Education Committee Meeting 1-2005

Meeting 1/2005 of the Education Committee was held on Wednesday, 16 February 2005, in the Sir George Lush Room, Building 3a, Clayton campus, between at 2:25 pm and 4:00 pm.

There were present:

Professor A Lindsay (chair), Associate Professor K Bensley, Associate Professor S Joy, Dr G Hildebrand, Professor R Alfredson, Professor D Arnott, Professor J Waincymer, Associate Professor T Luff, Dr L McCall, Associate Professor L Roller, Dr C Varsavsky, Ms M Rahman, Mr D Taft, Associate Professor A Farley, Mr M Josem (alternate for Mr L Ostroburski) , Ms G Key, Mr C Vernon, Associate Professor Y Ryan, Ms C Cooze (alternate for Ms C Harboe-Ree), Professor L Piterman, Associate Professor M Page, Mr T Hogan and Mr V Garth.

In attendance were:

Ms S Chong (Secretary), Ms A Kilby and Ms A Matchett.

Apologies were received from:

Associate Professor I Snyder, Dr H Kreutz, Professor M King, Professor M Evans, Dr T Patti, Dr D Taylor, Professor D Kirkpatrick and Associate Professor V Clifford.

MINUTES OF MEETING

Part A Procedural and Policy Matters

*1. PROCEDURAL MATTERS

*1.1 MEMBERSHIP AND ATTENDANCE:

On behalf of the Committee, the chair welcomed new members for 2005: Professor David Arnott, Professor Jeff Waincymer, Dr Cristina Varsavsky, Ms Glenda Key (as the full member representing the Faculty Managers Group), Associate Professor Alan Farley (as the executive chair of the Admissions Committee member), Mr David Taft and Ms Marina Rahman. The chair further advised that Associate Professor Michael Page would attend Committee meetings while he remained as chair of the Quality Subcommittee.

The Committee welcomed Mr Terry Hogan and Mr Vern Garth, who were invited to attend this meeting to speak to items 9 and 10.

Action/Information: members

*2. STARRED ITEMS:

Action: The Committee noted that certain items had been starred as requiring discussion and members endorsed the nomination that item 13 be amended to an unstarred item, and endorsed the recommendations for all items other than those starred.

*3. MINUTES:

Documentation was previously circulated.

Action: The minutes of an extraordinary meeting of Education Committee, held Wednesday, 15 December 2004, were approved.

Action/Information: S Chong

*4. MATTERS ARISING FROM MINUTES:

*5. INTERNATIONALISATION OF THE CURRICULUM – POLICIES AND PROCEDURES:

RMO2003/1395

Documentation was circulated. The Committee noted that the policies and procedures for Internationalisation of the Curriculum (IoC) had been extensively developed and was recently considered at the Committee of Associate Deans Teaching meeting held in November 2004. The chair advised at that meeting, Associate Deans Teaching were requested to gather feedback and comment on any undue impact placed on their faculties, in preparation for the work to be undertaken in 2005. Comments received from that discussion provided the basis of the updated Policies, Procedures and Guidelines, noting that the documents were currently at Draft 12 stage. Professor Leon Piterman, chair, Internationalisation of the Curriculum Subcommittee, was invited to present the work of the Subcommittee and the work to be undertaken.

Professor Piterman explained that the Policy was written as "universal principles" because of the difficulty in articulating a blanket policy for all faculties, noting there had been debate about universal disciplines that were problematic to internationalise. The principles had been formulated to take these arguments into consideration. In relation to the Procedures and Guidelines, Professor Piterman noted it was important for faculties to see high level of support for the implementation of IoC in faculties. In order to encourage this support, a presentation to the Committee of Deans was suggested, followed by the steps illustrated in the implementation plan (pp 5), commencing with meetings with faculty executives.

