Academic Board Meeting 2-2009

MINUTES

Meeting No 2/2009 of the Academic Board was held on Wednesday 22 April 2009 from 3:30pm-5:30pm, in the Council Chambers, First floor, Building 3A, Clayton campus.

Rhonda Hinds
Secretary
28 April 2009

There were present:
Professor Jayne Godfrey (Chair), Professor Sam Adeloju, Associate Professors Jean Armstrong, Drs Dirk Baltzly, Becky Batagol, Professor John Beardall, Drs Mita Bhattacharya, Ross Booth, Ben Boyd, Professor Robert Brooks, Ms Emma Buckley, Professors Ben Canny, Ray Cas, Keryn Chalmers, Associate Professor Janice Chesters, Professors James Chin, Val Clulow, Dr Sandra Cockfield, Professor Edwina Cornish, Mr Max Coulthard, Associate Professor Arthur De Bono, Professors Helen De Cieri, Rodney Devenish, Merran Evans, Associate Professor Graham Farr, Professor Arie Freiberg, Mr Patrick Gallus, Dr Matthew Groves, Ms Cathrine Harboe-Ree, Professors Rod Hill, Jenny Hocking, Bernard Hoffert, Owen Hughes, Associate Professor John Hurst, Professor Christian Jakob, Drs Colin Jevons, Gennadi Kazakevitch, Professors Max King, Stephen King, Susan Kneebone, Paul Komesaroff, Kim Langfield-Smith, Steven Langford, Richard Larkins, Associate Professor Margaret Lindorff, Drs Chandani Lokuge, Susan Mayson, Professors Dennis Moore, Ross Mouer, Mr Alan McMeekin, Dr Bronwyn Naylor, Ms Lauren O’Dwyer, Professors Alan Petersen, Marilyn Pittard, Donald Poskitt, Dr Richard Reina, Associate Professor Jennifer Rolland, Dr Jan Schapper, Professors John Sheridan, Adam Shoemaker, Mr Arvindbhal Shyara, Professors George Simon, Michael Skully, Julian Smith, Amrik Sohal, Leone Spiccia, Tam Sridhar, Phillip Steele, Associate Professor Kay Stewart, Dr Sabatino Ventura, Mr David Watson, Professor Geoff Webb, Associate Professor Igor Wendt, Professor Sue Willis, Drs Rita Wilson, Dr Elisabeth Wilson-Evered, Mr Brian Yeom, Professor William Young.

Apologies were received from:
Mr Omar Abdul-Rahim, Professors David Abramson, Helen Bartlett, Andrew Benjamin, Drs Gideon Boas, Sue Burney, Professors Ian Copland, Wendy Cross, Dr Gloria Davies, Professors Stephanie Fahey, Raelene Frances, Associate Professor Sally Joy, Professors Jenny Keating, Peter Kershaw, Arthur Lowrey, Tony Luff, Dr Joy Lyneham, Mr Fintan Murphy, Associate Professor Robert Nelson, Professors Debra Nestel, Robert Norris, Harmen Oppewal, Leon Piterman, Robin Pollard, Tyrone Pretorius, John Redmond, Peter Schelluch, Patrick Sexton, Nigel Tapper, Julian Teicher, Bruce Tonge, Jeff Waincymer, Steven Wesselingh, James Whisstock, Rob Willis.

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

Observers:
Ms Karen Haywood, Mr Peter Marshall, Professor Lynette Russell, Mr Peter Yates.

Overseas Observers:
Associate Professor Chow Sek Cheun, Song Keang Peng, Professors Ron Edwards, Walter Wong, 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 Sunway and Gippsland campuses.

2     ARRANGEMENT OF AGENDA

2.1    Alterations to the Agenda and Starring of Items

The following items were starred:

Item 16 – Faculty Board Reports

2.2    Approval of Non-Starred Items

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

C   2.3    Confidential Items – Faculty Discipline Committee Reports (Members Only)

3     MINUTES

3.1    Minutes of Academic Board Meeting 1/2009

The Minutes of Meeting 1/2009, held on Wednesday, 25 February 2009, 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

3.2.2   The use of information technology in assessment

Members had before them a briefing paper from Associate Professor Cristina Varsavsky, Chair of the Assessment Working Party. Introducing this item, the President reminded members that Academic Board had requested the Assessment Working Party to consider, and develop procedures around, the appropriate use of technology in assessment. She further indicated that the intent of the briefing paper was to seek input from the Board regarding the policy directions outlined therein.

