2.1 Report of the Working Party to Develop Equity Places in Fee-Charging Courses

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This matter was before the Committee at Meeting 16/95 (item 10.2).

Deputy Vice-Chancellor Professor J L C Chipman said that the central issue was the need to offer assistance to some students in the context of the increase in fee-charging postgraduate courses for local students. Professor Chipman advised that a round of consultations had been undertaken with Deans and some senior officers of the University, and that a revised document would be submitted to the Committee of Deans as soon as this consultative process was complete. He suggested that arrangements might vary across faculties.

The Committee noted this advice.

2.2 Campus Planning

At Meeting 5/96 (item 3.3) the Deans had been provided with demographic information about Monash students. The Committee had agreed that Budget and Statistical Services be asked to provide further data, including demographic projections, to assist with campus planning.

In response to this request, a document prepared by Ms L Fairservice, Assistant Manager Budget and Statistical Services, dated 21 June 1996 was received, comprising an analysis on current Monash enrolments projected on to population projections for Local Government Areas. (D74/96)

Members expressed interest in the detailed statistics provided and in receiving a brief analysis to assist with their interpretation for planning on each campus. It was suggested that internal migration might be built into the data as a factor; also, that the basis be shown for the projections made.

The Vice-Chancellor asked Professor Bellamy to discuss these requests with the Manager Budget and Statistical Services, and suggested that Dr K O'Connor or Associate Professor R Birrell be contacted to assist.

3. Vice-Chancellor's Report

3.1 Commonwealth Budget

The Vice-Chancellor briefed the Committee on the latest information available about possible changes to the tertiary education component of the Commonwealth Budget. Professor Logan suggested that a net reduction in funding was inevitable possibly focussed on other than operating grants, and with the possibility of universities also having to fund the 5.7% salary increase from within their operating budgets and to sustain a loss in ARC funding.

Emphasising the need to make cost reductions at Monash in the context of improving quality, Professor Logan then detailed the action taken by the University so far in meeting the challenges of possible budget cuts. He spoke of the positive outcome of interviews held between the Central Budgets Committee, comprising three senior academics and the General Manager, with individual Deans. The reduction in the number of subjects with very small enrolments was mentioned by him as a particular target. In response to a query about small classes at the graduate level, Professor Logan made it clear that Deans could choose to quarantine graduate programs, many of which were fee-charging courses, from this process. The Vice-Chancellor informed the Committee that similar interviews had taken place with the Head of each of the administrative divisions, including the Director of the Computer Centre and the University Librarian. For this purpose, the Central Budgets Committee had included a representative of the Deans, Professor R Porter. Professor Logan said that each Division Head had responded with plans to make savings for 1997, including in particular a number of Voluntary Early Retirement applications.

Referring to the memorandum (D78/96) received by the Committee for Item 8.3, the Vice-Chancellor indicated that the right way to proceed with reducing costs was not by targeting central administration and merely shifting costs to the Faculties, but by reviewing all University activities on the basis of identifying core activities and agreed priorities. The Vice-Chancellor firmly indicated that he did not support the formation of a sub-committee of the Committee of Deans as put forward by Professor Williams. He said that the Central Budgets Committee was the proper group to deal with these matters, and would continue to do so. The Central Budgets Committee was looking for possible savings across the whole University, rather than from just some parts of it. Professor Logan emphasised the need to move ahead and plan as a University, not as a group of Faculties. He informed the Committee that an additional amount would be taken "off the top" of the operating budget during the year to enable a shift of resources between budget groups to support new directions.

The General Manager spoke about the "non replacement" policy associated with the Voluntary Early Retirement Scheme, and the Scheme's dependence upon applications from staff, many of whom performed continuing functions. He informed the Committee that his staff were working on the provision of some sort of incentive arrangement to groups to encourage non- replacement of staff who took VER. Mr Wade confirmed that the current VER Scheme was proceeded with at this stage as it had been negotiated with the unions and because federal policy was still uncertain.

3.2 "Group of 8"

The Vice-Chancellor, Professor Logan, informed the Committee about Monash's participation in a group of eight universities with strong and common interests in research and teaching. He emphasised the importance for Monash of being in the Group. The AVCC had become less effective in promoting the interests of Monash and similar universities, particularly in the international context. Professor Logan foreshadowed the possibility of a financial contribution to the formal establishment of the "Group of 8".

The Committee endorsed the action of the Vice-Chancellor and his Executive in participating in the development of the Group of 8.

3.3 Logan Fellowships - Selection

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The Vice-Chancellor briefed the Committee on the high quality of applications received for five Logan Fellowships, which were advertised internationally and funded by an "off the top" allocation from the 1996 budget.

3.4 Williamson Community Leadership Program

Professor Logan tabled copies of an advertisement published by The Hugh Williamson Foundation calling for nominations for 1997 (D87/96) He commended the Program to Faculties.

3.5 RACV Chair in Road Safety PLePD

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Tabled document D86/96 dated 2 July 1996 was received from Professor P Vulcan, Director of the Accident Research Centre, through Professor P LeP Darvall, who was not present and therefore was unable to submit this matter under item 5. DS

The Committee endorsed the establishment of the Chair, noting that the proposal would proceed to the Academic Board and Council subject to the approval of the relevant Faculty Board.

