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Education Committee Meeting 3-2008Meeting No. 3/2008 of the Education Committee was held on 11 June, 2008 in the Sir George Lush Room, Building 3a, Clayton campus commencing at 3.15pm. MINUTESPART A PROCEDURAL MATTERS 1 ATTENDANCE AND APOLOGIES Present: Membership changes: Apologies: In attendance: 2 ARRANGEMENT OF AGENDA AND STARRING OF ITEMS All unstarred items on the agenda were adopted without discussion and the actions recommended taken or the information therein noted. Item 5.2 was starred. 3 MINUTES The unconfirmed minutes of meeting 2/2008, held on Wednesday 30 April were confirmed with the correction to the title the Sunway campus. The minutes are located at: http://www.adm.monash.edu.au/execserv 4 CHAIR’S REPORT 4.1 Update on Monash Passport Program - Oxfam Agreement Referring to the letter from Oxfam Australia in the agenda papers, the Chair updated members on the progress of discussions germane to the Passport Programs in terms of its internships, volunteering, and employability initiatives. It was reported that the university was in the process of negotiating 9-12 internships of approximately 12 weeks duration in Monash South Africa funded from Education Portfolio. In addition, positive discussions were occurring with Oxfam Australia in other areas of strategic significance, including research collaboration and co-curriculum developments to build greater practical knowledge into Monash courses. It was also noted that the Faculty of Business and Economics was actively involved in drafting a Memorandum of Understanding with Not for Profit (NFP) organisations. In response to a point of clarification regarding the reference to internship collaborations with Oxfam, it was confirmed that, contrary to suggestions in the Oxfam letter (pg 9 of agenda), APA and APAI scholarships were not (to be) included in the Memorandum of Understanding. 4.2 Revised Organisational Model in Education Portfolio Members received a copy of the revised organisational models within the Education Portfolio, noting that the changes were prompted by a number of key senior resignations and the introduction of the Monash Passport Programs. It was reported that the outgoing Pro Vice Chancellor (Quality) would be replaced by the new position of Pro Vice Chancellor (Learning and Teaching). Responsibility for the Centre for Higher Education Quality (CHEQ) would move to a recast Pro Vice-Chancellor (Planning and Quality), previously Pro Vice-Chancellor (Planning). 4.3 Establishment of the eEducation Centre The Chair advised that as part of the revised organisational model, the eEducation Centre had been established with Professor Gordon Sanson as the Director. The purpose of the eEducation Centre is to support and nurture the use of technologies in teaching and learning. 4.4 John Monash Science School The Chair informed members about the developments of the John Monash Science School (JMSS), advising that he was the representative on the joint management committee overseeing the establishment of the School. Other significant developments included the finalisation of architectural plans and the establishment of a project group to work on detailed planning. It was noted that the JMSS would attract high performing students who could avail themselves of the Monash Enhancement Program which made up an integral part of the Monash Passport Program. For more information on the John Monash Science School go to: PART B POLICY & COMMITTEE MATTERS 5 MATTERS ARISING FROM THE MINUTES 5.1 Monash Honours Project (minute 4.1 refers) The Chair reported that the Honours Project was taking shape and productive discussions had occurred with all faculties. Outreach work was being undertaken with selected secondary schools as a way of introducing students in the latter years of secondary school to research in a university context. The next stage of the Project would be to investigate how to embed the knowledge gained hitherto into the University’s diverse honours programs. Indicative statistics on Honours enrolments showed that in 2007, 1,107 students enrolled in one of 56 “stand alone” Honours courses in the University, representing a 4.1% increase on 2006 enrolments. In addition, in the past 12 months, 544 students had graduated in professional programs “with Honours”. For the period 2002 to 2007, growth in Honours was faster than for all other undergraduate courses combined. It was reported that the Monash University Jubilee Honours Scholarship had been introduced to acknowledge the occasion of the 50th anniversary of Monash University and to encourage high-achieving undergraduate students to continue into research programs. Ten scholarships would be available in semester two at a value of $5,000 per 48 credit points of study, up to a maximum of one year only. In addition to the Jubilee Honours Scholarships, it was noted that initial discussions with the Monash Graduate Research School had commenced around the notion of ‘conjoined’ Honours and PhD scholarships designed to attract and retain the highest achieving Hons candidates with a