Committee of Deans Meeting 8-2003

Meeting 8/2003 of the Committee of Deans was held between 2.15pm and 4.30 pm on Tuesday, 25 November, 2003 in the Sir George Lush Room, ground floor, University Offices Building 3a, Clayton campus.

Professor R Larkins AO, Vice-Chancellor

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

Ms A Crook AO, Deputy Vice-Chancellor (Resources)

Professor G Bouma, Acting Deputy Vice-Chancellor (Research and Development)

Professor B Mackenzie, Pro Vice-Chancellor, Gippsland Campus

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

Associate Professor D Cuthbert, Acting Dean, Faculty of Arts

Professor G Palmer, Dean, Faculty of Business and Economics

Professor S Willis, Dean, Faculty of Education

Professor T Sridhar, Dean, Faculty of Engineering

Professor G Gupta, Acting Dean, Faculty of Information Technology

Professor H P Lee, Acting Dean, Faculty of Law

Professor E Byrne, Dean, Faculty of Medicine, Nursing and Health Sciences

Professor P Stewart, Acting Dean, Faculty of Pharmacy

Associate Professor M Page, Acting Dean, Faculty of Science

Professor M King, Director, Research Graduate School

Mr T Pollock, Vice-President, International

Professor M Evans, Director, University Planning and Research

Professor G Webb, Director, Centre for Higher Education Quality

Mr P Marshall, Director, Student and Staff Services

Professor S Parker, Deputy Vice-Chancellor

Professor H Le Grand, Dean, Faculty of Arts

Professor R Norris, Dean, Faculty of Science

Professor C Chapman, Dean, Victorian College of Pharmacy

Mr T Calder, Director, Secretariat and Executive Services

Meetings 6/2003 and 7/2003 of the Committee of Deans were cancelled.

The minutes of meeting 5/2003 held on 15 July 2003 were confirmed.

The following documents were distributed:

• Extracts of notes of previous consideration of this matter at Deans Discussion Group (Attachment 2)

• Performance Management and the Evaluation of Teaching – A brief paper. (Attachment 3)

Professor Graham Webb introduced the item and provided an overview of recent discussions on the topic noting that these discussions had been largely focussed on evaluation of teaching, performance management and confirmation of appointment at the end of a probationary period.

In relation to delineating between the two issues of teaching evaluation and performance management, members were informed that the policy on unit evaluation, implemented in 1998, was the best overall method for gathering data that ensured high quality teaching and learning outcomes, however, additional processes were required in those instances where a specific problem in teaching was identified. It was initially suggested that the process may entail development of a formal complaint process utilising some of the twelve evaluation instruments in MonQueST.

The Vice-Chancellor, noting that MonQueST was a voluntary and confidential process, suggested that the next iteration of the process should also give consideration to introducing a short-loop feedback indicator to teaching staff whereby students were able to give immediate feedback on the quality of each lecture. Professor Webb noted that this facility was available via WebCT.

Mr Peter Marshall informed members that MonQueST was not the most appropriate instrument for performance management and Academic Board had been advised during its approval phase that it would not be used for that purpose. Further, members were informed that any new form of specifically targeted form of teaching evaluation would be resisted in several quarters and that from a quality and practicable viewpoint, the unit evaluation process was the most appropriate at this time.

Summarising the introductory discussion, the Vice-Chancellor proposed that despite the attraction of teaching evaluation, the primary requirement appeared to be the need to introduce a process to address teaching issues as they arose – outside of MonQueST.

Members discussed the utility of establishing a working party to progress the matter; the need to ensure that teaching evaluation was informed not only by student input but also peer and external inputs and the use of evaluation instruments other than MonQueST.

Concluding the discussion, it was resolved that a working party be established as follows:

• To develop and document policy for the evaluation of teaching performance where a problem is identified.

• Establish a mechanism by which a problem is identified, the process by which it is investigated, the conditions under which an evaluation is conducted, and the subsequent process for considering the results and determining a course of action.

• That consideration be given to making the evaluation of teaching, to the satisfaction of the head of department, utilising an independent teaching evaluation process, a formal requirement for confirmation of appointment.

• That the University’s approach to unit evaluation be fully implemented by the end of 2003, and that work be undertaken towards making summary student evaluation of units available to students.

Professor Graham Webb, Director, Centre for Higher Education Quality (Convenor)

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

Professor Sue Willis, Dean, Faculty of Education

Mr Peter Marshall, Divisional Director, Student and Staff Services

A person nominated by the NTEU

A document, China – A Strategy Paper - Faculty of Business and Economics was distributed. (Attachment 4)

At meeting 5/2003 of the Committee of Deans, held on 15 July 2003, members were provided with an overview of the activities and contracts considered by the International Development Group.

