Education Committee Minutes 6-2008

Meeting No. 6/2008 of the Education Committee was held on 15 October 2008 in the Sir George Lush Room, Building 3a, Clayton campus.

Minutes

Part A Procedural Matters

*1. Attendance and Apologies

There were present: Professor Merran Evans (Chair), Dr Amanda Berry (for Dr Geoff Romeo), Professor Robert Brooks, Ms Janette Burke (on behalf of Ms Catherine Harboe-Ree), Professor Barbara Caine, Dr Angela Carbone, Associate Professors Gary Codner and Craig de Wilde, Dr Melissa De Zwart, Professor Owen Hughes, Ms Dash Jayasuriya, Professor Max King, Mr Terry Masocco, Associate Professor Sid Nair, Dr Helen Nesadurai, Associate Professor Nikki Rickard, Ms Kate Roth, Professors Adam Shoemaker and Phil Steele, Ms Joanne Tyler, Dr Cristina Varsavsky, Dr Paul White (on behalf of Professor Peter Stewart), and Mr Peter Yates.

In attendance: Ms Sue Bell; Ms Natalie Mitchell, Manager, Education Policy and Programs, Office of Planning and Quality, and Mr Vern Garth, Manager, Examinations (for item 10.2.1).

Apologies: Ms Glenda Key, Associate Professors Louise McCall, Robert Nelson and David Taylor, Dr Geoff Romeo, Professors Peter Schelluch and Peter Stewart.

*2. Arrangement of Agenda and Starring of Items

The Chair invited members to star for discussion any items and to raise any items for discussion under other business.

Resolution:

That the unstarred items on the agenda be adopted without discussion and that the actions recommended be taken or the information therein noted.

*3. Minutes

The minutes of meeting 5/2008, held on 3 September were confirmed as an accurate record.

*4. Chair’s Report

Members had before them extracts of the 2008 University-wide Key Performance Indicators Report and 2008 University-wide Internal Performance Indicators Report. The Chair advised members that the full reports are accessible via the University’s website. The results for Internal Performance Indicators are available only to the Monash community, including indicators such as results from the Monash Experience Questionnaire. The reports will be considered by forthcoming meetings of Council and Academic Board. Targets will be reviewed by the Vice-Chancellor’s Group and the Senior Management Summit in 2009.

The Chair noted that the following new results had just been announced:

• In 2008, the University had achieved a reputational ranking of 47 by the Time Higher Education Supplement (THES);

• Within disciplines, the Monash rankings for 2008 were:

• Arts and Humanities, 33rd.
• Life Sciences and Biomedicine, 30th.
• Science, equal 53rd.
• Social Science, 25.
• Engineering and Technology, 47th.

In response to a question from a member, the Chair noted that applications for the Learning and Teaching Performance Fund (LTPF) are still to be considered by the Hon Julia Gillard MP, Minister for Education and selection may be delayed due to the pressing issues created by the current economic crisis.

Executive Services Note: Members can access the complete reports at http://www.ups.monash.edu.au/planning/reporting/KPI/

Part B Policy And Committee Matters

5. Matters Arising from the Minutes

5.1 Monash Honours Task Force (refer item 5.1)

Members noted that the first meeting of the Honours Project Task Force was held on 10 October. Professor Max King is Chair of the Task Force and membership includes representatives from all faculties, the Office of the Deputy Vice-Chancellor (Education), the Office of Planning and Quality, MPA, and the University Library. A further meeting of the Task Force is scheduled to take place on 5 December.

5.2 Sunway campus Education Committee (refer item 7)

Members noted that following Education Committee meeting 5-2008, Professors Evans and Godfrey had consulted with Professor Robin Pollard, Pro Vice-Chancellor, Sunway campus, Malaysia, in regard to refining the terms of reference of the Sunway campus Education Committee. The following terms were agreed to describe the Purpose of the Committee:

That Sunway campus Education Committee:

• Advise on education matters and developments relevant to the campus as a whole.
• Oversee at campus level the implementation of Monash legislation and policies in relation to education matters.
• Recommend to the University Education Committee changes to Monash legislation and policies in relation to education matters.

