Committee of Deans Meeting 2-1999

Meeting 2/99 of the Committee of Deans was held between 2.15 pm and 4.45 pm on Tuesday, 23 February 1999 in the Sir George Lush Room, ground floor, University Offices Building 3a, Clayton Campus.

There were present:

Professor D A Robinson, Vice-Chancellor and President, Presiding

Professor P LeP Darvall, Deputy Vice-Chancellor (Research and Development)

Professor J E Maloney, Deputy Vice-Chancellor (International and Public Affairs)

Professor A W Lindsay, Deputy Vice-Chancellor (Academic and Planning)

Mr P B Wade, General Manager

Professor J K Redmond, Dean, Faculty of Art and Design

Professor M Quartly, Dean, Faculty of Arts

Professor J A Rickard, Dean, Faculty of Business and Economics

Professor R T White, Dean, Faculty of Education

Professor M L Brisk, Dean, Faculty of Engineering

Professor R Willis, Acting Dean, Faculty of Information Technology

Professor S Parker, Dean, Faculty of Law

Professor N Saunders, Dean, Faculty of Medicine

Professor C B Chapman, Dean, Victorian College of Pharmacy

Professor R W Davies, Dean, Faculty of Science

In attendance were:

Ms Deborah Lampard, Director – Quantitative Planning Support for items 4.1.1 & 4.1.2

Dr Gail Ellis, Acting Director – APSU for item 4.1.1

Professor Merran Evans, Associate Chair of Academic Board for item 4.4.2

Ms Natalie Mitchell, Planning Advisor – APSU for item 4.4.3

Mr John Julian, Director – Integrated Administrative Systems Project for item 4.5.1

Ms Annabel Carle, Client Liaison Manager – IAS Project for item 4.5.1

Mr Peter Marshall, Assistant General Manager – Personnel for item 4.5.2

Secretary:

Mr P Siggins, Manager, University Secretariat

In opening the meeting, the Vice-Chancellor welcomed Professor Stephen Parker to his first meeting of the Committee of Deans. The Vice-Chancellor advised that the following item would be dealt with first – Item 4.5.1 followed by items 4.4.2, 4.4.3, 4.1.1, 4.1.2, 4.4.1, 4.5.2 and 5.3.

An apology was received from Professor John Rosenberg, Dean – Faculty of Information Technology.

In attendance as Acting Dean was Professor Rob Willis (Faculty of Information Technology).

The minutes of meeting 1/99 were confirmed.

There were no matters arising.

Ms Deborah Lampard (Director – Quantitative Planning Support) and Dr Gail Ellis (Acting Director – Academic Planning Support Unit) were in attendance for this item.

A draft outline of the structure of the Monash Plan 2000 – 2004 (D4/99) and production timetable were distributed (D5/99).

The Vice-Chancellor introduced this item and advised that Mr David Phillips was leading a small team to produce the next iteration of the Monash Plan 2000-2004. The Vice-Chancellor advised of a number of changes in structure to the Plan noting, inter alia, that the next iteration would contain better cross referencing to supporting documents, incorporating under major headings the substance of what had appeared formerly under Becoming Global and make more explicit the issue of quality and performance indicators. The Vice-Chancellor took the meeting through the various parts of the Plan noting significant changes. At the Vice-Chancellor’s invitation Dr Gail Ellis spoke briefly about the Plan and Dr Ellis drew attention to major dates in the timetable of the Monash Plan 2000-2004 noting particularly that by 31 March 1999 the first full draft would be completed, that on 7 April 1999 the full draft of the Monash Plan would be discussed at VCG and that a special meeting of the Committee of Deans would be held on 23 April 1999 to consider the Plan. It was intended that the Monash Plan would be presented to Academic Board on 2 June 1999 and submitted to Council on 28 June 1999.