During discussion, members raised the matter of the university’s strategy in relation to China. Mr Pollock and Professor Palmer were requested to discuss the issue and provide a paper for further consideration.

Professor Gill Palmer introduced the strategy paper noting that the faculty strategy for China had been to the Vice-Chancellor’s Group for consideration. Development of the strategy plan had been overseen by Professor On Kit Tam and detailed the teaching, research and partnership opportunities in China, activities of existing and likely market competitors, a careful assessment of what the faculty could achieve and a business plan that focussed on slow and careful development of the market with an emphasis on attaining a reputation as a top tier institution.

Commenting on why the faculty was looking to have a presence in China, Professor Palmer informed members that while the faculty had extensive offshore activities, Hong Kong and Singapore markets had matured and were likely to decline and the demand for places by residents of China was flooding some of our Australian campuses and the faculty, therefore, should not ignore exploring the teaching, research and partnership opportunities in China.

During discussion, Mr Tony Pollock informed members that a proposal to establish a China Reference Group would be considered at the next meeting of VCG – International. Further, the Vice-Chancellor reminded members that China was an important region for Monash and that the strategy developed by the Faculty of Business and Economics had been carefully considered and well documented.

Members suggested that a strategy for China could be strengthened by a greater emphasis on the development of research links, inclusion of advantages deriving from the construction of the Synchrotron, the opportunities for establishing twinning programs and the importance of graduate programs.

In response to the question of who chooses the appropriate partnership links – administration or the faculty – members were informed that it may evolve that the University strategy will look to form partnerships with the top or near top institutions in China, however, this would not preclude links being established at other levels.

Concluding the discussion, the Vice-Chancellor noted that there was support for the Faculty of Business and Economic’s strategy for China and advised that a University-level strategy would need to be developed.

The Vice-Chancellor informed members that the HESB 2003 was before the Senate and while the Democrats, Greens and ALP Senators would oppose the Bill, four independent Senators would determine the outcome. Further, the AV-CC had been effective in continuing to lobby for amendments to the Bill in a number of areas including indexation, equity and workplace reforms.

At meeting 5/2003 of the Committee of Deans, held on 15 July 2003, members were provided with an update on the current round of Enterprise Bargaining and advised that further updates would be provided.

Mr Peter Marshall informed members that on 28 August 2003, the University made an offer to the NTEU to settle Round 4 of enterprise bargaining. On 29 September, the NTEU submitted a log of claims, however, the possible ramifications of proposals included in the Higher Education Workplace Relations Requirements has restricted progress to date.

Members were informed that fortnightly meetings with the NTEU were continuing with the next meeting scheduled for 3 December.

Discussion followed on Commonwealth funding for workplace reform in 2003 and 2004, the need to ensure staff were not disadvantaged if negotiations were protracted, the possibility of industrial action in early 2004 and the need for clarity on proposed workplace reforms before significant progress could be made.

The Vice-Chancellor informed members that he had employed a consultant to review all aspects of the operation of the Monash South Africa campus. A report, incorporating a business plan, would be completed by March 2004.

The Vice-Chancellor also advised that the first graduation ceremony at the campus would occur on Saturday, 29 November.

Members were informed that an update on progress for establishing a new campus had been discussed at a recent board meeting and further discussions were required in order to further refine the funding options for financing the construction of the new campus. Further, Professor Nick Saunders, former Dean of the Faculty of Medicine, Nursing and Health Sciences, had accepted a consultancy to progress the proposal to establish a medical school in Malaysia.

Matters discussed included the Higher Education Support Bill 2003 and the AV-CC’s proposed amendments to the Bill, the appointment of Professor Di Yerbury AO as President-elect for 2004-2005, and that a number of reviews were underway into funding for research infrastructure and the input of the AV-CC on this issue.

Documentation was distributed. (Attachment 5)

Professor Merran Evans, noting that the indicators had been discussed at Academic Board, Resources and Finance Committee and Council, informed members that while the report had been received positively, constructive comments in relation to the need for national and international indicators, use of benchmark data as an "early warning" and the need to incorporate the benchmark data in the planning process were being reviewed with a view to developing a paper for consideration by VCG and Committee of Deans in early 2004.

Members’ suggestions included:

• staff satisfaction – Professor Evans was requested to consult with Mr Glenn Barnes (Council member);

• HDR and RTS – an appropriate measure would be the number of scholarship applicants of H1 or H1 equivalence.