Following brief discussion, it was agreed that further consideration by the Working Party be given to:

• The potential for conflict between draft procedures 3.1 and 3.3.
• The use of devices other than calculators.
• Inappropriate communications between examination venues and the outside.

Academic Board:

• Received and noted the briefing paper on the use of information technology in assessment.
• Referred the pedagogical aspects of the use of IT to Education Committee for further consideration.

For information: Professor A Shoemaker,
Associate Professor C Varsavsky, Mr M Fenaughty

4     PRESIDENT’S BUSINESS

4.1    President’s Report

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

• Her attendance at the Ancora Imparo Program in February and very favourable impression of the student participants.
• Outcomes of Council Meeting 2/2009, in particular, approval of the affiliation with the Anti-Cancer Council Victoria, and establishment of the TAC/WorkSafe Research Institute.
• Commencement of the process of election of staff and student members to the Board pursuant to the revised membership structure.
• The expectation that the Head of Academic Unit appointment process would also be underway in the faculties. Any queries regarding the election or appointment processes should be directed to Professor Canny or Ms Hinds.
• The cooperation by the faculties in development of the standardised annual reporting template for Faculty Discipline Committees, which would simplify analysis of data and cross-faculty comparisons.
• The need to bring the examination period forward for Monash South Africa students, to cater for the 2010 World Cup. This would affect Semester 1/2010, was relevant only to those faculties with operations on the South African campus and might require preparation of alternate examination papers for affected subjects. Monash South Africa would communicate with the faculties on this issue.

4.1.1   Establishment of the TAC/Worksafe Research Institute

Introducing this item, Professor Godfrey explained that the collaboration between the TAC, WorkSafe and Monash University would reap significant benefits for multi-disciplinary research in the university. She also explained that, due to the extreme time-sensitivity of the proposal, approval out of Academic Board’s normal meeting cycle had been necessary.

Recommendation:

Academic Board:

• Received and noted the President’s Report.
• Noted that Monash South Africa would consult with relevant faculties regarding arrangements for Semester 1/2010 examinations.
• Noted establishment of the TAC/WorkSafe Research Institute, a collaboration between the TAC, WorkSafe and Monash University.

For information: Professors J Godfrey, A Shoemaker, E Cornish, T Pretorius,
Ms T Dau, Mr P Yates

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 end of financial year impairment of investments, a consequence of the Australian interpretation of the International Financial Reporting Standards. Members were advsied that this did not affect the University’s cash position and that some other universities would be much more severely affected by impairment of their investments.
• There had been strong demand from local and international students, with significant increase in the commencing load for Semester 1. This had placed the university in a sound financial position for 2010; however, the Department of Accounting and Finance in particular had experienced severe staffing and accommodation problems.
• Introduction to Federal Parliament of legislation to enable introduction of a student amenities and services fee had been delayed. It was unlikely that the legislation would be passed in time for implementation in Semester 2.
• The forthcoming Federal Budget would be crucial. The Ministerial support expressed for the sector was now being tempered by messages of budgetary restraint.
• Signature of a Memorandum of Understanding with the Chinese Academy of Sciences, a body of considerable global influence in the fields of science and technology.
• The launch of the Australian Regenerative Medicine Institute, a significant investment both by Monash and the State and Federal Governments. It would also be the Australian headquarters of the European Molecular Biology Laboratory (EMBL).
• The faculty/campus operational performance reviews being conducted by VCG as part of the Annual Planning and Review cycle. Thus far, the visits had revealed significant progress towards meeting Monash’s objectives.

During subsequent discussion, gratitude was expressed, on behalf of the Department of Accounting and Finance, for the co-operation extended by the Office of the Deputy Vice-Chancellor (Education) in managing the impact of the larger than expected student load. Members were advised that the following load management strategies had been undertaken:

• Semester 2 offers had been halted.
• An improved data management system was to be investigated.
• Adherence to the offer lapse date was to be mandated.

Members expressed concern regarding the difficulties anticipated during the first week of Semester 2, due to timing of results release and re-enrolments, and suggested revision of the length of semesters. In reply, Professor Shoemaker advised members that:

• The 2010 offer lapse date would be earlier.
• A report on the review of the length of semesters would be presented to the next meeting of the Board.