5.3 Revised Grading Scales Procedures (refer item 9.2.2)

This item was considered at item 10.2.2

*5.4 Update on implementation of multi-campus policy (refer item 14)

Professor Steele informed members that, following consultation with Associate Deans, Education, a draft set of guidelines, with an accompanying checklist, had been prepared to underpin the Academic Programs Offered from Multiple Campuses Policy. The guidelines and checklist will be considered by the next meeting of the Learning, Teaching and Quality Committee to be held on 30 October.

6. Academic Board Matters – Meeting 5-2008

Items referred to Academic Board 5-2008

6.1 Extension of the early offer pathway into the Diploma of Tertiary Studies

Members noted that the proposal from the Coursework and Scholarships Committee (CASC) to extend the early offer pathway into the Diploma of Tertiary (formerly Foundation) Studies for another year to 2009 was endorsed by Education Committee meeting 4-2008. The proposal was subsequently approved by Academic Board meeting 5-2008 held on 3 September.

Members noted that the three provisos contained within the proposal (meeting of University English language entry requirements; achieving the Diploma of Tertiary Studies ENTER score of 50; and satisfying any specific VCE study score prerequisites for a students’ intended bachelor’s degree) were also approved by Academic Board meeting 5-2008.

7. Sunway campus Education Committee

No meeting held.

8. Board of Studies, Monash South Africa

Receipt of Report

Resolution:

Education Committee received and noted the report of the Board of Studies, Monash South Africa meeting 4/2008 held on 27 July 2008.

9. Learning, Teaching and Quality Committee (LTQC)

9.1 Receipt of Report

Resolution:

Education Committee received and noted the report of the Learning, Teaching and Quality Committee meeting 5/2008 held on 18 September 2008.

*9.2 Matters referred by LTQC by Education Committee

9.2.1 Plagiarism Detection Software

Members noted that an invitation had been extended to Dr Suri to address Education Committee meeting 7-2008 on issues in relation to plagiarism detection software.

*9.2.2 Unit Evaluation Template

Members had before them the draft Evaluation Template, accompanied by an extract of the discussion in relation to the document at LTQC 5/08. In introducing the item, Associate Professor Nair informed members that feedback from Associate Deans, Education had indicated that the first iteration of the template was cumbersome to use. The draft under consideration had taken this feedback into account and consisted of eight specific items, with overall statistics at reporting item one and specific items indicating trends and co-items for reports two through to eight. The Centre for Higher Education Quality will provide evaluation data and pre-populated templates to Faculties.

During discussion, the following points were made:

• each Faculty will report back to LTQC on unit evaluation results under a number of sub-sections including:
  
• significant changes in overall trends;
• significant differences in multi-campus unit performance;
• criterion for identification of top performing units; and o strategies implemented at faculty level to improve units that performed poorly.
  
• although the level of reporting could be viewed as onerous, it was important to maintain an audit trail to document variations in unit evaluation results;
• there is considerable variation across disciplines in terms of the criteria for poor performance; • the variation in the categorisation of poor performance should be documented, then discussed at LTQC; and
• during visits by the Vice-Chancellor’s Group to Faculties, the Vice-Chancellor had flagged a strong preference for a focus on improving the performance of units that received poor evaluations.

It was agreed that the data for high and low performing units taught at multiple campuses would be provided by CHEQ in both an amalgamated, whole-of-institution format and in separate, campus-by-campus form.

For Action/Information: Associate Professor Nair

Executive Services Note: As the graphs on pages 46 and 47 were omitted from the agenda, the complete document considered under this item is attached for the information of members.

10. Education Policy and Programs Committee (EPPC)

10.1 Receipt of Report

Resolution:

Education Committee received and noted the report of the Education Policy and Programs Committee meeting 6/2008 held on 16 September 2008.

*10.2 Matters referred by EPPC to Education Committee

*10.2.1 Special Consideration Policy and Procedures

Introducing the item, Professor Evans noted that considerable work and consultation around special consideration policy and procedures had been carried out across the University community during the last 18 months and, in particular, by the Education Policy and Programs Committee. The Chair acknowledged the considerable work undertaken by Professor Mark Davidson as Chair of the Special Consideration Working Party and its members. She invited Ms Mitchell to brief the meeting on the draft policy and procedures.

