Minutes - Meeting 7/06

A Meeting of the Committee of Convocation was held in the Council Chambers, Old Quadrangle, University of Melbourne, on Wednesday 20 September 2006 at 5.30 pm.

PRESENT:

Mr DM Dodd (Acting Chair), Mr AW Abbott , Ms AM Ada , Mr E Bellchambers, Dr CE Close, Ms H Cohn,
Mr R Cook, Mr M Corrigan, Mr BFB Dance, Mr AT Douglas, Ms JH Elton-Brown, Dr B Fary, Dr JK Harcourt,
Mr PR Hirst, Mr J Humphrey, Mr GLE Israel, Mr FAM Lees , Dr P Lowe, Dr R McMillan, Mrs AM Neal-Adam,
Dr JR Nelson, Mr JF Nicholas, Dr R Otzen, Dr DG Parbery, Dr N McH Ramsey, Dr B-A Rodan, Mr L Rowe,
Dr S Sahhar, Dr L Simpson, Mr BN Southern, Dr J Stillman, Mr GH Thomas and Ms MA Weston.

IN ATTENDANCE:

Mr JM Green, the Acting University Secretary and Dr GM Duke, Minute Secretary.

BUSINESS

0. Preliminary Matters

0.1 Election of Acting Chair

The Acting University Secretary called for nominations for an Acting Chair in the absence of the President and Deputy President. Mr DM Dodd was nominated and seconded and assumed the Chair for the remainder of the meeting.

0.2 Introduction of New Members

The Acting Chair welcomed Mr L Rowe to the Committee as a new representative of the Graduates in Arts and Social Work for a term expiring on 31 December 2007. Mr G Israel read a short statement outlining Mr Rowe’s resume for the information of members.

The Acting Chair welcomed Mr E Bellchambers to the Committee as a new representative of the Graduates in Science for a term expiring on 31 December 2009. Ms M Weston read a short statement outlining Mr Bellchambers’ resume for the information of members.

1. Apologies and Leave of Absence

Apologies were received from Ms L Boston, Ms J Digby, Mr MW Gorton, Mr RA McGauran, Mr J Meehan and Mr NJ Whiting.

Leave of Absence had previously been granted to:

• Ms J Crowe, Ms H Fitzpatrick, Dr A Gibbs, Mr AG Handberg, Ms E Parker and Ms AS Rusden for the September meeting.
• Mr J Humphrey for the October meeting.

Leave of Absence was granted to:

• Mr B Dance, Mr L Rowe and Mr G Thomas for the October meeting.

2. Starring of Additional Items

Item 11.2 was starred.

3. Receipt of Unstarred Items

Unstarred items were received.

4. Minutes of Meeting 6/06 (16.8.2006)

The Minutes were adopted as a true and accurate record of the meeting.

5. Action Sheet

Committee members received and noted the action sheet.

6. Matters Arising

6.1 Youth Allowance and Austudy for Postgraduates

At the previous meeting the Acting University Secretary agreed to bring to the next meeting information regarding the availability of Youth Allowance and Austudy for postgraduate students.

The Acting University Secretary reported that under current government policy, Youth Allowance and Austudy are not available to students enrolled in a postgraduate degree. The current regulations do not take into account that from 2008 some University of Melbourne graduate degrees, such as the Juris Doctor and Master of Architecture, will fulfil the function of first professional degrees. The original purpose of the rules, to restrict student support for initial coursework education, but not for further education, is no longer applicable.

The current regulations may restrict the capacity of some financially disadvantaged students to complete courses at the University, and accordingly run counter to the University’s desire to promote greater access and equity under the Melbourne Model. The University is therefore currently in the process of lobbying the Department of Education, Science and Training to extend Youth Allowance and Austudy to students in the University’s new graduate programs.

6.2 Composition of Length-of-Service Sub-Committee

Mr Dance reported that the Length-of-Service Sub-Committee had held its first meeting prior to the meeting and that a report would be provided prior to the October meeting.

6.3 Composition of AOM Dinner Sub-Committee

Committee members received a document listing the composition of the Sub-Committee and noted that the Sub-Committee would be meeting in early October.

7. Report to Council

7.1 Report 5/06 – 19 July 2006 to be submitted to September Council

The Committee received the report for information.

7.2 Report 6/06 – 16 August 2006 to be submitted to September Council

The Committee received the report for information.

8. Legislation, Regulations and Standing Resolutions

Committee members received the Legislation and Trusts Committee’s Report to Council (11 September).

8.1 Regulation 5.1.R1 – Faculty of the Victorian College of the Arts

Committee members requested advice from the Legislation and Trusts Committee on why the new Victorian College of the Arts (VCA) section of Regulation 5.1.R1, relating to the composition of faculty boards, does not include a clause allowing for “any other persons appointed by Council under the provisions of Statute 5.1”. Although the Committee of Convocation will still be entitled to appoint a representative to the VCA board under section 5.4(1-3) of Statute 5.1, Committee members agreed that this entitlement should be made as explicit in the new VCA section of Regulation 5.1.R1 as it is in the other faculty sections.

The Acting University Secretary and the Acting Chair agreed to raise the issue at the next Legislation and Trusts meeting.

8.2 University Trusts

The Acting Chair noted that the Vice-Principal and General Counsel had received the 2005 trust compliance reports from the faculties. The Vice Principal and General Counsel noted that, with the imminent introduction of the Melbourne Model, more resources will be necessary to deal with the 700 University trusts (as well as the 85 trusts that will become the responsibility of the University following the integration of the Victorian College of the Arts).