guaranteed a PhD scholarship. In response to a question regarding access to the Jubilee Honours Scholarships for students enrolled in embedded (or similar) Honours programs, the Chair acknowledged the difficulty of establishing a mechanism for awarding scholarships retrospectively. Discussion ensued about possible solutions, including selection models which targeted students at the end of 3rd year who had first class results. Resolution: It was agreed that a Working Party be established to investigate the number and distribution of Honours scholarships and to find an equitable selection mechanism for students across the range of Honours programs. This would include development of the notion of ‘conjoined scholarships’ and consideration of the Honours models which sit outside the traditional “3years + 1year” Honours model offered by the Faculties of Law, Medicine, Nursing and Health Sciences, and Engineering. It was agreed that the Working Party comprise - Professors Max King (as Chair), Tony Luff, Goujun Lu, and Peter Stewart, Associate Professors Pam O’Connor and Gary Codner and Mr Adrian Devey, as the newly appointed Honours Project Manager. Action/Information: Professor M King, Mr A Devey 5.2 Timetabling Policy and Procedures (minute 8.3 refers) Clarification was sought on the reference to ‘ad hoc room bookings’ as variously defined in the Timetabling Policy and Procedures. Advice subsequent to the meeting confirmed that the reference in the document before the committee was correct (see first secretarial note below). The following amendment to the Timetabling Procedures was agreed, viz: the first sentence in item 2.3 (of the policy document) to be duplicated in item 2.3.1 of the procedures document. A question in regard to the flexibility of the span of hours in light of recent research on the sleep patterns of adolescents and young adults was considered to be dealt with sufficiently in the third sentence of item 2.3.1 of the Timetable Procedures. Resolutions: Education Committee endorsed the Timetabling Policy for transmission to Academic Board. Education Committee approved the Timetabling Procedures subject to the amendment noted above to the Procedures. [Secretarial note: The Timetabling Manager confirmed that the wording under Item 2.4 of the Procedures “Ad hoc room/location bookings” is correct in that it should read "Timetabled teaching activities of the University take precedence in room bookings until two weeks before semester commences.] Action/Information: Ms C Holland, Ms S Webster [Secretarial note: Owing to the cancellation of the July Academic Board, the matter will proceed to the September Academic Board]. 5.3 MUFY Results – (minute 11.2 refers) Members noted that in response to the request for further testing of the regression model used to calculate the proposed MUFY-ENTER conversion, University Planning and Statistics would undertake further work to be reported at a future meeting. Action/Information: Professor M Evans, Dr C Hourigan 6 ACADEMIC BOARD MATTERS – MEETING 3-2008 6.1 Items referred to Academic Board 3-08 Members noted that the following Education Committee matters were approved at Academic Board meeting 3/2008 on 4th June.
6.2 Matters referred to Education Committee 3-08 In response to concerns expressed at Academic Board meetings 2-08 and 3-08 on aspects of the Discipline Statute 4.1, the Chair advised that Education Committee would undertake a review of the Statute. Comments from Education Committee members on the Discipline Statute were invited and it was agreed that, as there was sufficient concern around specific workings of the Statute, the matter be referred to EPPC for further work and advice. Resolution: That EPPC consider the following issues in relation to the Discipline Statute 4.1 and report to Education Committee at a future meeting:
[Secretarial note: This matter was subsequently listed for EPPC 4-08 at which the composition of a Working Party was agreed. The Working Party would determine, in the first instance, the Terms of Reference of the review]. Action/Information: Prof M Evans, Ms N Mitchell, Ms C Holland 7 LEARNING, TEACHING AND QUALITY COMMITTEE (LTQC) 7.1 Receipt of Report Education Committee received and noted the report of meeting 3/2008 of the Learning, Teaching and Quality Committee. 8 EDUCATION POLICY AND PROGRAMS COMMITTEE (EPPC) 8.1 Receipt of Report Education Committee received and noted the report of meeting 3/2008 of the Education Policy and Programs Committee. 