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Education Committee Meeting 4-2005Meeting 4/2005 of the Education Committee was held on Wednesday, 13 July 2005, in Room 1139, Building 903, Berwick campus, between 2:20 pm and 4:30 pm. There were present: Professor M Evans (Chair), Ms J Allen, Dr H Kreutz, Professor T Dingle, Dr D Corrigan, Associate Professor B Doecke, Professors D Arnott and J Waincymer, Associate Professor T Luff, Dr D Taylor, Professors M King, D Kirkpatrick, C Browne, Associate Professor A Farley, Ms G Key, Associate Professor Y Ryan, Mr D Taft, Mr K Slywa, Mr L Whiteley, Ms S Stafford, Mr G Toohey, Ms S Webster and Mr V Garth. In attendance were: Ms S Chong (Secretary) and Ms S Rose. MINUTES OF MEETINGPart A Procedural and Policy Matters Agenda items were addressed in the following order: 5.1, 7, 8, 9, 6.1.1, 6.1.2 and 10. *1. INTRODUCTION The Interim Chair of the Committee, Pro Vice-Chancellor (Planning), Professor M Evans, advised the Committee that the Senior Deputy Vice-Chancellor, Professor S Parker, would act as Chair of the Committee. The Committee welcomed Professor Evans and the Chair (in absentia). *2. ATTENDANCE, MEMBERSHIP AND APOLOGIES Apologies were received from Professor S Parker, Dr C Varsavsky, Professor G Webb, Associate Professors S Joy, L Roller, V Clifford, Professor W Young, Mr L Ostroburski, Dr L McCall, Ms C Cooze and Mr M Ribitzky. On behalf of the Committee, the Chair welcomed Mr Kirk Slywa, the new undergraduate student member from MUGSU Gippsland, Mr Les Whiteley, the new postgraduate coursework member from MPA, Mr Gerard Toohey, Student Administration, Ms Satya Webster, Student Administration, and Mr Vern Garth, Examinations, who were invited to attend the meeting. The Committee introduced Associate Professor Brenton Doecke, Faculty of Education, in attendance at his first meeting. *3. STARRED ITEMS The Committee noted that certain items had been starred as requiring discussion and endorsed the recommendations for all items other than those starred. *4. MINUTES Documentation was previously circulated. Action: The minutes of Education Committee Meeting 3/2005, held on 18 May 2005, were approved. Action/Information: Shana Chong 5. MATTERS ARISING FROM THE MINUTES 5.1 Faculty Course Offerings and Supporting Regulations RMO2002/0835 RMO1997/1365 Action: The Education Committee received and noted the Faculty of Law audit of awards and course of study regulations. 6. ITEMS OF INTEREST FROM ACADEMIC BOARD MEETING 2/2005 Members noted that the Academic Board had noted all matters that were submitted via the Report of Meeting 2/2005 of the Education Committee. *6.1 ITEMS FOR FURTHER CONSIDERATION AS REFERRED BY ACADEMIC BOARD 4/2005 6.1.1 Changes to Special Consideration Policy Documentation was circulated via email and the tabled papers are attached to the Minutes (Attachments 1 and 2). Mr Vern Garth, Manager Examinations, Mr David Taft, MSA undergraduate member, and Ms Glenda Key, Faculty Managers Group representative, were invited to speak to their respective papers. Members noted that Academic Board decided not to ratify the endorsement provided by the President of Academic Board of the change to the Special Consideration policy, and referred the item back to the Education Committee to explore longer-term solutions to the underlying issues with the scheduling of exams. The Chair invited Professor Chris Browne, President, Academic Board, to introduce the item and provide a briefing regarding the discussion held at the 6 July Academic Board meeting. Professor Browne informed the Committee that executive approval was initially granted, on behalf of the Board, in order to provide faculties and students with clarification of the procedures for semester one. Professor Browne noted the confusion of the process in applying the special consideration. The Committee noted two additional items that were raised at the Board which were not referred to at the Education Committee Meeting 2/2005: The briefing paper prepared by Mr Garth confirmed that 1449 students were impacted by more than three exams in the week one schedule, a significant increase from the 2004 statistics of 358 students that was presented at Education Committee 2/2005. Faculties reported cases of more than 800 and 1100 students, and an entire third-year of students affected by the first week exam schedule in semester one. In cases where students may have just failed the pass mark by a small margin, the Board of Examiners (BoE) would have to make a decision about making an adjustment. The BoE may need to decide whether to make an adjustment if students had failed to meet a particular hurdle requirement over the semester and an adjustment would enable the student