In discussion, Deans noted that Dr Ellis would be meeting with cross-sectional consultative groups and Deans were invited to nominate from their staff people who could contribute to the development of the Plan. It was further noted that Deans would not necessarily have to be members of the consultative groups but could participate if they so wished. In further discussion, it was suggested that Faculties could nominate external people to the consultative groups and this may be an advantage in bringing a fresh view to discussions of the Plan.

In closing discussion, the Vice-Chancellor noted that the next iteration of the Plan was an evolving process and he invited Deans to contribute any further thoughts or comments to Ms Lampard and Dr Ellis.

A document was distributed (D6/99).

Ms Deborah Lampard was in attendance for this item.

The Vice-Chancellor invited Ms Lampard to introduce the item and Ms Lampard explained that the paper before Deans provided clarification and illustration of the principles that would guide decision making about where and to what extent load shifts would occur both within Faculties and at the University level. In discussion, it was noted that the statement on page 3 of the document, paragraph 2, "a pool of unallocated load will be reserved to support such initiatives" should be deleted as it was not a principle. In further discussion however, it was noted that a pool of load would exist and may grow to around 300 EFTSU by 2001 and that advice would be sought concerning its distribution.

Professor John Maloney (Deputy Vice-Chancellor - International and Public Affairs) spoke to this item.

Professor Maloney outlined developments in Indonesia noting that it was hoped that by the end of 1999 a greater sense of stability in Indonesia would prevail and that opportunities would then present themselves for progressing developments. With regard to China, Professor Maloney said that a recent visit had been productive and that the focus would be on developing better co-ordination of existing activities. There was discussion of a potential location and of partnership matters. Professor Maloney hoped to bring a paper to a meeting of Deans in the near future and similarly, a paper to the Global Group. In further discussion, the Vice-Chancellor outlined developments in relation to London and indicated that he would be visiting England at the end of next month when further consideration would be given to this matter. The Vice-Chancellor indicated to Deans that the briefing on the latter was to be treated in confidence.

A document was distributed (D7/99).

The Vice-Chancellor spoke to this item and extended congratulations to Deans and to Faculties on the quality of the Faculty plans submitted. The Vice-Chancellor said that the improvement in quality was the overall context in which the paper before Deans was to be read. Deans noted the information as set out in paper D7/99.

A document was distributed (D8/99).

Professor Merran Evans (Associate Chair of Academic Board) was in attendance for this item.

At the invitation of the Vice-Chancellor, Professor Evans spoke to the paper. With respect to guaranteed entry levels for HECS-liable students, Professor Evans indicated that Faculties generally had withdrawn their support for this scheme as it had not yielded any particular advantage in recruiting students, had tended to drive down entry scores in the case of some Faculties and was an additional task. In discussion, Deans endorsed a recommendation to discontinue the guaranteed entry levels for HECS-liable students.

In relation to guaranteed entry levels for fee-liable students, members commented that entry levels for fee-liable students should be seen in the context of the prerequisite qualifications/scores established as necessary to enable students to successfully complete the course for which they had applied. The debate about such entry qualifications in this case should not necessarily be linked to entry levels for HECS-liable students. Deans endorsed the recommendation that guaranteed entry levels for fee-liable students be retained noting that the effect would be to increase the number of places available to prospective students.

With respect to guaranteed CAT standards for fee-liable students, Deans endorsed the recommendation that guaranteed CAT standards for fee-liable students be maintained during the final year of CATs.

A document was distributed (D9/99).

Ms Natalie Mitchell was in attendance for this item.

At the invitation of the Vice-Chancellor, Ms Mitchell presented an overview of changes to the guidelines for the Fund.

In discussion Deans commented that:

• it was necessary for it to be clear that existing courses were eligible under SIF;

• during 1999, SIF was designed to provide assistance to furthering LTOP programs/innovations;

• SIF and Intranet proposals could usefully run in tandem;

• LTOP "lead site" proposals and SIF applications could be complementary;

• projects commenced under old SIF rules would be able to proceed under the new guidelines;

• the Centre for Learning and Teaching Support (CELTS) should be incorporated in diagram 1; and

• in the context of discussion of the intranet, Professor Darvall would raise with relevant Information Technology staff the issue of the capacity of linkages to teaching hospitals, campus and other institutions.

