Meeting No. 3/2003 of the Education Committee was held on Wednesday, 21 May 2003 in the Sir George Lush Room, Administration Building 3A, Clayton Campus, between 2:15pm and 4:35pm.

Ms K Wilson-Reid

Executive Officer

There were present:

Professor A Lindsay (Chair), Dr P Maddock, Dr H Kreutz, Professor A Farley, Professor S Joy, Dr D Corrigan, Associate Professor I Prince, Associate Professor J Hurst, Mr C Avram, Mr L Morris, Associate Professor T Luff, Dr G Ives, Associate Professor M Page, Dr T Patti, Associate Professor L Roller, Dr D Taylor, Professor M King, Professor C Browne, Professor J Harris, Professor G Webb, Ms M Aldred, Mr A Hillen, Ms B Anderson, Mr Lim Jian An and Mr E Keegel.

Mr C Vernon, Mr P Yates, Ms M Harris (on behalf of Mr D Secomb who was an apology), Ms C Harboe-Ree, Associate Professor V Clifford, Ms K Wilson-Reid (Executive Officer), Ms S Stafford and Ms A Lazar.

Agenda items were addressed in the following order: 1, 2, 3, 10.1, 10.2, 6, 7, 8, 12.1 and 14.

The Chair, Professor A Lindsay, chaired up to (and including) item 12. As the Chair had to leave the meeting prior to its completion, Professor C Browne was Acting Chair for the remainder of the meeting.

Apologies were received from Professor M Evans, Dr P Richardson, Professor W Young and Mr C Hurley.

The Chair welcomed new member Dr Peter Maddock. Dr Maddock had replaced Mr Karen Bensley on the Committee, as Mr Bensley had recently retired from the University. The Chair also welcomed Ms A Lazar who was invited to attend for this meeting.

The Committee noted that certain items had been pre-starred as requiring discussion. Item 14 was starred at the meeting.

In relation to a query about faculty expectations of the LLS Unit with regard to ‘Special Examination Arrangements for Non-English Speaking Background (NESB) Students’ (refer item 11), Professor Harris would liaise with the Chair or Secretary following 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 1/2003 of the Education Committee.

Further to consideration at Meetings 1 and 2, a full proposal for the establishment of the subcommittees and working parties of the Education Committee, to support implementation of the ‘Learning and Teaching Plan’ and other policy initiatives, was circulated (p 1-14).

The Chair thanked those who had volunteered themselves and/or others for membership of the groups. Professor Lindsay advised that consideration would be given to support for the new structure noting that workload would need to be identified. The groups would require a settling period after which time recommendations may be put to the Education Committee for adjustment to some aspects of the terms of reference.

In response to a query, the Chair noted that these groups would not have the ability to coopt members. However formal membership arrangements would be approved as appropriate and groups would have the opportunity to make relevant recommendations for this purpose. Following discussion the Committee agreed to the following membership amendments:

• Transition Policy and Planning Subcommittee: add ‘A representative from the Language and Learning Services Unit’;

• Internationalisation Subcommittee: allow for a representative from the Malaysia and the South Africa campuses;

• Assessment Working Party: add an entry for ‘a graduate student’. Professor Browne would liaise with MPA regarding a representative for this group; and

• Graduate Attributes Working Party: add an entry for ‘a graduate student’.

Action/Information: Professor C Browne; Ms K Wilson-Reid

Revised Education Committee terms of reference were approved at Academic Board Meeting 6/2002. The review of the Committee’s terms of reference was timely in light of its continuing role in academic policy development and approval of procedures, its engagement in developing, reviewing and monitoring the LTP, and the devolution of the course and unit approval process to faculties. It was foreshadowed at that time that further amendment would be made to the Committee’s terms of reference following the establishment of a new structure for Education Committee sub-committees and working parties to support the implementation of the ‘Learning and Teaching Plan (LTP) 2003-2005’ and other policy responsibilities.

Further to the establishment of the new structure under item 6 above, a proposal for amendment of the Education Committee’s terms of reference was circulated (p15-20). (The Education Committee’s membership was also circulated for information.)