to pass without having met certain criteria. Members noted that the proposed changes to the policy were also discussed at the meeting of the Academic Board Steering Committee. It was noted that Steering Committee received comments expressing concerns regarding equity and problems in its practical application if the decision was mandated by the Board. Noting the vigorous discussion at the 6 July Academic Board regarding this item and the dissent to the proposal, it was agreed at the Board that Professors Evans and Browne would refer this item back to the Education Committee for further investigation. Faculties have since been advised of the Academic Board decision. The Chair invited Mr Garth to speak to the briefing paper. Members noted that the schedule of exams was configured around a 15-day period, on the basis of scheduling the largest exams in the first week, as a priority, in order to provide academics with ample marking time, followed by accommodating a number of factors to produce an equitable timetable. Members noted the various complexities and constraints in the scheduling, including special requests from departments for timetabling (often in the first week). Noting the figures from 2004 and 2005, and the number of complexities involved, Mr Garth advised that the situation could be improved if the requirement for scheduling large exams in the first week was removed. Mr Garth suggested that the number of students sitting four or more exams in the first week may be reduced - but not eliminated - if the following changes were implemented:
Considerable discussion occurred about the potential solutions and the following comments and suggestions were received, including:
Noting the comments provided to the Board and the Committee, the Chair advised that it would be productive to explore the causes underlying the issue – the lack of an official swot vac period and the compression of examination timetables. The Chair suggested, and Mr Garth agreed, that a paper from Examinations investigating the various scenarios proposed be submitted to the next meeting of Education Committee. Mr David Taft, MSA undergraduate member, was invited to speak to the discussion paper regarding exam timetabling, submitted on behalf of the Monash Student Association. Mr Taft stated that the MSA would support a recommendation to come up with a solution that would produce an equitable outcome and reduce undue stress on students. Members noted the paper provided a number of recommendations, including:
Mr Taft stated the MSA would support further investigation of the issues of exam timetabling but acknowledged that the solution may still mean that some students would have to sit three exams in the first week of examinations. The Chair invited Ms Key to provide commentary on the tabled paper submitted on behalf of the Faculty Managers Group. Ms Key highlighted the concerns raised at Education Committee 2/2005 to the Faculty Managers Group regarding equity and consistency. The group discussed issues regarding the process involved in special consideration and the issues faced by the Faculty Board of Examiners. Members noted that the Faculty Managers Group would endorse the recommendation to explore long-term solutions underlying the issue. Members agreed that a solution to the current situation needed to be found quickly and endorsed the establishment of a working party to consider issues raised in the discussion and to explore strategies for implementation in semester two, noting that work on the second semester examination timetable would commence in August. Action: The Education Committee noted the recommendation of the Academic Board and agreed to establish a working party to explore long-term solutions to the underlying problem of scheduling of examinations. The Education Committee requested that a report be submitted at Meeting 5/2005 exploring the proposed options, including projected student numbers affected by the suggested amendments to the schedule of exams. Action/Information: Education Committee Working Party on Exam Timetabling Secretarial Note: The Working Party on Exam Timetabling comprises Associate Professor T Luff (Convenor), Professor T Dingle, Mr V Garth, Ms G Key, Mr L Whiteley, Mr D Taft and Ms K Martin (Secretary). The days of strict religious observance are located at: http://www.adm.monash.edu.au/sss/equity-diversity/calendar/strict-observance.html. 6.1.2 ENTRY SCHEME PROPOSAL – GIPPSLAND CAMPUS The Chair and Professor C Browne, President of Academic Board, spoke to the item. The Pro-Vice Chancellor Gippsland, Professor B Mackenzie, had submitted a proposal (called MAGNET) to the Academic Board for an alternative to the VTAC-based entry scheme at Gippsland Campus. The