Monash University

Education Committee Meeting 8/98

9 December 1998

Ms SC Stafford
Executive Officer

AGENDA

PART A: PROCEDURAL AND POLICY MATTERS

*A1. STARRED ITEMS

The Committee should note that certain items have been starred as requiring discussion. Additional items may be starred at the discretion of the Committee.

All items related to course approval and major amendments have been starred for the attention of the Committee.

That the Committee nominate any additional items to be starred, and then endorse the recommendations for items other than those starred.

The Minutes of Meeting 7/98 held on Wednesday, 4 November 1998 have been circulated.

That the Committee approve the Minutes of Meeting 7/98 as circulated.

The Committee is invited to note that items put forward in its Report to Academic Board at Meeting 8/98 on 25 November were approved as submitted.

A document is attached. p.23-42

At Meeting 7/98 Education Committee requested amplification of a proposal by the Procedures Review Working Party to streamline the subject evaluation and approval process. Accordingly, the Working Party has provided details of the proposed streamlining process and recommendations for its implementation. In addition, the Working Party has revised its earlier recommendations in relation to modes of teaching, learning and enrolment. The Committee is invited to consider the recommendations of the Working Party, extracted below.

1. That Education Committee approve the revised course and subject proposal and evaluation procedures as described in Attachment A, to be implemented from Meeting 3/99 of the Committee.
2. That Education Committee approve the proposed roster for evaluation of course and subject proposals by Associate Deans (Teaching) as described in Attachment B, to be implemented forthwith.
3. That the three DETYA descriptors ('on-campus', 'distance education' and 'multi-modal') be adopted for enrolment status.
4. That the categories specified in the document Indicators for Student-Centred Flexible Learning be adopted as descriptors for achieving flexibility in the processes of learning, these categories comprising: entry and exit conditions; course structure and content; time for learning; dimensions of assessment; place of learning; support media; and forms of student interaction.
5. That the categories specified in the document Lifelong Learning and Graduate Outcomes be adopted as descriptors for achieving desired graduate attributes, these categories comprising: teaching contexts; types of assessment tasks; forms of interpersonal learning; forms of engagement; forms of quantitative learning; types of technological tools.

That the Committee consider the Report of the Education Committee Procedures Review Working Party and its recommendations in relation to the proposed streamlining process for new subject and course approval. Further, that the Committee consider the Working Party's revised recommendations in relation to modes of teaching, learning and enrolment.

A document is attached. p.43-48

A Progress Report of the LTOP Working Party on Academic Policies is attached for consideration by the Committee. Members are invited to approve the recommendations set out in the Report and extracted below:

Recommendations:

1. The Working Party recommends that Education Committee approve the extension of its terms of reference to include the following additional strategies:
• Develop a coherent framework to contain all existing academic policies and related documents;
• Identify any policy or procedure that is not consistent with principles set out in the Monash Plan and LTOP;
• Where an academic policy is not currently being addressed, to identify a responsible working party or group.
2. The Working Party recommends that Education Committee note its change of name to Education Committee LTOP Working Party on Academic Policies, in line with the extended terms of reference outlined in Recommendation 1 above.
3. The Working Party recommends that CADeT establish a Working Party on Professional Development for Academic Staff to address the issues set out in the Education and Graduate Studies Policy extracted below. (Original LTOP strategy C5 nominated this Working Party to 'reconsider issue of staff development in the Education Policy.)

1.3.1 A mandatory induction program for all new academic teaching staff

1.3.2 A mentoring scheme for all new academic staff members with little or no experience of university teaching and supervision

1.3.3 A professional development program for academic staff

6.0 Staff Development (including recommendation 18)

A revised Report is attached. p.49-52

At Meeting 5/98, Education Committee agreed to establish a Working Party to develop a policy on the disestablishment of subjects for implementation by Faculties. At Meeting 7/98 the Committee considered the recommendations of the Working Party and agreed on amendments reflected in the revised recommendations below:

That the University establish a uniform policy on the disestablishment of subjects. Specifically:

1. Faculties seeking to disestablish a subject should provide:
• an outline of the reason for the disestablishment
• an explanation of the effect on courses and majors in which it forms a part
• an explanation of the effect on student progression
• an explanation of the effect on other programs outside of the faculty
• notification to students of the disestablishment of a subject and appropriate transition provisions.
2. A "standard" form for disestablishment should be provided to Education Committee (attached).
3. Subjects attracting zero enrolments for three consecutive years should be disestablished routinely, unless a justifiable case is made to the contrary, and departments/faculties should determine their own guidelines for a "low level of enrolments" at each year level.

