A 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 19 March 2003 at 5.45pm.
Dr RJ Condron in the Chair,
Mr MJ Anderson, Ms LJ Boston, Dr C Close, Mr RE Cook, Mr BFB Dance,
Mr GF Dawson, Mr DM Dodd, Mr AT Douglas, Dr SC Ducker, M-s JH Elton
Brown, Mr AG Handberg, Dr JK Harcourt, Mr RTA Hardcastle, Mr PR Hirst,
Mr J Humphrey, Dr AA Jones, Mr JC Jones, Mr FAM Lees, Dr PA Lowe, Dr
L McKenzie, Mr JG Meehan, Mr JF Nicholas, Dr IR Price, Dr NMcH Ramsey,
Dr JT Robinson, Mrs MC Robinson, 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 HA Davies,
Minute Secretary, were in attendance.
BUSINESS
0. Preliminary Matters
0.0 Welcome to Professor Alan Gilbert, Vice-Chancellor
In welcoming the Vice-Chancellor to the meeting,
the President congratulated Professor Gilbert on his being conferred
Doctor of Laws Honoris Causa by McGill University.
0.1 Welcome to Professor Eric Reynolds, Head
of the School of Dental Science
The President welcomed Professor Eric Reynolds,
Head of the School of Dental Science, to the meeting.
0.2 Welcome to Dr Doug Daines, Vice-Principal
(Property and Buildings)
Dr Doug Daines, Vice-Principal (Property and Buildings)
was welcomed to the meeting by the President.
0.3 Report from Returning Officer
The University Secretary reported as Returning
Officer that two members had resigned from the Committee, Ms Megan
Austin and Mr Chrys Chandraraj, leaving two casual vacancies for representatives
of the graduates of Arts and Social Work as well as Engineering. There
was a casual vacancy carried over from 2002 for a representative of
graduates in Education and Music. Subsequent to the meeting, Ms Clare
Connan resigned which created a casual vacancy in Architecture, Building
and Planning.
The April meeting was declared a Special Meeting
for filling these casual vacancies, as well as for electing a Deputy
President of Convocation whose term was due to expire.
1. Apologies and Leave of Absence
Apologies had been received from Mr D Brownbill,
Ms HM Cohn, Ms C Connan, Ms JM Crowe, Mrs AM Neal-Adam, Ms E Parker,
Mr J Puls and Ms CM Willis.
Leave of Absence was 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.
2 Starring of Additional Items
Items 8.1, 8.2 and 12.6 were starred for discussion.
3. Minutes of Meeting 9/02 (18.12.2002)
The minutes of meeting 9/02 held on 18 December
2002 were approved.
4. Matters Arising
4.1 Distinguished Portraits Project (Minute 4.3)
The President advised that the Distinguished Portraits
Project Sub-Committee had received all entries. These had been edited,
and after a final review a final version will be presented in April.
Dr Condron thanked members very much for their contributions.
Dr Condron advised that very good material had
been collected and acknowledged the need to make the best use of this
information.
4.2 School of Dental Science (Minute 4.3)
With regard to accommodation for the School of
Dental Science in the new Dental Hospital, Dr Sahhar advised that
the situation had been resolved in a positive way. The Dental School
is expected to occupy its new premises late 03/early 04 but in the
meantime will continue to operate in the existing building.
Professor Reynolds expressed his gratitude for
the support and commitment shown by the University in resolving some
of the issues which had arisen, such as funding, to the satisfaction
of staff with the end result being a state-of-the-art facility.
The Vice-Principal (Property & Buildings)
explained the University, in its capacity as a tenant of the new building,
would be able to negotiate from the outset favourable conditions in
its service agreement with the Department of Health Services, Victoria.
This should include a provision for car parking for staff.
During the transition period Professor Reynolds
would be managing clinical services in such a way that the clinic
would be conducted in the 'old' building during the first semester,
and in second semester the clinic would commence operation in the
'new' building.
4.3 Settingoff Amounts Owed by Students (Minute
8.2(a))
At the February Legislation Committee the University
Secretary raised the Committee of Convocation's concerns regarding
the legality of settingoff amounts owed by students. Legislation Committee
had discussed this matter but was satisfied the charge was a proper
one. In the case of a dispute, Mr Currie reported that the University
would endeavour to resolve it.
4.4 University Gazette Collection housed in the
Baillieu Library (Minute 4.3)
The University Secretary reported that he had
yet to resolve this matter with the University Librarian.
