Senior Management Committee Meeting 2-2004
Meeting 2/2004 of the Senior Management Committee
was held at 3pm on Wednesday, 10 March, 2004 in the Council Room,
1st Floor, University Offices Building 3a, Clayton campus.MINUTES
1 There were present:
Professor Stephen Parker - Deputy Vice-Chancellor, Presiding Professor Alan Lindsay - Deputy Vice-Chancellor
(Academic and Planning) Professor Gary Bouma - Deputy Vice-Chancellor
(Research) Ms Alison Crook AO - Deputy Vice-Chancellor
(Resources) Professor Merilyn Liddell - Pro Vice-Chancellor,
Malaysia Professor John Redmond - Dean, Faculty of Art and Design Professor Homer Le Grand - Dean, Faculty of Arts Professor Gill Palmer - Dean, Faculty of Business
and Economics Professor Sue Willis - Dean, Faculty of Education Professor Tam Sridhar - Dean, Faculty of
Engineering Professor Ron Weber - Dean, Faculty of Information
Technology Professor Arie Freiberg - Dean, Faculty of Law Professor Edward Byrne - Dean, Faculty of Medicine, Nursing and
Health Sciences Professor Colin Chapman - Dean, Faculty of Pharmacy Professor Rob Norris - Dean, Faculty of Science
Professor Chris Browne – President of the Academic Board Mr Tony Pollock - Vice-President, International Ms Meredith Jackson - Executive Director, Marketing and Public
Affairs Mr Alan McMeekin - Executive Director, Information Technology
Services Professor Max King - Director, Research Graduate
School Professor Merran Evans - Director, University Planning and
Research and Director, Monash University Centre in London Professor Graham Webb - Director, Centre for
Higher Education Quality Ms Cathrine Harboe-Ree - University Librarian Professor John Harris - Director, CeLTS Mr John Levine - Divisional Director, Financial Resources
Management Mr John Matthews - Divisional Director, Corporate Finance Mr Peter Marshall - Divisional Director, Student
and Staff Services Mr Stephen Davey - Divisional Director, Facilities and Services Mr Renn Wortley - University Solicitor Professor Rob Willis - Academic Director, Caulfield Professor Phillip Steele - Academic Director,
Peninsula Ms Janet Gaffey - Manager, Research Grants and
Ethics Branch Apologies Professor Richard Larkins, Vice-Chancellor and
President, Professor Sue Willis, Dean, Faculty of Education, Professor
John Anderson, Pro Vice-Chancellor, South Africa and Professor Brian
Mackenzie, Pro Vice-Chancellor, Gippsland. 2 Minutes
The Minutes of Meeting 1/2004 of the Senior
Management Committee held on 20 January, 2004 were confirmed. 3 Matters arising from the Minutes
3.1 Terms of Reference for the Senior Management
Committee (SMC) Professor Parker introduced the item noting that
the Senior Management Committee was a high level forum that would
consider matters of major significance to the university. Following
an outline of the membership, Professor Parker summarised the
principal functions of the Committee noting the statutory role of
the Academic Board and the Committee of Deans.
Members raised a number of issues including that
the Senior Management Committee did not appear to have a
determinative role with the structure of the university and that the
range of matters that the Senior Management Committee would consider
was not clear.
Professor Parker informed members that the
Vice-Chancellor had previously indicated that he would act largely
on the advice/outcomes for matters referred to the Senior Management
Committee. Further, the format of future agendas would include
recommendations for each item of business. 4 Vice-Chancellor’s Group
4.1 Vice-Chancellor Issues
4.2 Deputy Vice-Chancellor
4.2.1 Update on Monash's response to the Higher
Education Support Act Professor Parker introduced the item and
informed members that Council would discuss a statement on the
matter at its next meeting (22 March 2004). Key components of
the statement would include an increase in the Student
Contribution Amount (SCA) excluding Nursing and Teaching
programs, and that the existing policy on fee based Australian
undergraduate students be reaffirmed with 20% of the extra
revenue raised by these initiatives being used to enhance
existing and fund new equity programs.
Professor Lindsay tabled a document titled
"Working Party on Pricing, Positioning and Equity."
Professor Lindsay informed members that
Professor Larkins would like comments on section 3, particularly
subsection 3.2 of the tabled document, noting that the working
title for the new equity pathway program was "Access Monash".
During discussion, members provided the
following comments:
-
A member queried whether the remaining
80% of the extra revenue flowed to the faculties. In
response, members were informed that the 80% would flow to
faculties and hopefully result in larger surpluses and some
additional funding for strategic initiatives;
-
an initial target for "Access Monash" was
5% of places in participating programs;
-
reinforcing the point that customised one
year diplomas (that permit the use of exemption
scholarships) would not be suitable for all
faculties/programs (e.g. MB BS), it was suggested that a
range of models would evolve across the university;
-
members noted that a range of
difficulties existed in ensuring that equity measures were
appropriately targeted and taken up by prospective students
that were significantly disadvantaged;
-
measures to support indigenous students
may need specific attention;
-
members were reminded that "exemption
scholarships" were for the full course therefore it was not
practicable to offer them for three year degree programs;
-
a number of queries included naming of
programs, the capacity to exit with a Diploma of
(discipline), the need to monitor the proposals over time
and the importance of faculties designing any proposed
diploma programs.
Professor Lindsay thanked members for their
input and suggested that any further comment be forwarded to his
office. 4.2.2 University Planning Conference Professor Parker informed members that a
report on the conference was being prepared along with a
reference web site http://www.adm.monash.edu.au/paa/planningconference2004/.