The Committee is invited to endorse the revised Report, its recommendations and the sample proforma for subject disestablishment (item ii) for transmission and approval by Academic Board.

Documents are attached. p.53-126

At Meeting 7/98 the Associate Deans (Teaching) noted that the Report of the Working Party on Subject Evaluation had been revised to reflect Faculty responses received. Further, the CADeT agreed that Faculties should forward details on their implementation of the Subject Evaluation Working Party recommendations and a timetable for implementation* for consideration by Education Committee at the present Meeting. In addition, the Associate Deans (Teaching) approved a draft policy statement framed by the Working Party for transmission to Education Committee for approval and incorporation into the sections of Education Policy currently under review by the LTOP Working Party on Review of Academic Policies.

To date, responses on implementation of the Working Party's recommendations have been received from the Faculties of Art and Design, Arts, Engineering, Law, Medicine and Science (attached). Responses have been sought from the Faculties of Business and Economics, Education, Engineering, Information Technology, Medicine and the College of Pharmacy.

That Education Committee consider the implementation reports received. Further, that the Committee approve the draft policy statement attached for incorporation into the relevant section of Education Policy

A document is attached. p.159-164

In its Report to Academic Board Meeting 5/98 held on 22 July, the Faculty of Information Technology expressed concern regarding the scheduling of examinations in different time zones, referring the matter to the Board. The Academic Board agreed to refer the issue for consideration by Education Committee. A memorandum, prepared by Mr R Burnet, provides background on issues connected with concurrent timetabling of examinations conducted at interstate and off-shore campuses and examination venues. The memorandum and a discussion paper setting out divergent Faculty views on this matter are attached for consideration by the Committee. Recommendations set out in the discussion paper are extracted below.

1. That research be undertaken regarding policies and practices in other relevant institutions.
2. That relevant academic and administrative units consider this issue in the light of their current practice and possible future alternatives and make suggestions on possible solutions.

That the Committee consider the issues associated with concurrent timetabling of examinations conducted at interstate and offshore-campuses and examination venues as set out in the attached memorandum and discussion paper. Further, that the Committee endorse the recommendations set out in the discussion paper and extracted above for transmission to Faculties for response by 5 March and subsequent consideration at Education Committee Meeting 2/99 on 17 March.

A document is attached. p.127-132

At Meeting 7/96, the Academic Board approved a series of proposals setting out the responsibilities of the PhD and Scholarships Committee in relation to master programs (research and coursework), PhD programs and subjects associated with these awards. (A minute from that Meeting is attached.) Professor M King, Executive Chair, PhD and Scholarships Committee, Professor A Lindsay, Deputy Vice-Chancellor (A&P), Professor M Evans, Associate Chair of Academic Board have proposed that the arrangements endorsed by Academic Board be amended as detailed in the document attached.

That the Committee endorse the proposal put forward by Professor M King, Executive Chair, PhD and Scholarships Committee, Professor A Lindsay, Deputy Vice-Chancellor (A&P) and Professor M Evans, Associate Chair of Academic Board to amend the current arrangements for the approval of postgraduate programs and subjects as detailed in the document attached.

A document is attached. See also related Items B2.2.2 and B5.2.1. p.133-138

At Academic Board Meeting 8/98, the Chair indicated that proposals to offer existing courses would require the approval of Education Committee in addition to endorsement by the Offshore Quality Assurance Committee. Members are requested to note, and to notify their respective Faculties that, from January 1/99 proposals to extend existing courses to offshore locations should be reported to Education Committee as major amendments of course. This change is reflected in revisions to the Offshore Quality Assurance Guidelines and extracted below:

A proposal to offer a new course or an existing course at a new location (at a Monash campus or through an offshore partner) must receive approval by the relevant Faculty Board or Executive), the Offshore Quality Assurance Committee, the University Education Committee and Academic Board.