In addition, members noted that there was scope for funding innovative IoC activities or projects under the $800k Learning and Teaching Innovation Fund for strategic innovation in the areas of Learning and Teaching. Professor Lindsay advised that IoC was one of the topic areas to be advertised under this grants scheme. He suggested that faculties commence their preparations in submitting an application for this grant, however, there was no call for proposals at this point.

Professor Piterman sought comments from members, noting that ample time had already been given for feedback to be provided as a result of the extensive re-drafts. In the discussion, comments were received in relation to additional wording changes to the Guidelines and scope section of the documents. In response to the suggested changes, Professor Piterman requested that comments, in tracked changes, be forwarded to him via email as soon as possible. The documents shall be submitted to Academic Board 2/2005 for approval.

The Committee noted that the approval of university procedures was endorsed by Education Committee and the approval process of university policies was ratified by the Academic Board. On the advice of the chair, the Committee agreed to submit the Policies and Procedures to the Academic Board, for the purposes of viewing the collective documentation on Internationalisation of the Curriculum, noting that both documents were closely related.

Professor Piterman acknowledged the work of members of the Subcommittee and the Management Group, including, Associate Professor Val Clifford, Ms Rosemary Clerehan, Ms Cynthia Joseph and Ms Jan Schapper. Professor Piterman and the chair further commended the work of Ms Susie Smith, executive officer, IoC Subcommittee for her efforts in the development of these documents.

Action: The Education Committee approved the Policies, Procedures, and Guidelines for Internationalisation of the Curriculum, for submission to Academic Board. The Committee endorsed its support of a presentation by the IoC Subcommittee to the Committee of Deans, prior to the implementation of IoC policies and procedures within faculties.

Action/Information: Professor L Piterman, Ms S Smith, Associate Deans Teaching

*6. TSUNAMI TRAGEDY: DIPLOMA OF INTRODUCTORY UNDERGRADUATE STUDIES AND INTERMISSION: RMO1999/0462

A background document was circulated. The chair invited Associate Professor Alan Farley to speak to the issue of allowing eligible students to take out the Diploma of Introductory Undergraduate Studies as an exit award and intermission, as options for students affected by the Tsunami tragedy.

Members noted the Diploma was introduced in 1998 and arose out of the financial crisis in Asia to assist international students who were experiencing financial hardship and unable to complete their degree. Noting the period for applications that ran in 1998, the Diploma would be made available for a similar substantive period depending on demand, however, Associate Professor Farley advised that students were yet to take up the option of the exit Diploma. In response to a query, Associate Professor Farley confirmed that applications from local and international students impacted by the Tsunami tragedy would be considered for the Diploma. Members noted that the Faculty of Business and Economics had awarded a degree posthumously to a final-year student following the tragedy.

The Diploma would provide students with:

• a Monash University testamur certifying an award of a Diploma of Introductory Undergraduate Studies,
• a transcript listing all units undertaken and certifying completion of the award; and
• a letter from the University or faculty stating that the student’s studies ceased through non-academic reasons, and specifying the situation regarding the timeframe and conditions for readmittance and credit for units completed. This detailed letter varied with and was subject to individual faculty policy and conditions.

Members noted that international students would not be impacted by visa implications if they desired to be readmitted to their course after being awarded the Diploma.

The Committee considered it appropriate for faculties to offer the exit Diploma and intermission for students affected by the Tsunami tragedy. From the support indicated by members, the chair advised that notification to his office regarding such applications would be beneficial, noting that intermissions were assessed on their individual merits and there was no requirement for central coordination in these cases.

Action: The Education Committee considered it was appropriate for faculties to use the Diploma of Introductory Undergraduate Studies and consider intermission as options for students affected by the Tsunami tragedy. Student Services would create a course code for the Diploma.

