Meeting No.6/2001 of the Education Committee was held on 21 November 2001 in the Sir George Lush Room, Administration Building 3A, Clayton Campus, from 2:15pm.

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There were present: Professor M Evans (Acting Chair), Associate Professor D Garrioch, Mr K Bensley, Professors A Farley and S Joy, Dr D Corrigan, Dr P Richardson, Associate Professor I Prince, Professor W Young, Associate Professor J Hurst, Mr C Avram, Associate Professors T Luff, M Sim and M Page, Dr T Patti, Dr K Stewart (alternate for Associate Professor L Roller), Professors M King, J Harris and G Webb, Mr C Wolfe, Ms D Brown and Ms M Mahat.

In attendance were: Ms K Wilson-Reid (Executive Officer), Mr P Lawford, Mr P Yates (alternate for Mr P Marshall), Ms A Lazar, Ms D James (for item 9), Ms D de Zilwa, Mr R Hamilton, Ms M Lyons and Mr C Brooks.

Professor M Evans was Acting Chair on behalf of Professor A Lindsay, who was an apology for this meeting.

The Chair welcomed those who had been invited to the meeting for particular items and those who were in attendance as observers.

Professor Evans noted thanks and a farewell to any members who would be retiring from membership of the Committee following this meeting.

Apologies were received from Professor A Lindsay, Professor S Campbell, Associate Professor L Roller and Mr C Vernon.

The Committee noted that certain items had been starred as requiring discussion. In addition, the Committee starred items 5.2, 5.3, 6, 9 and 11 at the meeting.

The Committee endorsed the recommendations for all items other than those starred.

The Committee approved the Minutes of Meeting 6/2001, held 21 November 2001, subject to an amendment to minute No. 7 on Plagiarism to delete the following dot point:

Members noted that all items forwarded by the Committee from Meeting 6/2001 were approved or noted by the Academic Board.

Item 5.3 below contains further detail regarding consideration by the Board of management of plagiarism at Monash.

At Meeting 4/2001 of the Education Committee, members noted the schedule for 2002 meetings as approved by the Chair, Professor A Lindsay.

Meeting 4/2002 of the Education Committee was subsequently re-scheduled due to a change to Council and Academic Board meeting dates.

Education Committee noted the following amended 2002 schedule for meetings of the Education Committee, including a change to Meeting 4/2002, as set out below:

(All meetings will be held in the Sir George Lush Room, Administration Building 3A, Clayton campus.)

At Education Committee Meeting 4/2001, a query was raised regarding the university’s position on whether it was necessary to divide honours courses into assessable components (refer minute 11.1). It was noted that whilst the university’s ‘Fourth Year Honours Programs - Guidelines for Good Practice’ currently permitted more than one structure for honours for the recording of results, it was preferable and in the students’ best interests to divide honours into assessable components. The Committee asked Professors M King and M Evans, Associate Professors M Page and T Luff and interested student members, to draft an appropriate position statement with a view to its inclusion in policy.

A paper from the working group was circulated (p 1-2). For reference, the policy on ‘Fourth Year Honours Programs – Guidelines for Good Practice’ is located at:

http://www.adm.monash.edu.au/unisec/pol/acad11.html

The Committee discussed matters related to this proposal including:

The Committee endorsed, for submission to Academic Board, the recommendations in the paper presented by the working group regarding honours structure and marks and grades as set out below:

At its Meeting 6/2001, the Academic Board approved the recommendations that were forwarded by the Education Committee regarding management of plagiarism at Monash. (Refer Education Committee Minutes 5/2001 item 7.)

Discussion occurred at the Board about the importance of educating students about plagiarism generally at the faculty/unit level and about highlighting to students the meaning of unauthorised collusion at the unit or discipline level.