Responding to a question regarding the proposed priorities for allocation of anticipated student amenities and services funds, Professor Larkins responded that the university was committed to supporting student services, but that the proportions in which fees were ultimately allocated was dependent upon the final form of the enabling legislation.

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

For information: Professors R Larkins, K Chalmers, A Shoemaker

6     QUESTIONS ON NOTICE

There were no questions on notice.

B      DIRECTION OF ACADEMIC AFFAIRS

7     PRESENTATION – OFFICE OF THE CHIEF INFORMATION OFFICER (CIO)

Members had before them the Report to Academic Board from the Office of the Chief Information Officer. Mr Alan McMeekin, presented to Academic Board on the contribution of information technology (IT) to the University’s academic endeavours, with a particular emphasis on the role of IT at the strategic level. Mr McMeekin drew attention to a range of issues, including:

• The importance of developing ICT policies and pathways to support innovation on research and education.
• The technological aspects of innovation should not be considered in isolation – it was necessary to also have regard to process and cultural change.
• Recent highlights included the implementation of high-definition (HD) videoconferencing technology, development of the Geosciences Learning Space and Monash’s leading role in research data management.
• The draft ICT Strategy 2009-2011, the Executive Summary of which had been included with the agenda papers.
• The overall satisfaction rate in excess of 75% achieved in the survey of the quality of Monash ICT services.

Whilst generally endorsing the level of ICT support for teaching and research activities, some members queried whether introduction of simpler systems (e.g. email) might be at least as effective as more complex alternatives and requested information on difficulties experienced in the roll-out of Lotus Notes (and other technologies such as HD videoconferencing). Mr McMeekin advised members that:

• The process of selecting Lotus Notes had been both exacting and extensive - a key factor in its selection was the ability of the IBM product to operate across a wider selection of environments than the Microsoft competitor. Lotus Notes was considered to be a very productive application, but there had been some difficulties in its implementation.
• The current software upgrade, scheduled for completion by the end of May, was expected to considerably improve the level of service. There would also be an end-of-year review of the project.
• It was possible that, depending upon the level of functionality sought by a user, different standards of service could be implemented i.e. an elective system of technology uptake.
• Development of high-level videoconferencing services was a major strategic commitment. As a maturing technology, there was still some way to go before all technical issues could be regarded as solved.

In conclusion, Mr McMeekin indicated that he would be happy to directly discuss strategic and operational ICT issues, and encouraged feedback to development of the ICT Strategy.

Academic Board received and noted the presentation by the Chief Information Officer.

For information: Mr A McMeekin, Dr C Jevons

8     ENVIRONMENTAL SCAN

Academic Board received and noted the analysis of recent Federal Government announcements regarding policy changes in the tertiary education sector.

For information: Professor M Evans

C      SUPERVISION OF ACADEMIC AFFAIRS

9     ADMISSIONS AND LOAD REPORT

Academic Board received and noted the VTAC Admissions and Student Load 2009 Report.

For information: Professor M Evans

10     ACADEMIC PROGRAM DEVELOPMENT AND REVIEW

10.1    PhD in Theatre Performance

Academic Board:

• Endorsed the establishment of the degree of Doctor of Philosophy in the specialty of Theatre Performance.
• Noted that amendment to the Regulations pertaining to the Degree of Doctor of Philosophy would be made in due course.

For information: Professor M King, Ms F Zammit

11     REPORTS FROM THE DEPUTY-VICE CHANCELLORS

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

• Further implementation of the Monash Passport, including development of local versions (for offshore campuses), volunteering opportunities and implementation of Honours projects.
• The review of open and distance learning.
• The holding of interviews for the new Pro Vice-Chancellor (Learning and Teaching) position.
• Development of revised Indigenous Learning and Teaching strategies.

Professor Edwina Cornish provided an update on Monash’s National Competitive Grants (NCGs) performance. The following issues were highlighted:

• Referring to the record number of NHMRC project applications, Professor Cornish informed members that, with the NHMRC’s focus on relevance of research, high-quality basic research and the route to impact would be especially important.
• It was also likely that funding for NHMRC Fellowships would be brought back to a level consistent with that for project and program support and that universities would be expected take responsibility for payment of salaries.
• Whilst there had been improvement in the quality of ARC grant applications, there was still room for considerable improvement in Monash’s performance. A more strategic and planned approach to applications was crucial. Whilst the results in the last round of Linkage Grants had been good, nevertheless there was still room for improvement, particularly in Linkage Infrastructure, Equipment and Facilities (LIEF) Grants.
• Whilst Monash had traditionally performed well in the CRC Scheme, such was not the case in the latest round. Given the Minister’s positive view of the CRC Scheme, Monash should position itself to improve its CRC performance.
• Recent and significant achievements such as the TAC/WorkSafe Institute were largely as a result of strategic, centrally-driven initiatives.

