Council | Minutes | Meeting 3-1999

Meeting No. 12/96 of the Committee of Deans will be held at 2.15 pm on Tuesday, 24 September 1996 in the Sir George Lush Room, Ground Floor, University Offices 3a, Clayton Campus.

A G E N D A

1. Minutes The Minutes of Meeting No. 11/96 have been circulated.
2. Matters arising from the Minutes not dealt with elsewhere in the Agenda
2.1 Emergency Procedures At Meeting 9/96 (Item 9.1) a report from Facilities and Services dated 23 July 1996 was presented. The report incorporated activity highlights of Occupational Health, Safety and Environment during 1995/1996. It was noted that a full report on the status emergency procedures would be presented to the Committee of Deans at a later meeting.
Attached is a report, dated September 1996, on the status of fire risk management and emergency preparedness at Monash University, prepared by Dr C Tillman, Manager, Occupational Health, Safety and Environment (on behalf of the Monash University Occupational Health and Safety Policy Committee).	D116/96 p5-36
For information.
3. Vice-Chancellor's Report
3.1 Budget Planning for 1997 Professor P LeP Darvall, Acting Vice-Chancellor, will speak to this item. For discussion.
3.2 Enterprise Bargaining and Work Force Controls Professor P LeP Darvall, Acting Vice-Chancellor, will speak to this item. For discussion.

A Report on CASMAC prepared by the Deputy General Manager, Mr J S White, is attached.

A Report prepared by the Academic Registrar, Ms O Cornelius, dated 11 September 1996 is attached.

The Schools Liaison Office Report deferred from Meeting 11/96 (Item 9.1) and the Marketing and Communications Report, scheduled for this meeting have been deferred at the request of Deputy Vice-Chancellor Professor R J Pargetter.

10.1 Amendment to Statute 3.3 - Deans, associate deans and subdeans of faculties

At Academic Board Meeting 5/96 on 24 July 1996, the Faculty of Business and Economics proposed for referral to the Committee of Deans an amendment to clause 4.3 of Statute 3.3 - Deans, associate deans, and subdeans of faculties, to allow the term of appointment for associate deans to run for a calendar year instead of the first day of July to the thirtieth day of June.

The next meeting of the Committee of Deans will be held at 2.15 pm on Tuesday, 15 October 1996 in The Sir George Lush Room, Ground Floor, University Offices 3a, Clayton Campus.

Vice-Chancellor
Deputy Vice-Chancellors
Pro Vice-Chancellors
Deans
General Manager
Executive Director, Marketing & Communications
Adviser to the Vice-Chancellor
Academic Registrar
Campus Director, Gippsland
Campus Director, Berwick
Acting Campus Director, Caulfield
Acting Campus Director, Peninsula
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
a:(Deans96)Agenda\12agda96.doc

The status of fire risk management and emergency preparedness at Monash University Prepared by Occupational Health, Safety and Environment on behalf of the Monash University Occupational Health and Safety Policy Committee. September 1996.

The attached papers confirm the current status of fire prevention and emergency preparedness in premises owned or occupied by Monash University staff and students. The papers outline the actions taken and the measures introduced under the auspices of the Fire Risk Management Project.

Funds in excess of $3.5 million and substantial human and physical resources have been assigned to the Fire Risk Management Project since its inception in 1988. The project is administered by the Fire Risk Management Project Committee and the achievements report, Attachment 1, is therefore an indicator of the direction and scope of the Committee's activities.

The Fire Risk Management Information System (FRMIS) is a computer-based event tree risk assessment model. It is used to rank Monash buildings in order of life risk due to fire and to establish the most cost effective risk reduction measures in each building. The model provides guidance for Works and Services, the Fire Risk Management Project Committee and Occupational Health, Safety and Environment.

The model is also used to assess the potential fire risk in new buildings as early as possible in the planning process. This enables the planners to determine the systems and hardware required to achieve the maximum levels of fire risk reduction.

