A meeting of the Committee of Convocation was held in the Council Chamber, Old Law Quadrangle, University of Melbourne, on Wednesday 18 September 2002 at 5.45pm..

Present

Dr RJ Condron in the Chair,
Ms LJ Boston, Dr C Close, Ms HM Cohn, Ms CF Connan, Mr BFB Dance, Mr GF Dawson, Mr DM Dodd, Mr AT Douglas, Dr SC Ducker, Mr AG Handberg, Dr JK Harcourt, Mr RTA Hardcastle, Mr PR Hirst, Mr J Humphrey, Dr AA Jones, Mr FAM Lees, Dr PA Lowe, Dr L McKenzie, Mrs AM Neal-Adam, Mr JF Nicholas, Ms E Parker, Mr J Puls, Dr NMcH Ramsey, Dr B-A Rodan, Ms AS Rusden, Dr S Sahhar, Dr J Stillman, Ms MA Weston.

Ms M Doig, Member of Council, Mr LN Currie, University Secretary, Ms S Wall, Alumni Relations Manager and Ms H Davies, Minute Secretary, were in attendance.

BUSINESS

0. Preliminary Matters

0.0 Welcome to Ms Meredith Doig, Member of Council

The President welcomed to the meeting Ms Meredith Doig, Member of Council, who was attending the meeting to report on the September Council meeting.

0.1 Welcome to Professor Bruce Singh

The President welcomed to the meeting Professor Bruce Singh, who was attending the meeting prior to the dinner at which he was to be guest speaker.

1. Apologies and Leave of Absence

Apologies had been received from Mr MJ Anderson, Dr D Brownbill, Mr RE Cook, Ms JH Elton Brown, Dr IR Price, Dr JT Robinson, Mrs MC Robinson and Ms C Willis.

Leave of Absence previously had been granted to Ms J Crowe and Mr JG Meehan for this meeting, and Mr D Dodd for the October meeting.

A request for Leave of Absence was received from Ms AS Rusden for the November meeting:

2 Starring of Additional Items

No items were starred.

3. Minutes of Meeting 5/02 (21.8.2002)

The minutes of meeting 5/02 held on 21 August 2002 were approved, subject to the recording of Dr P Lowe as having had granted Leave of Absence for the August meeting.

4. Matters Arising

4.1 Standing Orders of Convocation (Minute 4.2)

Mr John Nicholas spoke to the item and invited questions. Mr John Humphrey had a query regarding the Melbourne University Act and would take up his concerns with the University Secretary. It was reported that the amended Standing Orders of Convocation would be submitted at the October meeting for consideration prior to submission to the Annual Ordinary Meeting for approval.

4.2 Report on the Future of Academic Publishing for Australian Scholars (Minute 11.1)

Ms Marguerita Neal-Adam opened discussion on this item by commenting that in its Mission Statement, the Committee of Convocation was to "explore current issues and concerns". The President agreed that there be an item on future agendas for discussion of current issues. Ms Neal-Adam suggested that an officer from Melbourne University Publishing attend a future meeting to answer questions on academic publishing for Australian scholars. The University Secretary agreed to speak to the Chair of the Melbourne University Publishing Board about an appropriate officer speaking to the Committee at a future meeting.

5. Report of Meeting 5/02 to Council

The Committee received the report of meeting 5/02 held on 21 August 2002 that was presented to September Council.

6. Legislation and Standing Resolutions of Council

6.1 Statute considered by Council at its September meeting

(1)

Amendment of Statute recommended by the University Secretary

To change the name of an affiliated institution (86/02)