8.2 Admission to Coursework Programs Policy and Procedures Education Committee members noted that following the recommendation of the EPPC, further advice on the progress of the proposed amendments to section 11 of the Admission to Coursework Programs Policy would be sought from the University Solicitor’s office. Advice received on another policy matter (see item 8.4) revealed a need to review the policy and procedures vis-à-vis the governing Statute (6.1.1) and its associated regulations. As a result, further amendments to the suite of affected documents (policy, procedures, statute and regulations) would be forwarded to the appropriate bodies for approval with the expectation that, in accordance with their respective terms of reference, amendments to the Admissions to Coursework Policy and Procedures be endorsed by the Coursework and Scholarships Admissions Committee (CASC) and proceed to Education Committee. Amendments to the Statute and Regulations would proceed to Academic Board for approval. Action/Information: Ms N Mitchell, Solicitors office 8.3 Student Travel Policy and Procedures Resolution: Education Committee endorsed the proposed Student Travel Policy and approved the proposed Student Travel Procedures for transmission to Academic Board. Action/Information: Ms C Holland, Ms K Roth Secretarial note: [Secretarial note: Owing to the cancellation of the July Academic Board, the matter will proceed to the September Academic Board]. 8.4 Course and Unit Quota Policy and Procedures Education Committee members noted that subsequent to the EPPC meeting and further to the revisions required in relation to the Admission to Coursework Policy and Procedures (see item 8.2 above), aspects of the Course and Unit Quota Policy needed to be incorporated into Statute 6.1.1 and its associated regulations. As a consequence, an amended Unit Quota Policy and Procedures would be returned to EPPC at a future meeting following advice from the University Solicitor’s office. Any amendments to the Statute (6.1.1) would be approved by Academic Board. Action/Information: Ms N Mitchell 8.5 Review of Assessment Statute, Regulations, Policy and Procedures Dr Cristina Varsavsky reported on the status of the draft assessment policy and it was agreed that a revised document and the draft procedures be returned to the EPPC committee at a future meeting. Action/Information: Dr C Varsavsky 8.6 Unit Coding Policy Ms Glenda Key introduced the item on behalf of the Faculty Managers’ Group, noting that the aim of the policy was to encapsulate high level principles about unit coding and that the detail about how unit codes are to be selected will be contained in forthcoming procedures. It was agreed that the policy be further amended and returned to the committee with draft procedures at a future meeting. Action/Information: Ms G Key, Secretary to EC 9 EDUCATIONAL TECHNOLOGY COMMITTEE Education Committee noted the report of the Educational Technology Committee (ETC) meetings 3-08 and 4-08 held on 10 April and 15 May. It was noted that the recommendation from ETC in relation plagiarism software (meeting 4-08) had been withdrawn pending further discussion. 10 COURSEWORK ADMISSIONS AND SCHOLARSHIPS COMMITTEE No report. PART C OTHER ITEMS 11OTHER BUSINESS 11.1 Past member retirement Members were reminded that Professor Tony Dingle (recent past member from the Faculty of Business and Economics) was retiring from the university after a long and distinguished career. On behalf of the Committee, the Chair thanked Professor Dingle for his significant contributions to the Education Committee over a long period. 11.2 Disciplinary reports required under new Legal Practice (Admission) Rules Associate Professor O’Connor informed members that new statutory rules which come into force on 1 July require that every local applicant applying for admission to practice law in Victoria must provide to the Board of Examiners for Legal Practitioners a disciplinary report from the educational institution where they completed their law course. The report must disclose any disciplinary action that was taken against the applicant during the period of their university course. The requirement would have implications for record-keeping and workload implications for staff. The Faculty is seeking advice from the University solicitor as to what the University is legally required to do and will consult with other Victorian Law Deans to find out how the other universities are dealing with this requirement. 11.3 Office of the DVC (E) staff changes The Chair advised that Dr Cecelia Hewlett was on maternity leave for six months and Ms Helen Fletcher-Kennedy would be the contact for matters relating to the office of the Deputy Vice Chancellor (Education). 11.4 Language Survey Members were reminded to respond to the University Survey on Languages. 11.5 Copyright Audit Members were reminded that responses from faculties to the Screen Rights Copyright were required and faculties which had not responded were strongly encouraged to do so. Background note: Faculties need to ensure that they have nominated suitable and sufficient numbers of survey coordinators for each area selected for the survey by AC Nielsen. Coordinators must be finalised before the training on the 24th June and the Screen Rights Survey will run from July 12 to August 22nd. For further information contact the University Copyright Adviser. PART D FACULTY REPORTS No reports. PART E NEXT MEETING 12 NEXT MEETING Meeting 4/2008 will be held on Wednesday 30 July at 3.15pm in the Sir George Lush Room, Building 3a, Clayton Campus. Final submissions for the agenda for this meeting are due by Wednesday, 16 July 2008.
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