The ultimate aim of the Fire Risk Management Project is to reduce the Multiple Fatality Frequency index to less than 3,000. Experience has shown that this is not immediately practicable for all buildings due to budgetary constraints and other limiting factors such as the age of a building and the form of construction used in some buildings. The Fire Risk Management Project Committee has set an initial objective of reducing the MFF to 10,000 as a more realistic and achievable target.

Part 1 of Attachment 2 is an example of the fire risk calculations for a building on the Clayton campus. The table shows the standard input items and the probability assigned to those items. The text box lists in priority order the items to upgrade for risk reduction, the quantitative decrease from each item and the cost of implementing each risk reduction measure. In the case of the example, the MFF index is 61,008.

Part 2 of Attachment 2 lists the buildings with MFF index numbers which exceed 10, 000. In some instances the risk would be reduced if emergency evacuation exercises were conducted regularly.

The purpose of fire safety training is to provide departments and faculties with a pool of people who are aware of elementary fire prevention measures and who are able to respond effectively and immediately following an outbreak of fire, by selecting and using an appropriate type of fire extinguisher. Attachment 3 is based on information taken from the Occupational Health, Safety and Environment (OHSE) training records. The table shows that many people have been trained in fire prevention and basic fire response procedures. However, the table also shows deficiencies in a large number of OHS zones where no staff have attended fire safety training since 1990 or insufficient numbers have participated during that period.

Retraining should occur every five years. OHSE offer scheduled courses throughout each year and will conduct other courses on request. Detailed information about fire safety training is readily available from the Training and Information Co-ordinator, Occupational Health, Safety and Environment, Clayton campus.

The primary objective of the fire risk project is to protect life and property by eliminating or controlling the elements of risk within buildings. The project must, however, take into account the probability of emergencies arising and to have in place plans and procedures to counter such emergencies. As part of this process the Fire Risk Management Project Committee has promoted the need for building emergency procedures and the periodic testing of these procedures. Key components of building emergency procedures include:

Attachment 4 is a summary of a survey taken by OHSE to assess these items within University premises. Some responses are yet to be returned. The survey shows there is still much work outstanding in relation to the production and posting of emergency procedures notices and floor plans. Work is in progress through OHSE to overcome these deficiencies. The survey also shows there are buildings without an established emergency warden system and buildings that do not regularly conduct evacuation exercises.

OHSE conduct emergency warden training on request, usually in the building occupied by the trainee wardens. OHSE staff are also available to assist with evacuation exercises and subsequent debriefings or follow-up training. All inquiries regarding building emergency training should be directed to the Training and Information Co-ordinator, Occupational Health, Safety and Environment, Clayton campus.

That the members of the Committee of Deans ask their subordinate Heads of Department to take action to address the training deficiencies highlighted in Attachment 3.

That members of the Committee of Deans request that their subordinate Heads of Department address the deficiencies in terms of wardens and evacuation exercises, identified in Attachment 4, through the relevant Zone OHS Committees.

Dr Cherilyn Tillman
Manager
Occupational Health, Safety and Environment
Secretary Monash University Occupational Health and Safety Policy Committee
September 1996

The Fire Risk Management Project was launched in 1988 with funds of $1.5 million provided jointly by the University and D.E.E.T. Expenditure to date on the Project has been in excess of $3.5 million.

The Project aimed to rectify deficiencies in the University's fire and emergency protection systems and procedures and to ensure appropriate systems and procedures are incorporated into all future building works. The Fire Risk Management Project Committee was formed to administer the workings of the Project across all campuses. Its membership includes representatives from Facilities and Services from all campuses and Occupational Health, Safety and Environment. A consulting risk engineer attends if required.

The following is an outline of works, systems, procedures and guidelines initiated and implemented by the Fire Risk Management Project Committee.

Facilities and Services have compiled a draft Design Brief that sets out the University's standard requirements for building construction, refurbishment, fittings, furnishings and environs. Items pertaining to fire risk, emergency control and safety were submitted by the Fire Risk Management Project Committee for inclusion in the Design Brief.