6.2 Regulations considered by Council at its September meeting

(1)	Amendment of Regulation 8.1.R7	To correct an incorrect reference in a regulation (68/02)
(2)	Making of Regulation R6.217	To govern the Donald Munro Armstrong Bequest (69/02)
(3)	Amendment of Regulation R7.57	To update recitals to the regulation governing the Ormond Chair of Music (70/02)
(4)	Amendment of Regulation R7.193	To update the terms of the regulation governing the Louisa Jean de Bretteville Bequest (71/02)
(5)	Amendment of Regulation R6.72	To update the information concerning the Dr Kate Campbell Prize in Neonatal Paediatrics (72/02)
(6)	Amendment of Regulation R6.72	To amend the terms of The Roy and Iris Simmons Award (73/02)
(7)	Amendment of Regulation R6.72	To amend the terms of the John Grice Research Bursary (74/02)
(8)	Amendment of regulation R6.196	To update the regulation governing the Nancy Frances Curry Scholarship (75/02)
(9)	Amendment of Regulation R6.190	To update the regulation governing the David Lachlan Hay Memorial Fund (76/02)
(10)	Making of Regulation R6.218	To govern the Bronwyn Jane Adams Memorial Trust Fund (77/02)
(11)	Revocation of Regulation R6.202	To revoke the regulation governing The Elizabeth and Vernon Puzey Foundation (78/02)
(12)	Making of Regulation R6.202	To govern the Elizabeth and Vernon Puzey Foundation No 1 (79/02)
(13)	Making of Regulation R6.219	To govern the Susan Eileen Mahon Bequest (80/02)
(14)	Amendment of Regulation R6.72	To amend the terms of the Gladys and George Campbell Scholarship Trust (82/02)
(15)	Amendment of Regulation 7.1.R2	To add a Chair to Schedule A of the regulation governing academic and general staff ranks and titles (83/02)
(16)	Amendment of Regulation 17.1.R6	To correct references to a title in a regulation (84/02)
(17)	Amendment of Regulation 8.1.R10	To alter the membership of the Board of the Ian Potter Museum of Art (87/02)

6.3 Standing Resolution made by Council

There were no Standing Resolutions made by Council.

6.4 Statutes proposed for consideration by Council at its next meeting

There was no legislation for consideration by Council at its next meeting.

6.5 Regulations proposed for consideration by Council at its next meeting

There were no regulations for consideration by Council at its next meeting.

7. Report of Council Meeting 5/02 (2/9/02)

7.1 Vice-Chancellor's Report

7.2 Oral report on September Council Meeting

The President invited Ms Meredith Doig, a Member of Council, to present an oral report of the September Council Meeting. Ms Doig commenced by referring to the presentation she had made at the September Council meeting of the Human Resources Committee Report of its Review of Human Resources Issues. She also highlighted the Department of Education, Science and Training Higher Education Review response which had been submitted by the University to the Federal Minister. The Acting Vice-Chancellor had reported that this particular Review could be a turning point for higher education in this country.

The exemption that the University had received from reporting on an annual basis information pertaining to 'Equal Opportunity for Women in the Workplace', indicated that the University's commitment to equal opportunity was recognised.

Ms Doig reported that U21 Global had changed its name to Universitas Global and that this enterprise was scheduled to be operational by the first quarter next year. If this operation were successful it would bring worldwide recognition to the University of Melbourne, which had been deeply involved with it.

It was reported that the Committee on Staff Salaries had awarded a salary increase of 1.2% following the University exceeding its targeted revenue. In addition, an extended meeting of the Human Resources Committee was held to enable the consideration of broader issues than could be dealt with within the usual time constraints. As a result, some of the issues the Committee will focus on over the next few years were identified. Ms Doig commended the Human Resources Committee for it professionalism, and indicated that the University shared many of the same concerns as the private sector.

Ms Doig also advised that the Human Resources Committee saw a need to build a sense of pride in the University. She felt that if there were a sense of trust that appropriate internal processes were in place to ensure that all staff obtained a fair hearing, staff would be less likely to seek external remedies.

Mr Handberg referred to Appendix A of the Acting Vice-Chancellor's Report - Striving for Quality - and asked what work is being done to consider such an option, and if it has an impact on the Human Resources function. Ms Doig responded by agreeing that teaching qualifications for higher education were welcome; however, this University is more inclined to encourage and not mandate staff obtaining qualifications to enhance the quality of teaching and learning. It was reported by Ms Doig that Council had endorsed the proposed University submission on Striving for Quality: Learning, Teaching and Scholarship.

A question was raised regarding the change of name of the Professor/Director of Geriatric Dentistry to Professor/Director of Special Needs Dentistry. The University Secretary advised that the change was at the request of Ministry of Health. Dr Peter Lowe enquired whom the employer of the Professor/Director was, to which the University Secretary replied that he believed that the position was funded by the Dental Health Services and would be in the employ of The Royal Dental Hospital.

[Subsequent to the meeting, the above details were confirmed as correct.]

The University Secretary addressed the Committee on the Victorian Review of Governance and referred to the Minister's response to the Review that had been circulated with the previous Vice-Chancellor's Report. Mr Currie reported that Council has set up a Working Group to review action the University needed to take because of that Review Report, together with the Minister's response, which in effect agreed with the Report's views. One matter requiring attention was that the University of Melbourne needed to have some Objectives incorporated into the Melbourne University Act. Council had decided that a Working Group of Council Members draw up a draft set of Objectives to put to the Minister. The Working Group, comprising the Chancellor, the Deputy Chancellors, Mr David Crawford; Mr Daniel Perkins; the nominee of the Vice-Chancellor, Mr Ian Marshman and the University Secretary, had carried out that task. The draft set of objectives was to be resubmitted to Council in October.