Ms Mitchell informed members that the lengthy consultation process had led to the clarification of the procedures around the use of medical evidence by:

• simplifying requirements;
• setting out decision makers' legal obligation to consider all evidence pertinent to the application and, if they are dissatisfied with any of the evidence, to seek further and better evidence from the student; and
• establishing a process for reporting medical practitioners where there are concerns about the veracity of medical certificates that are being issued.

The procedures have been rewritten to clarify application and processing requirements and the process for applying for and granting of deferred and delayed deferred exams.

In response to a question from a member, Ms Mitchell advised that Board of Examiners will have the authority to delegate power to approve applications for a deferred exam to a staff member, such as a Chief Examiner. Faculties must provide advice to students on who applications for a deferred exam should be forwarded to.

Mr Garth informed members that:

• there are now two processes for applying for special consideration, the first applicable to semester assessments and the second for examinations at the end of semester;
• students who have commitments such as medical procedures or armed forces service will be able to apply in advance for a deferred exam;
• in cases of acute illness or other such serious cause, the onus will be upon students to decide whether they are fit to sit an exam and the criteria for special consideration will be applicable only to acute illness; and
• faculties will be able to provide information to students on how to use the special consideration form through their websites.

It was agreed that the following amendments would be made to the document before promulgation to Academic Board (additions in italic, deletions in bold ):

• Attachment 3: Revised Special Consideration Policy, Purpose (refer agenda page 64): The purpose of Special Consideration is to give a student, whose work for a particular piece of assessment has been adversely affected by exceptional circumstances beyond their control, a further opportunity to demonstrate their ability by doing that piece of assessment again.
• Attachment 4: Revised Special Consideration Procedures (refer agenda page 67), clause 5.5: The Unit Teaching faculty/department will return the original application with the recommended outcome noted on the form to the Course Managing faculty to make the decision for approval, retention and recording on Callista.
• Attachment 4: Revised Special Consideration Procedures (refer agenda page 67), clause 5.6: The Unit Teaching faculty/department is responsible for notifying the student of the outcome of applications regarding end-of-semester assessment tasks and for early approval of deferred exams (See also 6.2.1). The Course Managing faculty is required to advise the Unit Teaching faculty/department when it does not accept its recommendation.

Resolution:

Education Committee:

1. received and endorsed the Special Consideration Policy for transmission to Academic Board; and
2. approved the Special Consideration Procedures.

For Action/Information: Ms Mitchell, Mr Garth, Ms Hinds

*10.2.2 Revised Grading Scale Procedures

Resolution:

Education Committee approved the following amendment to the Grading Scales Procedures: Withdrawn Fail (WN) Withdrawn Fail is awarded to students who apply to withdraw from units of study between Monday of Week 10 in a standard semester (or equivalent in a non-standard semester) and the last day of the teaching period in that semester.

For this purpose,

a) Week 10 is the tenth week following the teaching start date, including any semester break, and

b) the Student Administration web pages will contain the actual dates for standard and non-standard semesters. Students may not withdraw from units in a semester after the last day of the teaching period in that semester.

For Action/Information: Ms Mitchell, Ms Hinds

*10.2.3 Course Structure Policy

Resolution:

Education Committee endorsed the amendment proposed to the Course Structure Policy concerning the duration of double degree graduate/postgraduate programs for transmission to Academic Board.

For Action/Information: Ms Hinds

*10.2.4 Masters by Coursework

The Chair commended the excellent paper that members had before them prepared by Dr Tom Ford of the Office of Planning and Quality - Education Policy and Programs unit. Professor Shoemaker advised members that the intent of the paper was to stimulate discussion around the issue of what form(s) masters by coursework programs at Monash should take, with a focus on providing the highest quality Monash programs as a major point of difference in a very competitive marketplace.

