Minutes - Meeting No 4/06

A Meeting of the Committee of Convocation was held in the Jim Potter Conference Room, Old Physics Building, University of Melbourne, on Wednesday 21 June 2006 at 5.30 pm.

PRESENT:

Ms LJ Boston (in the Chair), Mr AW Abbott , Ms AM Ada , Mr G Bartle, Dr CE Close, Ms H Cohn, Mr R Cook,
Mr M Corrigan, Mr BFB Dance, Mr DM Dodd, Ms JH Elton-Brown, Ms HM Fitzpatrick, Dr A Gibbs, Mr M Gorton, Mr AG Handberg, Dr JK Harcourt, Mr J Humphrey, Mr GLE Israel, Mr FAM Lees , Mr RA McGauran,
Mrs AM Neal-Adam, Dr JR Nelson, Mr JF Nicholas, Dr R Otzen, Dr DG Parbery, Dr N McH Ramsey,
Dr B-A Rodan, Miss AS Rusden, Dr S Sahhar, Dr L Simpson, Mr BN Southern , Dr J Stillman and
Mr NJ Whiting.

IN ATTENDANCE:

Professor V Braach-Maksvytis, Deputy Vice-Chancellor (Innovation and Development),
Mr LN Currie, the University Secretary, Mr JM Green, the Assistant University Secretary and
Dr G Duke, Minute Secretary.

BUSINESS

0. Preliminary Matters

0.1 Report of Returning Officer

The Returning Officer, Mr LN Currie, reported that Dr R Otzen has been elected to the Committee as a representative of the Graduates in Arts and Social Work for a term expiring on 31 December 2009.

No nominations were received for the remaining two vacancies:

• a representative of the Graduates in Arts and Social Work for a term expiring on 31 December 2007.
• a representative of the Graduates in Science for a term expiring on 31 December 2009.

0.2 Introduction of New Members

0.2.1 Mr Matthew Corrigan – (Law until 2009)

The Chair welcomed Mr M Corrigan to the Committee as a new representative of the Graduates in Law for a term expiring on 31 December 2009. Mr M Gorton read a short statement outlining Mr Corrigan’s resume for the information of members.

0.2.2 Dr Roslyn Otzen – (Arts and Social Work until 2009)

The Chair welcomed Dr Otzen to the Committee as a new representative of the Graduates in Arts and Social Work for a term expiring on 31 December 2009. The Chair read a short statement outlining Dr Otzen’s resume for the information of members.

1. Apologies and Leave of Absence

Apologies were received from Ms JM Crowe, Ms J Digby, Mr AT Douglas, Mr PR Hirst, Dr PA Lowe, Ms E Parker, Mr GH Thomas and Ms MA Weston.

Leave of Absence had previously been granted to:

• Dr B Fary and Mr JG Meehan for the June meeting.
• Mr BN Southern for the July meeting.
• Dr N McH Ramsey for the August meeting; and
• Mr AG Handberg and Ms E Parker for the September meeting.

Leave of Absence was granted to

• Dr R Otzen and Mr J Nicholas for the July meeting.
• Dr A Gibbs for the August and September meetings; and
• Ms A Rusden and Ms H Fitzpatrick for the September meeting.

2. Starring of Additional Items

Item 10.2 was starred.

3. Minutes of Meeting 3/06 (17.5.2006)

The Minutes were adopted as a true and accurate record of the meeting, subject to an amendment to section 5.2 (Associate Degrees) so that the last line reads “and hence eligible to be members of Convocation” rather than “and hence eligible to be members of the Committee of Convocation.”

4. Action Sheet

The Chair noted the completion of items 1-6 and 9 and 10. With regard to item 7, the Chair noted that the Committee has a representative on the Building and Estates Committee who can contribute to discussions over the future of the Grainger Museum.

5. Matters Arising

5.1 Academic Board Review

The Chair reported that the Committee of Convocation’s recommendation to Council regarding the need for an external body or external person to review the Academic Board against its Terms of Reference was forwarded to the Chair of the Academic Board, Professor Loane Skene, for comment.

Professor Skene’s official response was as follows:

“At the meeting of Council on 5 June 2006 I gave a commitment to the Committee of Convocation to consider an external review of the Terms of Reference of Academic Board and its Committees and their performance in relation to the Terms of Reference. It has been agreed that Ms Lesley Boston from the Committee of Convocation (or her nominee) will attend a meeting of the Academic Board Officers, the Secretary of the Board and the Chairs of the Board Committees to discuss those matters. There will be a focus on whether the Terms of Reference are still appropriate and any changes that may be necessary. I will also invite Ms Boston to attend one or two meetings of Academic Board to observe its procedures.”

