A special meeting of the Committee of Convocation
was held in the Jim Potter Conference Room, Conference Centre, Old Physics
Building, the University of Melbourne on Wednesday 16 April 2003 at 5.45pm.
PRESENT
Dr RJ Condron in the Chair,
Mr MJ Anderson, Mr G Bartle, Ms LJ Boston, Dr C Close, Ms HM Cohn, Mr
RE Cook, Ms JM Crowe, Mr BFB Dance, Mr GF Dawson, Mr DM Dodd, Mr AT
Douglas, Dr SC Ducker, Ms JH Elton Brown, Dr JK Harcourt, Mr RTA Hardcastle,
Mr J Humphrey, Mr JC Jones, Mr FAM Lees, Dr PA Lowe, Mr JG Meehan, Mrs
AM Neal-Adam, Mr JF Nicholas, Ms E Parker, Dr NMcH Ramsey, Dr B-A Rodan,
Miss AS Rusden, Dr S Sahhar, Dr J Stillman, Mr GH Thomas, Ms MA Weston.
Mr LN Currie, University Secretary and Ms B McNamara,
Acting Minute Secretary, were in attendance.
BUSINESS
0. Preliminary Matters
0.1 Report by Returning Officer
The Returning Officer, Mr Len Currie, declared
Mr Allan Handberg elected to the position of Deputy President for
a term commencing 1 May 2003 and expiring 30 April 2004.
0.2 Resignation of Ms C M Willis
The President informed the meeting that there
were still some casual vacancies to fill, including a further one
(representative of graduates of the Institute of Land and Food Resources)
resulting from the resignation of Ms C M Willis.
The President declared the next meeting to be
a Special Meeting for the purpose of filling those casual vacancies.
1. Apologies and Leave of Absence
Apologies had been received from Mr Allan Handberg,
Dr Leah McKenzie, Dr Ian Price, Dr Jeffrey Robinson and Mrs Marlene
Robinson. There were no further apologies.
Leave of absence had previously been granted to
Mr D Brownbill for the April to August meetings, Mr PR Hirst and Dr
AA Jones for the April meeting and Dr P Lowe for the May meeting.
Leave of absence was granted to Dr S Sahhar and
Ms HM Cohn for the May meeting and to Ms LJ Boston for the July meeting.
2 Starring of Additional Items
No additional items were starred for discussion
but the following items were created:
8.8(a) Faculty of Engineering
8.9 Faculty of Law
8.10 Student Support Committee.
3. Minutes of Meeting 1/03 (19.03.2003)
The minutes of meeting 1/03 held on 19 March 2003
were approved.
4. Matters Arising
4.1 Distinguished Portraits Project (Minute 4.1)
The Committee noted the document tabled by the
Distinguished Portraits Project Sub-Committee being the penultimate
version of the distinguished portraits texts. The President requested
that Ms Weston be advised by the following day of any changes.
Later in the meeting it was also suggested that
there be a ceremony to mark the completion of the Project, to which
surviving relatives of the subjects of the portraits and artists of
the portraits could be invited. The Sub-Committee will consider the
suggestion.
4.2 Melbourne Gazette Collection in the University
Library (Minute 4.4)
The University Secretary will report to the next
meeting on this item.
4.3 School of Medicine Advisory Committee (Minute
6.2)
The University Secretary reported that there is
an Advisory Committee for the School of Medicine, but that the membership
is a subset of the Faculty Executive so that all the issues are dealt
with by the Executive. There was discussion about the lack of a representative
of the Committee of Convocation on the Advisory Committee in comparison
with the School of Dental Sciences Advisory Committee, on which there
is a representative. Mr Currie informed the meeting that the latter
situation is historical and in fact there is no provision for a Committee
of Convocation representative on any other Faculty Advisory Committee.
Convocation is represented on Faculty Boards instead.
4.4 Representing Graduates Effectively (Minute
7.2)
The President reminded the meeting that at the
last meeting the Vice-Chancellor had suggested that the Committee
invite Deans to meetings in order to initiate discussions about representing
graduates effectively. There was discussion about what might be expected
from Deans if such invitations were issued. Deans may have different
levels of understanding about how the Committee functions. Further,
the Committee would need to understand the way different Faculties
and Deans operate.
The President proposed to seek advice from his
Advisory Committee as to the form the sessions with the Deans might
take. The options were information-giving sessions by the Deans, dialogues
between the Committee and the Deans exploring points of difference
and sessions where the Committee might seek ways of assisting the
Deans.