Occupational Health, Safety and Environment conduct fire training as part of the fire risk reduction programme. Scheduled courses are offered for all campuses and courses are also conducted on request. More than 1,600 staff have taken part in fire training sessions and in excess of 300 honours and post- grad students have also received training.

Occupational Health, Safety and Environment provide training for University staff who volunteer to act as emergency wardens in their buildings. More than 350 people across Berwick, Caulfield, Clayton and Peninsula campuses have been trained to date and more will be trained as wardens are appointed. The training will be an on-going activity as EWIS systems are installed in existing buildings and new buildings are constructed and occupied.

Occupational Health, Safety and Environment are available to assist Zone Safety Committees and others to organise and conduct building evacuation exercises. Evacuation exercises should be held twice each year in all buildings. While this target has not yet been reached, many buildings have improved their emergency preparedness as a result of regular evacuation exercises.

Emergency procedures notices and building emergency floor plans have been posted in approximately 90% of buildings on the Clayton campus and in buildings at the Caulfield, Peninsula and Berwick campuses. Gippsland produced and posted their own notices and floor plans based on the standard format used at all other campuses. The notices provide information about emergency procedures, fire alarms, emergency contacts, assembly areas etc. The floor plans show escape routes, locations of fire and other emergency equipment and graphical information relevant to safe egress from a building.

VRJ Risk Engineers have carried comprehensive fire risk surveys of all but Berwick campuses. The data gathered during the surveys has been used as the basis for the fire risk management planning process.

Desktop publishing of separate floor plans can be generated for all campuses showing the locations of fire and emergency equipment, exit locations, etc.

A Computer Model has been created by the risk consultants whereby details of a particular building can be entered including current evacuation and warning systems in the case of fire. A index number representing risk on life safety determines what work should be implemented to reduce this number, allowing the formation of a scope of works to be applied to that building based on the highest priority.

The EWIS systems are the core resource for the University's fire and emergency response systems and procedures. Each EWIS system is activated by an adjacent Fire Indicator Panel and will automatically transmit an audible emergency warning throughout the affected building. No human intervention is required. However, the EWIS systems also provide the option of full manual control of all EWIS functions during fires and other emergencies. The intercommunication component of the EWIS link special telephones (Red"E"Phones/Warden Intercommunication Phones) within the buildings with the Master Emergency Control Panel (MECP) in the same building and with the Central Emergency Response Panel (CERP) in the Wellington Road gatehouse.

Illuminated emergency warning signs have been installed in some lecture theatres and on the outside of the Humanities Building. These signs are connected to the EWIS system in those buildings and provide supplementary warnings where people may not be familiar with the correct response to the audible warning signals.

At present there are 33 EWIS systems which cover 40 of the 81 individual buildings and the service tunnels on the Clayton campus. Refer to the attached table for details. EWIS systems are installed as a matter of course in all new buildings.

There are more than 450 WIP phones dispersed throughout 48 buildings on the Clayton campus. When the EWIS system to which each WIP is connected is set to automatic operation (the standard setting) the WIP phones are diverted to the CERP in the gatehouse. In this configuration the phones may be used as an emergency hotline and for this reason the phones are promoted as the Red"E"Phones (red emergency phones). When the EWIS systems are set to manual control by a Building Warden the phones revert to providing intercommunication between the phones and the MECP in the building. This dual function for the WIP phones is unique to Monash University. Each Red"E"Phone/WIP also has a public address facility which may be used by an authorised person to make announcements throughout the entire building via the EWIS amplifier and speakers. This feature is not used routinely but is intended for certain emergency conditions, at which time it will be indispensable. It, too is unique to the systems installed to Monash University standards.

The MECP is the panel that controls the operation of each EWIS, either automatically, or manually when a Building Warden takes control of the panel. The MECP is also the central point for EWIS communications within a building via the WIP phones and a public address system.

