Meeting No. 1/2003 of the Education Committee was held on Wednesday, 5 February 2003 in the Sir George Lush Room, Administration Building 3A, Clayton Campus, between 2:15pm and 4:15pm.

Ms K Wilson-Reid

Executive Officer

There were present: Professor A Lindsay (Chair), Mr K Bensley, Dr H Kreutz, Professor S Joy, Association Professor I Prince, Professor W Young, Mr L Morris, Associate Professor T Luff, Dr G Ives, Associate Professor M Page, Dr Tony Patti, Associate Professor L Roller, Dr D Taylor, Professor C Browne, Professor J Harris, Professor G Webb, Mr C Hurley, Ms B Anderson, Mr Lim Jian An and Mr E Keegel.

In attendance were: Mr D Secomb, Mr P Yates, Associate Professor V Clifford, Ms Y Ryan, Ms K Wilson-Reid (Executive Officer) and Ms S Stafford.

Apologies were received from Professors M King, A Farley and M Evans, Associate Professor J Hurst, Dr P Richardson, Dr D Corrigan, Mr C Avram, Mr T Pritchard, Ms M Aldred, and C Vernon (regular attendee).

The Chair welcomed new members Mr Leighton Morris, Faculty of Law, Dr David Taylor, Faculty of Pharmacy, Mr Chris Hurley, MSA Clayton, Ms Brooke Anderson, MUBS, Mr Earle Keegel, MPA, and Mr Lim Jian An, MPA. New members were encouraged to liaise with the Executive Officer, Ms K Wilson-Reid, regarding the role of the Committee and related information. Professor Lindsay advised that any queries to the office of the Deputy Vice-Chancellor (Academic and Planning) could be directed to Ms S Stafford.

Members noted that Dr Kristina Macrae, who had been attending as the Faculty Managers’ representative, recently changed position to become the Manager of the Monash London Office. The Committee welcomed Mr David Secomb as the new representative in attendance on behalf of the Faculty Managers.

The Chair introduced Associate Professor Yoni Ryan, Deputy Director and Head of Educational Design Group, who was invited to attend the meeting.

Action/Information: Executive Officer

Members noted that the Academic Board had approved and / or noted all matters that were submitted via the Report of Meeting 6/2002 of the Education Committee.

It was noted that among the matters approved at Academic Board Meeting 6/2002 were:

the ‘Learning and Teaching Plan 2003-2005’;

• the ‘Monash Experience Questionnaire’;

• ‘Guidelines for staff about their rights and responsibilities in preparing web-based materials’; and

• revised ‘Terms of Reference’ for the Education Committee. (One amendment was made by the Board to point seven of the draft forwarded by the Education Committee, to add the monitoring of teaching arrangements on campuses, as well as within and between faculties.) The ‘Terms of Reference’ were revised to bring the Committee’s activities into line following the devolution of subject and course approvals to faculties. It was noted by Academic Board that further revision would take place when tasks and committee structures associated with ‘LTP 2003-2005’ were resolved. The revised ‘Terms’ are set out below.

A document was circulated electronically prior to the meeting. Professor C Browne, Associate Chair of Academic Board, presented a proposed ‘Learning and Teaching Plan (LTP) 2003-2005’ Implementation Plan for consideration.

The Chair, Professor A Lindsay, advised that consideration would be given to the possibility of a launch of the glossy version of the LTP when it became available shortly.

Professor Lindsay outlined the approach to implementation of the LTP, as set out in the proposal, including an associated structure for three subcommittees and three working parties of the Education Committee. Implementation would involve active engagement by the faculties, the support units, and the Education Committee that would also be the coordinating body with oversight of these activities. It was intended that the committee and working party structure be streamlined and focussed and that it would involve members of the Education Committee and other relevant members of the university community.

Professor C Browne noted the 2002 process for development and approval of the LTP, and acknowledged the work and assistance of Ms D De Zilwa throughout the process. Members noted Professor Browne’s advice about the proposed subcommittees and working parties including the Flexibility Sub Committee, the Internationalisation Sub Committee, the Quality Sub Committee, and the three working parties that would deal with assessment, graduate attributes and academic policy. It was proposed that Transition, via Orientation, would also report to the Education Committee.

Discussion occurred regarding:

• clarification of the role of the Flexibility Sub Committee. Professor Lindsay noted that this group would take over from the Electronically Supported Teaching and Learning (ESTL) Steering Committee, and would deal with LTP strategies, with a dual focus on modes of delivery and pathways;

• the need for the Quality Sub Committee to interface with the Offshore Quality Assurance Committee (OQAC) and guide Australian University Quality Agency (AUQA) requirements;

• the importance of having a link from the Quality Sub Committee to Information Technology Services (ITS) in relation to the quality of electronically supported teaching and learning. Professor Lindsay noted that a review of the outcomes of last year’s survey in this area, performed by CeLTS, was currently underway. Ms Y Ryan, Deputy Director and Head of Educational Design Group, highlighted aspects under consideration and noted that a report would be forthcoming;

• an additional group, operating under the assessment working party, would review the university’s policies and communication strategies in relation to plagiarism. This group would follow on from recent consideration of the matter at the Committee of Associate Deans Teaching (CADeT).