Further, members were advised that the 2004 Annual Plan would be
considered at a future meeting.
Members provided the following
suggestions/comments:
-
Additional opportunities for the group to
meet would be beneficial;
-
the importance of the role and training
program for Heads of Department/School was noted along with
Heads of Department/School role in ensuring that the
planning function was implemented throughout each faculty;
-
Professor Parker advised that he was
happy to received suggestions for future planning
conferences along ideas about those who should attend;
-
a member noted the increasing importance
of compliance reporting to the university.
4.2.3 Load Clawback Professor Parker advised members that at the
last meeting of the Vice-Chancellor's Group it was decided to
repeat last year's 1% load clawback with the addition of the
following criteria for "Redistributed Load".
"a) courses which are of strategic
importance to Monash that will improve the long-term
viability of the Peninsula, Berwick or Gippsland [campus];"
Members were advised that the rationale for
the clawback included the need to enhance Monash's
responsiveness to new circumstances and to facilitate campus
planning initiatives. Further it was noted that consideration
would be given to current enrolment trends, outcomes of the last
clawback and whether load redistribution could be appropriately
accommodated on a campus.
In response to questions, members were
informed that following the last clawback the faculties of
Education, Pharmacy and Medicine, Nursing & Health Sciences had
increased and improved their number of top 5% of students
however the comparative data with other universities was not yet
available.
Other issues raised by members included:
-
the table of exempted courses did not
include the Bachelor of Visual Arts/Bachelor of Education
-
in relation to GPG and noting that basic
teaching programs were protected, members were advised that
GPG was included in the clawback and faculties could bid for
returned/redistributed GPG load
-
in response to a query as to whether
there would be a further clawback in 2005, members were
advised that a decision had not been made however there was
a continuing need for the university to have some
flexibility to move load
-
in circumstances where a faculty had
already returned load in a particular year, this would be
taken into consideration during the evaluation phase
-
a member suggested that the impact on
campuses of any load shift should be a consideration.
Members were informed that the outcomes of any load shift,
including campus impact, would be reported to a future
meeting of the Senior Management Committee.
During a discussion of the reason for
previous load shifts and reallocations, it was suggested that
Monash's approach to changing discipline profiles would be
better informed following the next DEST profile visit.
Further, in response to a suggestion that the
clawback should be considered by Academic Board, Professor
Parker advised members that the issue would be referred to
Academic Board in the future. 4.2.4 Monash Experience Questionnaire (MEQ) This item was added to the agenda at the
meeting.
Members were advised that the outcomes of the
MEQ would be sent to faculties later today in both hardcopy and
electronic formats. 4.3 Deputy Vice-Chancellor (Academic)
4.3.1 Procedures for Academic Promotions Members were advised that the procedures and
guidelines remained unchanged for this year round of academic
promotions. 4.4 Deputy Vice-Chancellor (Research)
4.5 Deputy Vice-Chancellor (Resources)
4.5.1 Space Management Policy Ms Crook informed members that the draft
Space Management Policy was a consolidation of six previous
policies with the addition of Annexure 3 – Capital Works (New
Buildings and Major Projects) Policy. Further, section 29 should
also state that Information Technology Services was responsible
for supplying IT services, including cabling.
Members raised the following matters: -
-
in response to a question relating to
charging rates for peak, off peak and weekends, members were
advised that this issue would be progressed during the year;
-
a member commented that new space does
not necessarily correlate to expensive space as there are
designs and construction methods that can result in lower
construction costs;
-
Ms Crook agreed to meet with the
University Librarian to discuss issues specific to the
Library and library services;
-
in relation to space allocation
procedures, it was suggested that campus based Pro
Vice-Chancellors and Academic Directors be included in the
process;
-
references to the Dean should be amended
to "Dean or Dean's nominee";
-
a member, noting that clauses 31 and 32
allowed for annual charging, suggested that adjustments to
space usage needed to be a more frequent cycle. It was noted
that space information would be reviewed quarterly and
adjusted the following quarter (clause 10);
-
in response to queries relating to the
proposal that new capital works proposals provide for open
plan office layout, members were advised that it was in the
best interests of Monash as a whole to adopt open plan
layouts however special case arguments for the construction
of fix wall offices would be considered where appropriately
justified;
-
a member suggested that a number of
instances had occurred where the charge for space had gone
to the degree faculty and not the teaching faculty;
-
a member queried whether the rebate for
contributions towards building works between 1998 and 2002
would apply this year.
Concluding the discussion, Professor Parker
requested any further suggestions be sent to Ms Crook.
The policy was adopted subject to changes
detailed above. 4.5.2 Budget Process and Strategic Initiatives Ms Crook advised members that the need for
the guidelines resulted from the process undertaken at the 2003
Senior Management Forum where it was noted that the strategic
initiative process needed further refinement.
Members discussed the annual cycle for
faculty and support service strategic initiatives, the status of
language and learning support, the use of surpluses versus
reinvestment in the faculty and the differences between
strategic initiatives and strategic support.
Concluding the discussion, Professor Parker,
noting the broad support for the guidelines, suggested that a
revised iteration of the guidelines be developed and remitted to
members. 4.5.3 Managing the Monash Network 24x7 Following an outline of the proposal, several
members advised that the proposed regular maintenance window may
inconvenience a range of users.
Professor Parker suggested that members
advise Mr McMeekin of their concerns and then an optimal
timeslot for the maintenance window would be advised. 5 Other business
6 Next meeting The next meeting of the Senior Management Committee
will be held at 2.15 pm on Wednesday 14 April 2004
in the Council Room.
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