Monash University

Scholarships Committee Meeting 1-2001

Meeting No. 1/2001 of the Scholarships Committee of Academic Board was held on Friday, 9 February 2001, between 3pm and 4:45pm in the James McNeill Room (room 138), first floor of Administration Building 3A, Clayton campus.

Kerri Wilson-Reid

Secretary

There were present: Professor R White (Chair), Professor M Evans, Professor M King, Mr D Jeffree and Ms E Tava.

In attendance were: Ms P Herman, Ms J Vero, Dr G McBurnie and Ms Kerri Wilson-Reid (Secretary).

Professor White informed members that the final report of the Scholarships Review Committee, dated August 1999, had recommended that the Academic Board establish a Scholarships Committee that would report at least annually to the Board, and that that recommendation is to be before the Board at its meeting 1/2001 on 21 February. The meeting noted that Section the Deputy Vice-Chancellor (Academic and Planning) and Chair of the Academic Board, Professor A Lindsay, had indicated his acceptance that meetings of the Committee could proceed in anticipation of that formal approval.

(Secretarial Note: Advice of the formal decision of the Academic Board about the establishment of the Scholarships Committee would be distributed to interested parties after 21 February.)

The draft terms of reference for the Scholarships Committee, as recommended by the Scholarships Review Committee in Section 7.2 of its Final Report, were:

"Terms of Reference:

The Committee is to -

1. meet annually, or more frequently if circumstances require;

2. coordinate policy and procedures for scholarships and bursaries;

3. set guidelines for the establishment of scholarships and bursaries;

4. monitor the academic performance of award holders;

5. monitor acceptance rates of offers of awards;

6. investigate reasons for declining of awards;

7. report annually to the Academic Board."

Members noted that Academic Board, for its meeting on 21 February 2001, had received a proposal, submitted by the University Secretariat, that included minor amendments to the original membership and terms of reference that were recommended by the Scholarships Review Committee. The changes to the proposed draft terms of reference currently before the Academic Board included the addition of an item to specify the nature of and receive annual reports from the PhD Scholarships Committee and the Coursework Scholarships Committee, and the addition of an item that would allow members to appoint nominees as necessary. The Secretary also informed the Committee that the draft membership that was currently before the Academic Board for approval included the following listings that had been altered from the original membership proposed by the Review:

• "…A nominee of the Vice-Chancellor in relation to the University’s international operations;

• One coursework student representative - joint nomination to be made by the relevant student associations;

• One research student representative - nomination to be made by the relevant student association(s);…"

Brief discussion occurred regarding the current organisation of the student associations and a member suggested that three student representatives could be included on the Committee to take into account both undergraduate and postgraduate coursework students. It was agreed that the original recommendation to include one research and one coursework student representative would be sufficient to take into account the University’s research and coursework operations for this Committee’s purposes. In addition, the Committee agreed that the wording set out above would be appropriate in relation to nominations from the student associations.

Following detailed consideration of the draft terms of reference, the Committee agreed to recommend to the Academic Board, via its first report, that it recommend the following amended terms of reference for the Scholarships Committee:

"Terms of Reference:

1. Meet annually, or more frequently if circumstances require;

2. Specify the nature of, and receive, annual reports from the Coursework Scholarships Committee and the PhD and Scholarships Committee;

3. Coordinate policy and procedures for scholarships and bursaries;

4. Set principles for the establishment of scholarships and bursaries;

5. Report and comment on the academic performance of award holders, acceptance rates of offers of awards and reasons for declining of awards;

6. Report annually to the Academic Board;

7. Members may appoint nominees as necessary."

The annual report of the Coursework Scholarships Committee to the Scholarships Committee, presented by Ms J Vero, Manager, Admissions, Enrolments and Scholarships and Ms D Aitken, Coursework Scholarships Officer, was circulated (p 43-98).

The Committee considered the annual report and made comments and suggestions for action, including that:

• the reference on p 3 of the report (agenda p 45) that "…This is comparable to the $6000…", should be amended prior to reporting to the Academic Board to read "…this exceeds in nearly all cases the $6000…";

• in relation to the section on SRC Recommendation 19 (report p 8 / agenda p 50), the SRC recommendation had been that allocation of bursaries be made by faculties, yet the Coursework Scholarships Committee had decided that since applications contained sensitive information and that since there is no faculty quota for distribution of the awards, allocation should continue to be made centrally. Following discussion, the Committee recommended that the awards remain in the hands of the Coursework Scholarships Committee;

