A meeting of the Committee of Convocation was held in the Academic Centre, University College, College Crescent, Parkville on Wednesday 20 November 2002 at 5.45pm.

Present

Dr RJ Condron in the Chair,
Mr MJ Anderson, Ms LJ Boston, Dr C Close, Ms HM Cohn, Ms CF Connan, Ms JM Crowe, Mr BFB Dance, Mr GF Dawson, Mr DM Dodd, Mr AT Douglas, Dr SC Ducker, Ms 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, Mr JG Meehan, Mrs AM Neal-Adam, Mr JF Nicholas, Ms E Parker, Dr IR Price, Dr NMcH Ramsey, Dr JT Robinson, Dr B-A Rodan, Dr S Sahhar, Dr J Stillman, Ms MA Weston.

Mr IA Renard, Deputy Chancellor, Mr MFG Dean, Director of Legal Services and the Intellectual Property Officer, Mr LN Currie, University Secretary, Ms BM McNamara, Assistant University Secretary and Ms HA Davies, Minute Secretary, were in attendance.

BUSINESS

0. Preliminary Matters

0.0 Welcome to Mr Ian Renard, Deputy Chancellor

The President welcomed to the meeting Mr Ian Renard, Deputy Chancellor, who was attending the meeting to give an oral report on the November Council meeting.

0.1 Welcome to Mr Michael Dean, Director of Legal Services

The President welcomed to the meeting Mr Michael Dean, Director of Legal Services and the University's Intellectual Property Officer who was attending the meeting to speak on the University's Intellectual Property policy and recent changes to the Intellectual Property Statute approved by Council.

0.2 Welcome to Ms Bernadine McNamara, Assistant University Secretary

The President welcomed to the meeting Ms Bernadine McNamara, who had recently taken up an appointment as Assistant University Secretary, who was attending the meeting as an observer.

0.3 Death of Mrs Vera Vines

The President announced the recent death of Mrs Vera Vines, who had been a member of the Committee from 1994 to 1999 representing the graduates in Science until she was forced to resign due to ill health. Dr Condron advised that he would write a letter of condolence to Dr Bob Vines on behalf of the Committee.

1. Apologies and Leave of Absence

Apologies had been received from Mr G Bartle, Mr C Chandraraj, Mr J Puls, Mrs MC Robinson, Mr GH Thomas and Ms C Willis.

Leave of Absence previously had been granted to Dr D Brownbill and Ms AS Rusden for this meeting. There were no further requests for Leave of Absence.

2 Starring of Additional Items

Item 8.6 was starred for receipt of an oral supplementary report and discussion.

3. Minutes of Meeting 7/02 (16.10.2002)

The minutes of meeting 7/02 held on 16 October, 2002 were approved.

4. Matters Arising

4.1 Intellectual Property (Minute 6.1 - meeting 4/02)

The Director of Legal Services and the University's Intellectual Property Officer, Mr Michael Dean, spoke to this item. He outlined the background to the 1999 amended Intellectual Property Statute and discussed some of the principal changes. He also referred to the amended Statute, approved by Council at its July meeting and awaiting the approval of the Minister before it comes into force, incorporating changes made as a result of a review of the Statute conducted early in 2002.

4.2 Committee of Convocation Mission Statement (Minute 4.4)

The President referred to the proposed two new objectives for the Mission Statement which have been circulated. It was agreed that these be referred to the President's Advisory Group for consideration and report back to the Committee.

4.3 Distinguished Portraits Project (Minute 10.1)

Dr Condron referred to the additional document which has been tabled as a supplement to the Distinguished Portraits Project paper previously distributed. The President called for volunteers to author biographies for outstanding portraits of dignitaries formerly not prescribed biographers, in addition to some additional distinguished portraits that had been located, with the result that there was a writer attached to each portrait. It was agreed that submissions could be received by any member of the Sub-Committee, but that the project editor, Ms Malory Weston, would edit all material. Likewise, Ms Weston would be the liaison officer between authors and the Ian Potter Museum of Art staff. In addition, it was reported that it is the responsibility of the University Secretary to handle details of costs involved in framing, etc.; furthermore, the University Secretary's Office would endeavour to locate an image of Sir Raymond Priestley.

4.5 2003 Budget (Minute 4.1)

The President referred members to the tabled paper prepared by the Vice-Principal and Chief Financial Officer, Mr David Percival, which provided additional information on Administrative Budget Allocations.

5. Report of Meeting 7/02 to Council

The Committee received the report of meeting 7/02 held on 16 October 2002 that was submitted to November Council.

6. Legislation and Standing Resolutions of Council

6.1 Statute amended by Council at its November meeting

(1)

Amendment of Statute 5.3

To make provision for faculties to appoint assistant deans and for the faculty of Medicine, Dentistry and Health Sciences to appoint clinical deans (95/02)

6.2 Regulations revoked by Council at its November meeting

It was noted that council revoked a Regulation, as detailed in the report, as follows:

(1)

Revocation of Regulation 5.3.R1

To revoke the regulation governing offices in the Faculty of Medicine, Dentistry & Health Sciences (104/02)

6.3 Standing Resolutions

The amended Terms of Reference of the Committee on Staff Salaries was received for information.

6.4 Statutes proposed for consideration by Council at its next meeting

None.