• For a new course, the standard Education Committee proforma must be submitted for evaluation and consideration by Education Committee.
• A proposal to offer an existing course at an offshore location should be submitted to Education Committee as a major course amendment. The proposal, in the form of a brief memorandum from the Dean or Associate Dean (Teaching), should, as for any major course amendment, set out resource implications associated with offering the course at the new location, including:
• description of the mode in which the course will be offered (ie supported/unsupported distance education),
• academic support requirements, particularly, impact on library resources,
• information technology requirements ( eg hardware/modem access) and any impact these would have on resources and services for currently enrolled students.
• This memorandum should also contain confirmation that the proposal has been approved through the appropriate Faculty process (eg Faculty Board or Executive and Meeting date). The proposal for major amendment to an existing course should also be included in the standard Faculty Report to Education Committee.

That the Members note, and notify their respective Faculties, that from January 1999 proposals to extend existing courses to offshore locations will require the approval of Education Committee in addition to endorsement by the Offshore Quality Assurance Committee. Further, that the Committee note that such proposals should be reported to Education Committee as major amendments of course and accompanied by the documentation detailed in the extract above.

A document is attached. p. 139-146

At Meeting 8/98 of 26 November, the Associate Deans (Teaching) endorsed Alternative Arrangements for Students with Disabilities - Guidelines and accompanying procedures for approval by Education Committee. Education Committee is invited to consider the Guidelines set out in the attached document and to recommend that they be endorsed by the Deputy Vice Chancellor (Academic & Planning) for adoption by Faculties.

• Students with disabilities or medical conditions make an appointment to see the Disability Liaison Office for an individualised assessment of their needs. They may be referred by faculties, departments, other students or self-referred.
• Taking into account the factors outlined under Section 4.2 of the AAA Guidelines, 'Assessment of student needs re AAA' the Disability Liaison Officer will make a recommendation to the Faculty.
• Faculties will be advised of students who are regular clients of the DLO and whose AAAs are unlikely to change, as early as possible in each semester (just after the HECS census date). This will provide Faculties with advance notice of AAAs to be recommended later in the semester. Faculties will be provided with the student's details including enrolled subjects and standard AAAs to be recommended (including any known variations needed for certain types of examination). An official AAA form confirming these arrangements and the student's examination details will be sent as soon as the exam timetable becomes available.
• New students to the DLO, students with temporary disabilities, or first year students for whom the DLO is still formulating AAA recommendations, will have their forms sent as soon as the formal examination timetable becomes available.
• The AAA form will be sent in the first instance to the Faculty administration officer nominated to receive it for that campus. This person will ensure that it is passed on to the Dean's nominee for that campus and the Examiner for the subject. Distance education and Open Learning students will be considered by the Dean's nominees on the Gippsland campus.
• In order to avoid undue delays the AAA forms will also be sent to the Examinations branch to initiate processing. The AAA form will contain the proposed recommendations awaiting faculty confirmation.
• The Dean's nominee will consider the recommendations in consultation with the Examiner/subject leader. If there are serious concerns regarding the arrangements the Dean's nominee will contact the Disability Liaison Officer who signed the recommendations for further discussion. The student should not be contacted and asked to explain reasons for the recommendations. If it appears that there needs to be further discussion the Examinations branch should be notified by the Dean's nominee to halt proceedings while these discussions ensue.
• The process for endorsement of the AAAs needs to be speedy in faculties as there is only a short turn around time between the forms being sent to the Examinations branch and the examinations beginning (usually three weeks). Faculties are requested to inform the DLO of the result of the recommendations within one week. If further discussion is required between the Dean's nominee, the examiner and the Disability Liaison Officer, this should reach a resolution within two weeks. This is necessary to ensure that students have the maximum preparation time with knowledge of the approved AAAs.
• In situations where there are concerns regarding the AAA recommendations, the DLO, Dean's nominee and Examiner will work co-operatively to ensure some reasonable accommodations for the student's assessment are made. It should be noted that the DLO will not break confidentiality in these discussions regarding the student's condition unless the express consent of the student is obtained. Students are not obligated to discuss their disability with staff however if a student wishes to receive services and has had an assessment interview and lodged appropriate documentation with the DLO they should be regarded as legitimate users of disability support services. The DLO will assist the Dean's nominee or Examiners to understand the reasons for particular recommendations within the constraints of confidentiality
• On some occasions students may be willing to give consent for the DLO to discuss aspects of their disability or personal situation with the Dean's nominee. Nominees may be asked to provide verbal, or in particularly sensitive or complex cases, written assurances that they will not disclose specific information regarding the student or their condition if the student has requested this.
• If the student is unhappy with the result of any negotiations regarding AAAs s/he may ask to have their concerns heard by the Dean in the first instance. If the student is still not satisfied they may wish to seek advice about internal grievance procedures including Faculty Grievance Procedures or if they believe they have been discriminated against the Discrimination and Harassment Grievance Procedures. Copies of the latter policy are available from the Equal Opportunity Unit or from the web at;