5. Report of Meeting 7/02 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 March
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 recommended by the Academic
Board
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To change the constitution of progress committees in the statute governing
unsatisfactory progress(40/03):
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(2)
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Amendment of statute recommended by Administrative
Committee
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To amend provisions dealing with how
results are provided to students in the statute governing conduct
of assessment (41/03)
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(3)
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Amendment of statute recommended by Council
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To include a provision enabling offsetting
of amounts owed to students against amounts owed by students to
the University (45/03)
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6.2 Regulations amended and made by Council at
its March meeting
It was noted that council amended the following
Regulations, as detailed in the report, as follows:
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(1)
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Amendment of regulation recommended by the
University Secretary
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To correct the name of an institution
in the schedule of recognized institutions (1/03)
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(2)
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Amendment of regulation recommended by Council
and the University Secretary
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To change the name of Chairs listed in
Schedule B of the regulation governing academic and general staff
ranks and titles (2/03)
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(3)
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Amendment of regulation recommended by Council
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To change the title of the School of
Postgraduate Nursing in the faculty of Medicine (3/03)
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(4)
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Amendment of regulation recommended by the
University Secretary
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To correct the reference to a title in
a regulation (4/03)
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(5)
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Amendment of regulation recommended by the
University Secretary
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To correct the reference to a title in
a regulation (5/03)
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(6)
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Amendment of regulation recommended by the
University Secretary
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To correct the reference to a title in
a regulation (6/03)
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(7)
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Amendment of regulation recommended by the
University Secretary
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To correct the reference to a title in
a regulation (7/03)
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(8)
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Amendment of regulation recommended by the
University Secretary
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To correct the reference to a title in
a regulation (8/03)
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(9)
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Amendment of regulation recommended by the
University Secretary
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To correct the reference to a title in
a regulation (9/03)
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(10)
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Amendment of regulation recommended by the
University Secretary
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To update the provisions governing the
School of Nursing (10/03)
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(11)
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Amendment of regulation recommended by the
University Secretary
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To update the List of Departments and
Centres (11/03)
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(12)
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Amendment of regulation recommended by Council
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To update the provisions governing the
Dental Science(12/03)
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| Dr Lowe
pointed out that the School of Dental Science had an Advisory Committee
and the Schedule set out the membership of this body. He asked that
the Committee be advised as to the structure of the Advisory Committee
for the School of Medicine. The University Secretary agreed to raise
this with Faculty and report back to the Committee. |
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(13)
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Making of regulation recommended by the University
Secretary
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To govern the Gerry Higgins Chair of
Irish Studies (13/03)
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(14)
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Amendment of regulation recommended by the
University Secretary
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To alter the name of the R.J. Hamer Prize
(14/03)
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(15)
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Amendment of regulation recommended by the
University Secretary
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To amend the term of the William and
Kate Herschell Scholarship (15/03)
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(16)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the John Balfour
Memorial Scholarship (16/03)
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(17)
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Amendment of regulation recommended by the
University Secretary
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To amend the term of the Ronald Riseborough
Prize (17/03)
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(19)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Dick Bursaries
(19/03)
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(20)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Doctor Joseph Birch Hanson Prize (20/03)
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(21)
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Amendment of regulation recommended by the
University Secretary
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To govern the Harold Clarke English and
Elizabeth English Scholarships (21/03)
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(22)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Stewart Bequest