Action/Information: chair, Mr T Hogan

*7. VALUES FOR HIGH-QUALITY TEACHING AND LEARNING – POLICIES AND PROCEDURES:

RMO2003/1394

The draft Policies and Procedures for the Values for High-Quality Teaching and Learning were circulated. The chair noted that the paper on Values for High-Quality Teaching and Learning had been well received by the University community (refer to minutes of meeting 6/2004). Members were reminded that the paper would be submitted to Academic Board for endorsement as a policy statement to replace the existing policy on Effective Teaching and Learning. Associate Professor Michael Page, chair, Quality Subcommittee, was invited to attend to speak to this item.

In redrafting the Values paper for submission to Academic Board, Associate Professor Michael Page informed members of a number of amendments to the Procedures, including:

• an annual report to Education Committee by the Quality Subcommittee that evaluates the provision of a high-quality teaching and learning environment;
• assistance provided by faculties, divisions, the Library and CeLTS in the annual report by providing appropriate evidence and data to the Subcommittee each year;
• identification of selected exemplars of current good practice in high-quality teaching and learning in the annual report, to be published on a university webpage; and
• incorporation of Internationalisation of the Curriculum guiding principles.

Discussion then occurred about the Policies and Procedures and the following comments and suggestions were received, including:

• changes to "encouraging both academic and support staff to undertake professional development opportunities that enhance their effectiveness to provide quality teaching and learning";
• elucidating the respective teaching and learning roles and responsibilities of both faculty and divisional staff and students;
• changes to "promoting an appreciation of moral social justice and ethics in all courses of study, including a clear understanding of how to acknowledge sources and what constitutes plagiarism"; and
• whether the documents were applicable to Higher Degree Research programs.

The chair thanked Associate Professor Page and the Quality Subcommittee for their contribution to the development of the Policies and Procedures.

Action: The Education Committee approved the Policies and Procedures, for submission to Academic Board, for the Values for High-Quality Teaching and Learning. The Committee recommended the Procedures for submission to the Academic Board, as background information to the Policies documentation.

Action/Information: Associate Professor M Page, Ms S Chong, members

Secretarial note: The Policies and Procedures have been amended to:

• incorporate the comments received at the meeting; and
• provide clarification that the Policy and Procedures apply to undergraduate, graduate/postgraduate coursework programs and all staff.

*8. REPORT OF THE ADMISSIONS COMMITTEE WORKING GROUP ON LOAD PLANNING:

RMO2001/1605

Documentation was circulated. The chair invited Associate Professor Alan Farley, executive chair, Admissions Committee, to speak to this item. The problems experienced in one faculty was reported to the Committee last year and a working group was established to look at this issue. Currently students were not enrolling for semester two at re-enrolment and this resulted in higher than anticipated load figures for faculties in second semester. The Faculty of Business and Economics reported approximately 2000 students failed to enrol in the faculty for the full year.

At its Meeting 5/2004, the Education Committee referred this issue to the Working Group on Load Planning of the Admissions Committee for further consideration. At that meeting the Education Committee approved, in principle, the implementation of some form of minimum enrolment criteria through WES.

The working group has since found that the issue was experienced across other faculties but noted that a detailed communication strategy appeared to have an impact in reducing the incidence over time. Associate Professor Farley informed members of the working group’s rigorous follow-up process to combat the problem, including:

• global emails;
• letters;
• phone call reminders; and
• counter staff.

Members supported the approach and agreed it was appropriate to consider the outcomes of the approach before taking further action. The Committee endorsed the recommended approach and noted it would be beneficial for the Working Group to report on progress over time.

Action: The Education Committee noted the report of the Admissions Committee Working Group on load planning tools and endorsed:

• 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;
• That 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.

Action/Information: Associate Professor A Farley, Ms M Harris, Ms P Graham

*9. DEFERRED AND SUPPLEMENTARY EXAMINATION TIMING: RMO1998/0487

Mr Terry Hogan, Manager Client Services, Student and Staff Services, and Mr Vern Garth, Manager Examinations, were invited to attend the meeting to speak to this item. A report on the summary of findings of the pilot of additional deferred and supplementary examination period was circulated.