• Members were informed that to implement the measures, members of the Go8 would need to share the relevant date;

• the decline in the "Safety Margin" was raised and members were informed this was a one-off impact due to the fall in investment markets in 2002;

Concluding the discussion, the Vice-Chancellor, noting that Monash was best placed to improve its research performance, commended the report as a comprehensive effort to get qualitative indicators over a time-period.

Item 4.3.1 Benchmarking Monash Research Performance and 4.3.2 Outcome of National Competitive Grants Round were discussed together.

The document, Benchmarking Monash Research Performance Status Report 7 October, 2003 was distributed (Attachment 6)

Item 4.3.1 Benchmarking Monash Research Performance and 4.3.2 Outcome of National Competitive Grants Round were discussed together.

The following documents were distributed :

• Australian Research Council (Attachment 7)

• Summary of Monash University NHMRC Project Grants (Attachment 8)

Professor Gary Bouma noted that the benchmarking data had been discussed at Academic Board. Further summarising Monash’s performance in the recent round of ARC and NH & MRC rounds, Professor Bouma noted that Monash was still stuck in the middle of "league table" and asked Deans to remain vigilant and ensure that all possible applications for the current round were submitted.

The Vice-Chancellor noted that fewer applications for ARC grants were being submitted and requested the assistance of Deans in encouraging staff to submit applications where appropriate. The Vice-Chancellor advised members that Monash had enormous potential in many areas of research endeavour and requested that Deans continue to attempt to recruit research fellows.

During discussion, the limited number of discovery grants to the discipline of education was raised along with Monash’s response to the problem by focussing on industry grants. Noting that the limited number of grants to the discipline was of concern, the Vice-Chancellor encouraged the Faculty of Education to continue to strive for competitive grants thus emphasising its prestige as the peak Faculty of Education.

Professor Bouma reminded members that the closing date for applications for ARC Federation Fellowships was 6 February 2004.

The Vice-Chancellor informed Deans that support would be made available to assist faculties who were successful in obtaining or appointing a Federation Fellow. Further, Deans were advised that if they appointed an outstanding researcher on the expectation of that researcher obtaining a Fellowship and the application was subsequently unsuccessful, the faculty could request support while the researcher established his/her research grant base.

The following documents were distributed :

• Internal Memorandum regarding background to Associate Degrees (Attachment 9)

• Rationale for the Introduction of an Associate Degree in Business at the Gippsland Campus (Attachment 10)

Professor Lindsay introduced the topic and informed members that the matter of Associate Degrees had previously been discussed in 1995 and the University had resolved at that point not to introduce them. Further, the Monash Qualifications Categories Policy did not make provision for Associate Degrees and any new qualification categories required approval by Council. Looking at the matter as an academic initiative, Professor Lindsay informed members that Monash did not always follow the Australian Qualifications Framework and that the strategic implications of the proposal should be the driver in this case.

Strategic issues that members may wish to consider included the market research to support the proposal, reputational issues, that Monash was multi-campus and may move to further campus differentiation, the ambitions of local TAFE colleges in the area and if approved, would the award be limited to specific campuses or courses or would the award be better located within Monash College.

Professor Palmer informed members that the faculty was committed to supporting Gippsland campus and had recently reviewed its undergraduate offerings. Members were advised that as the faculty’s global degree (BBusCom) enter score was standardised across campuses, this had resulted in maintaining a high entry level which was affecting the enrolment levels at Gippsland. While the faculty may, in the long term, move to a different degree at the campus, a short-term solution may be the addition of an Associate Degree.

Professor Mackenzie supported Professor Palmer’s comments about the decline in the faculty’s enrolments at the campus and while he had some initial concerns about the reputational effects of the introduction of an Associate Degree, members were informed that he now was of the view that it would not affect Monash’s reputation in the area and would be welcomed by stakeholders in the region.

Matters raised during discussion included:

• extensive market research on the proposal had not been undertaken in the region or international markets;

• ENTER levels and cut-off would be crucial to the success of the proposal;

• it was not clear whether Associate Degrees would be attractive to international students;

• it had not been resolved whether a student enrolled for a three year undergraduate degree could exit after two years with an Associate Degree;

• to increase enrolment levels in the BBusCom would necessitate a lowering of the ENTER level; and

• the decrease in international enrolments at Gippsland was a result of a number of influences including the downturn in South East Asian financial markets in 1999-2000 and that the BBusCom was seen by some prospective students as inferior to programs offered on the Caulfield and Clayton campuses.