Academic Board referred to the Education Committee to consider extending the Diploma of Introductory Undergraduate Studies as an entry award (approved by Council 8/98 on the proviso that the diploma be established as an exit award only). Admissions Committee would consider the proposal of admitting students under this scheme to the Diploma of Introductory Undergraduate Studies. It was noted that a revised proposal would be submitted to the Education Committee for consideration (this was circulated via email). The Committee noted the comments of the Chair and President Browne. Members noted that entry under the MAGNET scheme would be based on school recommendation, working in close consultation with local schools in the Gippsland region to target students with potential, based on aptitude, rather than ENTER scores. Students would be admitted by direct entry and it is proposed that successful completion of the one year diploma program would enable entry to an undergraduate course. The paper also details information regarding a proposed Co-operative Education industrial learning program. Members provided comments to the proposal, including reservations about the two schemes, and the following items were noted:
Noting the comments provided by members, the Chair advised that consideration of the issue at Education Committee was limited to the issue of removing the restriction of the Diploma of Undergraduate Studies as an exit award. The Education Committee does not make a recommendation regarding the admission of students under the MAGNET scheme to the Diploma of Introductory Undergraduate Studies. The Committee requested that the recommendations from the Admissions Committee be reported back to the Education Committee Meeting 5/2005. Members were invited to forward additional commentary via email to Professor Browne regarding the MAGNET proposal ahead of his meeting with the Pro Vice-Chancellor (Gippsland) on 22 July. The Chair advised that it was appropriate to further consider the education issues regarding co-operative schemes and a policy on Co-operative Programs should be developed. Members noted the Chair would advise regarding this process. The Committee voted in support of removing the restriction of the Diploma of Introductory Undergraduate Studies as an exit award. Action: The Education Committee:
Action/Information: Chair, Professor C Browne, Associate Professor A Farley, Ms C Chatterton *7. TIMETABLING POLICY AND PROCEDURES Documentation was circulated. Mr Gerard Toohey, Manager Student Administration, and Ms Satya Webster, Manager Timetable Systems, were invited to speak to this item. Members noted that the draft Policy and Procedures were:
The Committee provided comments and questions to the draft documentation. In response to a question from a member of the Committee, Ms Webster confirmed that there was flexibility for minor variations regarding faculty procedures, on the condition that the ongoing arrangement received the support of staff and students. The Committee noted concerns from one member of the Committee that staff may assume that the proposed Equity statement in the Policy (outlined below) was an entitlement: Consistent with University policy on equal opportunity and diversity, and various anti-discrimination laws, the University will ensure that its timetabling procedures reasonably accommodate staff in the light of their:
It was noted that the statement was intended to reflect reasonable objectives and, in practice, information from staff regarding their availability would be sought and their requests would be reasonably accommodated. The Policy was endorsed for submission to the Academic Board, subject to minor amendments to the wording, and the Procedures were approved. Action: The Education Committee
Action/Information: Mr G Toohey, Ms K Garland-Gobbi, Ms C Chatterton, Ms S Le Grand Secretarial note: The Timetabling Procedures can be located in the Policy Bank at: http://www.adm.monash.edu.au/unisec/pol/acad50a.html. *8. GENERAL SIR JOHN MONASH AWARDS Documentation was circulated. The Chair informed members regarding the prestigious scholarship that was being offered for the third year at Monash. Members noted that the immediate past Vice-Chancellor, Professor Peter Darvall, was the Chair of the Victorian panel of the selection committee. Applications close 31 August 2005. Members were referred to the website for further information, located at: http://www.monashawards.org/. Action: The Education Committee noted the information regarding the General Sir John Monash Awards and agreed to encourage potential applicants to apply for the scholarship. Action/Information: members, Ms R Farr *9. EXECUTIVE SUMMARY OF THE REPORT ON MULTIMODAL AND DISTRIBUTED LEARNING AT MONASH: STRATEGIC DIRECTIONS Documentation was circulated. Professor Denise Kirkpatrick, Director Learning and Teaching, introduced the item and Associate Professor Yoni Ryan, Deputy Director & Head of Educational Design Group, spoke to this item. Members noted that the report was the culmination of two comprehensive projects undertaken by the Flexibility Subcommittee of Education Committee. Professor Kirkpatrick acknowledged the input of Associate Professors Sally Joy and Yoni Ryan to the reports and special mention was made to acknowledge the contribution of Ms Shana Chong, secretary to the Working Group. Associate Professor Ryan raised a number of issues identified by the Flexibility Subcommittee and Working Group, including:
One example provided was the confusion of the term ‘off-campus’ and the variances in interpretation across faculties, noting that off-campus included offshore campuses but not offshore partnership-supported programs for the purposes of completing course proposals. In response to a query as to whether the CeLTS Impact Statement would be included in future course proposals for new academic initiatives and existing programs offered for the first time on another campus or by another mode, Professor Kirkpatrick confirmed that the CeLTS Impact Statement had been submitted for consideration and it is anticipated that this is to be accepted. It was noted that the Working Group had considerable concerns and sought advice from the Flexibility Subcommittee regarding its task to "Advise on the development of a strategic plan for multi-modal and distributed learning, informed by research, and including the provision of support services". The Working Group underwent a series of refinements of its task and undertook a historical review in preparation for its recommendations, noting that a review of the existing university policies should precede development of a strategic plan for multi-modal and distributed learning. Comment received from members included:
In relation to the report’s recommendation that "Consideration should also be given to Monash’s legal obligations in the Open Universities Australia agreement", Professor Kirkpatrick advised that the university was exploring alternative ways to honour that commitment. Noting the comments received at the meeting, the Chair agreed to refer the Committee’s comments to the Senior Deputy Vice-Chancellor for further comment and the matter is to be brought to Meeting 5/2005 for resolution. On behalf of the Committee, the Chair farewelled Professor Kirkpatrick and congratulated her on her new role. Action: The Education Committee received the report on Multimodal and Distributed Learning at Monash and provided comment to the recommendations. Action/Information: Professor M Evans, Senior Deputy Vice-Chancellor *10. OTHER BUSINESS – ACADEMIC POLICY COMPLIANCE The Chair flagged this as an issue and foreshadowed a review of university level policies and procedures and their implementation as a high priority item, in preparation for the AUQA Audit in 2006, to identify:
The Chair advised that the Senior Deputy Vice-Chancellor would be undertaking a policy framework review as a major project. The Chair suggested that a central staff member may be dedicated to this task. Members noted the observations of one faculty regarding an audit exercise on its faculty and school policies. Action: The Education Committee noted the advice of the Chair. Action/Information: members, Ms S Le Grand 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 5/2005) will be held at 2:15 pm on Wednesday, 7 September 2005. All final submissions for the agenda for that meeting are due by Wednesday, 24 August 2005. Membership: Professor Stephen Parker (Chair) Ms Jenny Allen Dr Heinz Kreutz Professor Tony Dingle Associate Professor Sally Joy Dr Debbie Corrigan Associate Professor Brenton Doecke 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 Associate Professor Alan Farley Ms Glenda Key Mr Leo Ostroburski, MONSU – Caulfield Mr Arthur Wasiak, MONSU – Peninsula Mr David Taft, MSA – Clayton Mr Max Ribitzky, MUBS – Berwick Mr Kirk Slywa, MUGSU - Gippsland Pharmacy Students Association – position vacant Mr Leslie Whiteley - MPA masters by coursework MPA – graduate/postgraduate diploma – position vacant In Attendance: Mr Clive Vernon Mr Peter Yates (alternate for Mr P Marshall) Ms Christine Cooze (alternate for Ms Cathrine Harboe-Ree) Associate Professor Valerie Clifford Associate Professor Yoni Ryan Associate Professor Marg Lindorff Ms S Stafford Ms Shana Chong (Secretary) Further Distribution: Faculty Managers/Registrars (*9) Mr T Calder Ms P Williams Ms P Herman RMO
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