From the results indicated in the pilot trial, it appeared that the introduction of an additional semester one DEF/SUP examination period in August would deliver an improved student outcome in terms of results achieved. Mr Hogan also highlighted overall student and staff satisfaction in the timing of the pilot exam period as reported in the survey. In consideration of this issue, members were asked to weigh the cost of implementation and impact on staff workloads, noting that an additional exam period would cost up to $30,000 per annum.

Following discussion, the Committee was of the view that an initiative that would deliver a positive student outcome should be supported and, accordingly, granted in principle approval to the proposal.

Action: The Education Committee:

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

Action/Information: Mr T Hogan, Mr V Garth

*10. RESULTS UPLOAD AND AMENDMENT POLICY: RMO98/2712

RMO98/2085

Mr Terry Hogan, Manager Client Services, Student and Staff Services, and Mr Vern Garth, Manager Examinations, were invited to attend the meeting to speak to this item.

A brief discussion occurred and the Committee endorsed the following recommendation, noting that in relation to double degree students, the managing faculty was the faculty responsible for the results upload.

Action: The Education Committee:

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

2. introduced the following procedures:

• upload of all student results to the students database prior to the results upload date;
• a university-wide "Post BOE Result Amendment Form" that documented the reason for the result amendment and the appropriate level of authorisation; and
• a regular audit of amended results to be performed by the faculty.

Action/Information: Mr T Hogan, Mr V Garth

Secretarial Note: The Examinations Branch will will forward a separate submission of the draft policy to Academic Board for endorsement.

11. STATUTE 4.1 – DISCIPLINE GUIDELINES: RMO2003/0722

Action: The Education Committee approved the addition of clause 3.8, Executing a decision of a Faculty Discipline Committee to the Discipline (Student) Guidelines. This would be added at the end of the section on penalties and before the heading titled "Appeal to the Central Discipline Committee (CDC (Appeals))":

3.8 Executing a decision of a FDC

The secretary to the FDC should advise the student in writing of the outcome of the Hearing including any penalty/s imposed. If the penalty includes a fine or a payment to make good damage, the student should also be advised that he/she will be issued with an invoice which will include the terms of payment (normally 11 days from the date of invoice before a final notice is issued granting a further 7 days for payment).

The Secretary to the FDC should then contact the Manager, Fees Section, and provide him/her with the Student’s ID and details of the fine/damages and ask the Manager to issue an invoice. If the student fails to pay by the due date, an encumbrance will be placed on the student’s record and the student will be notified of the encumbrance.

If the penalty includes suspension or exclusion, the secretary to the FDC should advise the Manager, Enrolment.

Action/Information: Ms A Lazar, Faculty Discipline Committee secretaries,
Ms K Garland-Gobbi

*12. CHANGES TO THE WORKING PARTY ON REVIEW OF EXCLUSION PROCEDURES:

RMO2004/052

The chair spoke to this item. He advised it was timely to review the working party’s terms of reference in light of its continuing role in reviewing university exclusion procedures and documentation. Members noted the proposed changes to its terms of reference and membership and endorsed the recommendations as outlined below. The Committee further received expressions of interest for the vacant student membership on the Subcommittee. The student members would report back to the secretary to confirm the nomination.

Action: The Education Committee approved, 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

The Education Committee approved:

• 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.

Action/Information: Ms S Chong, Associate Professor M Lindorff, Associate Professor T Luff, Mr D Taft, Mr M Josem

13. EXTENSION OF EDUCATION COMMITTEE MEMBERSHIP: RMO2002/0476

Action: The Education Committee approved, for submission to Academic Board, the following changes to the membership structure:

• The Faculty Managers Group representative (Ms G Key) as a voting member of the Education Committee; and
• The establishment of an Executive Chair of the University Admissions Committee member of the Committee with voting rights.