The Board also discussed the possibility of faculties creating a simple and effective register to record plagiarism incidents, especially occasions when feedback/warning about plagiarism had been given to students. It was agreed that Associate Deans Teaching would identify an appropriate process for recording warnings. An elaboration of this matter was provided by Professor S Willis, Dean of the Faculty of Education, was set out below:

"I think that in essence when a staff member sees an example of what appears to be either plagiarism and/or cheating but judges either that the case is minor or that it probably occurred but was not advertant, that is, the student did not understand or whatever, then the staff member needs to put it in the register simply indicating that the student was counselled and advised about the nature of plagiarism and cheating and directed to the University policy.

HOWEVER, equally important is that if another staff member has to deal with the student, s/he needs to know whether it has occurred before and a warning or counselling given and so before a staff member decides not to proceed s/he needs to check the register! Otherwise the students could be in the register many times and no one notice. This should not be on the student's record but in an alphabetised secure register only available in secure circumstances."

The Committee considered the proposal for the creation of registers in faculties and discussed issues in relation to the level at which any documentation should be maintained (eg. faculty or central), confidentiality, access to the register and methods for dealing with students undertaking study across faculties. Discussion occurred about the purpose of the register. Members noted advice from Ms Lazar that this was a record of counselling about the nature of plagiarism, not a record of allegations (ie. this was only where cheating had not occurred), and that no provision for appeals in relation to the register was necessary or applicable.

Members discussed a further matter in relation to collusion and group work. Members noted that the Academic Board had commented on the importance of highlighting to students the meaning of unauthorised collusion. The Committee noted in addition that for group work, one coversheet could be used with several signatures.

5.4 Course Titling and Abbreviation Conventions RMO1999/0650

At its Meeting 4/2001, the Education Committee approved a set of university standards for course titling and abbreviation that were proposed by IAS. Subsequent to the meeting, it was noted that the Monash Research Graduate School Committee (MRGSC) would also need to consider those standards as they applied to coursework and research courses. Before consideration by the MRGSC, IAS had further consultation with faculty and central staff and made minor amendments to the document.

The Committee noted an amended version of the standards for university and faculty course titling and abbreviation as circulated (p 3-6), that incorporated minor amendments as made by IAS following further consultation with faculty and central staff,, noting that this amended version had also been endorsed by the MRGSC. These standards will be lodged on the Secretariat website at:

http://www.adm.monash.edu.au/unisec/pol/polaca.html

Ms A Lazar, Deputy University Solicitor, was invited to attend for this item.

The proposed amendments under this item related to provisions for the hearing of discipline and appeal cases for students outside Australia, clarification of the quorum for the Central discipline committee (appeals), provision for the university to have the same general right to representation as the student; empowerment of the DV-C (Resources) to impose fines for certain offences involving university property, minor drafting corrections and an amendment to the powers of faculty and central discipline committees to impose specified conditions on the continuing candidature of the students concerned.

Documentation was circulated (p 7-22) including:

Ms Lazar responded to a member’s query noting that the previous change to Statute 4.1 that was approved earlier in the year was likely to have been signed off by the Minister recently.

The Committee endorsed for submission to Academic Board the amendments to Statute 4.1 – Discipline, as proposed by the Deputy University Solicitor.

A report from the Academic Policy Bank Project, together with relevant attachments, was circulated for consideration (p 23-54).

Professor M Evans, head of the Academic Policy Bank Project and Director, Planning and Academic Affairs, spoke to this item and informed members about the need to establish an appropriate process for the approval of re-written policies and procedures for inclusion in the new Academic Policy Bank. Members noted examples that were provided of two different categories of re-written policies that would require two separate levels of sign-off or approval. The ‘Special Consideration Policy’ and ‘Procedures’ were an example of a re-write that involved only re-framing of existing policy into the standard format with minor editorial changes. The ‘Qualifications Categories Policy’ was an example of a new policy draft that had previously been discussed (in the context of discussion at Meeting 7/99 about a draft Monash Qualifications Framework) but the principles had not yet been approved.

The Committee considered the draft ‘Qualifications Categories Policy’ and raised issues and comments including:

Members noted that the existing academic policy decisions of the university, in the various original formats in which they were approved, were currently accessible on the Secretariat’s website under the section Legislation and Policy. All policies that had been re-written into the new format would be lodged on the new Academic Policy Bank, to be located at the same site, as they were appropriately finalised and signed off or approved.