(22/03)
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(23)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Graham Endowment
Fund (23/03)
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(24)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of The Dinny O’Hearn
Fellowship (24/03)
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(25)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Arthur Nyulasy
Prize (25/03)
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(26)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Jasper Loftus-Hills
Memorial Fund (26/03)
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(27)
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Amendment of regulation recommended by the
University Secretary
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To amend the terms of the Anna Lodewyckx
Icelandic Scholarships (27/03)
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| (28) |
Amendment of regulation recommended by the
University Secretary
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To
amend the terms of The Isaac Samuel Crawcour Bursary (28/03) |
| (29) |
Amendment of regulation recommended by the
University Secretary
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To
provide for the Maude Laidlaw Lindgren Bequest (29/03) |
| (30) |
Amendment of regulation recommended by the
University Secretary
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To
add paragraphs to the schedule to Regulation R6.72 - Commemorative
Scholarships and Awards to Govern The Mary O'Donoghue Postgraduate
Travel Award and The E.J. King Prize (30/03) |
| (31) |
Amendment of regulation recommended by the
University Secretary
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To
update the S.A.F. Pond-MUR Scholarship (32/03) |
| (32) |
Making
of regulation recommended by the University Secretary |
To
govern the Hector Maclean Scholarship Fund (33/03) |
| (33) |
Amendment of regulation recommended by the
University Secretary
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To
amend the name of the Helen M. Schutt Fellowships (34/03) |
| (34) |
Amendment of regulation recommended by the
University Secretary
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To amend the name
of the Helen M. Schutt Scholarships (35/03) |
| (35) |
Making
of regulation recommended by the University Secretary |
To
govern the P.W. Tewkesbury Bequest (36/03) |
| (36) |
Amendment of regulation recommended by the
University Secretary
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To
update the information on the Lorna Stirling Fund (37/03) |
| (38) |
Amendment of regulation recommended by the
University Secretary
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To
update the terms of the H.W.C. Simpson Research Scholarship (39/03) |
| (39) |
Amendment of regulation 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 (42/03) |
| (40) |
Amendment of regulation recommended by the
University Secretary
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To re-name two
clinical departments in the Faculty of Medicine (43/03) |
6.3 Standing Resolutions
- Chair Committees - Appointment Procedures
Dr Lowe raised reservations that when a vacancy occurs at chair
level, it may not be in the University's interests to fill such
a chair in the manner proposed. The University Secretary advised
that Faculty, the President of the Academic Board and the Vice-Chancellor
all had to be in agreement in filling such a chair thus, the promoted
professor was suitable.
- Information Strategy Committee
The University Secretary referred members to Appendix 3 of the Planning
and Budget Committee meeting 1/03, attached as Item 8.1(a), for
the membership and Terms of Reference for the Information Strategy
Committee, which replaced the Information Strategy Advisory Committee.
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:
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(1)
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Amendment of statute 5.4 recommended
by the Academic Board |
To amend the provisions governing credit for
any subject completed common to two different courses (48/03)
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(2)
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Amendment of statute
3.1 recommended by the University Secretary |
To change the name
of a title (46/03)
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6.5 Regulations proposed for consideration by
Council at its next meeting
It was noted that the following Regulations would
be submitted to the April meeting of Council for amendment, as follows:
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(1)
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Amendment of regulation 7.1.R2
recommended by Council |
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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(2)
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Amendment of regulation
12.2.10.R1 recommended by the Academic Board |
To prohibit the use
of electronic devices in examinations (47/03) |
7. Report of Council Meeting 7/02 (11/11/02)
7.1 Vice-Chancellor's Report
7.2 Oral report on November Council Meeting
Professor Alan Gilbert, the Vice-Chancellor commenced
with a brief oral report of the recent Council Planning Conference
in February.
With regard to 'Representing Graduates Effectively',
the Vice-Chancellor advised that Faculties support The Melbourne
Agenda but deans may have given little consideration to governance
matters at faculty level. Professor Gilbert believes that this should
be dealt with Faculty by Faculty by the Committee and suggested inviting
Deans to meetings and inviting dialogue on this subject, commencing
with the larger faculties.
8. Reports of Faculty Meetings and Committee Meetings
8.1 a) Planning and Budget Committee 1/03
Dr Lowe referred to the renaming of a Chair in
Medicine the Sir Edward Dunlop Medal Research Foundation Chair in
Medicine and queried the extent of funding for this Chair. The University
Secretary advised he would make enquiries and report that information
at the next meeting.
b) Planning and Budget Committee 11/02 (Supplementary
Report)
The Committee received the supplementary report
for information.
8.2 Finance Committee 1/03
With relation to a recommendation that the University
fund a $2.2m upgrade on The Ian Potter Museum of Art's airconditioning
system to bring it up to an acceptable standard, Mr Hirst queried
the following:
- what warranties are held on the existing equipment?;
- were there deficiencies in briefing the architect?;
- is there a case for builder responsibility?;
and
- has there been professional negligence?
The University Secretary agreed to take the matter
up with the Vice-Principal (Property & Buildings) and report back
to the Committee.
8.3 Building and Estates Matters
The Committee received the report for information.
8.4 Faculty of Veterinary Science
Dr Stillman spoke briefly to the report. She
wished to consolidate this report with another presented last year
and speak to the item in more detail at the next meeting of the Committee.