Members offered a number of suggestions in discussion, including:

• The need to establish priorities and focus attention on excelling in these.
• The benefits of bringing forward the internal applications submissions deadline before Christmas.
• The potential benefit of hiring expertise dedicated to the crafting of research proposals.

Concluding her report, Professor Cornish indicated that Academic Board would be consulted on the steps Monash could take to improve its NCG performance. It was recommended that MRC take carriage of initial development of a performance improvement strategy.

Academic Board:

• Received and noted the reports from the Deputy Vice-Chancellors.
• Commissioned the Monash University Research Committee to commence development of a NCGs performance improvement strategy for discussion at a future meeting of the Board.

For information: Professors A Shoemaker, E Cornish,
Ms J Holt, Ms M Soederberg

D      GOVERNANCE

12     LEGISLATION

12.1    Guidelines under Monash University Statute 6.3 – Exclusion for Health Reasons

Academic Board noted the Guidelines under Monash University Statute 6.3 – Exclusion for Health Reasons.

For information: Ms G Beecher, M Soederberg, Mr K Williamson

13     POLICY DEVELOPMENT AND REVIEW

13.1    Monash University Ethics Statement

Members had before them the draft Monash University Ethics Statement. Ms Karen Haywood, Divisional Director Human Resources introduced the item by emphasising the purpose of such a statement and indicating that further development of appropriate tools and resources to support ethical conduct would be undertaken.

Professor Komesaroff spoke to the Statement, emphasising that it was a foundation document, rather than a code per se, empowering staff to transport its principles to their own locations and develop appropriately contextualised codes of conduct.

Academic Board endorsed the draft Monash University Ethics Statement for transmission to Council.

For information: Ms K Haywood, Professor P Komesaroff

13.2    Use of Animals in Coursework Programs

Professor Godfrey introduced the briefing paper and proposed Use of Animals in Coursework Programs Policy and Procedures, observing that this item had first been considered by the Board at its Meeting 3/2008. Development of the proposed policy had been undertaken by the Office of the PVC (Planning and Quality), and included a robust process of consultation with a wide range of stakeholders.

Significant features of the policy included:

• The re-affirmation of Monash’s commitment to the ‘three Rs’ - replacement, reduction and refinement of animal use.
• Its limitation to the use of animals in coursework programs.

During subsequent discussion, some members voiced concern over the policy’s potential to impose additional compliance requirements especially on unit co-ordinators. Members were advised that a considerable part of discussion during the development phase had focussed on the need to encourage greater communication whilst minimising additional reporting. This included extensive consultation with the Manager, Research Ethics & Compliance, to ensure that additional reporting was kept to a minimum. Whilst some additional elements would be required, there was consensus that Animal Ethics Committees needed this information in order to make well-informed judgments.

Members were also advised that the Research Ethics and Compliance Branch would work with Education Committee to audit relevant compliance practices across the university.

Recommendation:

Academic Board:

• Approved the Use of Animals in Coursework Programs Policy; and
• Noted the Use of Animals in Coursework Programs Procedures approved by Education Committee Meeting 1/2009.

For information: Drs T Ford, S Barrett, Mr M Fenaughty

13.3    Unit Coding Policy and Procedures

Academic Board:

• Approved the Unit Coding Policy
• Noted the accompanying Unit Coding Procedures.

For information: Mr M Fenaughty

13.4    Collaborative Coursework Arrangements Policy and Transnational Quality Assurance Procedures

Academic Board:

• Approved the Collaborative Coursework Arrangements Policy
• Noted the accompanying Transnational Quality Assurance Procedures.

For information: Mr M Fenaughty

13.5    Coursework Course Review Policy and Procedures

Academic Board:

• Approved the Coursework Course Review Policy
• Noted the accompanying Procedures.

For information: Mr M Fenaughty

13.6    Academic Review Policy and Procedures

Academic Board:

• Approved the Academic Review Policy
• Noted the accompanying Procedures.

