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Education Committee Meeting 1/2005

Meeting No. 1/2005 of the Education Committee will be held on Wednesday, 16 February 2005 in the Sir George Lush Room, ground floor, Building 3a, Clayton Campus, commencing at 2.15pm.

Apologies: Please telephone: 9905 5061, or e-mail to: Samantha.Rose@adm.monash.edu.au

Ms Shana Chong, Secretary

Members having a direct commercial or financial interest in any item before this meeting must declare that interest to the Chair via the Committee Secretary prior to consideration of the item, and must not take part in a vote on any matter concerning it.

Agenda

PART A PROCEDURAL, POLICY & COMMITTEE MATTERS

1. ATTENDANCE, MEMBERSHIP AND APOLOGIES

Invited to attend:

Professor Leon Piterman, chair, Internationalisation of the Curriculum Subcommittee, Associate Professor Michael Page, chair, Quality Subcommittee, Dr Andrys Onsman, CeLTS, (alternate of Associate Professor Valerie Clifford), Mr Michael Josem, MONSU Caulfield (alternate of Mr Leo Ostroburski), Mr Terry Hogan, Manager Client Services, Mr Vern Garth, Manager Examinations, Associate Professor Alan Farley, executive chair, Admissions Committee, Associate Professor Rod Devenish, Research Graduate School Committee (alternate for Professor Max King) and Ms Alana Matchett, executive officer, UAPS.

Apologies:

Professor Merran Evans, Professor Bill Young, Mr Ben Batten, Dr Tony Patti, Dr David Taylor, Associate Professor Marg Lindorff and Associate Professor Ilana Snyder.

Welcome to new members:

Professor David Arnott, Associate Dean Education, Faculty of Information Technology, Professor Jeffrey Waincymer, Faculty of Law, Dr Cristina Varsavsky, Faculty of Science, Mr David Taft, MSA, Mr Max Ribitzky, MUBS, Mr Benjamin Batten, MUGSU, Ms Marina Rahman, MPA masters by coursework and Ms Glenda Key, representing Faculty Managers Group.

2. 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.

RECOMMENDATION:

That the Committee nominates any additional items to be starred, and endorses the recommendations for all items other than those starred.

3. MINUTES

The unconfirmed minutes of an extraordinary meeting held on 15 December 2004, were circulated on 2 February 2005.

RECOMMENDATION:

That the Committee approves the Minutes of an Extraordinary Meeting held on 15 December 2004.

4. MATTERS ARISING FROM THE MINUTES

*5. INTERNATIONALISATION OF THE CURRICULUM – POLICIES AND PROCEDURES p 1 - 14

Documentation is attached. Professor Leon Piterman, chair, Internationalisation of the Curriculum Subcommittee, has been invited to attend Education Committee to present the work of the Subcommittee to members.

Members are asked to note that the documentation, currently at Draft 12 stage, is the result of considerable consultation and discussion. The consultation process has included discussion at meeting 4/2004 of CADeT, where Associate Deans Teaching were requested to provide further feedback following consultation with their faculties.

RECOMMENDATION:

That the Committee:

  • considers and discusses the policies and procedures contained in the attached documentation; and
  • endorses the policies and procedures for submission to the Academic Board.

*6. TSUNAMI TRAGEDY: DIPLOMA OF INTRODUCTORY UNDERGRADUATE STUDIES AND INTERMISSION p 15 - 18

Documentation is attached. Following the Tsunami tragedy, a need has arisen to explore options for international students directly affected by this tragedy who are unable to return to their studies in Australia. One such option that should be considered is to allow eligible students to take out the Diploma of Introductory Undergraduate Studies as an exit award. This Diploma was originally introduced in 1998 to assist students affected by the Asian Financial Crisis. The chair will speak to this item.

RECOMMENDATION:

That the Education Committee discusses the value of using the Diploma and Intermission in relation to international students directly affected by the Tsunami tragedy.

*7. VALUES FOR HIGH-QUALITY TEACHING AND LEARNING - POLICY AND PROCEDURES p 19 - 30

Documentation is attached. The development of the report on the "Values for High-Quality Teaching and Learning" by the Quality Subcommittee has been widely documented and acknowledged as a point of reference for strategic work in the area of education policy and learning and teaching plans across the University (refer Education Committee Meeting 3/2004).

In moving the documentation towards a formalised policy and procedures format, it is proposed that the draft Values for High-Quality Teaching and Learning policy and procedures replace the current policy and procedures in relation to Effective Teaching and Learning, located at:

http://www.adm.monash.edu.au/unisec/academicpolicies/policy/effective.html; and

http://www.adm.monash.edu.au/unisec/academicpolicies/procedures/effective.html.