3.6 Report of Council Meeting 4/96 - 1 July 1996 OC

Document D84/96, which had been prepared by the Academic Registrar for an entry in Etcetera, was tabled, and was received and noted.

3.7 AVCC Bulletin 4/96 - 1 July 1996

Document D85/96 was tabled, and was received and noted.

3.8 Directions for the Future Volume 2

Copies of the publication Directions for the Future Volume 2, to which each Dean had contributed, were distributed.

4. Urgent Matters

4.1 University Profile Submission

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The General Manager, Mr P B Wade, informed the Committee that he had received a late request from DEETYA for a profile submission to be provided by 19 July 1996. He suggested that, in view of impending cuts to the University's budget, DEETYA be informed that the University would stand on the triennial submission made in 1995 until the parameters of the budget were known.

The Committee endorsed this course of action. Mr Wade was asked to keep Deans informed and include in his letter to DEETYA an indication of the University's desire to maintain medical student numbers and funding.

4.2 Participation in Australian Bureau of Statistics (ABS) Survey

The General Manager, Mr Wade, said that the University had been "selected" in May 1996 to participate in a survey conducted on behalf of the ABS. Although the initial approach appeared to present participation as discretionary, according to recent information received by Mr Wade the ABS was treating the survey as compulsory and the University could be in breach of a Government regulation by failing to provide the requested information, and thus might incur a fine. The General Manager advised that he was obtaining legal advice but may have to seek assistance of Faculties in participating in the Survey.

5. Research Matters

See items 3.3 and 3.5.

6. International Matters

6.1 Monash University Foundation Year (MUFY)

Pro Vice-Chancellor Professor L T West informed the Committee that the intake into the Foundation Year had increased dramatically, amounting to an enrolment of 530 in February 1996. He suggested that on the basis of the usual completion rates about 400 of these students would be seeking entry to Monash courses in 1997. Professor West also advised that a pilot mid year intake was also to enrol in the MUFY shortly, producing additional potential Monash students.

While noting that the distribution of applications across faculties and campuses needed monitoring from the top, Deans commended Professor West's development of a consistent source of good quality international students.

7. Special Items 7.1 Equal Opportunity Committee - Draft Policy on Work, Study and Family Responsibilities

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A Memorandum from the Equal Opportunity Manager, Dr M E James, dated 23 April 1996 together with Draft Policy on Work, Study and Family Responsibilities, were received. (D75/96) Deputy Vice-Chancellor Professor J L C Chipman explained that the proposed policy stemmed from a review of child care conducted by the Director, Student Services, Mr R Burnet, and from the need to ensure compliance with the Sex Discrimination Act 1992 in relation to family responsibilities and employment. Referring to the draft policy on pages 33-34 of the Agenda Professor Chipman confirmed that the proposed services were to be performed by existing staff of Community Services. In response to a query raised by the Adviser to the Vice-Chancellor about costs, Professor Chipman said that it was understood that the policy would have to be introduced without an increase in resources. He envisaged some rationalisation of services and an increase in user fees sometime in the near future. Professor Chipman suggested that Mr Burnet would be able to provide the required understanding of the legal requirements.

The Committee approved the draft policy in principle noting that Professor Chipman had agreed to provide an additional explanatory memorandum to accompany it for submission to Council.

8. Matters Raised by Deans

8.1 Undergraduate Prizes for Engineering Students

A Memorandum from the Dean of the Faculty of Engineering, Professor M L Brisk, dated 18 June 1996, was received. (D76/96)

8.2 Travel Policy

A memorandum from the Dean of Medicine, Professor R Porter, dated 17 June 1996, was received, together with supporting documentation from Professor D M de Kretser and Professor P O'Brien.

The Vice-Chancellor asked the General Manager, Mr P B Wade, to provide the background to the contract with Qantas. Mr Wade made the following points: In order to use the University's market strength in the travel area for the greatest benefit, Monash went out to competitive tender and Qantas was the successful bidder; The Qantas contract gave Monash a better deal than other universities (over about 12) contracted through the AVCC with Ansett; The contract offered benefits for young academic staff who otherwise would not get the opportunity to travel (although it was acknowledged that the department rather than the individual received the benefit);

The benefits were contingent upon certain thresholds being reached in the amount of business transacted with Qantas; In the current tight financial circumstances the Auditor-General would be likely to expect the University to have a coherent travel policy, backed by a contractual arrangement.

Professor S Holdsworth, who was representing the Dean of Medicine at the Meeting, indicated that departments had been concerned about their loss of discretionary power in negotiating low cost travel with agents providing superior service. Mr Wade assured Deans that savings made on travel under the Qantas contract would be passed on to departments. He reminded Deans that the University Travel Officer had a responsibility for communicating to Qantas any shortcomings in the service provided, and also for researching the lowest airfares and negotiating the best price with Qantas. Mr Wade agreed that Qantas would be informed of any cases of uncompetitive quoting and asked that Deans let Mr Matthews have details of these.