The main Fire Indicator Panel, located in the Wellington Road gatehouse, was replaced under the auspices of the Fire Risk Project. An FIP was installed in the Parking and Security building at the initiative of the Project Committee. The FIPs in the Halls of Residence and Normanby House have been replaced

(FIPs are the link between the University's fire alarm systems and the Fire Brigade. They are normally installed during the construction of a building, without the need for the intervention of the Project Committee).

The Central Emergency Response Panel is located in the Gatehouse, and is connected to the 27 EWIS systems on the Clayton campus. Calls made on the Red"E"Phones go directly to the CERP. Information regarding the calls are displayed on a VDT, call data is printed out by a dedicated printer and a voice recorder records the conversations.

Twenty two smoke doors have been installed in buildings at the Clayton campus. 2 roller grilles have been installed on the ground and first floor levels of the Biochemistry Laboratories. Six smoke doors have also been installed at the Alfred Hospital, and 6 at Frank Tate House.

Frank Tate House (Caulfield) and Howitt Hall (Clayton) have been fully sprinklered. The Committee is currently considering the installation of sprinklers at Normanby House (Clayton), Manning building (Parkville) and Science and Technology Park.

Smoke detectors have been installed in approximately 10% of buildings on the Clayton campus, which includes the partial replacement of thermal detectors, linked to smoke doors as above.

Exit and emergency lighting has been installed to approximately 30% of buildings on the Clayton campus, including installation at the Alfred Hospital. 15% of the exit and emergency lighting is centrally monitored for faults, and can be regularly tested according to the relevant codes.

Site plans of the Clayton campus have been produced to show the Fire Brigade and other emergency services the most direct route to each building on the Clayton campus. On the reverse side of the site plan there is a ground floor plan of the building showing the main entrance and the location of the Fire Indicator Panel, the MECP, fire hoses and fire hose reels. These plans have been generated, laminated and are now located in the Wellington Road gatehouse.

In 1989 two petrol bowses were removed from inside the Central Store. These bowsers have been relocated outside the store just off the North Ring road.

In 1989 a spray booth was constructed on the western end of Building 40. This extension allowed spray painting activities to continue separately from the existing Paint shop. Prior to this construction spraying was done in an ordinary room next to the Paint shop.

The spray booth is constructed of cement rendered double brick walls with an appropriate flue facility, two means of egress and is separated from the existing Paint shop by a fire door.

The existing Master Emergency Control Panel which services buildings A, B, C, D, E, and F was replaced with a more modern panel which is easier to operate and more reliable. Regular testing of the MECP and associated EWIS's has been put in place.

Currently, three EWIS systems are operational at the Caulfield campus. These panels monitor eight buildings. One panel has been installed in the Watchmen's Hut at the entrance to the roadway tunnel. This panel monitors buildings A, B, C, D, E, and F. The second panel is located in K Building, which monitors this building only. The third panel is located in T Building, which monitors this building only.

A total of 42 WIP phones are located on the Caulfield campus, installed in buildings A, B, C, D, E, F, K, and T. These phones have been made available for use in an emergency by simply breaking the glass panel and picking up the handset which will dial direct to security. An associated printer records the details.

Currently there are six Fire Indicator Panels located on the Caulfield campus which monitor eight individual buildings.

Smoke control doors have been installed in B building, two each on levels 1, 2, 3, 4, and 5. Two smoke control doors have been installed in D building on level 2 during 1994.

Sprinklers have been installed in K Building to protect Levels One and Two west windows (internal) and theatre walls (external).

All buildings are protected throughout by thermal detectors, except K Building which is protected by smoke detectors throughout.

Smoke detectors are installed in return air ducts in all buildings, in association with smoke control doors, and others in areas as required. (ie. near kiln C6, Basement Laboratory F1, and Computer Centre F5).