• in relation to the section on Summer Vacation Scholarships (report pp 9-10 / agenda pp 51-52), the following note and recommendation should be made to the Academic Board: "The Student and Staff Services Division looked into the arrangements for Summer Vacation Scholarships during 2000. Procedures were put in place that were satisfactory but which were beyond the responsibility of the Scholarships Committee. The Scholarships Committee draws this matter to the attention of the Academic Board as a human relations issue and suggests that Academic Board commission a report from the Student and Staff Services Division about the matter.";

• in relation to SRC Recommendation 21 (report p 9 / agenda p 51), the Committee noted that the Student Equity and Access Branch does not appear previously to have been asked to provide a report to the Academic Board. (Secretarial Note: The Student Equity and Access Branch will be asked to provide a report in relation to this SRC recommendation for inclusion in the Scholarships Committee papers for its meeting in July.); and

• with regard to SRC Recommendation 31 (report p 12 / agenda p 54), a recommendation should be made to the Academic Board that it request a report from the Public Affairs Division regarding progress and implementation of this item.

The Committee received the annual report of the Coursework Scholarships Committee and commended those who had been involved with its production.

The annual report of the PhD and Scholarships Committee to the Scholarships Committee, presented by Ms P Herman, Manager, Monash Research Graduate School, was circulated (p 99-104).

The Committee considered the annual report and made comments and suggestions for action, including that, with regard to section 1.1 (agenda p 99), its report to the Academic Board should highlight positive scholarship outcomes including the allocation of 16 MIPRS in the 2000-2001 main selection round with a further 4 MIPRS to be available for the mid-year selection round.

The Chair highlighted that under section 2.4 of the report (agenda p 102), successful applicants for the Monash Postgraduate Travel Grant were still required to pay the first $150 of the fare themselves. It was noted that this outcome was not in accordance with the original Scholarships Review Committee Recommendation 16 (agenda p 24) that "the University should attempt to meet in full students’ airfares related to postgraduate travel grants either by providing additional funds or by offering fewer grants". It was suggested that the matter should be brought to the attention of the Academic Board for further consideration. However, members also noted Professor King’s concern that the number of postgraduate travel grants not be reduced as a result of that consideration.

The Committee received the annual report of the PhD and Scholarships Committee with commendation to those who had been involved with its production.

The Committee reviewed the progress to date of implementation of each of the recommendations of the final Report of the Scholarships Review Committee (SRC). With the exception of those SRC recommendations referred to below, it was noted that all other recommendations had been implemented.

The following comments were noted and decisions taken in relation to progress with implementation of SRC Recommendations:

• SRC Recommendation 2: The Scholarships Committee noted that although scholarships are offered in Malaysia and South Africa, these are not named Sir John Monash scholarships and the principles vary in some respects. However, relevant work is in progress towards Sir John Monash Scholarships applying consistently across the University;

• SRC Recommendation 6: The Committee noted that work is progressing in relation to the implementation of this recommendation’

• SRC Recommendation 9: The Committee noted that work on the implementation of this recommendation was in progress and that the annual report concerned would go forward to the next meeting of the Coursework Scholarships Committee;

• SRC Recommendation 10: The Committee requested that further information about this matter be sought from the Public Affairs Division for inclusion in the Scholarships Committee’s report to the Academic Board;

• SRC Recommendation 12: The Committee noted that implementation of this recommendation had exceeded expectations in relation to the number of students supported (with 20 new scholarships and moving to a pipeline of 60). In addition the Committee noted that faculties were supporting this with further scholarships;

• SRC Recommendation 14: The Committee noted that the PhD and Scholarships Committee had discussed this recommendation at its Meeting 6/99 (6 August 1999). The relevant minute from that meeting is extracted below (Minute 4.2.3):

"Professor King informed members that the University-wide Scholarship Review Committee … had completed its work and would submit its recommendations at the next meeting of Academic Board.

While there were few recommendations relating to postgraduate research scholarships, the Review Committee had suggested that the PhD and Scholarships Committee might consider broadening the eligibility criteria for part-time awards. The Scholarships Review Committee had been constrained in its recommendations by a tight budget which precluded substantial new scholarship programs being introduced at this time. Nevertheless, it is hoped that University Development will be able to identify potential sources of funding for the University’s award programs."