The Deputy Vice-Chancellor (Academic and Planning) informed members about current consideration of the role of OQAC. It was noted that faculties would perform regular academic and course reviews, and that the focus of OQAC would move towards various aspects of transnational offerings. OQAC deliberations could then be drawn into the quality process. Members noted that in 2003 OQAC would look at partnership arrangements in Singapore, and that Deans and Associate Deans Teaching (ADTs) would receive a written request to look at faculty links in that region and other offshore partnership arrangements.

The Committee noted that Professor Browne would request expressions of interest for membership of Education Committee sub-committees and working parties. Education Committee members agreed to consider their potential for involvement, and identify others who may be appropriately involved within this structure, and respond to Professor Browne. Further consideration would then be given to a detailed version of the proposal, including terms of reference and membership for Education Committee sub-committees and working parties, to be forwarded to the Academic Board.

Action/Information: Professor C Browne; Members

A document was circulated (p1-2).

Professor Lindsay, Deputy Vice-Chancellor (Academic and Planning), advised that a proposal had been accepted by the Committee of Deans (19 November 2002 meeting) to support ‘Learning and Teaching Plan 2003-2005’ initiatives within faculties by the allocation of a special Learning and Teaching Pool grant. Each faculty was requested to forward a proposal for expenditure of the funds to the Deputy Vice-Chancellor (Academic and Planning) by 31 March. Associate Deans Teaching would support Deans in the development of these proposals. Members noted that Professor C Browne was available for advice on aligning faculty plans with LTP initiatives.

Discussion occurred regarding timing of submissions and matters that may impact on the proposals to be forwarded. Taking into consideration the evolving nature of the Education Committee sub-committee and working party structure, emerging LTP initiatives and ongoing policy development, Professor Lindsay advised that faculties could broadly earmark their plans, rather than being prescriptive at this point, and that due to budgetary considerations, it was important that faculties submit proposals by 31 March or as close to that time as possible. Members discussed how outcomes from faculty initiatives might be reported. It was considered appropriate for faculties to report projects and outcomes, in particular outcomes demonstrating good practice, to the Committee. The Chair also highlighted the significance of faculty liaison with central support units about appropriate use of the funds in order to avoid duplication of process and effort.

Action/Information: Associate Deans Teaching

Documentation was circulated via email prior to the meeting.

In 2003, to complement the larger scale learning and teaching development projects supported via the Strategic Innovation Fund (SIF), a special grant scheme to support innovations in learning and teaching in individual units was established by the Deputy Vice-Chancellor (Academic and Planning).

The Committee noted Professor Lindsay’s advice that the Unit Innovation Grant Scheme (UIGS) would provide unmatched funding of $10,000 for the redevelopment of five existing units per faculty to further enhance student-centredness, flexibility and the appropriate use of technology in on campus learning and teaching of the unit. Each faculty would be invited to nominate five coursework units for receipt of UIGS funds in 2003. ADTs would coordinate the nominations, with advice to be sought from within the faculties, with one consolidated response from each faculty to be submitted to the office of the Deputy Vice-Chancellor (Academic and Planning).

The Committee noted advice from Professor J Harris, Director, Centre for Learning and Teaching Support, about the importance of allowing for time release for development of relevant units. Professor Lindsay advised that relevant staff should consult with Heads of Departments and that faculties should ensure agreement on time allocation.

In response to a query, Professor Harris advised that the scheme was directed at on-campus units to provide balance with development of off-campus units through other initiatives.

As the scheme also included offshore campuses, it was agreed that ADTs would send the attachment to offshore Heads of Departments, and the Chair would send the attachment to the Pro Vice-Chancellors Malaysia and South Africa. Due to additional commitments with other faculty submissions, the Deputy Vice-Chancellor (Academic and Planning) noted that the faculty submissions, originally due 31 March, would also be able to be received during April and May in order to allow for proper consideration by faculties of the units to be nominated.

Professor Harris agreed on the need for a web page for recording information relevant to this project. It was also agreed that each faculty should make a presentation on the outcome of the development of one unit per faculty. Faculties were asked to keep CeLTS advised about their own timelines for information. The Chair suggested that quarterly updates on progress would be beneficial. Professor Lindsay also indicated his support for the notion of a group to identify best practice.

Action/Information: Professor A Lindsay; Professor J Harris; Associate Deans Teaching

Documentation was circulated electronically prior to the meeting.