The Acting Chair noted that the Legal and Compliance Office is creating a template for faculty legal advisers with the aim of streamlining the process so that there is no longer the need for frequent amendments to trust regulations due to subject changes. In response to a query regarding the need for benefactors to have discretion over the spending of funds which they donate, the Acting Chair noted that the templates will be designed to ensure consistency rather than reduce the capacity of benefactors to exercise discretion over the spending of their funds.

8.3 Regulation 5.4.R1 – Typographical error

Committee members noted that an editorial amendment was required to correct the spelling of “Physiotherapy” in footnote 68 of Regulation 5.4.R1.

9. Issues of Concern to Members

None.

10. Report of Council Meeting

10.1 Vice-Chancellor's Report

Committee members received the Vice-Chancellor’s Report to Council.

10.1.1 Consortium of Universities for Professional Health Education (CUPHE)

Dr Lowe and Dr Simpson spoke to the Committee on the University’s decision to join the Consortium of Universities for Professional Health Education (CUPHE). CUPHE aims to work with health authorities to develop policy options to address specialist medical workforce shortages. Such options include a shortening of medical education training periods.

Concern was raised by Dr Lowe and Dr Simpson that (a) the postgraduate qualifications provided by the CUPHE would not be internationally recognised (b) that the University may not have the facilities for CUPHE training in all specialist areas given the strain already placed upon medical education.

Dr Lowe and Dr Simpson agreed to consider the paper on CUPHE in more detail and then advise the Acting University Secretary whether they wish their concerns to be discussed further at the next meeting and/or reported to Council.

10.1.2 Heads and Deans Conference

The Acting Chair reported on the Deans and Heads Conference attended by the President and himself on August 23 at Rydges in Exhibition Street. The focus of the program was on Growing Esteem and the Melbourne Model.

The Acting Chair noted that although attendees at the conference demonstrated a positive attitude towards the implementation of Growing Esteem, concerns were raised regarding:

• The University’s capacity to ensure that infrastructure will be in place to support and differentiate the Melbourne Model;
• Uncertainty and confusion about key aspects of Growing Esteem at department level;
• Confusion about the precise meaning of Knowledge Transfer and the measurement of knowledge transfer activities;
• The need to take into account current student; and
• The implications of such a major change for staff morale.

The Acting Chair suggested that it might be helpful for the Deputy Vice-Chancellor (Academic), Professor Peter McPhee, to provide the Committee with another update on the implementation of the Melbourne Model at either the November or December meeting.

10.2 Oral report on Council Meeting

The Acting University Secretary reported on issues discussed by Council at its meeting on 11 September.

10.2.1 Review of Council Meeting Cycle

The Acting University Secretary reported on Council approval of an amended Council Meeting Cycle for 2007. The new schedule is based on a six week period between meetings and reduces the number of annual Council meetings by two.

Committee members agreed that the Committee’s meeting dates for 2007 could also be reviewed in light of the changes to Council meeting dates. It was decided that 2007 meeting dates would be discussed at the next meeting of the Convocation President’s Advisory Group in early October.

10.2.2 Other Issues Discussed

Other issues discussed at Council included:

• Charter of responsibilities for Council members
• VCA Integration
• US Studies Centre
• Health Specialist Training
• Workplace Productivity
• Pacific Rim Universities Membership
• The VicHealth Centre for the Promotion of Mental Health and Social Wellbeing
• Terms of Reference of Committees
• Policy on Categories of Endowment
• Cultural Policy Statement
• Melbourne Theatre Company
• Parking Fees
• Student Awards
• Course Changes

11. Reports of Faculty Meetings and Committee Meetings

11.1 Finance Committee

11.1.1 6/06
11.1.2 7/06

The Committee received the reports for information.

Committee members noted a typographical error in Attachment 1 of the 7/06 report (Growing Esteem Transition Fund). Page 9 of the report incorrectly states that the fund will be drawn down between the years of 2013-2018 rather than 2007-2012.

11.2 Building and Estates Committee 4/06

The Committee received the report and another tabled report for information.

A query was raised as to the current status of the Landscape Advisory Group, which has not met in 2006. The Acting University Secretary reported that the terms of reference of the Landscape Advisory Group are currently under review.

11.3 Planning and Budget Committee

6/06
7/06

The Committee received the reports for information.

In response to an expression of concern from a member, the Acting University Secretary agreed to raise the issue of the use of acronyms when it is unclear what the acronym denotes with the administrative department responsible for compiling the Operational Performance Review 2006 (included as Appendix A in the Report to Council of Planning and Budget Committee meeting 6/06).

11.4 University Relations Committee 2/06

The Committee received the report for information.

11.5 Theatre Board Minutes 7/06

The Committee received the report for information.

11.6 Faculty of Economics and Commerce

11.6.1 1/06 Minutes
11.6.2 2/06 Minutes
11.6.3 State of the Faculty Address

The Committee received the reports for information.

12. Guest Speaker

The Chair reported that Ms Barbara Lemon, a PhD candidate in the Department of History at the University of Melbourne, would be speaking at dinner on the topic of “Women and Philanthropy at the University of Melbourne.”

13. Alumni Relations Report

None.

14. President’s Report

The President completed his report under Item 10.1.

*15. Any Other Business

15.1 Strategic Plan

Committee members received and noted an extract from the 2005 Committee of Convocation Annual Report listing the Committee’s performance against the objectives set out in the Strategic Plan.

It was agreed that members should engage in close consideration of the strategic plan for discussion at the next meeting.

16. Items for Future Discussion

None.

17. Any Other Business

None.

The meeting closed at 6.55 pm.