• SRC Recommendation 15: The Committee noted that now that money had been allocated in the budget for a staff member, a report was being made and would follow;

• SRC Recommendation 16: The Committee noted that after discussion the PhD and Scholarships Committee had judged it appropriate to continue the previous practice and had not implemented the recommendation. The Committee recommended that the Academic Board consider this matter;

• SRC Recommendation 17: The Committee noted that in 2000 there were 14 fellows;

• SRC Recommendation 19: The Committee noted that this recommendation was implemented in 2000. It was further noted with commendation that in 2001, with the original figure of 25 having been increased by the University to 50, expectations under this recommendation had been greatly exceeded;

• SRC Recommendation 20: The Committee recommended that the Academic Board ask for reports from faculties about implementation of this item;

• SRC Recommendation 21: The Committee noted that there was ongoing activity in relation to this recommendation and that the Student Equity and Access Branch had been involved. It was noted that when action was required relevant information would be reported to the Academic Board;

• SRC Recommendation 26: The Committee noted that this implementation of this recommendation appears to be functioning for the research area. However, university units need to attend to reporting to the Coursework Scholarships Committee;

• SRC Recommendation 27: It was noted that a recommendation to formally establish the Scholarships Committee had been submitted to the Academic Board for approval at its Meeting 1/2001;

• SRC Recommendation 28: The Committee noted that the Coursework Scholarships Office, Monash International and the Monash Research Graduate School had met and drafted a proposal for a website. Further, it was noted that the Monash Research Graduate School and Monash International had developed brochures, and that scholarships had been advertised on a database named JASON. (This database, formally titled the Joint Academic Scholarships Online Network, is an Australia-wide database for postgraduate scholarships that is primarily coordinated by Melbourne University and jointly funded by over 30 universities including Monash. JASON may be accessed at the national website: www.jason.unimelb.edu.au);

• SRC Recommendation 29: It was noted that faculties and departments are attending to this recommendation. The Committee suggests that all departments consider offering at least one named scholarship of modest value on an annual basis; and

• SRC Recommendation 31: The Committee noted the Public Affairs Division had initiated late in 2000 an advertising campaign for funds for equity scholarships, and that so far about $2000 had come in. The Committee recommends that the Public Affairs Division should include plans for fundraising for scholarships, as well as policies and guidelines for the management of new scholarships, in its strategic plan for University Development. The Committee commended faculties for their initiatives in fundraising. The Committee decided to obtain information from all faculties about their fundraising for scholarships.

The Scholarships Committee commended the University and all areas that were concerned with the administration of scholarships on their substantial efforts and achievements to date. In particular, the Committee noted the University’s support of the Monash Equity and Merit Support Bursaries and the International Scholarship / Bursary.

Action/Information: Ms K Wilson-Reid; Mr S Dee; Mr S Abdurazak; Ms K Gardner; Ms P Herman; Ms J Vero

Suggestions were made about initial areas that should be included in the annual reports of the Coursework Scholarships Committee and the PhD and Scholarships Committee. These included whether any issues had inspired particular debate and whether a lack of funds had been encountered in any area where further support from the University may be required.

Whilst it was noted that both annual reports presented under this agenda had been informative and useful, the Committee decided that it was premature at this stage to set out the future format for annual reports to the Scholarships Committee.

The Committee determined that a suitable time for its next meeting would be in July 2001. (It was agreed that the following annual meeting of the Committee should be decided at the July 2001 meeting.)

No other items of business were raised.

It was agreed that the additional meeting of the Committee that had originally been scheduled for 15 February 2001 would no longer be required.

As determined under item 7 of the agenda, it was noted that the next meeting of the Scholarships Committee (Meeting 2/2001) would be held in July 2001, with specific details regarding the date, time and location for the meeting to be advised.

Professor White thanked the Chairs of the Coursework Scholarships Committee and the PhD and Scholarships Committee, as well as those who had made significant efforts towards the preparation of the annual reports, for their valuable contributions.

Professor Richard White, Pro Vice-Chancellor - London (Chair)

Professor Merran Evans, Chair of the Coursework Scholarships Committee (Planning and Academic Affairs)

Professor Max King, Executive Chair of the PhD and Scholarships Committee (Business and Economics)

Mr Darriel Jeffree, Research Student Representative

Ms Eleina Tava, Coursework Student Representative

Mr Anthony Pollock, Executive Director, International (or nominee)

Mr Peter Yates, Director, Services and Systems, Student and Staff Services (or nominee)

Ms Pamela Herman, Manager, Monash Research Graduate School, Research Services (or nominee)

Ms Kerri Wilson-Reid, Academic Services Officer, University Secretariat (Secretary)

Dr Grant McBurnie, Executive Officer, Office of International Affairs

Ms Jenny Vero, Manager, Admissions, Enrolments and Scholarships, Student and Staff Services

Mr Phillip Siggins, Manager, University Secretariat

Mr Tony Calder, Secretary to Academic Board, University Secretariat

Ms Donna Aitken, Coursework Scholarships Officer, Student and Staff Services

Ms Kay Gardner, Manager, Student Equity and Access

Mr Stephen Dee, Executive Director, Public Affairs

Mr Serhat Abdurazak, Manager, Development Unit