Meeting 1/2003 of the Scholarships Committee was held on Friday, 31 October 2003, between 9.30 and 10.10am in the James McNeill Room, Administration Building 3A, Clayton campus.

Kerri Wilson-Reid

Secretary

There were present: Professor R Norris (Chair), Mr C Avram (for Professor A Lindsay), Professor M King, Professor R Willis, Ms M Jackson and Mr T Wilson.

In attendance were: Ms P Herman, Mr G Toohey, Ms K Wilson-Reid (Secretary), Ms D Aitken and Ms M Heagney.

Apologies were received from Professor A Lindsay, Ms S Nadathur and Ms K Gardner.

The Committee welcomed new members Professor A Lindsay, Deputy Vice-Chancellor (Academic and Planning) and Chair, Coursework Scholarships Committee (apology), Ms M Jackson, Executive Director, Marketing and Public Affairs, and Mr T Wilson, coursework student representative.

The Committee also welcomed those invited to attend the meeting including Ms P Herman, Mr G Toohey, Ms D Aitken and Ms M Heagney.

Mr C Avram highlighted the initiative under Minute 7.1.3 to emphasise the importance of efforts by faculties in relation to equity scholarships. Mr Avram recommended ways in which faculties could combine efforts with the Coursework Scholarships Committee for the offering of bursaries to support designated equity groups. It was agreed the Coursework Scholarships Committee would write to faculties with detail about the assistance available from that Committee for offering such bursaries.

The Chair noted also that he would write to Faculties about the recommendation under minute 7.1.3 (for referral to Faculty Equity Committees) to emphasise the importance of ongoing efforts and support by faculties for equity scholarship initiatives.

Action/Information: Ms D Aitken; Professor R Norris; Ms K Wilson-Reid

The Board approved revised Terms of Reference for the Committee (circulated p 11-12) to include overseeing the promotion of scholarships and bursaries, and revised membership to include the Director, Marketing and Public Affairs.

In response to a request from a member for clarification of the proposed levy on international fees and the possible impact of the implementation of Strategic Cost Management, the Vice-Chancellor requested that the matter be investigated and resolved before the setting of 2004 (domestic), and 2005 (international) fee levels.

Subject to approval of financial implications of the proposal by the Vice-Chancellor’s Group in consultation with relevant divisions, the Board endorsed the proposal that:

• The 3% levy on international fees income be increased from 3% to 4%; and

• The additional 1% be used to support further postgraduate research scholarships.

Subject to approval of financial implications by the VCG in consultation with relevant divisions, the Board endorsed the creation of proposed bursaries to assist the following groups by providing special measures to support their needs: single parents with low socio-economic status and rural and isolated students with low socio-economic status.

In relation to point 4 of the revised Terms of Reference, to "Set principles for the establishment of scholarships and bursaries", Mr Avram noted that enquiries had been received by the Coursework Scholarships Committee eg donor and faculty-funded scholarships, but that there was currently no policy or guidelines for setting bursaries and scholarships. It was noted the normal requirement for establishment of faculty scholarships was approval by Faculty Board. Mr Avram noted that additions had also been made to processes in this area since the 1999 review such as the ability to list scholarships and prizes on transcripts following approval of lists by the Scholarships Committee. Ms Aitken highlighted that Melbourne University had a flowchart for this area of business on that University’s website.

Action/information: Professor M King; Ms M Jackson; Mr C Avram

Mr C Avram, Professor M King and Ms M Jackson, spoke to the respective reports.

Some of the highlights and issues from the previous year in verbal reports from the heads of these committees/areas included:

• The Commonwealth Learning Scholarships Reference Group had noted Monash University’s equity scholarship programs and equity assessment procedures as an example of best practice;

• The importance of faculty identification of appropriate students to receive international coursework scholarships based on first year results in addition to the allocation of those scholarships at the point of entry;

• The university’s administration of the prestigious Sir John Monash Scholarships;

• Monash biological sciences student Mr L Bluff had been named Victorian Rhodes Scholar for 2004 (This was the third consecutive year a Monash student had won the Scholarship with medical students Mr N Grills and Ms G Buckingham having been successful in 2002 and 2003 respectively.);

• The number and quality of applications for Australian Postgraduate Awards and Monash Graduate Scholarships had increased significantly;

• The number of international higher degree by research students was increasing. The Committee noted its recommendation from Meeting 1/2002, regarding the increase of the 3% levy on international fees income to 4% to be used to support further postgraduate research scholarships, had not yet been implemented as implications were under consideration at the senior level. It was noted that financial support was being received from many faculties in this area and that increased funding from the university would provide significant benefit in attracting and supporting high calibre HDR students;

• Following active input into the recently approved ‘Coursework Scholarships and Admissions Review’, Marketing and Public Affairs have run an effective media campaign to increase awareness of Monash scholarships and encourage applications. The Division will be working with the Coursework Scholarships Office leading up to the offering of scholarships for 2004; and

• Marketing strategy for scholarships may require re-examination once the outcome of the Federal Government’s Higher Education Reform package was determined.

Members noted that at its Meeting 1/2002, the Scholarships Committee established a procedure for the approval of scholarships and prizes to appear on academic transcripts. The CSC and RGSC would endorse annual updates from faculties of relevant merit-based scholarships and prizes and forward lists of faculty and university merit-based scholarships and prizes to the Scholarships Committee for approval.

The original list of scholarships to appear on transcripts was approved by the Scholarships Committee via circulation in March 2002.

Action/information: Ms P Herman; Ms D Aitken

The outcome of matters considered by the Committee via circulation of papers between meetings is reported at items 8.1 and 8.2 below.

The Committee was asked to approve a process for resolutions of the Scholarships Committee between meetings. Amendments requested by members had been made to the process. The amended process was re-circulated to all members and approved by the Committee. The approved process (with amendments underlined) was circulated (p 91-92).

The Committee approved the 2002 lists of coursework and research merit-based scholarships that could appear on transcripts as presented. The approved lists were circulated (p 93-102).

The Scholarships Committee endorsed the ‘Coursework Scholarships and Admissions Review’ developed by the Coursework Scholarships Committee and the Admissions Committee. A Copy of the review report that was endorsed was circulated (p 103-110).

The Committee noted that the second teleconference of the Commonwealth Learning Scholarships reference group was held on 27 August 2003. DEST had informed institutions about the minutes of the meeting for reference. The minutes that were circulated (p 111-116) were noted.

The Committee noted advice from Mr Avram that the OECD ‘Evaluation of the Australian Economy’ report identified an issue of the impact of taxation on Centrelink payments for scholarship holders.

Members noted the next annual meeting of the Scholarships Committee would be scheduled and advised in 2004.