Exit and emergency lighting has been upgraded or installed from the beginning in all but one small building on the Caulfield campus. The emergency and exit light fittings in most of these buildings are monitored through a centrally located computerised fault detection system. The system is regularly tested according to the relevant standards.

This training is an ongoing exercise conducted by the Occupational Health, Safety and Environment to train University staff who volunteer to act as the emergency wardens in their building.

Emergency procedures notices and building floor plans have been posted in Buildings A, B, C, D, E and T, and several smaller buildings.

A laminated campus plan showing the locations of buildings and their FIPS is located in the watchmen's hut. The watchmen have been instructed to hand this to the Fire Brigade when they arrive on campus and inform them to return the plan when they leave. Located in each FIP is a set of floor plans showing the locations of the fire fighting equipment.

A recommendation was received after an inspection by VRJ Risk Engineers to remove the halon system from the solvent store and replace it with a solvent cabinet. This has been done. The CO2 flooding system in F5.07 was replaced with a VESDA (very early smoke detection alarm) system.

VRJ Risk Engineers carried out a detailed fire risk survey of the campus. A report, including probabilities of multiple life loss as calculated using the FRMIS Model resulted. A computer with software and printing capabilities have been installed to enable floor plans showing fire risk items to be produced.

The campus has produced an emergency procedures booklet based on the Occupational Health and Safety Policy and the specific requirements of the campus.

Information sheets and quick reference cards are distributed to all staff and students. A safety and emergency procedures presentation is given to all students as part of the student orientation programme.

Smoke detectors in the student residences and the campus paging system were upgraded to permit monitoring of the smoke detectors by the campus Emergency Response Group.

Additional fire alarm bells have been installed where required to improve audibility.

An Emergency Management Planning Committee has been formed to develop and implement a comprehensive emergency management plan which will form part of the overall local government and statutory authority emergency management plan. Police, CFA and the SES are involved.

An additional nine external emergency telephones have been installed bringing the total on campus to 41.

EWIS panel in G building has been replaced with a "user friendly" panel and has been relocated near the FIP for easy and convenient access. The old EWIS panels in Buildings A, D and E have been replaced with the more reliable panels.

Break Glass Alarms (BGAs) were installed in the Student Residence as part of the fire risk management project. The building has since been demolished.

A fire indicator panel has been installed in C building. The air handling system now shuts down upon activation of the panel.

A mimic panel connected to all FIPs on the campus has been installed at the main roadway entrance. All fire alarms can now be monitored from the watchman's hut.

Smoke isolation was achieved between rooms in the Student Residences, (since demolished).

Emergency procedures notices and floor plans were posted in the Student Residence, (since demolished), Buildings D and E and the Childcare centre.

Doors have been installed on the Vomitory passages in George Jenkins Theatre to isolate the auditorium from the underfloor areas.

Doors to the central escape stairs in Building D are now on magnetic hold back devices connected to the FIP to improve smoke control.

VRJ Risk Engineers carried out a detailed fire risk survey of the campus. A detailed report, including probabilities of multiple life loss as calculated using the FRMIS Model resulted.

VRJ Risk Engineers carried out a detailed fire risk survey of the campus. A report, including probabilities of multiple life loss as calculated using the FRMIS Model resulted. The Fire Risk Management Project Committee is examining risk reduction options for the buildings on the Parkville campus.

Secretary
Fire Risk Management Project Committee
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September 1996

The following items have been added to existing buildings or incorporated into new projects on the Clayton Campus since the inception of the Fire Risk Management Committee.

Three of the remaining four UniPower CASMAC applications are due for acceptance before November 1996. In order to assist in moving from the development to implementation phase of the project, a new staffing structure for UniPower has been devised which includes the imminent appointment of a Chief Executive Officer . User Groups are to take over from application product teams , and product consultants have been appointed to act as specialists in the implementation and future development of each application.

UniPower members have recently been considering issues of product enhancement, technical development and communication.