Professor G Webb, Director, Centre for Higher Education Quality, spoke to this item and provided a summary of the university’s activities relating to quality in 2002. Professor Webb took members through the report and advised about initiatives in relation to the stages of the quality cycle including ‘planning and action’, such as development of faculty quality management structures, ‘evaluation and review’ with the university’s response to the report of its Self-Review, and ‘evaluate: monitor (and review)’, including the establishment or further development of surveys and instruments to help monitor and review activities. Members noted advice about the establishment of the Quality Development Committee, and key aspects of the ‘Management Plan for Implementing ‘Still Learning’ Recommendations’. Professor Webb noted in particular activities such as process mapping and management, unit evaluation, leadership development, the role of support for reviews, and Service Level Agreements. Members noted that the university would receive advice by the end of February regarding the schedule for universities that would be audited by AUQA in 2004.

Members discussed related issues including:

• the appropriate method for reviewing academic progress and committees. Professor Browne noted that academic progress was included for consideration in the section of the LTP relating to assessment;

• the value of information contained in reports from AUQA on audits conducted to date. Professor Webb noted that a report had recently been released by AUQA based on four audits with a breakdown on areas such as teaching and learning, research etc; and

• the significance of a structure like the Faculty Quality Coordinators’ Network to central support services. A suggestion was made that central units be included in the network. The Chair agreed that it would be appropriate for CeLTS and the Library to nominate quality coordinators to be included in that network. (Planning and Academic Affairs and the University Secretariat were considered to be more specialised than the other areas that would be included.)

Action/Information: Professor G Webb; Professor J Harris; Ms C Harboe-Ree

A letter to Deans from Ms A Lazar, Deputy University Solicitor, was circulated (p3-4). The letter related to the potential for infringement of copyright associated with the development of electronic materials and web based courseware by academic and general staff.

Action/Information: Associate Deans Teaching; Faculty Managers; Ms A Lazar

Under the ‘Integrated Academic and Resource Planning Approach’, faculties report their approved courses and units to the Education Committee for noting biannually. (The last round of reports were submitted to Meeting 5/2002.) Members noted that the report proforma was located at: http://www.adm.monash.edu.au/unisec/com/ec/information.html

Action/Information: Executive Officer; Faculty Managers

The Deputy Vice-Chancellor (Academic and Planning) advised that members would receive invitations to the launch of the new Academic Policy Bank, located on the University Secretariat website, to be held on 11 March following the Committee of Deans. Members noted that the Academic Policy Working Party, soon to be established by Education Committee, would continue work on academic policy development after completion of the Academic Policy Bank Project and launch of the new Academic Policy Bank.

The Library Impact Statement for 2002 was circulated (p5-6).

This item was starred at the meeting. Dr H Kreutz, Associate Dean Teaching, Faculty of Arts, noted that an error was included in the figures presented in relation to the Faculty of Arts. It was agreed that the Executive Officer would contact the University Library and request that the relevant administrator liaise with Dr Kreutz to amend that section of the report.

[Secretarial Note: Subsequent to the meeting, the relevant Library staff confirmed that a revised report would be brought back to a later meeting for information.]

Action/Information: Executive Officer; Ms B Hood; Dr H Kreutz; Ms C Harboe-Ree

The next scheduled meeting of the Education Committee (Meeting 2/2003) will be held at 2:15 pm on Wednesday, 19 March 2003.

Professor Alan Lindsay (Chair)

Mr Karen Bensley

Dr Heinz Kreutz

Associate Professor 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

Mr Leighton Morris

Associate Professor Tony Luff

Dr Glenice Ives

Associate Professor Michael Page

Dr Tony Patti

Associate Professor Louis Roller

Dr David Taylor

Professor Max King

Professor Chris Browne

Professor Merran Evans

Professor John Harris

Professor Graham Webb

Ms Mary Aldred (MONSU – Caulfield)

Mr Anthony Hillen (MONSU – Peninsula)

Mr Chris Hurley (MSA – Clayton)

Ms Brooke Anderson (MUBS – Berwick)

Mr Terry Pritchard (MUGSU - Gippsland)

(Pharmacy Students Association) – position vacant

Mr Lim Jian An (MPA – masters by coursework)

Mr Earle Keegel (MPA – graduate/postgraduate diploma)

Mr Clive Vernon

Mr David Secomb

Mr Peter Marshall (alternate - Mr Peter Yates)

Ms Cathrine Harboe-Ree

Associate Professor Valerie Clifford

Associate Professor Marg Lindorff

Ms Kerri Wilson-Reid (Executive Officer)

Faculty Managers/Registrars (*9)

Mr T Calder

Mr D Mernagh

Ms P Williams

Ms P Herman

Ms S Stafford

Ms B Le Grand