The Education Committee:

A document was circulated (p 55-56).

Professor G Webb, Director of the Centre for Higher Education Quality (CHEQ), provided a report on the university’s quality agenda for 2002 and the progress that had already been made in 2001. Some of the initiatives and projects achieved included approval of the ‘Quality at Monash: Values and Principles’, the ‘Guidelines for Academic Review’, the approach to the AUQA audit and the process for institutional self review. Some of the initiatives for 2002 included finalisation of the ‘Monash Institutional Self Review’, further work in support of unit evaluation and preparation for the AUQA audit anticipated in 2003 or 2004. Professor Webb encouraged faculties to take further steps in relation to quality initiatives and projects and invited faculties to contact CHEQ about these matters.

Brief discussion occurred regarding the AUQA audit cycle and the university’s decision not to volunteer for the trial audits that had taken place.

The Committee noted the advice from Professor Webb on progress with the quality agenda.

At Meetings 3/2001 and 4/2001 of the Committee of Associate Deans (Teaching) (CADeT), the Committee discussed the question of whether courseware pages (web based unit materials) put on the web should be Authcate protected. After further discussion at Meeting 5/2001, it was decided that the recommendations of the relevant CADeT working party should be considered by the Education Committee and that these directions should be implemented as soon as possible. The ITS Division was formally consulted during the process and advised that implementation of the recommendations would be possible.

Final recommendations from the working party were set out below. (The working party included Associate Professor J Hurst, Professors J Harris, A Farley and S Joy, and consultation with Ms D James and Mr A Treloar, ITS Division.)

Associate Professor J Hurst, Associate Dean Teaching, Faculty of Information Technology, introduced this item highlighting the key features of the recommendations.

Brief discussion occurred. The Committee endorsed, for submission to Academic Board, the following recommendations subject to an amendment to recommendation 2 as included below, and noting that in accordance with recommendation 5, faculties would be asked to determine their default level of access and report this to the Education Committee.

A memorandum from Associate Professor R Pollard, Associate Dean (International) and Associate Professor J Hurst, Associate Dean (Teaching), Faculty of Information Technology, was circulated for consideration (p 57-58).

The Faculty of Information Technology proposed the following for consideration as university policy:

"That single-unit enrolments at offshore-partnered (non-campus) locations be prohibited unless such enrolments are specifically covered by a legally binding agreement. In addition, students enrolling in single units at an offshore non-campus location should, in the view of a Monash admissions officer, exhibit sufficient academic merit to successfully complete the single units."

This would avoid confusion for students offshore about the distinction between enrolment in a course and enrolment in single units (especially where admission to a course was not successful). This direction would also be more consistent with enrolments within Australia where, under the ESOS Act 2000 and visa regulations, international students were not able to enrol in single units.

Associate Professor Hurst informed members about aspects of this proposal and noted that it would be appropriate for a policy such as this to be considered for adoption as a university-wide policy.

Discussion occurred regarding related issues including:

The Committee noted the Chair’s advice that these issues are relevant in various forums - Education Committee, Admissions Committee and Offshore Quality Assurance Committee (OQAC). The Education Committee agreed to forward this matter to OQAC for consideration and relevant advice.

Professor M Evans and Ms A Lazar had prepared an entry for the Student Resource Guide (SRG) titled ‘course materials’ that related to fees for ancillary or additional services. The website for the DETYA guidelines for Higher Education Institutions on Fees for Ancillary or Additional Services was included in the SRG entry set out below. The DETYA guidelines only apply to HECS students. However, at Monash students are treated equally regardless of fee status.

It is the responsibility of all on-campus students to attend classes and take notes. Lecture notes, where provided by the faculty in on-line or print formats, are an additional and optional service. Other supplementary course materials may be provided from time to time. Copies of these materials normally will be made available in the Department/library/on-line for students who do not wish to purchase their own copy.

