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Senior Management Team (Expanded) Meeting 1-2010

Meeting 1/2010 of the Senior Management Team (Expanded) commenced at 8.30 am on Wednesday 24 February in the James McNeill Meeting Room, Building 3a, Clayton campus.

Rhonda Hinds
Secretary


MINUTES


1.        Attendance and apologies

There were present:
Professor Ed Byrne AO (Chair), Professor Helen Bartlett (via videoconference), Professor Bill Charman, Professor Edwina Cornish, Professor Stephanie Fahey, Mr Ron Fairchild, Professor Rae Frances, Professor Arie Freiberg AM, Professor Jayne Godfrey, Professor Stephen King, Mr Peter Marshall, Professor Rob Norris, Professor Robin Pollard (via teleconference), Professor Tyrone Pretorius (via teleconference), Professor John Redmond, Professor Adam Shoemaker, Professor Ron Weber, Professor Steven Wesselingh, Professor Sue Willis.

Apologies were received from:
Mr David Pitt, Professor Tam Sridhar.

In attendance:
Ms Karen Haywood, Divisional Director, Human Resources, for item 3.2.1
Professor Rod Hill, PVC (Industry Engagement and Commercialisation), for item 5.1
Ms Jane Holt, Director, Planning & Support, ODVCR, for item 5.2
Ms Sunny Yang, Director Future Students, ODVCGE, for item 7.

2.        Minutes of SMT(E) Meeting 11/2009

The Committee confirmed the Minutes of SMT(E) Meeting 11/2009, held on 3 December 2009.

3.        Vice-Chancellor's Business

3.1    Monash Futures

3.1.1   Academic Strengthening

Introducing this item, the Chair confirmed that academic strengthening would be the first item on the agenda for SMT (E) meetings.

Professor Charman reported on the dual track approach being developed in progressing towards academic strengthening - focus on the individual academic, and linking to the work of the Research Strategy Advisory Group (which would highlight and clearly articulate the need for fundamental change to research output).

Work on folding teaching performance into academic strengthening was progressing. The view had been expressed that a useful start point for discussions would be to utilise unit evaluations, given their non-disciplinary/level specific nature. During 2010, it was also proposed  to revise MonQuest to enable further drilling down of evaluation data.

Members were advised that the taskforce was mindful of and would work through issues impacting the management of the academic workforce during the period of change, including roll-out of PDO, during the change period. Professor Shoemaker undertook to report back to the next meeting on the PDO implementation timeframe.

Professor Charman also indicated that:

  • A full academic strengthening scoping report would be brought to Academic Board Meeting 2/2010
  • The taskforce report on the Professoriate was due in March.
  • He and Professor Freiberg were happy to attend faculties to discuss the work of the taskforce.

During discussion, members commented that:

  • A clear statement at Academic Board level would be required to utilise MonQuest for other than its current purpose.
  • The proposed Education Indicators Framework was not a measurement of performance, but rather designed for developmental/performance management purposes.
  • Feedback on proposals for academic strengthening from key sectors of the Monash community had been extremely positive.

SMT (E):

  • Received and noted that progress report on academic strengthening.
  • Noted that a report on the PDO implementation timeframe would be made to the next meeting.

For information: Professors Charman, Freiberg, Shoemaker,
Mr Marshall, Ms Haywood

3.1.2   Monash Futures - Support for Academic Strengthening (confidential)

3.1.3   Cluster Reports

SMT (E) noted that progressive reports would be provided during the year as the cluster taskforces gained momentum.

3.2    Vice-Chancellor's Report

Members had before them a copy of the Vice-Chancellor's Report to Council's February meeting. Professor Byrne also highlighted several additional developments of significance including:

  • Caulfield Western Precinct Development progress.
  • The recent, very positive roundtable held with State Education Department leaders.
  • Forward progress on the Epworth Hospital proposal.

Professor Byrne indicated that there would be opportunities to discuss the Budget's strategic environment at a future meeting.

SMT (E):

  • Received and noted the Vice-Chancellor's report.
  • Noted that reports on the Roundtable and establishment of the Social Inclusion Committee structure would be brought to the next meeting.

For information: Professors Byrne, Shoemaker

3.3    Mission-Based Compacts

Members noted that Professor Merran Evans would be requested to provide a progress report to a future meeting.

4.        Finance Portfolio

4.1    2009 Results

Noting that the end of year results provided a good platform on which to build for the future,  SMT (E) received and noted the December 2009 Financial Report.

4.2    Financial Reports

SMT(E) received and noted the Financial Report for January 2010.

5.        Research Portfolio

5.1    Research Contracts Management Framework (RCMF)

Members had before them a summary of the background to and progress achieved on the Research Contracts Management Framework Project, and the complete Report as a separate file.