During a wide-ranging discussion of masters by coursework, the following points were made:

• the existing policy on masters by coursework at Monash has an emphasis on the skills and knowledge candidates acquire by the conclusion of their studies. Units within various disciplines allow a progression from an entry point of very little knowledge to a completion point where candidates have accumulated a great deal of knowledge;
• in considering a fundamental question of positioning within a competitive market, it was vital that Monash offer a suite of high quality courses which, via reputation and content, will attract strong enrolments and consequently maximise the income stream to the University;
• the issue of compliance with the credit point policy continues, with the double-weighting of masters by coursework units by some faculties, whereas in other faculties masters by coursework units are worth six credit points;
• Figure 2: Basis for admission of commencing PhD students, 2005-2006 (refer agenda page 93) should include details of commencing PhD candidates admitted on the basis of coursework and publications;
• the text “market-leading flagship programs” (refer agenda page 94, third dot point, line nine) should be in bold;
• candidates who are admitted with an undergraduate bachelor’s degree to a course in an unrelated field need to undertake a minimum of 3 semesters of study for the award of a masters, particularly in disciplines such as engineering; • expansion of the pathways to include a minor thesis by research option should be included, along with the explicit articulation of research training pathways; and
• the University of Western Australia (UWA) has restructured all research degrees to MPhil and a good summary is available on the UWA website.

Resolution:

Education Committee:

• noted that the Bradley Review may be considering the issue of coursework masters; and
• resolved that:

1. the category of Master (Honours) be retained within the Schedule of Qualifications Categories;
2. the current category of Professional Master by Coursework be removed from the Schedule of Qualifications Categories;
3. the proposed new Master of Coursework be revised to incorporate the above comments by members at dot points six and seven;
4. following revision, the Schedule of Qualifications Categories then be circulated to members for comment; and
5.  forwarded to Academic Board meeting 7-2008 for approval.

For Action/Information: Ms Mitchell, Mr Ford

Executive Services Note: members are invited to view the UWA report at http://www.coursestructuresreview.uwa.edu.au/

11. Education Technology Committee

Receipt of Report

Resolution:

Education Committee received and noted the Report of Meeting 7/2008 of the Educational Technology Committee.

12. Coursework Admissions and Scholarships Committee (CASC)

No meeting held.

Part C Other Items

*13. Summary of 2008 Annual Monitoring Reports for Transnational Collaborative Coursework Arrangements

Ms Roth introduced the item, noting that Monash currently has eight Transnational Collaborative Coursework Arrangements in operation. Reviews of such arrangements are undertaken every three years, with an annual light touch review also conducted. Ms Roth advised members that Faculties will reduce their level of involvement in such arrangements, with only four remaining by the end of 2010. The reasons for discontinuation were low student enrolments and poor income streams.

Resolution:

Education Committee received and noted the Annual Monitoring Reports for 2008 for Transnational Collaborative Coursework Arrangements.

14. Minutes of the Joint Sitting of Education Committee and Monash University Research Committee

Resolution:

The minutes of the joint sitting of Education Committee and Monash University Research Committee, held on Monday 18 August, were confirmed.

For Action/Information: Mr K Williamson

15. Review of Education Committee

A member raised the matter of the current review of Education Committee. In response, Professor Shoemaker advised that the review forms part of the larger review of the operations of Academic Board and its sub-committees. Members were encouraged to engage with the review process, considering issues including, but not limited to, the following:

• the number of sub-committees that report to Education Committee;
• whether Academic Board could delegate power to Education Committee to establish sub-committees;
• the role of committees in the decision-making process, complemented by the role of taskforces and working parties that are established to consult and make recommendations to committees;
• the duplication of membership across committees. Members noted that in many cases this issue was not one of major concern, as various committees considered matters at different levels of detail and from varied perspectives. A further reason for duplication of membership was the human resources available at the Faculty level;
• an examination of the purpose of the Learning, Teaching and Quality Committee, accompanied by a possible strengthening of the role of the Monash Quality Network;
• the need for a structure to bring together Associate Deans Teaching/Education to discuss topics of mutual interest and to share best practice; and
• annual changes in committee membership and its impact on corporate memory.

It was agreed that the Secretary would circulate a copy of the committee structure chart maintained by Executive Services.

For Action/Information: Mr Fenaughty

Part D Education Committee Meetings in 2009

16. Education Committee Meetings in 2009

A revised schedule of meeting dates for Education Committee in 2009 was tabled.

Resolution:

Education Committee approved the proposed meeting dates for 2009, as tabled.

Part E Next Meeting

17. Next Meeting

Meeting 7/2008 will be held on Wednesday 3 December commencing at 3.15pm in the Sir George Lush Room, Building 3a, Clayton Campus. Final submissions for the agenda for this meeting are due by close of business on Wednesday, 19 November 2008 to michael.fenaughty@adm.monash.edu.au