Action/Information: Ms S Chong

*14. NOMINATION FOR MEMBERSHIP TO IPAC: RMO2005/0304

The chair spoke to this item and invited responses from a senior member of the committee to fill a membership vacancy on the Inclusive Practices Advisory Committee, chaired by Professor Graham Webb, Pro Vice-Chancellor (Quality). The Committee received the nomination of Associate Professor Sally Joy, Associate Dean Graduate Studies, Faculty of Business and Economics, as the Education Committee nominee to IPAC. The first meeting of IPAC for 2005 is scheduled for 18 March 2005.

Action: The Education Committee noted the nomination of membership of Associate Professor Sally Joy as the Education Committee member to the Inclusive Practices Advisory Committee.

Action/Information: Associate Professor G Webb, Associate Professor S Joy

*15. OTHER BUSINESS:

*15.1 LOCATION OF MEETINGS

At the chair’s invitation, Mr Michael Josem, president, MONSU Caulfield, spoke about a proposal to hold the meetings of Education Committee at numerous locations, to encourage a more inclusive university community. Members noted that the issue of including all campuses of the university was discussed at a recent Planning Conference and at the International Self-Review Panel interviews. At the chair’s suggestion, the Committee agreed, in principle, to hold the meetings of Education Committee at numerous campuses. The chair and the secretary would work on a schedule of proposed locations.

Action: The Committee endorsed the proposal that the location of meetings of the Education Committee be held at numerous campuses.

Secretarial note: It is proposed to hold Meeting 4/2005 on 13 July 2005 at the Berwick or Peninsula campus.

Action/Information: members

*15.2 IMPLEMENTATION OF BLIND MARKING

Mr Terry Hogan informed members that Mr Vern Garth would be meeting with Faculty Managers on 23 February to discuss university wide procedures to ensure the successful implementation of blind marking. The outcome of this meeting would be submitted to the Education Committee for consideration before implementation.

Action: The Education Committee noted that the implementation of blind marking will be discussed at Meeting 2/2005.

Action/Information: members

*15.3 COURSE DEVELOPMENT AND APPROVAL SYSTEM

The chair informed the Committee that a number of improvements to the course development and approval system had been identified by the Associate Deans and refinements to the system were being made. Further information will be provided to faculties in briefing and updating sessions in the next couple of months.

Action: The Education Committee noted that the changes to the course development and approval system had been finalised and would be disseminated to the University in briefing and updating sessions.

Action/Information: members, Faculty Managers

PART B: FACULTY REPORTS AND PROPOSALS

No items were submitted under this section for this meeting.

PART C: NEXT MEETING

The next meeting of the Education Committee (Meeting 2/2005) will be held at 2.15pm 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

Ms Jenny Allen

Dr Heinz Kreutz

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

Dr Cristina Varsavsky

Dr Tony Patti

Associate Professor Louis Roller

Dr David Taylor

Professor Max King

Professor Chris Browne

Professor Merran Evans

Professor Denise Kirkpatrick

Professor Graham Webb

Associate Professor Alan Farley

Ms Glenda Key

Mr Leo Ostroburski (MONSU – Caulfield)

VACANT (MONSU – Peninsula)

Mr David Taft (MSA – Clayton)

Mr Max Ribitzky (MUBS – Berwick)

Mr Benjamin Batten (MUGSU – Gippsland)

VACANT - Pharmacy Students Association

Ms Marina Rahman (MPA – masters by coursework)

(MPA – graduate diploma) – position vacant

In Attendance:

Mr Clive Vernon

Mr Peter Yates (alternate for Mr P Marshall)

Ms Cathrine Harboe-Ree

Associate Professor Valerie Clifford

Associate Professor Yoni Ryan

Associate Professor Marg Lindorff

Associate Professor Michael Page

Ms Shana Chong (Secretary)

Further Distribution:

Faculty Managers/Registrars (*9)

Mr T Calder

Ms K Wilson-Reid

Ms P Williams

Ms P Herman

Ms S Stafford

Ms B Le Grand