our main feeder schools; and data allowing comparisons over time would be useful.

3.4 Items Discussed at the Vice-Chancellor's Executive Meetings

A document was tabled pertaining to the items discussed at the Meetings held on 4 April and 22 April 1996 (D58/96).

The document was received and noted.

3.4.1 Timetabling

Deputy Vice-Chancellor Professor J L C Chipman raised the matter of the differing lecture timetables across the various campuses, discussed by the Vice-Chancellor's Executive (item 13 in the tabled paper). In order to accommodate inter-campus tele-teaching in future, Professor Chipman proposed that from 1997 all campuses commence the afternoon's teaching periods on the hour. He advised the Committee that Berwick and Gippsland campuses would be able to make this change, and that late night teaching meant that Caulfield campus was already committed to an on-the-hour timetable. He asked the views of Deans, the Acting General Manager and the Director, Student Services on the implications of the Clayton campus moving to an afternoon timetable commencing on the hour at 2.00 pm. There being no adverse comments, it was agreed that Professor Chipman's proposal be approved.

3.5 Renaming of the Chair in Geography

The Board of the Faculty of Arts had proposed to rename the existing Chair in Geography "The Logan Chair in Geography and Environmental Science". This item was referred to the Committee by the Academic Board at its Meeting 3/96 held on 17 April, for endorsement.

Members were in sympathy with the proposal but, in view of the apparent convention of including the person's first name or initials for the Chair's title, expressed a preference for "The M I Logan Chair in Geography and Environmental Science".

The Secretary was asked to seek the Vice-Chancellor's view of this variation to the proposal, and check the usual practice in the University for the naming of Chairs.

3.6 Sir John Monash Chair of Electrical Power Engineering - Proposal to Advertise and Fill

The Board of the Faculty of Engineering had proposed the filling of this Chair. This item was referred to the Committee of Deans by the Academic Board at its Meeting 3/96 held on 17 April, for endorsement.

Professor M L Brisk, Dean of Engineering, spoke briefly to the proposal, and informed the Committee of the Faculty's continued commitment to funding this Chair after the termination of SECV funding on 31 December 1996.

Noting that the Faculty of Engineering had agreed to underwrite the funding required, the Committee of Deans endorsed the proposal to advertise and fill the Sir John Monash Chair of Electrical Power Engineering.

3.7 Review of the Discipline Statute

The Acting Vice-Chancellor, Professor R J Pargetter, informed members that he had circulated during the previous week a draft revision of the Discipline Statute prepared by Policy and Legal Counsel as a working paper for comment. He asked that Deans consider the draft and give their views, addressing also the several issues identified by Ms Bath as requiring resolution. Referring to the process of formal consideration of the document, the Acting Vice-Chancellor advised that after extensive consultation, a revised version would be presented for consideration by the Committee of Deans before transmission to Academic Board and Council.

The Committee noted that the draft had been circulated to Deans, Faculty Registrars, Associate Deans (Teaching), CADRES, the Education Committee, members of the Discipline Committee, and Student Association Presidents. The Secretary agreed to make copies available for discussion at a meeting of the Vice-Chancellor's Executive.

3.8 Federal Budget

The Acting Vice-Chancellor briefed the Committee on probable cuts to the higher education budget, and foreshadowed discussions at later meetings of the Committee on the impact of reduced funding (in contrast to reduced student load). Professor Pargetter said that although information from Government sources about the nature and size of the cuts was so far lacking, the AVCC had asked all universities for statements about the likely implications of reduced funding.

The Committee noted Professor Pargetter's advice.

Members of the Committee put forward some suggested points for inclusion in a University response to the AVCC. Mr J S White, Acting General Manager, noted these points and invited further input from Deans by the following day when the response would be finalised.

3.9 The "Group of Eight"

Professor Pargetter also briefed the Committee on discussions about co- operation between universities and the preservation of international competitiveness in research, which took place at a recent meeting of the Vice-Chancellors of the universities known as "The Group of Eight".

The Committee noted the advice of the Acting Vice- Chancellor.

4. Urgent Matters

4.1 Retirement Age

Professor C R Williams, Dean of Law, asked if the Committee was to receive advice on the implications of new legislation relating to compulsory retirement age. In response, Deputy Vice-Chancellor Professor P LeP Darvall referred to a working party to be chaired by Professor B Sheehan of the University of Melbourne and a symposium to be held in June 1996 on the subject.

The Committee noted this information and the Secretary's advice that the Director, Personnel Services had offered to provide a paper for the Committee about the retirement age legislation and its implications for Monash.

5. Research Matters

5.1 Distribution of Quality Round 3 Funding

Professor C J Bellamy, Dean of the Faculty of Computing and Information Technology, asked when the decision would be known about the distribution of Quality money. Deans noted Deputy Vice-Chancellor Professor Darvall's advice that the allocations were being made that week, on the basis of submissions received from Deans.

7. Special Items

8. Matters Raised by Deans

8.1 Heating in Menzies Building

Professor M Quartly, Dean, Faculty of Arts had asked that this item be listed on the agenda, but informed the Committee that the difficulties had been resolved.

9. Reports of Administrative Divisions / Departments

9.1 Report of Student Services Division

A 1995 annual report (updated to 11 April 1996) prepared by Mr R Burnet, Director Student Services Division was received (D48/96).