At the close of discussion, the Vice-Chancellor requested Deans to forward any further useful comments to Ms Mitchell.

Mr John Julian (Director – Integrated Administrative Systems project) and Ms Annabel Carle (Client Liaison Manager – IAS Project) was present for this item. The presentation focussed on the following matters:

• Impact assessment and transition plan

• Training delivery strategy

Mr Julian commented that the project was making good progress and was on track to meet the 3 May target. The support and encouragement of Deans would be necessary to progress the project. Ms Carle commented on the need for each area to develop its own plans to affect the transfer to SAP and staff would have to be encouraged to learn and acquire new skills. Training would start on 15 March.

In discussion, Deans noted the need to encourage and support staff. At the suggestion of Professor Darvall, each Dean was requested to assign an identified person from their Faculty to oversee the transition plan and to forward their nomination to Ms Carle.

A document was distributed (D10/99).

Mr Peter Marshall (Assistant General Manager – Personnel) was in attendance for this item.

At the Vice-Chancellor’s invitation, Mr Marshall commented on the Draft Affirmative Action Plan noting that submission of the Affirmative Action Plan was required under legislation. Input would be sought through the Council Committee processes and in consultation with other groups across the University. A further draft would be before the Vice-Chancellor’s Group before the end of March 1999. Once the framework for the Affirmative Action Plan had been established, the Vice-Chancellor’s Group would give consideration to the implementation of the Affirmative Action Plan including delegation of responsibilities for aspects of the Affirmative Action Plan to managers.

Deans were invited to forward suggestions/comments to Mr Marshall.

A document was distributed (D11/99).

Professor Nick Saunders, Dean – Faculty of Medicine, spoke to this item.

The Committee endorsed the proposal to establish the position of Professor/Director of Vascular and General Medicine.

A document was distributed (D12/99).

Professor Mike Brisk (Dean – Faculty of Engineering) spoke to this item.

The Committee endorsed the proposal to fill the Chair of fluid Mechanics.

Professor Dick White (Dean – Faculty of Education) introduced this item.

Professor White commented that as a consequence of the last round of Enterprise Bargaining, staff engagement profiles were being established and training sessions were being organised by Staff Development and Training. These sessions, run by a consultant, were being conducted on a Faculty by Faculty basis. The recent experience of the Faculty of Education was that the training session for that Faculty had been unsatisfactory in a number of ways.

There was discussion of the experience of other Faculties and Deans noted that the experience of the training sessions had varied from Faculty to Faculty. At the conclusion of discussion, Mr Marshall agreed to take on board Dean’s comments and to modify the training program in light of these comments. At all sessions a senior member of Mr Marshall’s staff would be available to field questions relating to the Monash Enterprise Bargaining Agreement and any other Monash matters.

There was brief discussion of the re-enrolment position of the Monash University Sunway Campus, Malaysia for 1999 and the Vice-Chancellor provided an overview of enrolment levels.

There was also brief discussion of Deans’ attendance at the graduation ceremony on 9 March in which Mr Ellis would be installed as Chancellor.

There was discussion of potential agenda items for the next meeting of the Committee. A number of topics were identified including:

• Monash University Sunway Campus Malaysia;

• the marketing of the University;

• workload models;

• embracing the new technology and the related culture shift;

• Monash performance in leading debates on issues of the day;

• capital development including Information Technology development.

At the conclusion of discussion, it was agreed that Deans would give further attention to identifying issues at the next meeting.

The next scheduled Committee of Deans meeting will be held on 16 March 1999. Please note that this meeting will commence at 4.00pm in the City Office, 11 Floor, 30 Collins Street.