The President of Convocation advised that copies of the draft objects would be circulated to members, and asked that any comments be passed on to him before Council's meeting.

8. Reports of Faculty Meetings and Committee Meetings

8.1 Planning and Budget Committee

1. Meeting 6/02 (10 July 02)
2. Meeting 7/02 (14 August 02)

The Committee received the reports for information.

8.2 Finance Committee

1. Meeting 6/02 (24 July 02)
2. Meeting 7/02 (28 August 02)
   

The Committee received the report for information.

8.3 Faculty of Architecture, Building and Planning

It was brought to the Committee's attention that the Faculty of Architecture, Building and Planning was investigating the role of the Faculty Board at the instigation of Professor Ruth Fincher.

The Committee received the tabled report for information

8.4 Buildings and Estates Matters

Mr John Nicholas gave a brief oral report on this item.

[Subsequent to the meeting, a written report was circulated to members.]

9. Alumni Relations Report

Ms Sarah Wall gave an oral report, in which she referred to the recent Australian Universities International Alumni Council she had attended in Melbourne and which that had attracted about 600 delegates. In addition, she gave an update on the University Fund and advised that $171,000 has been received to date. As donations will be accepted all year, more receipts were expected. Contributions ranged from $5 to $5,000.

Ms Wall spoke of the Chancellor's planned regional tour, with Geelong being visited on 15 October, Shepparton on 16 October and Albury on 17 October. In relation to the 150th Anniversary Celebrations, the website has been updated to include an on-line calendar of events which could be accessed through the University's home page. The site has a special section for feedback to Mr David Crotty, the 150th Anniversary Project Officer.

10. Guest Speakers

The guest speaker at dinner was Professor Bruce Singh, Head of the Department of Psychiatry, who spoke on the current trends in mental health.

11. President's Report

The President referred members to the Minutes of the President's Advisory Group that had been tabled for information.

11.1 Representing Graduates Effectively

The Advisory Group considered initiatives in 'Representing Graduates Effectively', particularly a paper received from Mr Peter Hirst. It was thought worthwhile to revisit Faculty Boards and the Committee of Convocation's role on those Boards. It was felt that the Faculty Boards might not be fulfilling the role for which they had been set up. Accordingly, a Sub-Committee was formed to address this matter so that the Committee was prepared when the Vice-Chancellor attended the November meeting of the Committee. The Sub-Committee was to comprise Dr Robin Condron, Mr Allan Handberg, Ms Clare Connan and Mr Geoff Dawson.

11.2 Proposed Publication - Paintings of Chancellors in the Council Chamber

As well as the portraits of Chancellors in the Council Chamber, the Advisory Group had agreed that the portraits of Vice-Chancellors in the Jim Potter Conference Room, Old Physics Building, should also be included in the proposed booklet. In addition, it was decided to seek the opinion of Professor Peter McPhee about the worth of the project prior to entering a submission to the University. Dr Condron was pleased to report that Professor McPhee was very positive about the proposal. Accordingly, a submission would be put forward to the Small Grants Committee seeking financial assistance for the publication; however, the members of the Committee were to undertake the actual work in putting the publication together. As well as information about the Chancellors in the portraits, details of the artists who painted the portraits were also to be included.

Dr Ducker reported that she had had a preliminary meeting with staff of the Ian Potter Museum of Art and ascertained that there were 13 portraits in the Council Chamber, and eight in the Conference Centre. She advised that she thought it would be appropriate for those with particular interests could concentrate those paintings. In addition, there is an experienced editor on the Committee and it was much hoped that Ms Malory Weston could edit the material before it is published.

It was agreed that a Steering Committee be formed to oversee the publication, to be chaired by Dr Robin Condron and composed of the following members: Ms Cecily Close, Mr Geoff Dawson, Dr Sophie Ducker and Ms Malory Weston.

11.3 Committee of Convocation Page in Conferring Booklets

The Advisory Group discussed the publicity the Committee of Convocation receives through its page in all Conferring Booklets. It was agreed that the current material would be reviewed and additional information suitable for inclusion in future Conferring Booklets be drafted.

11.4 Invitations for Expressions of Interest in University Councils

Mr John Humphrey had raised this matter at the August meeting so the University Secretary had circulated material received from Minister Kosky's Office headed Call for Expressions of Interest in Becoming a Member of a Victorian University Council. Included with this paper was an application form for the use of respondents to her invitation.