The Chair advised that the points on agenda page 16 would need to be amended for the proposal proceeding to Academic Board as the points should read points 1-9. Professor Lindsay invited input on the substance of the proposal, noting that the intention was to ensure focussed terms of reference with a more strategic role for the Committee.

Discussion occurred regarding the need for the Committee to continue to consider cross-faculty concerns and conflicts as well as cross-faculty initiatives. The Chair highlighted that this would be covered under point 7 of the terms of reference. In response to a query, Professor Lindsay noted that the new point 9, under which matters could be referred by Council, Academic Board, the Vice-Chancellor or the Deputy Vice-Chancellor (Academic and Planning), provided a broader and more flexible approach replacing the old points 8 and 9 about external reports and Monash legislation.

Action/Information: Executive Officer

This matter, regarding provision of support for ‘Learning and Teaching Plan (LTP)’ initiatives within faculties, was put to Meeting 1/2003 of the Committee for information.

Submissions regarding the LTP Pool had been received by the Office of the Deputy Vice-Chancellor (Academic and Planning). The funds for these were being released. The proposals from the Faculties of Art and Design, Arts, Business and Economics, Education, Information Technology, Science and Pharmacy were circulated for information (p21-100). The proposals from the Faculties of Law and Medicine, Nursing and Health Sciences, were tabled at the meeting. Members noted that the Faculty of Engineering proposal would be submitted to the Office of the DVC(A&P) shortly.

Professor Lindsay noted that the submissions were of varying length with different levels of detail. The Committee agreed to a proposal from the Chair that a small group would meet to review faculty submissions and provide feedback to the Committee, via the DVC, regarding the proposals, how the initiatives fit together, how they map to LTP initiatives, and how well they tie to operational plans. The group included Professor Browne (Chair), Professors Harris and Joy, Dr Kreutz and Associate Professor Clifford.

Refer also to item 6 above. During discussion it was agreed that the Chairs of the new LTP-related subcommittees and working parties would look at the faculty submissions under this item and identify aspects of the proposals related to their group’s terms of reference. The Chairs would establish methods of keeping in contact with relevant faculties about their initiatives (with minimum additional workload and intervention) and report back to Education Committee for information.

Noting links between initiatives in these proposals and the work of the new Education Committee groups, a member asked about potential for funding for those groups. The Chair advised that the LTP Pool funding had originated from faculty allocations and had been returned to faculties. Professor Browne informed the Committee that Ms DeZilwa was mapping the initiatives to the LTP and faculty plans.

The ADTs of each faculty took the Committee through the highlights of the proposals that had been put forward. Discussion occurred with a view to highlighting opportunities for cross-faculty collaboration. The following issues were identified:

• development of a Learning Management System in the Faculty of Business and Economics (also involving Medicine, Nursing and Health Sciences). It was noted that this was a sizable project and that it might be useful initially to contain the focus on particular aspects. A similar project was underway in the Library. Further discussion occurred about related initiatives at institutions in Australia and globally and about the need to ensure that such a system would interact with other Monash systems. Professor Joy welcomed discussion about the initiative with interested faculties;

• the relevance of the Information Technology initiative ‘Platform Independent Teaching Software Tools’ to the above ‘Learning Management System’;

• interest from other faculties in Information Technology’s ‘Computer Fluency Unit’. It was noted that this would be relevant to the Graduate Attributes Working Party;

• the Chair highlighted the benefit to all faculties of sharing information about faculty policy bank initiatives such as the one being undertaken in the Faculty of Law.

Action/Information: Professor C Browne; Associate Professor V Clifford; Associate Professor M Page; Mr D Secomb; Dr T Patti; Professor J Harris; Professor S Joy, Dr H Kreutz

Documentation was circulated (p101-104).

At Meeting 1/2003, the Committee was advised about the Unit Innovation Grant Scheme, that would complement learning and teaching development projects supported via the Strategic Innovation Fund. The DVC was pleased to award funding for the redevelopment of the five units nominated by each faculty as set out in the circulated document.

ADTs noted that faculties were requested to provide to CeLTS updated information on progress towards the unit redevelopment, as well as evaluation processes and outcomes, for inclusion on a website (to be designed) about the Scheme. Each faculty would make a presentation on the outcome of one unit following its first offering and evaluation.