Further information on these and other issues concerning the development of CASMAC, UniPower, and its application at Monash University can be obtained from a new addition to the University's World Wide Web pages, headed "Monash Administrative Information Systems".

Acceptance testing of the third (and final) phase of Finance software application is currently underway at Monash. Testing to date indicates that the application is robust and will be ready for acceptance during October 1996. Development of training materials is well underway, and training of university staff commenced on 16 September with Accounting Services staff. Parallel testing of the application with the University's existing Finance system is planned to initially take place at the Parkville campus in late November.

Delivery of the Finance software phase three provided the Physical Resources team with a major delivery in the form of accounts payable software , which is currently being tested for compatibility with the Physical Resources application. Performance testing of the application at the University of Queensland has been pleasing, leading to likely acceptance of the application around late October 1996.

Testing is also in the final stages for the Human Resources application. Acceptance by UniPower of this application is due to occur during October 1996.

The Research and Consultancy application was the first application accepted by UniPower, in December 1995. The lead site , LaTrobe University , as well as Adelaide and Newcastle universities, have successfully implemented the software. Eleven universities were represented at the initial "user group" meeting in August, at which user needs and future directions for the application were considered.

A way forward for the Student Records application is currently under negotiation between UniPower and CHA, with a more realistically achievable, "de-scoped", specification very close to approval by both parties. Current proposals ensure delivery of all software necessary for enrolment purposes at the UniPower lead site to take place by the end of 1997, with all modules delivered by mid-1998.

The most recent issue of "PowerLink" , UniPower's newsletter for members , is attached, containing a summarised description of the functions within the Finance and Human Resources applications.

Preparation for the implementation of MUFIN - the Monash version of the UniPower Finance system - continues for the March 1997 target for the live use of the system on all campuses.

The Chart of Accounts to operate with MUFIN has now been finalised and a major implementation focus currently is the specification and development of programs to enable the automatic conversion of data from existing university systems to MUFIN, programs to enable the required, regular automatic interfaces between the university's human resources/payroll and student systems and MUFIN, and changes to existing university systems to accommodate the new Chart of Accounts structure. Two enhancements required by Monash for implementation, namely additional links between elements of the Chart of Accounts and an electronic version of the IDN, will be developed in time for inclusion in the March 1997 live operation of the system.

As mentioned earlier, the development of training materials is well underway. Training materials for the character-based version of the software are near to completion and only require refinement for the latest version of the software. In parallel, a separate version of the training materials, reflecting the operation of the system under GUI screens, is being developed. Internal distribution methods for the training materials are being investigated, with a prime focus on the effective use of the Web.

Detailed training of Accounting Services staff has already commenced and will continue until November. During November the focus of the training team will change to the training of faculty and administrative departmental staff in the concepts of the new system, the effective use of the training materials and in the Purchase Ordering function which is to be decentralised from implementation.

Other implementation issues currently being addressed include hardware requirements for operation of the GUI version of the software, system security processes, additional reports and/or enquiries which will be developed by Monash staff, and the operation of the Forms Generation software which will operate in conjunction with MUFIN.

The PowerLink document referred to in the CASMAC report was not made available to us electronically.

Introduction The past year's activities have been greatly influenced by the review of the office of the Academic Registrar (Neilson Review) which recommended significant changes to the role of Academic Services. Dr Neilson's report and recommendations were discussed and affirmed by the Committee of Deans on 28 November and 18 December 1995, and 26 March 1996, and by the Academic Board on 31 January 1996. In response to the report and after a re-definition of the core functions of the Academic Services Division, both branches have been restructured to give more attention to quality improvement, service objectives and policy management. A number of procedural reviews and new projects (such as the development of a register of University policies) begun during the year have been scheduled for completion over the next three years. Records and Archives Services has benefited from the appointment of a Records Manager and an Assistant Archives Officer, approved as part of the outcomes from the Neilson Review. Implementation of the Bellamy Report and the Records and Archives Services Management Plan is underway.