11.5 2002 Committee of Convocation Annual Dinner

11.6 2003 Annual Ordinary Meeting

The President advised that last year's Annual Dinner, although held at a very good venue, had had a disappointing attendance. He advised that it was the view of the Advisory Group that the Annual Dinner be combined with an 'ordinary' dinner held following a meeting.

The Advisory Group reviewed next year's Annual Ordinary Meeting of Convocation and acknowledged that it was unlikely that a combined dinner with the University of Melbourne Alumni would be held, as many University staff would be otherwise engaged on 150th Anniversary Celebrations. As a consequence, it was decided that the best option would be to have an Annual Dinner early in the new year and, if possible, that it be held at the Woodward Conference Centre and combined with a meeting held in the Law School building. The President in outlining these arrangements emphasised that there will not be an Annual Dinner arranged before this year's end.

Dr Condron announced that the Annual Ordinary Meeting of Convocation would be held on Wednesday, 30 April 2003 and the suggestion is that the guest speaker at this Annual Meeting be Professor Philip Goad, Deputy Dean and Associate Dean (Research and Graduate Studies) in the Faculty of Architecture, Building and Planning. Professor Goad is publishing a book on the History of the Campus from an architectural perspective as a contribution to the 150th Anniversary Celebrations.

11.7 Committee of Convocation Mission Statement

The President pointed out the Committee's Mission Statement had been circulated in order to remind members what the purpose of the Committee was, and the strategy behind the Committee's role. Dr Condron did not propose to undertake a formal review of the Statement at this time, but all strategic plans need to be reviewed from time to time so that they remain relevant. . It had been circulated for information and for consideration. It is possible that in the New Year the Committee may need to revisit those strategies, but in the meantime, Dr Condron would welcome any feed-back members may have.

11.8 Dinners following Committee Meetings

The President expressed the view of the Advisory Group that the Committee's role at its meetings, on Faculty Boards as well as other University committees can be enhanced when members come together for discussion at dinner following the meetings. This would facilitate better understanding of the workings of the University so Dr Condron encouraged members to attend those dinners. Dr Condron advised he would endeavour to chair meetings in a timely fashion whilst not discouraging members who wish to contribute to discussions.

12. Any Other Business

12.1 University of Sydney Commemorative Stamp

Mr Frank Lees drew to members' attention that the University of Sydney's crest would be depicted on pre-stamped envelopes to be issued to commemorate that University's sesquicentenary next month.

12.2 Attributes of a University of Melbourne Graduate

Dr Stan Sahhar referred to the attributes of a University of Melbourne Graduate, which were outlined in Appendix H, Sub-Appendix B of the Acting Vice-Chancellor's Report. He suggested that these traits should receive wider publication. The University Secretary reported that Professor Sally Walker was to address this in her column in UniNews.

12.3 Sale of Eastern Precinct to Becton Industries

Mr Allan Handberg referred to the proposed sale of land above the eastern precinct car park to Becton Industries and questioned whether the land is necessary for the University's use. The University Secretary agreed to provide more information to the Committee.

12.4 Trusts and Bequests to the University

Mr Peter Hirst referred to Trusts and Bequests administered by the University and suggested that bursaries available to students be published and promoted. The University Secretary advised that there is a site on the University's website where students can access a list of available scholarships and prizes which refer back to actual Regulations by hyperlink. In addition, Mr Currie advised that the University has a Trust Solicitor who has been vigilant on the use of trust funds. In addition, requests for use of trust funds from Faculties are referred by the University Secretary to the Trust Solicitor to be checked to ensure that trust moneys are properly utilised.

Mr Hirst suggested that an advertisement be placed in a newsletter to promote the website.

12.5 2003 Budget

Mr Peter Hirst suggested printing improvements for the 2003 Budget, which the University Secretary would pass on to the relevant Department.

Mr Hirst pointed out that the Administration Budget had increased and drew particular attention to the figures for the Office of the Vice-Chancellor. He and queried why this was so, when it appeared allocations to aspects of library service had decreased. The University Secretary suggested that Mr Ian Marshman was the appropriate officer to address this issue, and he would invite Mr Marshman to either speak to the Committee on this subject, or provide a written response.

12.6 Student Elections

Mr Handberg commented on the favourable publicity the University had received in the initiative to present students voting in the student elections with food vouchers that had led to a substantially increased number of students taking part in the poll.

13. Receipt of Unstarred Items

The Committee received all unstarred items.