Monash University

Education Committee Meeting 6-2003

Meeting No. 6/2003 of the Education Committee was held on Wednesday, 15 October 2003 in the Sir George Lush Room, Administration Building 3A Clayton, between 12:00pm and 1:30pm.

Ms K Wilson-Reid
Secretary

There were present:
Professor A Lindsay (Chair), Dr P Maddock, Professor M Skully (for Ms S Joy), Associate Professor Ian Prince, Associate Professor J Hurst, Mr C Avram, Mr L Morris, Associate Professor T Luff, Dr G Ives, Dr T Patti, Dr D Taylor, Professor M King, Professor C Browne, Professor J Harris and Mr Lim Jian An.

In attendance were:
Mr C Vernon, Mr D Secomb, Ms D Aitken (for Mr P Yates), Ms B Jacoby (for Ms C Harboe-Ree), Associate Professor V Clifford, Associate Professor Y Ryan, Associate Professor M Lindorff, Ms K Wilson-Reid (Secretary), Associate Professor K Jones and Ms S Chong.

Apologies were received from:
Associate Professor A Farley, Ms S Joy, Dr D Corrigan, Dr P Richardson, Professor W Young, Associate Professor M Page, Professor L Roller, Professor M Evans, Professor G Webb, Mr C Hurley and Ms B Anderson.

M I N U T E S

PART A PROCEDURAL, POLICY AND COMMITTEE MATTERS

*1. MEMBERSHIP AND ATTENDANCE

On behalf of the Committee, the Chair farewelled and thanked Dr Glenice Ives for her efforts and contributions during her term as Associate Dean Postgraduate Studies, Faculty of Medicine, Nursing and Health Sciences and as a member of the Committee. The Chair also thanked the student members for 2003 for their valuable involvement including Ms Mary Aldred (returning), Mr Anthony Hillen, Mr Chris Hurley, Ms Brooke Anderson, Mr Terry Pritchard and Mr Lim Jian An.

The Committee welcomed Associate Professor Ken Jones, Chair, Transition Policy and Planning Subcommittee, who was invited to attend this meeting.

*2. STARRED ITEMS

The Committee noted that certain items had been starred as requiring discussion.  No further items were starred at the meeting.

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

*3. MINUTES

Documentation was previously circulated.

The minutes of Education Committee Meeting 5/2003, held 10 September 2003, were approved.

4. MATTERS ARISING FROM THE MINUTES

Refer to item 6.

5. ITEMS OF INTEREST FROM ACADEMIC BOARD MEETING 5/2003

Members noted that Academic Board had noted all matters reported for information from Meeting 5/2003 of the Education Committee.

*6. NATIONAL INSTITUTE FOR LEARNING AND TEACHING IN HIGHER EDUCATION RMO2003/1393

Members noted that DEST had worked with the Australian Universities Teaching Committee to develop a discussion paper on the establishment of the Institute for Learning and Teaching in Higher Education.  Professor Lindsay advised that DEST had invited submissions on the issues raised in the discussion paper (circulated p 1-20) by 31 October. Members noted that universities would be invited to send participants to a forum for consideration of issues in November.

The Committee discussed and provided comment on the questions raised for input into a University submission in response to the discussion paper:

  • it is important for the Institute to have an overarching role focussing on development and dissemination of good practice.  The Institute could have a core with staff spread throughout the system (Q1);
  • any formal arrangements explored outside Australia should have a focus on regional leadership (Q3);
  • formal links and relationships should be established between universities and the Institute (Q4). Professional bodies, industry bodies and accreditation schemes should also be involved with these links (Q5&32);
  • the Institute's organisational links with universities and the relationship with AUQA should be considered as separate (Q6);
  • building of foresight capacity should be encompassed within the Institute's role.  However, this role should be balanced with the other roles of the Institute (Q7);
  • the Institute could allow for a greater emphasis on professional development and attempt to achieve balance between expenditure on that area and grants. Priority for grants would preferably move away from an individual focus to be on more distributed teaching and learning issue-specific projects (Q8);
  • the practice of competitive grants can be time consuming and inhibitive. As previously noted, greater focus could be placed on professional development issues and dissemination of good practice. Operational issues in relation to collaborative projects should be addressed at the early stages.  Universities will need to establish mechanisms for teaching relief for individuals involved in these projects (Q9);
  • identification of projects taking into account organisational size and strengths may assist in overcoming difficulties in undertaking collaborative projects (Q10);
  • an important aspect of reporting on good practice is effective dissemination methods such as the exchange of information within discipline groups rather than a focus on use of websites (Q12);
  • there is a place for organisational and staff development grants.  It would be useful to have a greater focus on informing/engaging those responsible for academic leadership in support of teaching and learning including staff development (Q13);
  • it would be appropriate for a focus of activity to be discipline-based (Q15);
  • the Institute could support professional development at the early stages of a teaching academic's career (Q16);
  • it is noted that work is underway in DEST about indicators to assist benchmarking.  Universities should be involved with and informed about that development (Q17);
  • in relation to question 19, development in these areas should be promoted with an emphasis on leadership in teaching and learning;
  • activities that support innovation should be highly regarded (Q23);
  • whilst services are valuable to institutions and could be used to assist institutions to support grant recipients and implementation of outcomes, it is envisaged that the primary role of the Institute would be on development of networks rather than services. In relation to development and measures of project success, it is important not to focus on a rank-oriented measure of success (Q24);
  • the type of indicators used to assess the impact of the Institute would depend heavily on who the clients were (Q25);
  • the approach to the promotion of learning and teaching should encompass the whole student learning experience (Q28).