8.5 Faculty of Medicine, Dentistry and Health
Sciences
Dr Noel Ramsey gave an oral report on the Faculty
of Medicine, Dentistry and Health Sciences Board held 13 March.
9. Alumni Relations Report
Ms Sarah Wall gave an oral report advising the
Alumni unit was focussed on the forthcoming 150th Anniversary
celebrations and the musical soirees hosted by the Chancellor.
The Alumni Relations Manager announced GradNet now
had over 4,000 subscribers and an improved Alumni @ Melbourne website
was being developed. A bumper Melbourne University Magazine was due
to be distributed in early April and the 150th Anniversary program was
promoted including Faculty reunions. Ms Wall expected University Fund
literature would be circulated mid-May.
10. Guest Speakers
There was no guest speaker at dinner.
11. President's Report
11.1 Annual Ordinary Meeting of Convocation,
Wednesday 30 April 2003
The President reminded members of the Annual Ordinary
Meeting of Convocation, and the guest speakers, Professor Philip Goad
and Mr George Tibbits of the Faculty of Architecture, Building and
Planning, would speak on the history of the architecture and physical
environs of the University.
This year owing to the 150th Anniversary celebrations
there will not be a formal dinner held in conjunction with the University's
alumni. However, an informal dinner may be held for members and their
partners together with past members of the Committee. The venue is
the Lower East Dining Room at University House and consists of pre-dinner
drinks, a three-course meal with beverages at a cost of no more than
$60 per person. Dr Condron would ask for expressions of interest at
the April meeting.
11.2 Extracurricular Activities - Committee of
Convocation
Dr Condron outlined some proposed tours and demonstrations
for the Committee to attend. After discussion, it was agreed that
these be undertaken in tandem with monthly Committee meetings.
11.3 Australia Day Honours
The President congratulated Mr Roy Hardcastle,
a representative of the Engineering graduates on the Committee since
1984, on his appointment to the Order of Australia at this year's
Australia Day Honours for his services to education and engineering.
12. Information related to Committee of Convocation
12.1 Membership List - current
The Committee received the list for information.
12.2 Email Address List of Members - current
The Committee received the list for information.
12.3 Meeting dates, with venues, for 2003
The Committee received the list for information.
12.4 Mission Statement and Objectives - current
The Committee received the statement for information.
12.5 Standing Orders of Convocation (without
appendices) - current
The Committee received the current Standing Orders
for information.
12.6 Extract from Melbourne University Act
- current
It was suggested that clause 23(10)(d) is probably
unnecessary. The University Secretary agreed that when clause 23(10)(c)
is repealed, then action could be taken to remove this clause as well.
13.13. General Information
13.1 Council Membership 2003 - current
The Committee received the list for information.
13.2 2003 Schedule for the Conferring of Degrees
The Committee received the Schedule for information.
13.3 The Ian Potter Museum of Art 2003 Exhibition
Programme
The Committee received the Programme for information.
*14. Any Other Business
14.1 2003 Elections - members whose terms expire
31 December 2003
The University Secretary referred to the list
of members whose terms expire at year end and advised that there would
be a call for nominations advertised in two Melbourne newspapers in
the week commencing 7 July 2003 to fill the vacancies listed. In addition
the University Secretary would endeavour to make an announcement concerning
this at the July meeting.
14.2 Representatives to Membership of Faculties
and Appointed to Other Committees
Mr Currie advised that to date the Committee
had not taken formal action to determine its representatives to Faculties
and other central University committees for 2003 and that in the interim
the 2002 representatives continued in those roles. After discussion,
Mr Hirst agreed to serve as a member of the Faculty of Architecture,
Building and Planning owing to the expected resignation of Ms Connan;
and Mr Hardcastle agreed to represent the Committee on the Faculty
of Engineering vice the resignation of Mr Chandraraj.
14.3 Committee of Convocation - Draft Annual
Report 2002
The Committee received the 2002 Annual Report
for the Committee of Convocation and resolved that the report be adopted,
subject to minor editorial amendments.
14.4 Equity Plan 2003 - 2005
The Committee received the Plan for information.
14.5 Melbourne University Private - Application
for Continued Registration as a University in Victoria
The President advised that copies of this publication
were available from Ms Heather Davies,
University Secretary's Office, upon request.
15. Receipt of Unstarred Items
The Committee received all unstarred items.
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