Committee of Deans Meeting 5-2006

Meeting 5/2006 of the Committee of Deans was held between 2.15 pm and 4.20pm on Tuesday, 25 July 2006 in the Sir George Lush Room, Clayton campus.

MINUTES

1.  Attendance and apologies

There were present:

Professor R Larkins AO, Vice-Chancellor
Professor E Cornish, Deputy Vice-Chancellor (Research)
Mr P Marshall, Vice-President (Administration)
Mr R Fairchild, Vice-President (Advancement)
Mr D Pitt, Vice-President (Finance)/Chief Financial Officer
Professor B Mackenzie, Pro Vice-Chancellor, Gippsland
Professor M King, Pro Vice-Chancellor, Research and Research Training
Professor J Redmond, Dean, Faculty of Art and Design
Professor H Le Grand, 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 R Weber, Dean, Faculty of Information Technology
Professor HP Lee, Deputy Dean, Faculty of Law
Associate Professor A Luff, Associate Dean (Teaching), Faculty of Medicine, Nursing and Health Sciences
Professor C Pouton, Faculty of Pharmacy
Professor R Norris, Dean, Faculty of Science

Apologies:

Professor S Parker, Senior Deputy Vice-Chancellor
Professor S Fahey, Deputy Vice-Chancellor (International)
Professor A Freiberg, Dean, Faculty of Law
Professor E Byrne AO, Dean, Faculty of Medicine, Nursing and Health Sciences
Professor M Liddell, Pro Vice-Chancellor, Malaysia
Professor T Pretorius, Pro Vice-Chancellor, South Africa

Secretary:

Ms R Hinds, Manager, Executive Services
 

2.  Minutes

The Minutes of Meeting 4/2006 of the Committee of Deans held on Tuesday 20 June 2006 were confirmed subject to amendment to item 5a (5^th bullet point) to read: "introduction of an ‘incentive scheme’ must ensure that all areas are equally well-positioned to succeed in the scheme."
 

3.  Matters arising from the Minutes (not dealt with elsewhere in the Agenda)

3.1  The size of Monash University

Members agreed that this matter would be discussed further once additional data was available to inform the discussion.

3.2  Budget

Mr Pitt reported that Monash was generally on track to meet its budget targets, a potential exception being accounting for the first tranche of funding pursuant to the ARMI (STRIP 2/3) Grant.
 

4.  Vice-Chancellor

4.1  Vice Chancellor’s Report

Monash Commercial

Folding the activities of Monash Commercial back into the University’s mainstream operations would better position Monash to respond to industry demands and forge ongoing relationships and stronger alliances. Prime accountability would rest at Faculty/Institute level, with a small central group overseeing technology transfer and patenting. Consultation with Deans on development of the new structure would be undertaken.

Careers and Employment

Restructure would take place over the next few months and would involve subsuming activities back within mainstream University business. This would include positioning within Student and Community Services and oversight by an academically-led Steering Group.

Similarly, Campus Life activities, including sport, would also be brought back within the University, leaving Monyx to oversee direct commercial activities only. A decision on the support services required for these commercial activities would be made within a few weeks.

Access pathways at regional campi

PhillipsKPA was undertaking a consultancy on the roles Monash College could play in developing access pathways, including relationships with programs delivered at Gippsland. A meeting with the Minister to discuss alternate pathways was scheduled. It was suggested that the consultant also discuss indigenous pathways with Lynette Russell.

New academic Building at Caulfield

There would be a commitment in next year’s budget for fit-out of Levels 8-10.VCG (P) was considering options for use of the space, and would make recommendations to VCG within a few weeks. Members noted that there was a need to alleviate pressure at Clayton to allow Menzies decanting during refurbishment.

Ancora Imparo Leadership Program

The program had developed strongly throughout 2006, and 250 applications had been made for the 40 available places in 2007. An approach had been made to the Deans by the local Golden Key chapter to sponsor a leadership program, but it was agreed that there was no advantage to be had in endorsing a further program of this nature.
 