Mr R Burnet had been invited to the Meeting to speak to his report. Referring to some of the major activities of the Division for the year, he mentioned in particular his appreciation of the co- operation his staff had received from Deans' staff in achieving various improvements in Student Services procedures. Mr Burnet suggested that further significant improvements would only be possible with better use of the available technology.

Queries were raised by members about:

The expected operational date for MEMFIS. Mr White, Acting General Manager said that the "central to user" facility was fully operational and that the "user to central" direction would be completed within three months;

The need for an established consultative process with clients of Student Services, to replace the user groups which had not proven useful in providing feedback to the Division. In response the Director spoke of the various contacts he and his staff had with students and student associations on an ongoing basis;

The purpose and outcome of the review of child care facilities. Mr Burnet indicated that guidelines were to be developed for child care, but to co-ordinate rather than control the various services;

Over enrolment. Professor R J Pargetter, Acting Vice-Chancellor, confirmed the advice of Mr White and Mr Burnet that the numbers were expected to fall substantially by the 31 August census date;

The reasons for low acceptance rates and high drop out rates for some courses. Professor Pargetter suggested that monitoring of this problem was a faculty responsibility with the use of some information being collected centrally on transition problems;

The use of honorary counsellors at Caulfield (referred to on page 27). Mr Burnet advised that the reason for this was budgetary;

An apparent shortage of student accommodation at the Caulfield campus. Pro Vice-Chancellors Professor West and Professor Chandler informed the Committee that the shortage had been the subject of misinformation by the student union, and that in fact there had been places left over after the enrolment period.

The Committee noted the report of the Director and the information provided at the Meeting concerning Student Services matters.

9.2 CASMAC

An update on the status of each of the applications in the national UniPower CASMAC initiative, prepared by Deputy General Manager Mr J S White and dated 16 April 1996 was received (D49/96).

Mr White was attending the Meeting as Acting General Manager. Referring to his report, he spoke about the success thus far with the testing of the CASMAC Finance application. With regard to the national project, Mr White reported on the move to co-ordinate the requirements of Australian Auditors-General, the provision of information to AVCC enquiries about CASMAC, and the financial sanctions faced by the software company in the event of breach of contract.

Asked if Deans were expected to initiate change at faculty level to prepare for the implementation of the new Finance system, the Acting General Manager said that no action was needed yet but that Deans and Faculty Registrars would be kept informed.

Dean of the Victorian College of Pharmacy, Professor C Chapman, queried the meaning of an assertion of the Hoare Committee that "universities are developing their individual directions and the CASMAC initiative may not be compatible with this". Mr White commented that this statement was misleading because the 19 universities in the UniPower consortium had signed off on the core specification of the software required to meet their common needs. He made the point however that each institution still had the opportunity to accommodate individual strengths by customising the core systems.

The Committee noted the report on CASMAC and the comments of the Acting General Manager.

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.

The following documents were received (D50/96):

Memorandum dated 13 February 1996 requesting responses to the queries raised by the Academic Board;

(Attachment to memorandum of 13 February) Extract from the Minutes of Meeting 8/95 of the Academic Board relating to Implementation of a Language Policy for Monash University;

(Attachment to memorandum of 13 February) 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 were received from:

Faculty Arts (D51/96);

Faculty of Computing and Information Technology (D52/96);

Faculty of Engineering (D53/96);

Faculty of Law (D54/96);

Faculty of Medicine (D55/96);

Memorandum dated 10 April 1996 from the Manager, Equal Opportunity (D56/96).

The Committee's attention was 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 (LLSU);

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).

The Committee was requested to consider priorities for action in the light of these responses, and make recommendation to the Academic Board. The Committee had agreed at Meeting 4/96 to investigate as a priority the budget implications of the various proposals of the Working Party.

The Acting Vice-Chancellor opened discussion, asking the Secretary to summarise the progress with responses and the action to be taken. The Committee noted that responses indicated there was little support from faculties to the development of a Language Policy, particularly in view of probable resources implications.

Professor L H T West, Pro Vice-Chancellor, suggested that in consideration of the issues the Committee of Deans distinguish between LLSU and the development of a Language Policy. He commended the Education Committee's treatment of the Working Party's report, and the Committee noted Professor Pargetter's advice that the action recommended by the Education Committee and approved by the Academic Board in relation to the Education Policy amendments had been implemented.

Discussion then centred upon the one page document (page 49) headed "University Language Policy". Dean of Arts Professor M Quartly proposed that the Committee approve the document, or an amended version of it, on the basis that the points listed were general principles of university responsibility.

Some members expressed concern that the principles, being general, implied an accountability and financial commitment of unknown proportions. The consensus was that the document be not approved in that form. Because of the recognised validity of the statements, however, the Committee agreed to recommend to the Academic Board that the document "University Language Policy" be endorsed as a list of guidelines to be referred to faculties for consideration and action, subject to the following further amendments:

The second policy point was to be deleted;

The last three points of commitment were to be deleted.

11. Next Meeting Deans

The next Meeting (No 6/96) 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 Harris, Director, Affirmative Action Agency, to address the Committee 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, relating to these arrangements, was received and noted (D57/96).

Distribution

Vice-Chancellor

Deputy Vice-Chancellors

Pro Vice-Chancellors

Deans

Head, Sub-faculty of Nursing

Director, Monash University College 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