In anticipation of reduced funding, along with the other administrative divisions and the faculties, Academic Services prepared a proposal of measures to reduce operating costs. Part of the proposal was to decrease the use of paper and where appropriate, to use electronic means to transmit and receive agenda papers and minutes of meetings, so that access is earlier and wider than previously, but costs are contained. Printing costs for the four major decision making bodies serviced by the University Secretariat (Council, Academic Board, Committee of Deans and Education Committee) currently amount to about $81 400 annually. In 1997 it is proposed to reduce this figure to $30 400, a saving of $51 000. Faculty board secretaries and others who prepare papers for meeting agendas have been asked to provide their reports and submissions electronically, and many are already doing so.

To streamline the delivery of agendas to Academic Board members and to overcome a number of difficulties experienced with the preparation and printing of the complex Academic Board agenda document, a review has been undertaken of procedures and agenda format. The changes have been approved by the Academic Board Steering Committee and will be implemented shortly.

Academic Services participated in the graduations component of a Student Services Benchmarking Project which Monash undertook with six other universities (Melbourne, Adelaide, Deakin, UNSW, Sydney and QUT). Both local and overseas graduation processes were reviewed, based on the calendar year 1995. Information on resources and costs of the function at each university were gathered by the consultant, Ernst and Young. Results of the study are not yet available, but are expected to assist in the planning for graduations at Monash in 1997.

During the year Academic Services formally assumed responsibility for parallel functions performed at Gippsland campus. The Academic Registrar and the Manager, University Secretariat have been working in co-operation with the Head of Campus Academic Services, Gippsland to review responsibilities and activities. Consultation with faculties/schools/departments which may be affected by changed responsibilities will continue and completion of the process is planned for the end of 1996.

The following reviews supported by Academic Services staff commenced during the twelve months to September 1996:

A review of the Professional Development Centre was conducted between June and August, involving Ms Janice Newham, Manager, University Secretariat and some secretarial/administrative support to assemble submissions, analyse questionnaire results, arrange meetings and travel bookings and draft a report in consultation with the panel. The report was submitted to the Committee of Deans meeting on 3 September 1996.

A review of the telecommunications and computing infrastructure of the University was conducted in recognition of the University's increasing dependency on that infrastructure for the delivery and management of its teaching and research programs. Record keeping and financial systems depending on this infrastructure were not reviewed on this occasion.

The Monash community were invited to make submissions to the Review Panel, and they were considered in July 1996. The review itself necessitated the development of new arrangements for the University Secretariat to receive and transmit restricted submissions and review panel documentation electronically. Mr Tony Calder, Policy Officer in the University Secretariat, is assisting the review and is the contact point for queries. The panel's report will be submitted to the Vice-Chancellor in mid September 1996.

This working party, comprising members and alternates of the Academic Board Steering Committee, was established to consider proposals on University governance and matters regarding Council, including its size, structure, role and composition. The working party will also examine relationships and interactions of Council with other elements of the University's governance structure, including Academic Board, Faculty Boards and Standing Committees of Council and Academic Board. With assistance from Ms Frances Sensi of the University Secretariat, the working party aims to prepare a consolidated view for the Board to present as an input to Council's deliberations on this matter.

The working party has invited submissions from the Monash community. It will report to Academic Board at its meeting of 16 October, after which final advice will be passed to the Chancellor.

A working party was established at Education Committee Meeting 3/96 to "collate and consider the comments forwarded to them by all other interested parties ...and ...prepare a written report on the comments received" regarding a draft revision to Statute 4.1 - Discipline. In the extensive work of synthesising the information provided in the 23 submissions received, and in the drafting and redrafting of policy and principles underlying the legislation, the working party has been assisted by Ms Randi Brooks who is the Executive Officer of the Education Committee.

A paper and a list of recommendations relating to "non-examination academic" and "examination academic" discipline has been submitted to the Committee of Deans meeting on 3 September 1996. Further work will be carried out on "general" and "research misconduct" in consultation with the Committee of Deans, the PhD and Scholarships Committee and CADRES.