For information: Dr K Macrae, Mr M Fenaughty

14     REVIEW OF STANDING COMMITTEES

14.1    Monash University Research Committee (MRC)

Academic Board:

• Received and noted the Report of the Review of the Monash University Research Committee and its standing committees;
• Disestablished the Centre and Institute Directors Group (CIDG) as a standing committee of the Monash University Research Committee (MRC);
• Approved the revised Terms of Reference of the:
  • Monash University Research Committee (MRC);
  • Monash University Human Research Ethics Committee (MUHREC);
  • Monash University Animal Welfare Committee (MUAWC);
  • Monash University Institutional Biosafety Committee (MUIBC);
  • Monash University Clinical Research Governance Committee (MUCRGC).
• Noted the role, constitution and operations of the:
  • Monash University Research IT Project Steering Committee;
  • Monash University Research Governance Implementation Committee; and
  • Pursuant to section 2.1.2.5 of Statute 2.2 – Academic Board, delegated to the Monash University Research Committee (MRC) the power to constitute such committees as MRC shall think fit.

For information: Professor E Cornish, Ms J Holt,
Ms J Larsen, Ms M Soederberg

15     REPORTS FROM STANDING COMMITTEES

15.1    Research Graduate School Committee Meeting 1/2009 & 2/2009

Academic Board:

• Received and noted the Reports of Meetings 1/2009 and 2/2009 of the Research Graduate School Committee.
• Noted the Guidelines for implementing HDR enrolments involving multi-disciplinary research institutes (excluding the Monash University Accident Research Centre).
• Noted the changes proposed to the documentation relating to the University’s English Language Proficiency requirements.
• Noted documentation relating to MUELC Fee Waiver processing.
• Noted changes to the Handbook to reflect the regulations relating to confirmation and non-confirmation.

For information: Ms F Zammit, Ms A Hussar

15.2    Monash University Research Committee Meeting 1/2009

Academic Board received and noted the Report of Meeting 1/2009 of the Monash University Research Committee.

For information: Ms M Soederberg

15.3    Education Committee Meeting 1/2009

Academic Board received and noted the Report of Meeting 1/2009 of the Education Committee.

For information: Mr M Fenaughty

15.4    General Library Committee Meeting 1/2009

Academic Board received and noted he Report of Meeting 1/2009 of the General Library Committee.

For information: Ms M Miller

16     FACULTY BOARD REPORTS

Responding to a member question regarding student election to faculty board and attendance at meetings, the President:

• Encouraged all Deans to ensure faculty boards supported attendance by their student representatives.
• Requested the Secretary to confirm student membership requirements.

For information: Ms L O’Dwyer, Ms R Hinds

16.1    Faculty of Information Technology Meeting 1/2009

Academic Board:

• Received and noted the Reports of Meeting 1/2009 of the Board of the Faculty of Information Technology and Meeting 5/2008 of the Executive of the Faculty of Information Technology.
• Received and noted the briefing paper on the Jean and Phyllis Whyte Funds.

For information: Ms H Spittle

16.2    Faculty of Medicine, Nursing and Health Sciences Meeting 1/2009

Academic Board received and noted the Report of Meeting 1/2009 of the Board of the Faculty of Medicine, Nursing and Health Sciences.

For information: Ms J Tong

16.3    Faculty of Engineering Meeting 1/2009

Academic Board received and noted the Report of Meeting 1/2009 of the Board of the Faculty of Engineering.

For information: Mr R Smiley

16.4    Faculty of Business and Economics Meeting 1/2009

Academic Board received and noted the Report of Meeting 1/2009 of the Board of the Faculty of Business and Economics.

For information: Ms H Matich

16.5    Faculty of Arts Meeting 1/2009

Academic Board:

• Received and noted the Report of Meeting 1/2009 of the Board of the Faculty of Arts.
• Noted the approval of the Board of the Faculty of Arts of unit and course proposals, amendments and disestablishments.

For information: Ms V Kristofferson

E      ITEMS OF OTHER BUSINESS

17     OTHER BUSINESS

18     NEXT MEETING

The next meeting of the Academic Board for 2009 will be held on Wednesday 17 June 2009 in the Council Chambers, 1st floor, Building 3a, Clayton Campus commencing at 3.30pm.

Refreshments will be served in the foyer after the meeting.