It was suggested that an issue which could be
explored with Deans was the appropriate allocation of functions between
Faculties/Faculty Boards on the one hand and Faculty Executives on
the other hand.
4.5 Chair in Faculty of Medicine, Dentistry and
Health Sciences (Minute 8.1)
The University Secretary reported that there are
four sources of funding for the Sir Edward Dunlop Medal Research Foundation
Chair in Medicine: The Dunlop Foundation, the Faculty itself, the
Department itself and the Austin Repatriation Medical Centre. The
proportions from each source vary from year to year. All four sources
contributed to the retitling of the Chair.
4.6 The Ian Potter Museum of Art (Minute 8.2)
The University Secretary reported that the President
had drawn attention to the matter of recourse in connection with the
inadequate air conditioning at the last Council meeting and Mr Ian
Renard, Council member, had indicated that he had had similar concerns
although had not pursued them due to opinions expressed. However,
Mr Renard had indicated that he would raise the matter again at the
next meeting of Finance Committee, which he did, and Finance Committee
has called for a report from the University.
The University Secretary will report again on
this matter at a later meeting.
5. Report of Meeting 9/02 to Council
The Committee received the report of meeting 9/02
held on 18 December 2002 that was submitted to March Council.
6. Legislation and Standing Resolutions of Council
6.1 Statute amended by Council at its April
meeting
It was noted that council amended the following
Statutes, as detailed in the report, as follows:
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(1)
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Amendment of Statute 3.1 recommended by the
University Secretary
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To change the name of a title (46/03)
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(2)
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Amendment of Statute 5.4 recommended by the
Academic Board
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To amend provisions governing credit
for any subject completed common to two different courses (48/03)
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6.2 Regulations amended and made by Council at
its April meeting
It was noted that council amended the following
Regulations, as detailed in the report, as follows:
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(2)
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Amendment of Regulation R6.72 recommended
by the University Secretary
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To govern the Aileen Sinclair Memorial
Scholarship (52/02)
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(3)
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Making of regulation recommended by the University
Secretary
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To govern the Peter Blazey Fellowship
fund (53/03)
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(4)
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Amendment of Regulation R6.72 recommended
by the University Secretary
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To update the S.A.F. Pond-M.U.R. Scholarship
(54/03)
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(5)
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Amendment of Regulation R6.72 recommended
by the University Secretary
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To amend the terms of the Hedley F. Summons
Prize (55/03)
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(7)
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Amendment of Regulation R6.72 recommended
by the University Secretary
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To amend the name of the Alice Brokenshire
Taylor Scholarship (57/02)
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(8)
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Amendment of Regulation R.6.72 recommended
by the University Secretary
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To update the Ada Mary A'Beckett Award
(58/02)
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(9)
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Amendment of Regulation R6.72 recommended
by the University Secretary
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To amend the terms of The John and Elizabeth
Robertson Prize (59/03)
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(10)
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Amendment of Regulation R6.6 recommended
by the University Secretary
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To amend the terms of the Howitt Natural
History Scholarships (18/03)
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(11)
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Amendment of Regulation R6.72 recommended
by the University Secretary
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To govern the Selma Bergstrand Prize
(60/03)
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(12)
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Amendment of Regulation 7.1.R2 recommended
by the University Secretary
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To amend the schedule of Chairs to the
regulation governing academic and general staff ranks and titles
in relation to a Chair of Economics (44/03)
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(13)
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Amendment of Regulation 12.2.10.R1 recommended
by the Academic Board
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To prohibit the use of electronic devices
in examinations (47/03)
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(14)
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Amendment of Regulation 6.1.R7 recommended
by the Vice-Chancellor on behalf of Council
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To re-name the Centre for Media, Telecommunications
and Information Technology Law (49/03)
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(15)
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Amendment of Regulation 7.1.R2 recommended
by Council
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To change the name of the Chair in Medicine
(Austin and Repatriation Medical Centre) listed in Schedule A
of the regulation governing academic and general staff ranks and
titles (50/03)
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(16)
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Amendment of Regulation 7.1.R2 recommended
by the University Secretary
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To amend the title of a Chair in Schedule
A of the regulation governing academic and general staff ranks
and titles (62/03)
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6.3 Standing Resolutions made and amended by
Council
- Legislation Committee
The Committee noted the revised membership of the Legislation Committee
contained in Item 9 of the Vice-Chancellor's Report.
- Information Strategy Committee
The Committee noted the revised membership and Terms of Reference
of the Information Strategy Committee contained in to Item 9 of
the Vice-Chancellor's Report.