Summarising the discussion, the Vice-Chancellor noted that there was an opportunity to make a strength of being different to other Go8 universities, that the proposal was for a specialised product for a specific market and that he was not adverse to agreeing to a pilot program.

The Vice-Chancellor agreed that the faculty could run a pilot program and report back to the Committee of Deans which would then consider the merits of continuing and/or expanding the program.

Documentation was distributed (Attachment 11)

Mr Peter Marshall introduced the item noting that the proposed policy introduced a new performance reward policy for general staff between HEW levels 1 to 9. Major features of the policy included:

• provision for accelerated incremental progression or a performance payment for HEW levels 5 to 9 where exceptional achievement against work goals is demonstrated;

• the parameters for individual performance payments included a maximum limit of $5,000.00 per annum (pro rata for part-time staff) and a faculty/division may only grant five staff or 5% of the number of level 5-9 staff in the division (whichever is the greater); and

• a procedure and copy of pro-formas were included with the policy.

During discussion, members raised several issues including that the $5,000.00 payment exceeded that available to general staff on HEW level 10, the rationale for restricting it to 5% of staff and was the grant at the sole discretion of the division/faculty.

In response, members were informed that while the payment of $5,000.00 did exceed the performance grant available to HEW10 staff, HEW10 staff not only had an entitlement to an ongoing annual performance review but a paper on the issue would be forwarded to Selection and Remuneration Committee for consideration. The 5% limit paralleled the performance scheme for academic staff and ensured that the grant was seen as an award for superior performance. Mr Marshall confirmed that the discretion to award a performance-based grant was solely at the discretion of the faculty/division.

The Committee of Deans endorsed the Performance Reward Policy for General Staff (HEW1 to HEW9).

Documentation was attached. (Attachment 12)

Members were invited to note that this proposal was endorsed at Meeting 6/03 of Academic Board.

RESOLUTION

Documentation was attached. (Attachment 13)

Members were invited to note that this proposal was endorsed at Meeting 6/03 of Academic Board.

RESOLUTION

Documentation was attached. (Attachment 14)

Members were invited to note that this proposal was endorsed at Meeting 6/03 of Academic Board.

RESOLUTION

Documentation was attached. (Attachment 15)

Members were invited to note that this proposal was endorsed at Meeting 6/03 of Academic Board.

RESOLUTION

Documentation was attached. (Attachment 16)

Members were invited to note that this proposal was endorsed at Meeting 6/03 of Academic Board.

RESOLUTION

2002 Monash Abroad Report to the Vice-Chancellor

Professor Redmond, Chair – Monash Abroad Steering Committee, commended the 2002 report to members noting that 768 students had participated in a Monash Abroad sponsored program therefore obtaining an international experience. Other key outcomes included a continued increase in participation rate (22% over the previous year) which would need to be maintained to meet future targets, 2002 participation rate translated to approximately 6.6% of 2002 graduating students, average grant was approximately $1,200, 12 Monash Australian students participated in the inter-campus exchange program with Monash Malaysia and two MSA student in the exchange program to Monash Australia.

Following discussion on the cost to students and the budgeting process, members approved the following:

RESOLUTION

Monash Abroad Steering Committee – Proposed Terms of Reference

Members discussed the proposed Terms of Reference and membership.

RESOLUTION

RESOLUTION

Members noted the meeting dates for 2004 as follows:

Members were informed that a meeting to discuss and workshop major issues and provide early input to the planning process would be held in early 2004 (possibly 7, 8 and 9 March). Participants would include Deans, students, academic and general staff and representatives of the NTEU.

The Vice Chancellor requested the views of members on enlarging the membership of Committee of Deans to include some senior general staff while retaining the current membership for the Deans Discussion Group.

Following indications of general support for the concept the Vice Chancellor informed members the matter would be further discussed at the next meeting of the Vice Chancellor's Group.

The Vice Chancellor informed members that an announcement would shortly be made inviting all staff members to Christmas drinks on Friday 19^th December at 4.30pm.

Professor Lee informed members that The Honourable Justice Marilyn Warren, a Monash alumni, had been appointed the first woman chief justice of Victoria.

This appointment followed the recent appointment of another Monash graduate, Ms Pamela Tate to the position of Victoria Solicitor-General.

The next meeting of the Deans Discussion Group will be held at 4.00pm on Wednesday, 17 December 2003 in the City Office.

The next meeting of the Committee of Deans will be held at 2.15pm on Tuesday 20 January 2004 in the Sir George Lush Room.