A review of the exclusion and exclusion appeals procedures, conducted by University Secretariat in consultation with faculties and members of the Exclusion Appeals Committee, will utilise some of the information gained by the discipline procedures review and will also be finalised later this year.

The Secretariat Home Page has developed considerably in the last year. Limited information on reviews, committee agendas and minutes and principal dates can be accessed through What's New? on the Monash Home Page. It is intended to increase the amount of information available in the next year as time and resources allow. Ms Tara Coppa is the staff member working on the Secretariat Home Page and the conversion of agenda and minutes to Web documents, and is the contact for enquiries.

The Secretariat has commenced the task of identifying, locating, indexing and listing items of University policy with the aim of creating a data base of University policies for electronic access by all parts of the Monash community. Mr Tony Calder is the staff member working on the electronic data base.

4. Training of committee secretaries and distribution of a secretaries' manual

In April 1996 a full day workshop for committee secretaries was conducted by staff of the Secretariat in partnership with the Professional Development Centre. As in 1995, the focus of training was to encourage the clear and accurate presentation of complex and sometimes voluminous meeting papers, thus assisting committees to consider the issues and take the action required. An updated version of the Secretariat's Committee Secretaries' Reference Manual was used as a major training aid and retained by all staff attending the course. Another workshop is planned for November 1996.

The Winston Churchill Memorial Trust is an Australian Trust that awards fellowships each year to give people the opportunity to travel overseas to research or study a project of a kind that is not fully available in Australia. Ms Olwen Cornelius is the Secretary of the Victorian Regional Committee of The Winston Churchill Memorial Trust. Ms Gael Hayes is the Administrative Officer for the Trust selection process.

One hundred and eighty-four applications were received for Churchill Fellowships. The Victorian Regional Committee conducted its Annual Meeting at Monash on 23 and 24 April 1996 and interviewed thirty-one applicants. Twenty-four were shortlisted and ranked by the Committee and their applications were forwarded to the National Office in Canberra for final selection. All twenty-four Victorians were awarded Churchill Fellowships for 1997, a record number for Victoria.

Awards were presented by His Excellency the Honourable Richard E McGarvie QC AC at Government House on 23 July 1996.

Execution of the branch Management Plan is proceeding on schedule. All Registry positions were deconstructed with effect from December 1995 in preparation for staff losses through Voluntary Early Retirement, due to take effect by 30 June 1996. The formerly rigid hierarchy of tasks was abandoned in favour of multi-skilling which has introduced variety into most positions as well as increasing efficiency. At the same time remaining non-core functions respecting mail handling and the creation/maintenance of some file categories have been devolved to the user groups concerned.

The planned revision of the keyword classification scheme governing the central records system was completed on time and is currently being reviewed and tested. The related electronic systems conversion project will be launched soon with a view to having all new installations up and running prior to the start of the 1997 academic year. Amongst other things, this will involve closing the existing hard copy files and moving most of them into storage, as well as re-training the staff in new ways of doing business.

The benefits of branch systems conversion are not expected to be confined to central administration. Coincidentally, the Faculty of Computing and Information Technology has proposed a faculty file registration system as yet in draft (but not dissimilar to that already employed by Arts, Medicine and Engineering) which when refined, approved and adopted, could run in tandem with the central records system - using the same controlled language and running on the same software.

Reference work doubled in the University Archives between 1994 and 1995 and the higher level of activity shows signs of further increase during 1996. Two landmark guides, the Draft Disposal Guidelines and A select guide to Clayton Campus Records, were distributed University-wide in March 1996 and have received favourable notice. The branch Home Page (which includes an edited version of the Clayton Campus guide) went up on the WWW early July and immediately elicited a positive response from the professional community at home and abroad. The new records classification schema and the disposal guidelines will be made available to the University community via the Web shortly.

Committee of Deans Meeting 12-1996

A G E N D A