The Committee noted the advice of Professor A Lindsay regarding the establishment of the National Institute for Learning and Teaching in Higher Education, and provided comment on the discussion paper circulated. The Chair invited members to forward any further comments via email to the Secretary and noted that the Secretary would compile a summary of issues in preparation for the University's submission to DEST [refer above].

Action/Information: Chair, Secretary, Members

7. ERASMUS MUNDUSRMO2003/1398

A document was circulated (p21-22), forwarded by Professor M Evans, regarding the 'Erasmus Mundus' program that would offer postgraduate courses involving study at several higher education institutions in Europe.  Partnerships between EU masters courses and non-European institutions would be encouraged under this program.

Members noted that a Europe Network Meeting was being held directly following this meeting that would include discussion about the program.

The Committee noted the information regarding the 'Erasmus Mundus' program.

*8. REPORTS FROM SUBCOMMITTEES AND WORKING PARTIES

8.1 Quality Subcommittee RMO2003/1394

Documentation was circulated (p23-30).

Associate Professor T Luff, on behalf of Associate Professor M Page, Chair of the Quality Subcommittee, spoke to the report.  Associate Professor Luff informed members about the recommended change to the terms of reference to reflect the Subcommittee's ongoing role, the structure of the membership and a revised reporting timeline in 2004.

The Committee:

  • received and noted the Report of the Quality Subcommittee;
  • approved the amended Terms of Reference and membership structure recommended for the Quality Subcommittee (refer report item 1); and
  • approved the amended reporting process and deadline for the preparation of a report that describes high-quality learning and teaching at Monash and affirm that annual reports would not be required in 2003 from faculties on their use of the quality process in reviewing and improving course and unit development and delivery (refer report item 2).

Action/Information: Associate Professor M Page; Ms S Chong

8.2 Internationalisation Subcommittee RMO2003/1395

Documentation was circulated (p31-32).

Associate Professor V Clifford, Chair of the Internationalisation Subcommittee, spoke to the report. Members noted a proposal would be put to the Deputy Vice-Chancellor shortly regarding methods and resources for achieving its objectives as set out in the terms of reference that had been accepted by the Subcommittee.

Noting that a number of members had recently left the group, Professor Lindsay recommended the group develop a membership structure that would allow for easy replacement of members where required.  It was noted that Associate Professor Clifford would liaise with Professor Browne regarding immediate replacements.

The Deputy Vice-Chancellor advised about a further issue that should be considered by the Internationalisation Subcommittee regarding Key Performance Indicators for monitoring how the university was achieving internationalisation of the curriculum and what sort of indicators were required.

The Committee received and noted the Report of the Internationalisation Subcommittee and noted the further matter above for consideration by that group.

Action/Information: Associate Professor V Clifford; Ms L Wiasak

8.3 Academic Policy Subcommittee RMO2003/1396

Documentation was circulated (p33-36).

Mr D Secomb, Chair of the Academic Policy Subcommittee, provided an update on progress with the Subcommittee. Members noted Mr Secomb's advice about membership that was confirmed by the group as originally approved, amendments to the terms of reference to clarify the role of the Subcommittee and its working relationship with other groups, and the addition of authority to monitor new and amended policies and make editorial changes where appropriate to ensure consistency of format for policies on the Academic Policy Bank. Mr Secomb informed the Committee that development of academic policy protocol and a timeline for policy review were underway.

The Committee agreed to a further suggestion that in addition to identification of policy gaps, the Subcommittee identify academic policy overlaps and clashes.

The Committee:

  • received and noted the Report of the Academic Policy Subcommittee;
  • approved the revised Terms of Reference recommended by the Subcommittee and the additional task agreed above (refer report item 2); and
  • endorsed the recommendation that, once new or revised policy had been developed by relevant committees and other groups, the Academic Policy Subcommittee be empowered to vet policy prior to posting and to undertake any minor, non-substantive editing needed to shape the policy to the preferred format (refer report item 3).

Action/Information: Mr D Secomb; Ms C Chatterton

8.4 Transition Policy and Planning Subcommittee (incorporating Orientation) RMO1997/1511

Documentation was circulated (p37-38).

Associate Professor K Jones, Chair, Transition Policy and Planning (TPP) Subcommittee, reported on activities during 2003 and directions for 2004. Members noted the structure of the Transition Policy and Planning Subcommittee had resulted from an earlier review of transition.  Efforts were underway to clearly define the purpose and relationship between orientation and transition and improve communication between the two areas. Associate Professor Jones noted the role of Ms T Kantanis, MTP Coordinator, with activities during 2004.