Action/Information: Professor J Harris; Associate Deans Teaching

At its Meeting 5/2002, the Education Committee approved procedures for exclusion for unsatisfactory progress that, in conjunction with ‘Statute 6.2 - Exclusion for Unsatisfactory Progress’, and the ‘Exclusion for Unsatisfactory Progress Regulations’, were to guide implementation of the review of exclusion that was commenced in 1999, approved between 2000 and 2002 and implemented in 2002. The procedures, titled ‘Faculty Academic Progress Committee Functions and Procedures’ and ‘Exclusion Appeals Committee Functions and Procedures’, are located at:

www.adm.monash.edu.au/unisec/academicpolicies/menus/topic-academicprogress.html

During approval, the Committee agreed that the procedures should be reviewed following completion of their first cycle of implementation. As that cycle was drawing to a close, a proposal was circulated (via email prior to the meeting) regarding a working party to review the procedures.

In response to a query, the Chair confirmed that this was a review of the procedures supporting the system rather than of the principles of the overarching system and that changes to legislation were separate from this process.

Action/Information: Executive Officer; Associate Professor J Hurst; Ms S Chong

Documentation was circulated (p105-112) that involved an interim proposal for amendment to the Exclusion for Unsatisfactory Progress Regulations in relation to the timing for notice of hearings.

Ms A Lazar, Deputy University Solicitor, spoke to this item and informed the Committee about the need for consideration of the issues under this item prior to the review (item 10.1) in order to ensure amendment of legislation in time for implementation for 2004.

Ms Lazar took members through the issues set out in the proposal. Following discussion the Committee agreed to the following:

• the recommended change to section 3 of the Regulations regarding a distinction between a ‘notice of referral’ and a ‘notice of hearing’;

• regarding meeting the criteria after failing deferred exams:

• notice should be sent to students before the deferred exams about possibly having to show cause and timing of hearings, in order to avoid lengthy delay of finalising the process after the DEF exams

• the wording of Regulation 3.1.1 could be changed to read "...passed less than 50%", rather than "failed more than 50%", particularly for those students who required DEF exams and may be required to show cause. Amanda Lazar would look into any implications this may have in relation to Statute 6.2;

• regarding notice of hearing for an appeal or re-hearing, the timing for notice of hearing in these instances should be 7 working days. Amanda Lazar agreed to liaise with the Student Rights Officer prior to recommending this change to Academic Board;

• regarding increasing the notice of referral from "not less than ten days" to "not less than fifteen days", Ms Lazar would recommend that this change be made to Procedures rather than to Regulations;

• regarding students being accompanied by external persons who are legally qualified, Ms Lazar could recommend this clarification of Procedure at a later time through the Review of Exclusion Procedures;

• Ms Lazar would liaise with the EAC Law Chairs regarding a consistent, coherent approach in relation to faculty processes involving addresses and sending mail.

Action/Information: Ms A Lazar; Ms K Wilson-Reid; Ms S Chong

At its Meeting 4/2002, the Academic Board approved a working party report on special examination conditions for NESB (Non-English Speaking Background) students. Members noted that relevant details including definitions, a policy containing options for the special conditions available, and implementation requirements, were located at:

http://www.adm.monash.edu.au/unisec/academicpolicies/policy/extratime.html

Each faculty was asked to determine which of the types of special examination conditions would be available to eligible students in units offered for courses of that faculty, and advise that determination to the Education Committee and students.

Reports from all faculties regarding their determination about special examination conditions for NESB students were circulated for information (p113-126).

Action/Information: Mr V Garth; Ms R Clerehan

Documentation was circulated prior to the meeting including an ‘AVCC Higher Education News National - Budget Summary’, AVCC and Go8 media releases, and Powerpoint slides regarding ‘Our Universities: Backing Australia’s Future’. The Chair also tabled a paper related to the AVCC Summary titled "Commonwealth Course Contribution Schedule’.