5.  Faculty of Information Technology HR developments

Professor Weber reported that the Faculty was downsizing 45 academic and 25 general/technical staff. A series of presentations on the process had been made and the NTEU consulted. In the circumstances, it was considered that the process was moving as best as possible and staff morale was reasonable. Mr Marshall and his team were thanked for their assistance and support.

The Vice-Chancellor reported on his address to the Faculty last week, noting that staff generally recognised the inevitability of the process, but had also suggested that departees be offered a type of honorary appointment, through which they would continue to have access to the library and information technology facilities.

Mr Marshall reported that:

• EOIs for general staff redundancies were over-subscribed.
   
• There would be discussions with relevant Deans to allow an additional fortnight for IT staff to express interest in employment vacancies. The need for rapid resolution of employment advertising of vacancies was noted.
   

6.  Reorganisation of CALT

Noting that this item would be placed on the SMC agenda for more detailed discussion once key people were available, the Vice-Chancellor advised that Professor Murphy had provided a detailed response to concerns outlined in Professor Palmer’s memorandum, indicating that CALT was still in the process of structuring its operations, but that services would in general be maintained.

Members discussed a range of issues, including:

• The need to communicate with end users of CALT services i.e. consult with the faculties.
   
• The status of the SLA and responsibility for its renegotiation (it was noted that CHEQ drove the SLA process). It was suggested that a range of consultations between now and the end of the year would be required.
   
• The perception that resources were diverted from teaching and learning.
   

7.  Monash College

Explaining that the issue was around perception and its effect on the ‘home’ brand should operations not go well, Professor Redmond suggested that it was necessary to carefully manage the Monash College brand should it wish to expand its operations in areas where the University did not have a presence.

Whilst agreeing with the end for careful management of the Monash College brand, the Vice-Chancellor indicated that establishment of Monash College in a site separate from Monash University operations was unlikely.
 

8.  Staff Survey

Mr Marshall reported that:

• Following feedback from faculties, the focus groups had been modified to concentrate on the ‘being valued’ response.

• Focus group participants had been randomly selected (based on SAP).

• Organisation of the focus group sessions had been undertaken centrally in some cases.

• Feedback from most focus group participants had been positive.

• The focus group results would be considered by VCG and SMC within the next few weeks.

In discussion, members commented that:

• There was an indication that staff felt ‘out of the loop’ insofar as communication of major change was concerned, which led to a lack of feeling valued. In response, the Vice-Chancellor noted that there were challenges for a large, diverse organisation in striking a balance between widespread communication, and the need to progress matters through appropriate governance structures.
   
• Whilst the difficulties faced by a large organisation were appreciated, there was also concern over an apparent lack of empathy for workloads/additional work demands.
   
• Lack of feeling valued could, to an extent be compensated by progressively feeding information, rather than after the event.

Members also discussed a range of issues around perceptions of the emphasis on research over teaching, including strategies designed to emphasise educational activities and public emphasis on research and education as the ‘twin peaks’ of the academic enterprise.
 

9.  Data collection - impost on faculty staff

Responding the Vice-Chancellor’s invitation to comment, members noted, inter alia, that:

• The issue of information management was significant for the centre as well as the faculties.
   
• There was lack of systems interoperability. The multiplicity of systems therefore impacted on the length of time taken to accomplish tasks.
   
• In some faculties, inter-Departmental data acquisition was difficult due to difference of structures and processes.
   
• The most realistic outcome would be to have reasonably communicating systems, with definitional consistency and data accuracy.
   
• Whilst part of the problem was IT-related, the business process issue was more significant. The real need was for supported business systems, with tightly controlled business rules. Introduction of such systems would require time and resources, and must be preceded by a forensic systems and data analysis.
   

10.  Other Business

There were no items of other business.
 

11.  Topics identified for discussion at future meetings

11.1  Budget and research funding

Report/update on proposals for research-related funding in the forthcoming budget.
 

12.  Next meeting

The next meeting of the Committee of Deans will be held at 4.00 pm on Tuesday, 19 September in the City Office.