Associate Professor Michael Page, chair, Quality Subcommittee, has been invited to attend to speak to this item.

RECOMMENDATION:

That the Education Committee endorses, for submission to Academic Board, the Policies and Procedures of the "Values for High-Quality Teaching and Learning at Monash University".

*8. REPORT OF THE ADMISSIONS COMMITTEE WORKING GROUP ON LOAD PLANNING p 31 - 32

Documentation is attached. At meeting 5/2004, the Education Committee recommended that the matter of load planning be referred to a working group of Admissions Committee, specifically to consider models of implementing limits on WES.

It was reported at meeting 5/2004 that WES currently allowed students to enrol in less than the load they intended to take over the full year and imposed no minimum enrolment conditions on students.

Associate Professor Alan Farley, executive chair, Admissions Committee, will speak to the item.

RECOMMENDATION:

That Education Committee notes the report of the Admissions Committee Working Group on load planning tools and recommends that:

  • Faculties be strongly encouraged to fully utilise the University’s re-enrolment audit report and the use of the university’s bulk email facilities;
  • Faculties be briefed from time to time on the existing functionality in Callista and WES that may assist with obtaining higher rates of re-enrolments prior to the August census date; and
  • That the issue does not warrant further development/enhancement to WES at this stage.

*9. DEFERRED AND SUPPLEMENTARY EXAMINATION TIMING p 33 - 38

This item was discussed at CADeT in 2003 when a paper outlining options in relation to the timing of deferred and supplementary examinations was presented at CADeT meeting 2/2003. This was the result of an earlier discussion at Education Committee 5/2001 relating to the timing of deferred examinations. A working group was convened to review the matter and implement a pilot trial semester one deferred and supplementary examination period, which was subsequently conducted in September 2004 for the Faculty of Business and Economics.

An evaluation of the trial has been completed and a report is attached. It is proposed to conduct semester one DEF/SUPP exams as early as possible in semester two for the following reasons:

  • Improved student outcomes;
  • Student and staff preference; and
  • Positive impact on the APC Round 2 process.

Mr Terry Hogan, Manager Client Services, and Mr Vern Garth, Manager Examinations, have been invited to speak to this item.

RECOMMENDATION:

That the Committee:

  • notes the Summary of Findings – Pilot of Additional Deferred and Supplementary Examination Period – September 2004" report, and
  • endorses the introduction of an additional deferred and supplementary examination period to be conducted in late August for students who have been granted a deferred or supplementary examination in semester one.

*10. RESULTS UPLOAD AND AMENDMENT POLICY p 39- 40

Documentation is attached. The proposed policy is a result of recommendations made by the Auditor General, with input provided by the Student Administration Group, Faculty Managers and Audit and Risk Management. It is recommended that a university policy is established in relation to the amendment of results and result audit processes.

Mr Terry Hogan, Manager Client Services, and Mr Vern Garth, Manager Examinations, have been invited to speak to this item.

RECOMMENDATION:

That the Committee:

1. establishes a policy in relation to the amendment of results and results-audit processes, and

2. introduces the following procedures:

  • teaching departments upload all student results to the students database prior to the results upload date;

  • a university-wide "Post BOE Result Amendment Form" that documents the reason for the result amendment and the appropriate level of authorisation be introduced; and

  • a regular audit of amended results is performed by the faculty.

11. STATUTE 4.1 - DISCIPLINE GUIDELINES p 41 - 42

Documentation is attached. The chair will introduce this item.

RECOMMENDATION:

That the Education Committee approves the addition of clause 3.8, Executing a decision of a Faculty Discipline Committee, to the Discipline Guidelines.

*12. CHANGES TO THE WORKING PARTY ON REVIEW OF EXCLUSION PROCEDURES p 43 - 44

Under its current terms of reference (refer to attached documentation) approved by the Education Committee 3/2003, the Working Party of Education Committee on Review of Exclusion Procedures was established to review the new procedures for exclusion for unsatisfactory progress following implementation of its first cycle in 2003.

In recognition of feedback received at the biannual exclusion forums and its ongoing role in reviewing faculty and central unsatisfactory progress procedures, the chair has advised that it would be appropriate to revisit its terms of reference and re-establish the functions of the committee structure as a subcommittee of Education Committee.

Associate Professor Marg Lindorff, Faculty Academic Progress Committee member of the Working Party, has agreed to undertake the role of chair of the committee following the cessation of membership of Associate Professor John Hurst. Associate Professor Tony Luff, Faculty of Medicine, Nursing and Health Sciences, has agreed to undertake the position of Faculty Academic Progress Chair representative of the committee.

The chair will speak to this item.