The Deputy Vice-Chancellor provided a briefing to the Committee on the proposed package ‘Our Universities: Backing Australia’s Future’. Discussion occurred as Professor Lindsay took members through the AVCC Summary and the following issues were considered:

• replacement of the current block operating grants with a new Commonwealth Grant Scheme, set by discipline, towards the cost of an agreed number of places delivered annually;

• from 2005, the entitlement for students to five years equivalent full-time study in a Commonwealth supported place. Members noted that this would be a tight completion timeline for double degree students, particularly those enrolled in Law;

• Monash’s eligibility for funding with Gippsland in Band 4 of the table of regional campuses. A member also queried whether a case could be made for consideration of Peninsula as a regional campus;

• noting strong interest from the Faculties of Education and Medicine, Nursing and Health Sciences in relation to extra teaching and nursing places under the ‘National Priorities’, the Chair agreed that the process for obtaining additional places would be investigated;

• it was noted that the method for coordinating the new overseas higher education provision quality audits with standard AUQA audits was not yet known;

• the university would need to work with other Callista stakeholders to investigate the implications of the new ‘Higher Education Information Management System’;

• methods of structuring fees under the proposed scheme with universities to set the student contribution levels for courses. Members noted that further operational detail in relation to this issue was required to be worked through by the government; and

• student concern regarding potential additional costs involved under the new package.

Professor Lindsay noted that the initiatives proposed, that required further negotiation and approval by the Senate, would likely be accepted or rejected as a package. Members were advised that much of the operational detail in the package would be finalised over a period of time. The Chair noted that the proposed package as it stood, containing a mix of pros and cons, would be an improvement on the current funding situation. Further efforts would be made to input into amendments to the package where possible. The Chair advised that a number of groups eg. the VCG, Committee of Deans and Academic Board, would undertake a range of activities relating to the package as further information unfolded.

Professor Browne agreed to liaise with the Chair of the Admissions Committee regarding the recent Monash review of coursework scholarships and whether any of those outcomes should be considered in light of the proposed federal budget changes in that area.

Action/Information: Office of DVC(A&P); Associate Professor T Luff; Dr D Corrigan; Mr P Yates; Professor C Browne; Professor M Evans

13. APPROVAL OF UNIT QUOTAS – MBA UNITS IN THE FACULTY OF BUSINESS AND ECONOMICS

RMO2000/1071

In accordance with Statute 6.1.1 – University entrance and admission to courses, and a resolution at Academic Board Meeting 4/99, the Education Committee is responsible for approving quotas on units proposed by faculties.

A proposal was circulated from the Board of the Faculty of Business and Economics for the approval of quotas for Master of Business Administration (MBA) units (p127-130).

Action/Information: Mr D Mernagh

RMO2000/0611

Documentation was circulated (p131-156).

All faculty biannual reports were noted in the last agenda.

Due to the requirement for amendments to the original report submitted to the last meeting by the Faculty of Medicine, Nursing and Health Sciences, a replacement of that Faculty’s biannual report was circulated for noting at this meeting.

At Meeting 2/2003, the ADT of the Faculty of Pharmacy informed members about the unusual credit point structure of the Bachelor of Formulation Science (Honours) that allowed for a break down of 80% research (38 points) and 20% coursework (10 points). Discussion occurred at that meeting regarding the university’s standard practice involving a six point (or multiples) credit point structure, and the ‘Honours Year Programs Policy’, that states that distinct components should receive a separate assessment and should normally be identified as separate units of six credit points (or multiples). In response to those queries further information, provided by Associate Professor L Roller, ADT Pharmacy, was circulated about the rationale for the existing credit point structure.

Further discussion occurred at this meeting regarding the BFormSci(Hons) structure, taking into account the university policies and standard practices mentioned above. Members noted the difficulties that had been experienced by other faculties as they had broken honours into components, and noted the benefits that had arisen from those efforts. It was agreed that Associate Professor Roller would liaise with Associate Professor Page regarding methods for breaking down the sections of this type of honours award into individually assessable components based on a structure of 6 credit points (or multiples).

Action/Information: Associate Professor L Roller; Associate Professor T Luff; Dr G Ives; Ms J Kemp

The next scheduled meeting of the Education Committee (Meeting 4/2003) will be held at 2:15 pm on Wednesday, 16 July 2003. All final submissions for the agenda for that meeting are due by Wednesday, 2 July.

Professor Alan Lindsay (Chair)

Dr Peter Maddock

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 Yoni Ryan

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