Noting that the object of the RCMF was to professionalise Monash's engagement with external funding bodies by implementing a co-ordinated and transparent approach to research contracts management, members engaged in discussion around several matters, including appropriate resourcing for and implications of the implementation of Salesforce. Members also considered plans for rollout and the range of consultation that had occurred over the past 6 months.

SMT (E):

  • Received and noted the Research Contracts Management Framework Project progress report.
  • Endorsed the concept of the Research Contracts Management Framework.
  • Approve the proposed initial steps for implementation.
  • Noted that further scoping work and broader implementation planning were required.

For information: Professors Cornish and Hill

5.2    Staff Survey - Sustainable Research Excellence (SRE)

Professor Cornish introduced this item by explaining that the rollout of a transparent costing exercise was a requirement for SRE funding, and encouraged Deans to commit to and drive the process.

Ms Holt outlined a range of significant matters:

  • Requirement for 67% response rate.
  • Proposal to engage Voice Project as survey consultants.
  • Faculty response rates were able to be monitored.
  • Researchers would be required to enter data in hours to the nearest 15 minutes.

SMT (E):

  • Received and noted the report on the Staff Survey - Sustainable Research Excellence.
  • Requested preparation of a small number of slides which would enable Deans to transmit a clear, simple and direct survey message to staff.

For information: Professor Cornish, Ms Holt

5.3    Portfolio Report

SMT (E) received and noted the Research Portfolio Report.

6.        Education Portfolio

6.1    Portfolio Report

SMT (E) received and noted the Education Portfolio Report.

Professor Shoemaker also updated members on developments in unit reduction, in particular the process adopted by the Faculty of Arts, in which units attracting less than 15 enrolments would not be funded unless their strategic relevance could be demonstrated.  A paper was being developed for consideration in the near future.

6.2    Academic Promotions

Professor Shoemaker introduced the report on the outcomes of the 2009 academic promotion round and improvements proposed to the process for candidates and committees. In so doing, he expressed concern over the 2009 promotion outcomes, including diminishing success rates, and gender imbalance of successful candidates. He also advised members that consideration being given to disestablishing the Level D central promotions committee, whilst retaining and enhancing a faculty-based processs.

During discussion on the latter point, members acknowledged that given the range of governance-related issues surrounding academic promotions, consideration of such matters should be folded into the work being undertaken by the Monash Futures Governance Working Group. It was also suggested that Professor Shoemaker might hold a breakfast meeting with the Deans to further discuss proposals for major change.

Noting that proposals for change to Promotions Procedures were yet to be considered by Academic Board, SMT (E) received the report on the 2009 promotions round and noted Professor Shoemaker's advice.

For information: Professor Shoemaker, Mr Marshall, Ms Haywood

7.        International Portfolio

7.1    Portfolio Report

SMT(E) received and noted the International Portfolio Report.

7.2    International Student Recruitment

Ms Sunny Yang, Director Future Students, reported on "International Students Recruitment -2010 and beyond." She commenced by contextualising Monash's recruiting environment:

  • Reasonable, though variable growth across faculties.
  • The strength and continued growth of the China as Monash's prime market.
  • The primacy of the cost of living (and similar issues) over security as major concerns for Indian applicants.
  • Price-sensitivity of MUM in the local market.
  • Significant drop in Monash College acceptances.

Indicating a softening of the market this year, Ms Yang outlined a range of issues impacting recruitment, including visa changes, the global financial crisis, increased competition from the UK and US, and factors internal to Monash. Responses to these challenges needed to include reinforcement of Monash strengths, review of recruitment strategies, growing pathway markets and onshore recruitment. She also outlined a range of strategies that were currently being implemented and those proposed for the medium to longer term.

Noting the importance of preparation for change to the market and the need for improved course profiling, SMT (E):

  • Received and noted the presentation.
  • Agreed that a further presentation by the ODVCGE team be made in one or two meetings' time on Monash's high-level responses to changed market conditions.

For information: Professor Fahey, Ms Yang

8.        Administration Portfolio

8.1    Portfolio Report

SMT(E) received and noted the:

  • Administration Portfolio Report.
  • Workforce Report.

8.2    Domain Names Policy and Procedures

SMT (E) approved the Domain Names Policy and associated Procedures.

For information: Mr N Clarke, Mr D Secomb, Mr K Williamson

9.        Advancement Portfolio

9.1    Portfolio Report

SMT (E) received and noted the Advancement Portfolio Report, in particular, the report of the meeting with the Besen family, which had reinforced the importance of donor engagement.

10.        Other Business

10.1    Committee Evaluation

SMT (E):

  • Noted the summary of responses to the 2009 Evaluation.
  • Approved the draft revised Terms of Reference.

10.2    Summary 2009

SMT (E) noted the summary of 2009 activities.

11.        Next Meeting

SMT (E) Meeting 2/2010 is scheduled for Wednesday 24 March 2010, commencing at 8.00 am in the James McNeill Meeting Room.