6.5 Regulations proposed for consideration by Council at its next meeting

(1)	Amendment of regulation 17.1.R19	To add an institution to the Schedule of Recognised Institutions (13/02)
(2)	Amendment of regulation R7.125	To update the regulation governing the Catherine Grace McWilliam Bequest (105/02)
(3)	Amendment of regulation R6.72	To update the terms of The George Bryce McIndoe Prize (106/02)
(4)	Amendment of regulation R6.72	To govern the P.W. Crohn Scholarship (107/02).
(5)	Amendment of regulation R6.185	To update the regulation governing The Anita Morawetz Scholarship (108/02)
(6)	Amendment of regulation R6.216	To amend the number of William and Kate Herschell Scholarships (109/02).
(7)	Amendment of regulation R7.223	To govern the Lillian Ernestine Lobb Bequest (110/02)
(8)	Amendment of regulation R6.144	To update the regulation governing the Truganini Scholarships (111/02)
(9)	Amendment of regulation R6.72	To update information concerning the SAF Pond - MUR Scholarship (112/02)
(10)	Amendment of regulation R6.215	To update the terms of The William Allan Stewart Scholarship and Bursaries (113/02)
(11)	Amendment of regulation R6.190	To update the application of the David Lachlan Hay Memorial Fund (114/02)
(12)	Making of an addition to regulation R6.72	To govern the Michael Kierce Prize (115/02)
(13)	Making of regulation R7.224	To govern the Ellis Stones Memorial Fund (116/02)
Mr Peter Hirst, a member of the Committee representing graduates in Architecture, Building and Planning questioned the naming of the chair 'the Elisabeth Murdoch Chair in Landscape Architecture' when the Ellis Stones Fund was financing this Chair. It was agreed that he would be provided with background information from Legal Services. Apart from any advice he might receive from the Faculty, the University Secretary would provide him with further information in time for him to brief the President to speak to the item at December's Council meeting if desired.
(14)	Amendment of regulation 7.1.R2	To add and remove Chairs to the schedules to the regulation governing academic and general staff ranks and titles (118/02)
(15)	Amendment of regulation 6.1.R7	To update the List of Departments and Centres (119/02)
(16)	Amendment of regulation 17.1.R6	To update the regulation governing purchasing procedures and delegations (120/02)
(17)	Revocation of regulation 8.1.R2	To revoke the regulation governing Melbourne University Publishing (121/02)

7. Report of Council Meeting 7/02 (11/11/02)

7.1 Vice-Chancellor's Report

7.2 Oral report on November Council Meeting

Mr Ian Renard, the Deputy Chancellor, presented an oral report of the November Council Meeting. Council plans to meet in Shepparton in 2003 and a regional Town and Gown event will be held as well at that time. He announced Professor Richard Larkins, Dean of the Faculty of Medicine, Dentistry and Health Sciences, had been awarded the Sir William Upjohn medal. Ms Louise Adler had been appointed publisher and CEO of Melbourne University Publishing, which was to be incorporated. The establishment of the Australia New Zealand School of Government was reported, which was to be linked with this University, with Professor Alan Fels as Dean

The Committee was advised that Professor Frank Larkins, the Deputy Vice-Chancellor (Research) had reported that the University of Melbourne still retained the No 1 position in the competitive research allocations of ARC and NH&MRC grants for 2003. A member suggested that NH&MRC grants are filled by institutions affiliated to the University of Melbourne, as well as to the University itself, and believed that it would be very interesting to know the break-down between internal University departments and affiliated institutions in the overall University figures. The University Secretary agreed to seek a response to this question, and to include that information in a subsequent report.

The Deputy Chancellor announced that Felix Werder was to receive a Doctor of Music honoris causa. He also reported on the new theatre to be built for the Melbourne Theatre Company, and the proposal that the Bookroom be moved to a wing of the Baillieu Library

The Committee noted with concern the recent flag-burning incident which took place on campus, and commended the Vice-Chancellor's appropriate response.

8. Reports of Faculty Meetings and Committee Meetings

8.1 Planning and Budget Committee meeting 9/02 (9/10/02)

The Committee received the report for information.

8.2 Finance Committee 9/02 (3010/02)

The Committee received the report for information.

8.3 Student Support Committee

The Committee received the report for information.

8.4 Buildings and Estates Matters

The Committee received the report and tabled supplement to the report for information.

8.5 Faculty of Music

The Committee received the tabled report for information.

8.6 School of Dental Science

The Committee received a report from its dental graduate members. The Committee agreed to recommend that Council note the Committee of Convocation is profoundly concerned that negotiations between the University of Melbourne and Dental Health Services Victoria leading to finalization of the move into the new Dental Hospital are not progressing as effectively as required. The Committee of Convocation emphasizes that University Council intervention is required urgently as the current transition from the old Dental Hospital to the new Hospital will adversely affect the quality of teaching for University of Melbourne Dental students. The move has the potential to irreversibly affect the viability of the University of Melbourne School of Dental Science, and ultimately the quality of dental health care provided to the Victorian public.

9. Alumni Relations Report

There was not a report this month.

10. Guest Speakers

As the scheduled guest speaker at dinner, Professor Keith Houghton, was unable to attend, Ms Deborah Seifert, the Head of University College, spoke on current student life at the College.

11. President's Report

11.1 Committee of Convocation Home Page

Dr Condron referred to the tabled document relating to the Committee's Home Page and encouraged members to give some thought as to how to improve this facility.

11.2 'Taking Stock' Presentation at Dinner

The President announced that the Vice-Chancellor had invited the members of this Committee to join members of Council and Deans of Faculties at the 'Taking Stock' dinner to be held after December's Council meeting on 16 December at which the Vice-Chancellor would give a presentation on the University's progress towards its targets for the year

12. Any Other Business

12.1 Australian University Alumni Council - Annual Conference

Mr Malcolm Anderson, the Committee's representative on the Australian University Alumni Council and the officer holding the University's vote, spoke to his tabled report on the Annual Conference held recently in Sydney.

13. Receipt of Unstarred Items

The Committee received all unstarred items.