The Chair informed members that she intends to accept Professor Skene’s invitation to attend one or two meetings of the Academic Board but would like to invite expressions of interest from Committee members to be her nominee on the review panel. The Chair asked Committee members interested in serving on the review panel to contact the Minute Secretary.

5.2 Russell and Mab Grimwade Miegunyah Funds

At the May meeting information was sought from the University Secretary on the total value of the Russell and Mab Grimwade funds and the purpose of a $2384 subsidy to Melbourne University Publishing (MUP).

The University Secretary reported that the combined total assets of the two Miegunyah funds was $25,447,572 for the year ending 31 December 2005. The financial statement of the Russell and Mab Grimwade Miegunyah Fund for the year ending 31 December 2005 recorded the total assets of the fund at $13,793,763. The financial statement for the Russell and Mab Grimwade Bequest Fund for the year ending 31 December 2005 recorded the total assets of the fund at $11,653,809.

With respect to the subsidy to MUP, the University Secretary reported that:

• the income of one Miegunyah Fund is divided between the Biochemistry School and MUP according to a prescribed ratio, and the income of the other is divided between MUP, upkeep of the Miegunyah Collection of art and artifacts, and general purposes;
• Miegunyah funds flowing to MUP are used to support the publication of a special Miegunyah Press series of high quality editions;
• The 2006 fixed ratio allocations to MUP together with the money remaining in its kitty from previous allocations left it $2384 short of the estimated cost of its proposed 2006 publishing program; and
• An allocation from the general purposes funds was approved to make up the shortfall.

5.3 MDHS Course Structures – Comparisons with US curricula

In the context of a discussion of medical education standards at the May meeting, Committee members agreed that it would be beneficial to make some comparisons between the proposed new generation medicine degree under the Melbourne Model and medical school curricula in the United States, where the two-level degree structure is standard. The University Secretary agreed to request this information from MDHS.

The Chair reported that Associate Professor Susan Elliott, the Director of the Medical Education Unit at the School of Medicine, has agreed to provide the Committee with data comparing the proposed MDHS course structure under the Melbourne Model and course structures at US medical schools. Associate Professor Elliott’s office has advised that compiling the information will be a large undertaking and that a report for the Committee should be ready for the July meeting.

6. Report to Council 4/06 – 17 May 2006 submitted to 5 June Council

The Committee received the report for information.

7. Legislation, Regulations and Standing Resolutions

The Committee noted amendments to Statutes and Regulations approved by Council at its June meeting.

8. Issues of Concern to Members

None

9. Report of Council Meeting 5/06 (5/6/06)

9.1 Vice-Chancellor's Report

The Committee received the report for information.

9.2 Oral report on June Council Meeting

The Chair reported on the following issues discussed by Council at its June meeting:

• Suggested core principles for undergraduate study under the Melbourne Model drafted by the Curriculum Commission.
• Advice received from DEST that revised student profiles for Law, Architecture, Building and Planning, Education and Nursing programs have been approved in principle.
• The appointment of Dr Richard Roush as the Dean of the Faculty of Land and Food Resources.
• The retitling of the University’s four Assistant Vice Chancellors to Pro-Vice Chancellors.
• The awarding of fellowships to seven internationally outstanding researchers at the University of Melbourne.
• A report from the Finance Committee to the Planning and Budget Committee stating that the draft 2007 Budget had been prepared on the assumption that income of $735.720 million would be available.
• The announcement by the Prime Minister, John Howard, of $25 million in funding to establish a United States Studies Centre.
• A review of the Centre for Public Policy and the response of the Faculty of Arts to the review.
• A proposed policy and minimum requirements for management of cultural collections owned and managed by the University.
• Amendments to the terms of reference of University committees.
• The establishment of new student awards.
• Course cancellations.
• Selection matters.

10. Reports of Faculty Meetings and Committee Meetings

10.1 Planning and Budget Committee, Meeting 4/2006

The Committee received the report for information.

10.2 Finance Committee 4/2006

The Committee received the report for information.

In response to a request for clarification on item 4.8 referring to bad debts, the University Secretary informed members that debts below $10,000 can be written-off by the Director of Financial Operations. Debts above the $10,000 figure must be individually reported. During the previous Finance Committee meeting the attention of members was drawn to the fact that 30 small debts have been written-off.

10.3 Theatre Board Minutes 4/2006

The Committee received the report for information.

10.4 Building and Estates Committee 2/2006

The Committee received the report for information.

10.5 Faculty of Medicine, Dentistry and Health Sciences

The Committee received the report for information.

10.6 University Relations Committee 1/2006

The Committee received the report for information.

11. Guest Speakers

Professor Vijoleta Braach-Maksvytis, Deputy Vice-Chancellor (Innovation and Development), was attending the meeting to speak on the key responsibilities of her innovation and development portfolio. For the information of members, Professor Braach-Maksvytis outlined her previous professional experience including her role as Deputy Chief Scientist of Australia.

