Committee of Deans Meeting 1-2002

Meeting 1/2002 of the Committee of Deans was held at 2.15 pm on Tuesday, 15 January, 2002 in the Sir George Lush Room, ground floor, University Offices Building 3a, Clayton campus.

Kerri Wilson-Reid, Acting Secretary

• Professor D Robinson, Vice-Chancellor

• Ms A Crook, Deputy Vice-Chancellor, Resources

• Professor A Lindsay, Deputy Vice-Chancellor, Academic & Planning

• Professor S Parker, Dean, Faculty of Law

• Professor M Brisk, Dean, Faculty of Engineering

• Professor Brian Mackenzie, Pro-Vice Chancellor, Gippsland campus

• Professor G Palmer, Dean, Faculty of Business & Economics

• Professor R Norris, Dean, Faculty of Science

• Professor H Le Grand, Dean, Faculty of Art

• Professor N Saunders, Dean, Faculty of Medicine, Nursing & Health Services

• Professor Bernard Hoffert, Head, Department of Applied Arts, for Professor J Redmond, Dean, Faculty of Art & Design

• Professor J Rosenberg, Dean, Faculty of Information & Technology

• Professor C Chapman, Dean Victorian College of Pharmacy

• Professor S Willis, Dean, Faculty of Education

• Mr Mike Scott, CAD Supervising Draftsman, Campus Co-ordination & Budgets for item 4.4.1

• Dr Bob Crozier, Project Manager Syllabus Plus, ITS Applications Services for item 4.1.1

Apologies were received from Professor P Darvall, Deputy Vice-Chancellor (Research and Development) and Professor J Anderson, Pro-Vice Chancellor, South Africa Campus.

The minutes of meeting 8/2001 of the Committee of Deans held on 20 November, 2001 were confirmed.

The Chair advised about progress in relation to matters that were addressed at the last meeting.

The Vice-Chancellor, Professor D Robinson, spoke to this item and noted that Deans had provided input into topics for 2002. Professor Robinson outlined priorities for the year ahead including:

• realisation of / progress with existing projects eg. activity based costing, Syllabus Plus, space management and strategic cost management;

• marketing and communication strategies (eg. brand management, establishment of faculty foundations etc.);

• implementation of the ‘Global Development Framework’ (GDF) and ‘Global Development 2002-2006’;

• attention to research and the support provided to staff;

• update of the Learning and Teaching Plan (LTP);

• finalisation of the Monash Institutional Self Review and preparation for the future AUQA audit; and

• physical developments such as development at Caulfield, the Monash STRIP and possible development at Berwick.

The Vice-Chancellor advised that international matters, including a report on the upcoming Hong Kong visit and Monash’s involvement in other countries, would be discussed at the next Deans Discussion Group meeting.

During discussion, the following further areas for consideration were suggested:

• discussion between relevant Deans and the Pro-Vice Chancellors of the Malaysia and South Africa campuses about future directions and program development;

• the need to strike an appropriate balance between the maintenance of flexible planning to ensure timely response to change and a sharper focus on operational planning to adequately inform requirements for physical support. (A suggestion was also received that the timing of production of the major functional plans could be aligned rather than staggered.);

• matters relating to Monash College, in the context of the framework for world-wide development and relevant strategies outlined in the GDF;

• the need for senior staff development for Heads of Departments/Schools to enable them to appropriately deal with increasing management responsibilities. It was noted that Mr P Marshall, Divisional Director, Student and Staff Services, would look into this matter; and

• the need for greater support for the senior executive (the VCG and Deans) in the performance of their management responsibilities for the fulfilment of institutional directions.

Brief discussion occurred about senior personnel changes in the Resources area; and the organisation of meetings in relation to the synchrotron and the STRIP. Members also noted that the advice previously distributed via global email regarding international travel arrangements was still applicable.

The Deputy Vice-Chancellor (Resources), Ms A Crook, introduced this item and informed the Committee about the membership of the Space Management Steering Committee, progress with policy development within the framework for the planning, use and management of space and the usefulness of the system for recording of space as a tool for relevant stakeholders. Members noted that the system, housed on the Facilities and Services web site, would later be available via the Monash portal.

Mr M Scott, CAD Supervising Draftsman, Campus Coordination and Budgets, was in attendance and provided a demonstration of the system for the recording of space. Mr Scott highlighted the key aspects of the system, including the detailed information available in relation to the total and usable floor area on each campus, the system’s functionality and the available reporting and printing facilities.

Discussion occurred regarding the system and its functionality including:

• the potential for recording the equipment available in teaching spaces;

• anticipated mechanisms for keeping information up to date and accurate including coordination within Facilities and Services and with faculties; and

• methods for allocation of lecture theatres, tutorial rooms and practicum rooms.

The Vice-Chancellor thanked Mr Scott for his demonstration of this useful system.

A paper was circulated.

Dr B Crozier, Project Manager Syllabus Plus, ITS Applications Services, was in attendance and informed the Committee about the current status and future developments in relation to the Syllabus Plus Project. Members noted that the data entered into Syllabus Plus for the 2002 timetable involved instructions for the timetable in this first phase of production. Following further development, the second phase of the project would involve the entry of relevant requirements into the system and allow the system to calculate the optimal timetable for 2003. Dr Crozier advised that the 2002 timetable was up and undergoing routine late changes and that faculties had provided positive overall feedback.

During discussion the following issues were raised:

• the flexibility of the system and its potential for handling complex, detailed and variable data input;

• policy issues such as cost effectiveness, the ability to identify objectives and patterns based on a knowledge of what is possible and the question of whether teaching schedules could/should be more prescriptive than at present;

• the need to include other Monash teaching locations in Syllabus Plus;

• the types of information available to students and staff from the present system; and

• whether re-enrolments should take place prior to the production of the timetable, or vice-versa, for optimal space allocation. It was noted that this question would require further consideration.

Professor N Saunders, Dean, Faculty of Medicine, Nursing and Health Sciences, noted that it had been a positive experience working with the project team. The Committee thanked Mr Crozier for his presentation.

An amendment to the scheduled date (and time) for Meeting 7/2002 was tabled due to the re-scheduling of the October meeting of Council in South Africa.

Members noted the change to the date and time for Meeting 7/2002 and noted the revised schedule for 2002 below:

The next meeting of the Deans Discussion Group would be held at 4.00pm on Tuesday 22nd January 2002 in the City Office.

The next ordinary meeting of the Committee of Deans would be held at 2.15pm on Tuesday 26^th February, 2002 in the Sir George Lush Room.