http://www.monash.edu.au/personnel/eo.

• It is important that any negotiations or grievance procedures be given a priority for an expedited resolution.

That the Committee consider the Alternative Arrangements (AAA) for Students with Disabilities - Guidelines and accompanying procedures and recommend that they be endorsed by the Deputy Vice Chancellor (Academic & Planning) for adoption by Faculties.

A document is attached. p. 147-158

In 1995, a Working Party was set up by the Education Committee to develop a Language Policy for Monash University. The initial report of the Working Party was considered at Meeting 7/95.

Recommendation 5 of the original Report pointed out that:

while practice in assessment varies widely from faculty to faculty, a consistency of correction symbols would not only be efficient but would also be a quality issue, reinforcing the learning process across different subjects.

It therefore suggests:

(a) that the Department of Linguistics, in cooperation with the Language and Learning Services Unit, be requested to present a list of useful symbols for discussion at the Education Committee, and

(b) that, if approved, such a list be recommended to faculties to implement, where appropriate, across their subjects.

That Education Committee consider the writing feedback code set out in the document presented and to recommend its transmission to Faculties for consideration.

A table setting out Committee membership details is attached for confirmation. Members are requested to notify the Executive Officer of:

• changes in contact details
• arrangements for alternates in 1999 noting that where Associate Deans (Teaching) and (Graduate Studies) from the same Faculty are members, they serve as alternates for each other and no additional alternate is nominated.

That the Committee confirm the membership details set out in the attached table. Further that members notify the Executive Officer as soon as possible concerning changes in contact details and arrangements for alternates in 1999.

The Reports of Meetings 12/98 and 15/98 of the Faculty Executive of the Faculty of Art & Design held on 2 October and 20 November respectively are attached. p.1

That the Committee receive the Reports of Meetings 12/98 and 15/98 of the Executive of the Faculty of Art & Design and consider each item requiring action separately for submission to the Academic Board.

Handbook entries are attached. p 3-6

The Executive of the Faculty of Art and Design has approved the establishment of the following new subjects as set out below. Further documentation is available from the Executive Officer for perusal by members.

• PPR3201 Professional Practice A
• PPR2110 Professional Practice D
• VCO1502 Graphic Design 2

That the Committee endorse for submission to the Academic Board the new subjects set out above.

A document is attached p 7-8

Proposals for the amendment of two subjects were withdrawn at Meeting 7/98 pending changes to the methods of assessment associated with TAD1011 History of Pre-Industrial Art and Design and TAD1102 Visual Culture and Media of the Industrial Age. Amendments have now been made in response to evaluator comments and are detailed in the memorandum attached.

That the Education Committee note the major amendment to existing subjects as detailed in the memorandum attached.