Professor Braach-Maksvytis reported that she and the President of Convocation had recently met to discuss ways of building a stronger relationship between the organisational units falling under her innovation and development portfolio and the Committee of Convocation. Both the President of Convocation and Professor Braach-Maksvytis are members of the University Relations Committee and it is anticipated that this newly formed Committee will provide a forum for discussion of issues relevant to both the Committee of Convocation and the University’s efforts to develop a ‘knowledge transfer’ strategy.

Professor Braach-Maksvytis reported that she will be responsible for the ‘knowledge transfer’ strand of the University’s ‘triple helix’ Growing Esteem strategy (the other strands are teaching and research). The ‘knowledge transfer’ strand is centred on the University’s engagement with the non-academic community. The key components of this engagement are:

• Commercialisation, in particular the development of business ventures and industry relationships;
• Marketing and Communications, including the promotion of the University both in Australia and internationally;
• Community engagement, incorporating a range of cultural activities and collections; and
• Alumni Relations and Advancement.

Professor Braach-Maksvytis will be receiving support from the Assistant Vice-Chancellor (University Relations), Professor Warren Bebbington, in the area of alumni relations and advancement. The University has an uneven record in building relationships with alumni and fundraising, and a significant improvement in these areas is a priority.

Professor Braach-Maksvytis informed Committee members that the Office of the Deputy-Vice Chancellor (Innovation and Development) is in the process of conducting an audit of outreach programs within the various faculties.

The Chair expressed the gratitude of Committee members towards Professor Braach-Maksvytis for taking the time to attend the meeting. Professor Braach-Maksvytis indicated that she would be pleased to address the Committee again later in the year to provide a progress report on the development of the University’s ‘knowledge transfer’ strategy.

12. Alumni Relations Report

None.

13. President’s Report

The Chair noted that a meeting of the President’s Advisory Group had been held on 8 June. Items discussed at the meeting included the introduction of new induction procedures and the 2007 Annual Ordinary Meeting (AOM) of Convocation. The Chair noted that the 2007 AOM will be placed on the agenda of the July or August meeting.

Committee members discussed the timing of the introduction of core principles for the University’s new undergraduate degrees and it was noted that these would be considered at the July 27 Academic Board meeting. The University Secretary reported that it is likely that the Deputy Vice-Chancellor (Academic), Professor Peter McPhee, who is scheduled to speak at the July 19 Committee of Convocation meeting, will have details of the new courses by the date of the meeting. In addition, the Planning and Budget Committee Report to July Council included in the July meeting papers will contain details of special funding arrangements from Finance Committee to support the implementation of the new degrees at faculty level.

The Chair asked Committee members to forward questions for the Deputy Vice-Chancellor (Academic) to the Minute Secretary in advance of the July meeting.

*14. Any Other Business

14.1 Length-of-Service - Recommendations

Mr Dance reported on a document prepared by himself, Ms Crowe and Mr Hirst on the issue of length-of-service. The document contained several recommendations for consideration by Committee members at the meeting.

Mr Dance read the preamble of the first recommendation and after some discussion regarding correct wording, the following recommendation was seconded and then carried by the Committee:

• That a sub-committee be formed to review continuously the Length of Service implications and keep the Committee advised of changes in the membership profile.

Mr Dance read the preamble of the second recommendation and after some discussion regarding correct wording, the following recommendation was seconded and then carried by the Committee:

• That a sub-committee be established to develop and monitor an induction program for members.

The Chair noted that the meeting would need to be extended by 15 minutes in order that members could consider the remaining recommendations. A motion to extend the meeting was seconded and then carried by Committee members. It was also agreed that the remaining recommendations would be considered without the preambles being read out in advance.

After some discussion regarding correct wording, the following recommendations were seconded and then carried by the Committee:

• That the President request faculty groups to nominate a faculty group spokesperson to carry out the function of surveying members on their intention to serve their full term of 12 years on the Committee.
• That faculty groups consider the implications for their members of a large exodus from the Committee and advise the Length of Service Sub-Committee of their views.

Due to time constraints it was decided that the remaining recommendations would be considered at the next meeting.

14.2 Questionnaire Responses

The Chair proposed that Committee members consider this item at the July meeting.

14.3 Induction to the Committee of Convocation

The Chair proposed that Committee members consider this item at the July meeting.

14.4 Suggestions for 2007 AOM Guest Speaker

The Chair informed Committee members that they should refer any suggestions for 2007 AOM of Convocation guest speakers to the Minute Secretary.

*15. Items for Future Discussion

None.

16. Any Other Business

There was no other business.

17. Receipt of Unstarred Items

The unstarred items were received.

The meeting closed at 7.17 pm.