Highlights from the report included benefits arising from the Academic Orientation Checklist with faculties indicating its usefulness to staff in providing orientation to students, an emphasis on academic components in the orientation process next year and the introduction of the Student Exit Questionnaire (SEQ) in 2004. Members discussed the applications of the SEQ and the need to access data regarding students' reasons for leaving the university through the questionnaire and other sources.  Associate Professor Jones noted the process for feedback about the SEQ through the TPP Subcommittee representatives, with relevant faculty committees reporting to ADTs and faculty boards, and discussion at Education Committee via the ADTs and the TPP Subcommittee.

Professor Lindsay sought advice from members about an appropriate title for the anticipated 2004 'Year of Transition' to clarify that it was not Monash in transition.

The Committee noted Monash would co-host the 8th Pacific Rim First Year in Higher Education Conference in 2004.  Associate Professor Jones foreshadowed a wide recruitment campaign from members of the university and advised that information about the conference would be made available early next year. The Deputy Vice-Chancellor recommended that the network of ADTs (eg. Education Committee or CADeT) be used for information dissemination about the conference.

Associate Professor Clifford invited input from the transition area into a proposal relating to the Vice Chancellor's Awards for Teaching Excellence.

The Chair thanked Associate Professor Jones for his report and welcomed interaction between Education Committee and the transition and orientation areas.

The Committee received and noted the Report of the Transition Policy and Planning Subcommittee (incorporating the Orientation Subcommittee).

Action/Information: Associate Professor K Jones; Ms T Kantanis

8.5 Exclusion for Unsatisfactory Progress Procedures Review Working Party RMOR2003/103

The Report of the Exclusion for Unsatisfactory Progress Procedures Review Working Party and relevant procedures were circulated (p39-68). The group was established to review the 'Faculty Academic Progress Committee Functions and Procedures' and 'Exclusion Appeals Committee Functions and Procedures' following their first cycle of implementation in relation to the 2002 academic year.

Associate Professor J Hurst, Working Party Chair, noted that this process had involved a refinement of the procedures that were developed to support the new system of exclusion and appeals introduced following the 1999 review and revised legislation. Associate Professor Hurst took the Committee through the key aspects of the report and noted the recommendations would be implemented for 2003 following approval by the Education Committee at this meeting.  Members noted a university-wide discussion forum regarding the revised process would be held on 18 November 2003. Significant recommendations involved decoupling of the notice of referral and the notice of hearing; the responsibility of the university and the student for proof of posting; handling of the notice of referral in relation to students with deferred/supplementary examinations; and the need for clear communication to students about requirements for academic progress and exclusion.

Associate Professor Hurst flagged a potential need for the Monash College Board of Studies to consider the College's unsatisfactory progress processes.  Mr C Vernon, Director, Access Division, Monash International, recommended the Chairs of the two relevant bodies consult about this issue.  Professor Lindsay noted advice would be sought on the matter.

Discussion occurred regarding aspects of the report and recommendations including:

  • restriction of the number of members of an Academic Progress Committee;
  • methods of ensuring that students maintain appropriate addresses on system;
  • a proposal that a Monash International representative be permitted to be in attendance at an international student's APC hearing to provide objective advice (eg implications of legislation on student visas).

The Committee:

  • noted the Report of the Exclusion for Unsatisfactory Progress Procedures Review Working Party;
  • approved the recommendations contained in the Report for amendment to the university's procedures for exclusion for unsatisfactory progress; and
  • noted that an additional meeting of the Working Party would be held in November with a report to follow at Education Committee Meeting 1/2004.

[Secretarial Note: The "Functions and Procedures for Faculty Academic Progress Committees and the Exclusion Appeals Committee" have been revised in accordance with the approved recommendations and are located at:
http://adm.monash.edu/unisec/academicpolicies/menus/topic-academicprogress.html ]

Action/Information: Associate Professor J Hurst; Ms S Chong; ADTs; Mr P Yates; Faculty Managers; SROs

*9. OTHER BUSINESS

PART B: FACULTY REPORTS AND PROPOSALS

No faculty business was raised at this meeting.

PART C: NEXT MEETING

Meeting 1/2004 of the Education Committee will be held at 2:15pm on Wednesday, 4 February 2004 in the Sir George Lush Room, Administration Building 3A, Clayton.

Submissions for the draft agenda for this meeting are due by 21 January.

Membership:
Professor Alan Lindsay (Chair)
Dr Peter Maddock
Dr Heinz Kreutz
Associate Professor Alan Farley
Ms 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 coursework)
(MPA - grad/postgraduate diploma) - position vacant

In Attendance:
Mr Clive Vernon
Mr David Secomb
Mr P Yates (alternate for Mr P Marshall)
Ms Cathrine Harboe-Ree
Associate Professor Valerie Clifford
Associate Professor Yoni Ryan
Associate Professor Marg Lindorff
Ms Kerri Wilson-Reid (Secretary)

Further Distribution:
Faculty Managers/Registrars (*9)
Mr T Calder
Mr D Mernagh
Ms P Williams
Ms P Herman
Ms S Stafford
Ms B Le Grand