See http://www.hecs.gov.au/manual/01/htm/guidelines/advice_o.htm for guidelines for Higher Education Institutions on Fees for Ancillary or Additional Services."

Associate Deans Teaching (ADTs) had provided responses about the materials and services that were provided by their faculties that would be analysed by Ms Lazar.

Ms Lazar introduced this item and thanked ADTs for the responses that had been provided. Ms Lazar advised the Committee that any services or materials that were essential for the course/unit must be made available to students free of charge. Members noted that materials on-line incurred costs to students in printing and that other means of making the materials available free of charge would have to be identified. Ms Lazar agreed to forward information about this to Professor J Harris, Director, Centre for Learning and Teaching Support, for information. Members noted that reading materials could be made available in the Library. The Committee noted that it was the responsibility of students to take their own notes in standard lectures.

The Education Committee noted the importance of monitoring compliance with DETYA guidelines in relation to Fees for Ancillary or Additional Services on an ongoing basis. It was agreed that ADTs would disseminate relevant information in their faculty about fees for ancillary or additional services and inform staff about the requirement to determine what were the essential services and materials for courses/units.

The biannual report of the Faculty of Education, for the first half of 2001, was circulated (p 59-72). (The first biannual reports of the other faculties were noted at previous meetings.)

Education Committee received and noted the biannual report, for the first half of 2001, of approved course and unit developments in the Faculty of Education.

A document was circulated with subject quotas for 2002 in the Faculty of Law (p 73-74).

In accordance with Statute 6.1.1 – University Entrance and Admission to Courses and a resolution of the Academic Board made at Meeting 4/99, the Education Committee is responsible for the approval of subject quotas proposed by faculties.

The Education Committee approved the subject quotas for 2002 in the Faculty of Law as detailed in the proposal forwarded by the Board of that Faculty.

Professor Evans highlighted achievements of the Committee during 2001 and thanked members and the Executive Officer for their efforts throughout the year. Some of the Committee’s achievements and issues dealt with included:

The next scheduled meeting of the Education Committee (Meeting 1/2002) will be held at 2:15pm on Wednesday, 30 January 2002. All final submissions for the agenda for that meeting are due by 16 January 2002.

Other information about the Committee can be located on the Secretariat web site at:

http://www.adm.monash.edu.au/unisec/com/ec/index.html

Professor Alan Lindsay (Chair)

Mr Karen Bensley

Associate Professor David Garrioch

Dr Denise Cuthbert

Professor Alan Farley

Professor Sally Joy

Dr Debbie Corrigan

Dr Paul Richardson

Associate Professor Ian Prince

Professor William Young

Associate Professor John Hurst

Mr Chris Avram

Professor Susan Campbell

Associate Professor Tony Luff

Associate Professor Malcolm Sim (until end 2001)

Associate Professor Michael Page

Dr Tony Patti

Associate Professor Louis Roller

Professor Peter Stewart

Professor Max King

Professor Merran Evans (Acting Chair Meeting 6/01)

Professor John Harris

Professor Graham Webb

Mr Simon Szewach (MONSU – Caulfield)

Mr Colin Wolfe (MONSU – Peninsula)

Ms Deb Brown (MSA)

Mr Sharn Juster (MUGSU)

Ms Natalie Lo-Ngok (MUBS)

Ms Marian Mahat (MPA– Masters)

Dr Kay Stewart (alternate for A/P L Roller Meeting 6/01)

Mr C Vernon

Mr P Lawford

Mr P Marshall (alternate for P Yates)

Ms K Wilson-Reid (Executive Officer)

Ms A Lazar

Ms D James

Ms Deanna de Zilwa

Mr Rob Hamilton

Mr Chad Brooks

Ms Meredith Lyons

Faculty Managers/Registrars (9*)

Mr T Calder

Ms P Herman

Dr M Lindorff

Mr A McMeekin

Mr D Mernagh

Ms S Stafford

Ms S Wickramasinghe

Ms P Williams