The Reports of Meeting 8/98 and 9/98 of the Board of the Faculty of Arts held on 28 October and 2 December are attached. p 9-13

Supplementary pages p S1-S7

That the Committee receive Reports of Meeting 8/98 and 9/98 of the Board of the Faculty of Arts, note the proceedings, and consider each item requiring action separately for submission to the Academic Board.

A document is attached. p 15-17

The Board of the Faculty of Arts has approved a proposal to establish a Bachelor of Performing Arts (Honours) to be offered from Semester 1 1999 as an on campus course on the Clayton campus.

That the Committee endorse for submission to the Academic Board the proposal of the Faculty of Arts to establish a Bachelor of Performing Arts (Honours) to be offered from Semester 1 1999 as an on campus course course on the Clayton campus.

A document is attached. p 19-20

The Board of the Faculty of Arts has approved a proposal to establish a Bachelor of Arts (Honours) in Korean to be offered from Semester 1 1999 as an on campus course on the Clayton campus.

That the Committee endorse for submission to the Academic Board the proposal of the Faculty of Arts to establish a Bachelor of Arts (Honours) in Korean to be offered from Semester 1 1999 as an on campus course on the Clayton campus.

A handbook entry is attached. Further documentation is available from the Executive Officer for perusal by members. p 19-22

The Board of the Faculty of Arts has approved the establishment of the following new subject.

• KOR 4990 Language Study Abroad Program

That the Committee endorse for submission to the Academic Board the new subject set out above.

A document is attached. p 23-26

The Board of the Faculty of Arts has approved a proposal to amend the course structure of the Bachelor of Arts (Social Science)/Bachelor of Applied Science from Semester 1 1999 on the Peninsula campus as outlined in the document presented.

That the Committee endorse for submission to the Academic Board the proposal of the Faculty of Arts to amend the course structure of the Bachelor of Arts (Social Science)/Bachelor of Applied Science from Semester 1 1999 on the Peninsula campus as outlined in the document presented.

A document is attached. p 27-56

The Board of the Faculty of Arts has approved a proposal to extend the offering of the Bachelor of Communication to the Sunway Campus in Semester 1 1999 and to offer a new major in writing associated with that course.

That the Committee endorse for submission to the Academic Board the proposal of the Faculty of Arts to extend the offering of the Bachelor of Communication to the Sunway Campus in Semester 1 1999 and to offer a new major in writing associated with that course.

Handbook entries are attached. p 57-61

The Board of the Faculty of Arts has approved a proposal to establish the following new subjects. Further documentation is available from the Executive Officer for perusal by members.

GSC2415 Writing and Authorship

GSC2413 Representation and Narratives

GSC3421 Techniques of Writing

GSC3427 Writing Portfolio - handbook entry to be tabled

That the Committee endorse for submission to the Academic Board the new subjects set out above.

Documents are attached p 9-13

Supplementary pages p S1-S7

The Board of the Faculty of Arts has agreed to recommend amendments to existing courses as detailed in the Report of the Faculty Board presented.

That the Education Committee note the minor amendments to existing courses as detailed in the Report of the Faculty Board presented.

Handbook entries are attached. p 63-64

The Board of the Faculty of Arts has agreed to recommend the following new subjects as set out below. Further documentation is available from the Executive Officer for perusal by members.

• SPN3880/4880 Translation and translators: Theory and Practice

That the Committee endorse for submission to the Academic Board the new subjects set out above.

Documents are attached p 9-13

Supplementary pages p S1-S7

The Board of the Faculty of Arts has agreed to recommend amendments to existing subjects as detailed in the Report of the Faculty Board presented.

That the Education Committee note the major and minor amendments to existing subjects detailed in the Report of the Faculty Board presented.

The Faculty of Arts has recommended the disestablishment of 4 undergraduate subjects at Meeting 7/98 and 63 subjects at Meeting 8/98 as detailed in the Reports of the Faculty Board presented.

That the Education Committee note the information.

The Faculty of Arts has recommended that for post graduate course and programs in the Faculty of Arts: