Academic Board Meeting 1-2009

MINUTES

Meeting No 1/2009 of the Academic Board was held on Wednesday 25 February 2009 from 3:30pm-5:30pm, in the Council Chambers, First floor, Building 3A, Clayton campus.

Rhonda Hinds
Secretary
3 March 2009

There were present:
Professor Jayne Godfrey (Chair), Professor Sam Adeloju, Associate Professors Jean Armstrong, Dr Dirk Baltzly, Professors Helen Bartlett, Greg Barton, Drs Lorraine Bennett, Mita Bhattacharya, Gideon Boas, Ross Booth, Professor Chris Browne, Ms Emma Buckley, Dr Sue Burney, Professors Ben Canny, Keryn Chalmers, Associate Professor Janice Chesters, Professors James Chin, Iain Clarke, Val Clulow, Dr Sandra Cockfield, Professor Ian Copland, Mr Max Coulthard, Dr Gloria Davies, Professors Rod Devenish, Erik Eklund, Merran Evans, Stephanie Fahey, Associate Professor Graham Farr, Professor Raelene Frances, Arie Freiberg, Mr Patrick Gallus, Professors Leah Garrett, Bernard Hoffert, Associate Professor John Hurst, Dr Colin Jevons, Associate Professor Sally Joy, Dr Gennadi Kazakevitch, Professors Jenny Keating, Peter Kershaw, Max King, Stephen King, Susan Kneebone, Kim Langfield-Smith, Steven Langford, Richard Larkins, Associate Professors Vincent Lee, Margaret Lindorff, Professor Arthur Lowrey, Dr Joy Lyneham, Professor Justin Malbon, Dr Susan Mayson, Professsors Dennis Moore, Ross Mouer, Mr Fintan Murphy, Dr Bronwyn Naylor, Professor Rob Norris, Ms Lauren O’Dwyer, Professors Harmen Oppewal, Marilyn Pittard, Robin Pollard, Donald Poskitt, Dr MaryLou Rasmussen, Associate Professor Jennifer Rolland, Dr Jan Schapper, Professors Peter Schelluch, Terri Seddon, Patrick Sexton, John Sheridan, Adam Shoemaker, Mr Arvindbhal Shyara, Professors Michael Skully, Leone Spiccia, Phil Steele, Julian Teicher, Bruce Tonge, Associate Professor Cristina Varsavsky, Mr David Watson, Professors Geoff Webb, Ron Weber, Associate Professor Igor Wendt, Professors Steven Wesselingh, Rob Willis, Sue Willis, Drs Rita Wilson, Elisabeth Wilson-Evered, Mr Brian Yeom, Professor William Young.

Apologies were received from:
Professors David Abramson, John Beardall, Andrew Benjamin, Associate Professor Jason Beringer, Professors Robert Brooks, Barbara Caine, Grahame Coleman, Edwina Cornish, Wendy Cross, Helen De Cieri, Peter Disler, Professor Ron Edwards, Dr Matthew Groves, Ms Cathrine Harboe-Ree, Professors Rod Hill, Michael Holland, Owen Hughes, Christian Jakob, Tony Luff, Mr Alan McMeekin, Professor Debra Nestel, Associate Professor Song Keang Peng, Professors Leon Piterman, Tyrone Pretorius, John Redmond, George Simon, Amrik Sohal, Tam Sridhar, Nigel Tapper, Dr Sabatino Ventura, Professors Jeff Waincymer, James Whisstock.

Special Leave:
Associate Professor Phil Andrews, Dr Wendy Sutherland-Smith.

Observers:
Ms Wilna MacMillan, Ms Madeleine Soederberg.

Overseas Observers:
Associate Professor Chow Sek Cheun, Professor Anuar Zaini.

In attendance:
Ms R Hinds

AGENDA

A      PRELIMINARY AND FORMAL BUSINESS

1     WELCOME

Professor Jayne Godfrey welcomed members and observers to the meeting, including those attending the meeting by teleconference from the offshore and Gippsland campuses.

Professor Godfrey commenced the meeting by acknowledging the traditional custodians of the lands in Australia, Malaysia and South Africa, on which this and future 2009 meetings of the Academic Board were to take place.

Professor Godfrey then advised members that this meeting was the first major gathering of a large group within Monash University since the enormity of the tragedy caused by Victoria’s February bushfires became clear. She moved a motion of condolence from this Board.

Upon the motion of the President, seconded by the Vice-Chancellor, Academic Board:

• Extended its deepest sympathies to the families and loved ones of those killed as a consequence of Victoria’s tragic bushfires;
• Extended its particular sympathies to the families, loved ones and colleagues of the Monash staff and student community killed, injured or who had otherwise suffered as a consequence of the fires.
• Empathised most sincerely with all those affected directly, or indirectly, by human injury, loss of property, harm to animals, or the destruction of communities and environments as a consequence of the fires;
• Expressed its deep appreciation for the work of emergency services, volunteers and community members in this time of dire need; and especially acknowledged the significant roles played by many members of the Monash Community, particularly those who contributed to the critical role played by the Gippsland campus;
• Acknowledged the profound impact on those communities affected by the fires, the role of governments and the Australian community in assisting their recovery, and the role to be played by research and education in helping to prevent or mitigate future devastation caused by bushfires.

2     ARRANGEMENT OF AGENDA

2.1    Alterations to the Agenda and Starring of Items

Professor Godfrey informed members that:

• The Vice-Chancellor’s report would be taken ahead of the remainder of the agenda items.
• A paper relating to the Learning and Teaching Performance Fund, emailed to members yesterday, would be dealt with under item 10.

2.2    Approval of Non-Starred Items

The following items were starred:

Item 6 – Questions on Notice
Item 9 – Academic Program Development and Review
Item 14.3 – Education Committee Report

The recommendations of the Steering Committee were adopted without discussion for all items other than those starred.

C  2.3    Confidential Item

There were no confidential items presented to this meeting.

3     MINUTES

3.1    Minutes of Academic Board Meeting 7/2008

The Minutes of Meeting 7/2008, held on Wednesday, 19 November 2008, were confirmed.

3.2    Business arising from the Minutes

3.2.1   Schedule of Action Items

Academic Board received and noted the updated Schedule of Action Items.

For information: Ms R Hinds

4     PRESIDENT’S BUSINESS

4.1    President’s Report

Professor Godfrey addressed Academic Board on a range of issues, including:

• The outcomes of Council’s December meeting, in particular, Council’s approval of, and strong support for, the changes to the Board’s composition recommended by the Board last year; the revised Masters by Coursework Qualifications Categories; and the legislation affecting staff of non-Australian campuses.
• Planning for the transition to the new Academic Board membership model, including the development of communications strategies to faculties and members.
• The three key themes of the recent Senior Management Summit - sustainability; the review of KPIs, and the future of our sector and implications for Monash, with a particular focus on the Bradley & Cutler reviews. It was expected that matters relating to these themes would come before the Board during the year ahead.
• The 2008 Academic Board Evaluation. Whilst the response rate was low, useful feedback had been provided by the open-ended responses, and it was pleasing to note that suggestions made by respondents e.g. shorter presentations, streamlined membership and good debate leading to positive outcomes, were already being implemented.
• The most effective methods for raising matters for inclusion on the agenda. Professor Godfrey explained that:
  
  • Non-members could raise items with members of the Board or with members of the Board’s committees, and such members may then choose to place those items on the Board’s or its committees’ agendas.
  • Members should raise items either through the relevant committee of the Board or through the President or Secretary.
    
• The nomination of Professor John Sheridan as Chair, General Library Committee for which the Board’s ratification was sought.
• The successful member induction session held on 24 February.

Reminding members that in 2008 she had spoken of her vision for the Board to be proactive and take a leadership role in directing and supervising the academic affairs of the University, Professor Godfrey proceeded to outline the Board’s priorities for 2009, which included:

• The role of academic themes in research and education, including sustainability.
• Review of the University’s KPIs.
• The implications for Monash of reviews, in particular the Bradley & Cutler Reviews.
• Passage of the Centres & Institutes Policy.
• The use of information technology in assessment.
• Affiliations.
• The review of the Board’s committee structure.

Academic Board:

• Received and noted the President’s Report.
• Ratified the appointment of Professor John Sheridan as Chair, General Library Committee.

For information: Professors J Godfrey, J Sheridan, Ms M Miller

5     VICE-CHANCELLOR’S BUSINESS

5.1    Vice-Chancellor’s Report

Professor Richard Larkins reported to the Board on a range of issues, including:

• The outstanding support to Victorian emergency services provided by the Gippsland campus during the Victorian bushfires.
• The allocation of funding from the IEF for Monash’s “New Horizons” bid and the $26M allocated to Monash from the Teaching and Learning Capital Fund (part of the Federal Government’s economic stimulus package). Members were advised that Monash was preparing two bids for the second round of allocations from the IEF, whose deadline had been brought forward to 2 March.
• The release of the Report of the Bradley Review, whose recommendations fell into two categories – those capable of immediate implementation by Government and those which would take longer to put in place e.g. establishment of a national body for accreditation and quality assurance and a student entitlement fund system. Professor Larkins had been participating in discussions with Minister Gillard in his capacity as Chair, Universities Australia and was also scheduled to address the National Press Club on 4 March.
• The strength in international student enrolments for Semester 1/2009.
• Recent attendance at graduation ceremonies in South Africa and Beijing, both of which were very successful events.
• The major themes discussed at the Senior Management Summit and the anticipated interface with, inter alia, Academic Board.

Academic Board received and noted the Vice-Chancellor’s report.

For information: Professor R Larkins

6     QUESTIONS ON NOTICE

6.1    The use of information technology in assessment

Observing that there was concern regarding anecdotal evidence of student misuse of programmable calculators and mobile phones to subvert restrictions on the use of technology in assessment, Associate Professor John Hurst requested that Academic Board investigate controlling such use. He advised the Board that a desktop survey had indicated a mixed approach to this issue across institutions.

Members canvassed a range of issues in discussion, including:

• Implementation by the Department of Accounting and Finance of a robust policy regarding the use of information technology in assessment, and that the policy was capable of invigilation under examination conditions.
• The need to consider changing teaching and assessment practices to acknowledge and incorporate, or allow, technological advances.
• The variety of approaches adopted across the sector to deal with this issue.
• The potential source of advice offered by the Victorian Curriculum and Assessment Authority (VCAA).
• The need to have regard to the University’s Graduate Attributes when developing policy on assessment.

Academic Board directed the Assessment Working Party, chaired by Associate Professor Cristina Varsavsky, to consider development of a university-wide policy on the use of information technology in assessment and provide a preliminary report to Academic Board Meeting 2 or 3/2009.

For information: Professors A Shoemaker, M Evans,
Associate Professor C Varsavsky, Ms N Mitchell

B      DIRECTION OF ACADEMIC AFFAIRS

7     FACULTY PRESENTATION – ARTS

Professor Pauline Nestor, Associate Dean (Research), Faculty of Arts presented to Academic Board on the Faculty’s strategies to enhance cross-faculty collaboration and Linkage Grant success.

Key issues highlighted by Professor Nestor included:

• Identification of sources of potential untapped income.
• Development of a Linkage Incubation Scheme, which included educating researchers on how to approach application for Linkage grants and active assistance to applicants.
• The systematic approach to expanding cross-faculty collaboration, which involved starting from scratch, analysing strengths and opportunities, brining together researchers on a thematic basis and providing matched pilot funding.

Academic Board received and noted the Faculty of Arts presentation.

For information: Professors Rae Frances, Pauline Nestor

8     ENVIRONMENTAL SCANNING

8.1    Overview

Professor Merran Evans spoke briefly to the environmental scan, explaining that it was prepared on a portfolio basis, and noting that there was a range of significant issues likely to impact the sector, including the global economic crisis, increased competition, the influence of rankings, potential instability in South Africa, university budgets and environmental sustainability.

It was suggested that future scans include dashboard indicator signals to highlight areas of particular concern/significance.

Academic Board received the environmental scan and noted Professor Evans’ advice.

8.2    Monash Support Experience Questionnaire 2008 (MSEQ08)

Academic Board received and noted the summary of the MSEQ08.

For information: Professor M Evans

C      SUPERVISION OF ACADEMIC AFFAIRS

9     ACADEMIC PROGRAM DEVELOPMENT AND REVIEW

Members had before them the IITB-Monash Joint PhD draft program guidelines previously endorsed by the Research Graduate School Committee Meeting 10/2008. The following concerns were raised by members:

• Demonstration of language proficiency at an IELTS score of not less than 6.5 was considered by some members to be too low for entry into a Monash program.
• It was suggested that “deeming” of suitability was not an appropriate mechanism for progressing to submission of a full application, given existing concerns over poor English comprehension and consequent lack of academic progress. In this regard, members noted that more appropriate forms of testing than those currently employed should be investigated.

Responding to these concerns, Professor King advised that:

• The program guidelines had been developed in accordance with existing Monash policy regarding such matters as assessment of language proficiency.
• Acknowledging the limitations of IELTS testing, it was considered that English language training at Monash was adequately placed to assess language proficiency.

Clarification of the application of IITB student fees was also sought. Professor King advised that, given the program was largely based in India, the application of IITB fees, which were standard for Indian students, was appropriate.

Responding to a member question regarding the duration of candidature, Professor King noted that the particular requirements of the joint program related to the specific candidate pool and that, given the imposition of a hurdle requirement for applicants to the program, a slightly different admission level was appropriate. Members also noted the high status of IITB and very competitive nature of entry thereto.

Members suggested that the first paragraph of the preamble be amended to clarify the extent of application of the program.

Academic Board:

• Approved the IITB-Monash Joint PhD draft program guidelines, subject to amendment to the first paragraph, to read “… will maintain an ongoing enrolment of approximately 125 postgraduate research candidates in the fields of engineering, science and information technology.”
• Directed the Research Graduate School Committee to undertake a review of the English language requirements for admission to candidature for Higher Degrees by Research.

For information: Professors M King, K Langfield-Smith, J Teicher,
Mr D Watson, Ms A Hussar

10     REPORTS FROM THE DEPUTY-VICE CHANCELLORS

Professor Adam Shoemaker reported on several issues of current interest relating to the Education Portfolio, including:

• The high rate of domestic applicants to Monash, spread throughout the faculties, and of consistently high quality.
• The interesting suite of degrees in sustainability offered by Arizona State University (a key presentation at the Senior Management Summit). Its course offering potential would be further investigated by Monash and its international partners.
• Further implementation of the Monash Passport, including planned provision to students of a document listing opportunities within each Faculty, and for volunteer and other Monash Passport activities. A copy of the document would be sent to members of the Board.
• Further developments in volunteering at Monash, including creation of the first “Volunteering Space” at Clayton.
• The imminent opening of the new Learning Spaces.
• The Science Olympiad held at Monash in January.
• The results of the recent Learning and Teaching Performance Fund allocations, in which Monash performed well in terms of total funding received, particularly in view of changes to the funding methodology.

Professor Stephanie Fahey reported on the following recent developments in the International Portfolio:

• Appointment of the new Director of the Prato Centre, Dr Loretta Baldassar, a well-qualified academic with particular expertise in migration studies.
• Upgrading of the Visits Database (a component of the International Database).
• The Monash Fund for Education in South Africa (MUFESA), including a $150,000 donation from the Macquarie Bank Foundation and appointment of the first three MUFESA scholars. Staff would be able to make donations to the Fund direct from their salaries from April.
• The recent link to students studying at the University of California, San Diego, which showed the students to be very enthusiastic about their exposure to an international environment.
• The severe financial restraints placed on institutions such as Arizona State University, due to the global economic crisis.

Responding to a member question, Professors Shoemaker and Fahey agreed to meet “out of session” with student members of the Board to discuss how students might best contribute to MUFESA.

Academic Board received and noted the reports from the Deputy Vice-Chancellors.

For information: Professors A Shoemaker, S Fahey

D      GOVERNANCE

11     LEGISLATION

Members noted that this was a standing item with no business transacted at this meeting.

12     POLICY DEVELOPMENT AND REVIEW

12.1    Academic Promotions

Professor Shoemaker introduced this item by emphasising the importance to Monash of a robust promotions process and drew members’ attention to the 2005-2008 promotions statistics. Of particular note in the 2008 promotions round were the improving gender balance of successful candidates and greater number of successful candidates.

Members were advised that the proposed changes were not major, and largely revolved around changes to weightings, supervisor involvement and Human Resources Division involvement in reviewing existing evidence tables.

During discussion by members, it was suggested that the second recommendation be amended to read “Where candidates are applying for promotion to Level D, the relevant head of academic unit should nominate two (independent) assessors, with the candidate nominating two referees, of national standing."

Academic Board approved:

• That the minimum combined total of weightings allocated to research and education be reduced from 60% to 50% for candidates applying for promotion to level C, D and E, on the basis that a minimum of 20% weighting for research or education (not both) would be acceptable;
• Where candidates are applying for promotion to Level D, the relevant head of academic unit should nominate two (independent) assessors, with the candidate nominating two referees, of national standing.
• That the Human Resources Division work with the Offices of the Deputy Vice-Chancellor (Education) [DVC(E)] and Deputy Vice-Chancellor (Research) [DVC(R)], the Deans and relevant Pro Vice-Chancellors (PVCs) to review existing ‘supporting evidence tables’;
• That the minimum weightings for candidates applying to reader be changed to 70% research, 20% education and 10% service to ensure consistency with the new minimum standards for promotion to Associate Professor; and
• The format and content of the 2009 academic promotions procedures and forms.

Academic Board noted:

• Key dates for the 2009 Academic Promotion Round
• Additional activities that the Human Resources Division would undertake to improve the promotions outcomes for off-shore campuses in 2009.

For information: Professors A Shoemaker, S Willis, Ms K Maniatakis

13     ACADEMIC BOARD MEMBERSHIP

13.1    Special Leave

Academic Board approved the request for special leave from Associate Professor P Andrews, Faculty of Science, for Meetings 1-3/2009.

For information: Professor P Andrews

13.2    Nominations to vacancies on Academic Board

Academic Board approved the nomination of Professor Jennifer Rolland, Faculty of Medicine, Nursing and Health Sciences to fill a casual professorial vacancy to 30/06/2010.

For information: Professors S Wesselingh, J Rolland

14    REPORTS FROM STANDING COMMITTEES

14.1    Affiliation Committee Meeting 1/2009

Members had before them the Report from the Affiliation Committee Meeting 1/2009, including the recommendation for endorsement of the proposed affiliation agreement between Monash University and The Cancer Council Victoria.

Introducing this item, Professor Godfrey, advised that the date shown on the draft agreement would be amended and a typographical error removed.

Academic Board:

• Received and noted the Report of Meeting 1/2009 of the Affiliation Committee.
• Subject to editorial amendments, endorsed for transmission to Council the proposed affiliation agreement between Monash University and the Cancer Council Victoria.

For information: Professor J Godfrey, Ms J Wantrup

14.2    General Library Committee Meeting 4/2008

Academic Board received and noted the Report of Meeting 4/2008 of the General Library Committee.

For information: Ms M Miller

14.3    Education Committee Meeting 7/2008

Responding to a member question concerning changes to the length of semesters, Professor Shoemaker advised that this issue had been the subject of considerable discussion, and that it would be brought to the next meeting of the Board for further consideration and feeding back to the work being undertaken by the Education Committee.

Academic Board received and noted the Report of Meeting 7/2008 of the Education Committee.

For information: Professor A Shoemaker, Ms L O’Dwyer, Mr M Fenaughty

14.4    Research Graduate School Committee Meetings 10 & 11/2008

Academic Board received and noted the Report of Meetings 10 and 11/2008 of the Research Graduate School Committee.

For information: Ms A Hussar

14.5    Monash University Research Committee Meeting 8/2008

Academic Board received and noted the Report of Meeting 8/2008 of the Monash University Research Committee.

For information: Ms M Soederberg

15     FACULTY BOARD REPORTS

15.1    Faculty of Information Technology Meeting 4/2008

Academic Board received and noted the Report of Meeting 4/2008 of the Board of the Faculty of Information Technology.

For information: Ms H Spittle

15.2    Faculty of Science Meetings 4, 5 & 6/2008

Academic Board received and noted the reports of Meetings 4, 5 and 6/2008 of the Board of the Faculty of Science.

For information: Ms G Key

15.3    Faculty of Engineering Meeting 5/2008

Academic Board received and noted the report of Meeting 5/2008 of the Board of the Faculty of Engineering.

For information: Mr R Smiley

15.4    Faculty of Law Meeting 3/2008

Academic Board received and noted the report of Meeting 3/2008 of the Board of the Faculty of Law.

For information: Ms J Beaton

15.5    Faculty of Business and Economics Meeting 6/2008

Academic Board:

• Received and noted the report of Meeting 6/2008 of the Board of the Faculty of Business and Economics.
• Received and noted the 2008 Dean’s Annual Report.
• Noted the 2009 schedule of meetings of the Business and Economics Faculty Board and its standing committees.
• Noted the changes to the 2009 academic senior management structure.

For information: Ms J Perdriau

E      ITEMS OF OTHER BUSINESS

16     OTHER BUSINESS

17     NEXT MEETING

The next meeting of the Academic Board for 2009 will be held on Wednesday 22 April 2009 in the Council Chambers, 1st floor, Building 3a, Clayton Campus commencing at 3.30pm.