RECOMMENDATION:

That the Education Committee endorses, for submission to Academic Board:

  • the establishment of the Exclusion Procedures Subcommittee of Education Committee, and its amended Terms of Reference:

  • Provide advice to faculty and central areas of the university in relation to its biannual review of functions and procedures of unsatisfactory progress;

  • Review and refine the suite of university pro formas and Functions and Procedures, in accordance with Statute 6.2 or the Regulations pursuant to the statute;

  • Report to Education committee by the last meeting of each year; and

That the Education Committee endorses the following membership proposals:

  • the nomination of Associate Professor Marg Lindorff, Faculty of Business and Economics, as the chair of the Exclusion Procedures Subcommittee of Education Committee; and

  • the nomination of Associate Professor Tony Luff, Faculty of Medicine, Nursing and Health Sciences, as the Faculty Academic Progress Committee Chair member of the Exclusion Procedures Subcommittee of Education Committee.

*13. EXTENSION OF EDUCATION COMMITTEE MEMBERSHIP p 45 - 46

The Education Committee membership structure is attached. This structure has been extended to include the position of Executive Chair of Admissions Committee (Associate Professor A Farley) as a voting member. The chair has identified that the membership structure of the Education Committee would be complemented by the addition of a member from the University Admissions Committee.

The Faculty Managers Group is currently represented on Education Committee as a member in attendance only. In recognition of its contribution to the Education Committee, it is proposed that the representative from the Faculty Managers Group (Ms G Key) be constituted as a voting member of the Education Committee.

The chair will speak to this item.

RECOMMENDATION:

That the Committee endorses, for Academic Board approval, the following changes to the membership structure:

  • the Faculty Managers Group representative as a voting member of the Education Committee; and

  • the Executive Chair of the University Admissions Committee be constituted as a voting member of the Education Committee.

*14. NOMINATION FOR MEMBERSHIP TO IPAC

The Education Committee is seeking nominations to fill the vacancy for an Education Committee representative that has arisen for the Inclusive Practices Advisory Committee, and its terms of reference are outlined below:

  • To provide advice to the University on strategies and procedures for creating an inclusive environment for all students and staff and in particular those who have a disability;

  • To participate in, sponsor and initiate discussion, research and programs in order to mainstream equity and access issues related to the involvement of people who have a disability in higher education;

  • To monitor, report on and review the progress of the Inclusive Practices: Disability Plan;

  • To receive reports from the campus subcommittees to ensure that local matters that have broader significance for the University are raised in the appropriate forums;

  • To monitor and inform Monash University policy, policy implementation and procedures related to support for students, staff and visitors who have a disability;

  • To provide advice on capital and minor work projects and any other activities to improve access and safety for people who have a disability; and

  • To report regularly to the Equal Opportunity Committee.

RECOMMENDATION:

That the Education Committee provides a representative member to the Inclusive Practices Advisory Committee.

15. OTHER BUSINESS

PART B: FACULTY REPORTS AND PROPOSALS

There are no items under this section for this meeting.

PART C: NEXT MEETING

The next scheduled meeting of the Education Committee (Meeting 2/2005) will be held at 2:15 pm on Wednesday, 16 March 2005.

All final submissions for the agenda for that meeting are due by Wednesday, 2 March 2005.

Membership:

Professor Alan Lindsay (Chair)

Associate Professor Karen Bensley

Dr Heinz Kreutz

Associate Professor Alan Farley

Associate Professor Sally Joy

Dr Gaell Hildebrand

Associate Professor Ilana Snyder

Professor Robin Alfredson

Professor William Young

Professor David Arnott

Professor Jeffrey Waincymer

Associate Professor Tony Luff

Dr Louise McCall

Associate Professor Louis Roller

Dr David Taylor

Dr Cristina Varsavsky

Dr Tony Patti

Professor Max King

Professor Chris Browne

Professor Merran Evans

Professor Denise Kirkpatrick

Professor Graham Webb

Mr Leo Ostroburski, MONSU – Caulfield

MONSU – Peninsula – position vacant

Mr David Taft, MSA – Clayton

Mr Max Ribitzky, MUBS – Berwick

Mr Benjamin Batten, MUGSU - Gippsland

Pharmacy Students Association – position vacant

Ms Marina Rahman, MPA – masters by coursework

MPA – graduate/postgraduate diploma – position vacant

In Attendance:

Mr Clive Vernon

Ms Glenda Key

Mr Peter Yates (alternate for Mr P Marshall)

Ms Cathrine Harboe-Ree

Associate Professor Valerie Clifford

Associate Professor Yoni Ryan

Associate Professor Marg Lindorff

Ms Shana Chong (Secretary)

Further Distribution:

Faculty Managers/Registrars (*9)

Mr T Calder

Ms P Williams

Ms P Herman

Ms S Stafford

Ms B Le Grand