- University Admissions Committee
The Committee received an extract from Statute 11.1 relating to
an Admissions Committee and noted appointments to it as set out
in Item 9 of the Vice-Chancellor's Report.
- Quality Assurance and Accountability Committee
The Committee noted Appendix 6 of the Planning
and Budget Committee
Meeting 2/03 Report to Council which set out the Terms of Reference
and Membership of the Quality Assurance and Accountability Committee
(formerly the Quality Improvement Committee).
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Subsidiaries Sub-Committee
The Committee noted the amendment to the membership
of the Subsidiaries Sub-Committee contained in Recommendation
2 of the Finance Committee Meeting 1/03 Report to Council.
6.4 Statutes proposed for consideration by Council
at its next meeting
It was noted that the following Statutes would
be submitted to the April meeting of Council for amendment, as follows:
None.
6.5 Regulations proposed for consideration by
Council at its next meeting
It was noted that the following Regulations would
be submitted to the May meeting of Council for amendment, as follows:
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(1)
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Amendment of regulation 6.1.R7
recommended by the University Secretary |
To update the provisions governing the School
of Nursing (71/03)
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(2)
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Amendment of regulation
R6.67 recommended by the University Secretary |
To update the John
Balfour Memorial Scholarship (72/03)
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(3)
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Amendment of regulation
6.1.R7 recommended by Council |
To update the membership
of the Dental Science Advisory Committee (65/03)
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(4)
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Amendment of regulation
17.1.R19 recommended by the University Secretary |
To change the name
of an institution in the schedule of recognised institutions (73/03)
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7. Report of Council Meeting 2/03 (7/4/03)
7.1 Vice-Chancellor's Report
In relation to the Federation Fellowship recently
awarded to William Ducker, grandson of Dr Ducker, the Committee joined
the President in congratulating Dr Ducker.
7.2 Oral report on April Council Meeting
The President gave an oral report on the April
Council meeting. In relation to the Union Theatre, there was discussion
and a request by a member of the Committee for a follow-up report
and perhaps a response to the media. The University Secretary advised
that he would liaise with the President of the Student Union about
the matter.
8. Reports of Faculty Meetings and Committee Meetings
8.1 Planning and Budget Committee 2/03
The Committee received the report for information.
8.2 (a) Finance Committee 1/03
The Committee received the report for information.
(b) Finance Committee 2/03
The Committee received the report for information.
The University Secretary will bring advice back to the Committee about
an inquiry regarding the figure shown for Melbourne University Private
Limited on page 101 of the Financial Statements appended to the report.
8.3 Building and Estates Matters
The Committee received the report for information.
8.4 Theatre Board
The Committee received the report for information.
8.5 Faculty of Veterinary Science
Dr Jenny Stillman spoke to the report.
8.6 Faculty of Science
The Committee received the report for information.
8.7 Faculty of Education
The Committee received the report for information.
8.8 Libraries Committee
The Committee received the report for information.
8.8(a) Faculty of Engineering
A report was tabled by and spoken to by Mr R Hardcastle.
8.9 Faculty of Law
Dr Jones reported that he had attended a very
brief Faculty meeting, and general discussion followed about how best
to represent graduates at Faculty meetings.
8.10 Student Support Committee
Ms L Boston gave an oral report of the meeting
held on 17 December 2002. She noted that at that meeting two papers
of interest were discussed, one to do with student grievance procedures
and the other on student expectations and responsibilities.
9. Alumni Relations Report
Ms Sarah Wall gave an oral report advising the
Alumni unit was remaining focussed on the forthcoming 150th Anniversary
celebrations. She spoke about events being held in Gippsland, Mildura
and Canberra. Ms Wall distributed a brochure about the forthcoming Open
Weekend on 10 -11 May.
10. Guest Speakers
There was no guest speaker at dinner.
11. President's Report
11.1 Annual Ordinary Meeting of Convocation and
Informal Dinner, Wednesday 30 April 2003
The Committee received and noted the tabled paper.
The President asked for expressions of interest
in attending the dinner to be given to the Minute Secretary after
the meeting
*12. Any Other Business
Ms Crowe informed the meeting of a VCE Expo which
had been held at Caulfield Racecourse and about a seminar held there
about the Melbourne Experience. She asked that congratulations about
the high quality of the seminar be passed on to the relevant persons
in the University and the University Secretary undertook to do this.
12.1 University's Draft Annual Report 2002
The Committee received the draft annual report
for information.
12.2 University's Student Theatre Department
in Crisis
This matter was discussed under item 7.2.
13. Receipt of Unstarred Items
The Committee received all unstarred items.
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