Mr Wade also informed Deans that there could be "double dipping", by obtaining a 'per diem' and then credit card coverage for travel costs. These cases would need to be strictly dealt with. The introduction of the AMEX card for travel was to lower university administrative costs.

Professor Bellamy raised the matter of the "ownership" of frequent flier points accrued from travel on University business. The Vice-Chancellor confirmed that the University policy was that the FFPs were the property of the University but could be used by the individual on further University travel.

Due to the apparent difficulties in monitoring and policing the policy, especially in consideration of new taxation rules applicable, the Director, Financial Services was asked to look into the matter and advise the Committee.

8.3 Budget and Review Issues

The Committee received a memorandum from Professor C R Williams, Dean of Law, dated 25 June 1996, regarding budget and review issues. (D78/96)

This item was handled under item 3.1.

8.4 Chairs in Geriatric Medicine and Surgery

A report from the Board of the Faculty of Medicine dated 25 June was received. (D83/96, tabled)

The Committee endorsed the proposal to advertise and fill the Chair of Geriatric Medicine, and approved the position description for the Chair of Surgery which was still subject to the clarification of financial arrangements.

9. Reports of Administrative Divisions/Departments

In view of the cancellation of Meeting 7/96, the report of the Director, Financial Services Division had been held over for this Meeting, and the report of the Director, Facilities and Services Division was re-scheduled for the Committee of Deans Meeting 9/96 on 23 July 1996.

9.1 Financial Services Division

The Committee received a report dated June 1996 from Mr J E Matthews, Director, Financial Services Division, together with the Division's 1995 Annual Report. (D79/96)

Mr J E Matthews had been invited to the Meeting to speak to his report. He highlighted the Budget and Statistical Services Branch role as a corporate resource for information collection and analysis, and the various types of management reports and services provided by the Accounting Services Branch. Mr Matthews foreshadowed changes to the financial model and consequently, the Division's work practices.

After a question from the Vice-Chancellor about relations between staff

of the Division and finance staff in faculties, the Committee noted in particular:

Professor Logan's advice that a recent audit undertaken by Arthur Andersen of the University's financial procedures had raised no adverse comments about the current centralised operations and structure;

Mr Matthews' advice that to achieve savings in the current climate, there was a need to improve interaction between the Division and finance officers in faculties and elsewhere in the University.

9.2 CASMAC

The Committee received and noted an update on the status of the UniPower CASMAC initiative dated 20 May 1996 prepared by the Deputy General Manager, Mr J S White, accompanied by a review report from UniPower Pty Ltd. (D80/96)

Referring to the current number of Financial Services staff cited in the report of the Director, Financial Services (received under the previous Agenda item) Professor C Bellamy asked whether additional staff were anticipated to carry out the data entry work required by CASMAC.

Mr Matthews indicated that an overall reduction in staffing was expected and that within faculties, the work would differ in kind rather than amount. The General Manager advised Deans that new technology was aiding a reduction in manual transactions. He informed Deans that the University of Waikato with an annual turnover of $135m (NZ) compared with Monash's $550m (A) had a Finance Division of 51 staff members compared with around 100 at Monash.

10. General Business

10.1 University Academic Structure - Approval Procedure for Centres, Departments and Schools JHN

A document from the Manager University Secretariat was received. (D81/96)

The proposed approval procedure was endorsed by the Committee for submission to the Academic Board and Council.

10.2 University Academic Structure, June 1996

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An updated University Academic Structure document (D82/96) prepared on the basis of consultation with faculties by the University Secretariat was received and noted, prior to submission to Academic Board. The Committee was advised that the Board would be asked to approve the changes to the Structure, shown in the bold larger font in the document and listed in tabular form on the two cover pages. It was noted that the remainder of the document reflected proposals and changes to structure previously approved by the Academic Board.

It was agreed that the Manager, University Secretariat be asked to indicate in the document those schools which were de facto departments, and to check the currency of the list of Monash companies on page 10 of the document with the Director, Financial Services.

11. Next Meeting

The next meeting of the Committee of Deans will be held at 2.15 pm on Tuesday, 23 July 1996 in The Sir George Lush Room, Ground Floor, University Offices 3.1, Clayton Campus.

At the close of the Meeting on behalf of the Committee the Vice-Chancellor congratulated Professor Chipman on his acceptance of the offer of the position of Vice-Chancellor of the Central Queensland University, and thanked him for his contribution to the deliberations of the Committee during his time as Deputy Vice-Chancellor.

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Distribution

Vice-Chancellor

Deputy Vice-Chancellors

Pro Vice-Chancellors

Deans

General Manager

Executive Director, Marketing & Communications

Adviser to the Vice-Chancellor

Special Adviser, Information Systems

Head, Sub-faculty of Nursing

Director, Monash University College of Art and Design

Deputy General Manager General Manager, Monash International

Directors, Administrative Divisions Managing Director, Open Learning Agency

University Librarian Director, Computer Centre

Director, Professional Development Centre Policy and Legal Counsel

Managers, Administrative Branches University Solicitor

Faculty Registrars SWAS 1994, 1995, 1996