University of Tasmania
Academic Senate Minutes
11 April 2014
ACADEMIC SENATE
Draft minutes of the meeting of Academic Senate held on 11 April 2014 in the Sir
Raymond Ferrall Centre, Launceston campus.
PRESENT
Prof D Nicol in the Chair, the Acting Vice-Chancellor (Prof D Sadler), Assoc Prof L
Bereznicki, Prof M Britz, Prof M Calford, Prof S Campbell, Prof M Coffin, Prof R Crane,
Assoc Prof M Dibben, Prof S Dodds, Dr R Doyle, Mr N Ewan, Prof D Fassett, Mr I
Foster, Prof D Geraghty, Assoc Prof M Grimmer, Prof E Hilder, Mrs A Khanal, Prof H
Meinke, Assoc Prof C Mohammed, Prof P Nixon, Prof G O’Donovan, Prof M Otlowski, Dr
C Owen, Prof C Palmer, Assoc Prof J Purser, Assoc Prof J Radford, Prof J Reid, Prof M
Sierra, Dr A Townsend and Prof I Whelehan.
The Vice-Chancellor (Professor Peter Rathjen) attended the meeting by telephone as an observer with speaking rights.
Ms S Nelson was present as Secretary.
Observers: Mr P Barnett, Dr A Boyes, Dr S Chai, Dr D Cooley, Prof S Kilpatrick, Prof
M Lutzhoft and Mrs K Pemberton.
1 INTRODUCTORY ITEMS
1.1 Apologies and welcome
The Chair welcomed members, observers and new members of Academic
Senate.
Apologies were received from the following members: Dr M Alessandrini, Mr A
Beckett, Prof N Bose (Prof M Lutzhoft in his stead), Prof E Cameron, Dr A Carr,
Assoc Prof K Crowley, Prof J Dickey, Prof S Franks, Miss M Ho, Dr J Kenny,
Assoc Prof A Koutoulis, Prof T Marwick, Prof D Ranmuthugala, Prof P Rathjen
(attended by telephone), Dr A Reading, Dr A Russell, Miss C Shim, Assoc Prof E
Stratford, Assoc Prof K Swabey (Dr D Cooley in her stead), Prof G Thomas (Dr S
Chai in his stead), Prof J Tisdell, Dr S Williams and Prof J Williamson.
Apologies were received from the following observers: Assoc Prof N Brown, Mr D
Clerk, Prof R Coleman and Prof A Wells.
The Chair updated members on progress with implementation of the restructure of Academic Senate membership. The Deans were invited to provide an update on progress within the Faculties in implementing Faculty Boards and nominating
Heads of Discipline as provided for in the Academic Structure Policy.
The Vice-Chancellor, Professor Rathjen, commended the faculties for the progress achieved to date and noted that while the Policy currently provides for
Disciplines within Faculties, Disciplines may exist across Faculty structures – for example Engineering in both the Faculty of Science, Engineering & Technology or statistics across Business & Economics, Health and Science, Engineering &
Technology. He agreed the Policy is the first stage of an evolving process.
The Deputy Vice-Chancellor (Students & Education) added that it will be
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University of Tasmania
Academic Senate Minutes
11 April 2014 encouraging and exciting to see Disciplines spreading across traditional boundaries and the emergence of new Disciplines. It was noted it was important to provide both representation and assistance to new and emerging disciplines.
The Chair reminded members that its 21 February 2014 Academic Senate had requested Academic Senate Committees conduct an internal review to consider
Terms of Reference, Membership and the appropriate interaction of
Faculties/Institutes and Divisions. The Chair noted these areas would also be benchmarked against the Group of Eight and a number of the University’s benchmark partner institutions.
1.2 Minutes
Academic Senate took the Minutes of the meeting held on 21 February 2014 as read and confirmed them.
1.3 Business arising from the Minutes
Academic Senate received the Report on Business Arising from the Minutes.
1.4 Items to be starred
None
1.5 Motions on unstarred items
Academic Senate adopted the recommendations and reports presented as unstarred items without discussion.
Reporting and Monitoring
Item 2.4
Item 2.5
English Language Proficiency Policy
Change to Academic Structure Policy – Faculty of Science,
Engineering and Technology, School of Land and Food Discipline
Item 2.6
Item 3.1
Naming
Change to Academic Structure Policy - Academic Disciplines –
Faculty of Education
Evaluation and Quality Improvement
Report from the Learning and Teaching Evaluation Sub-committee
Reporting and Monitoring
Item 4.6
Item 4.7
Item 4.8
Item 4.9
Report from the Students & Education Incentivisation Subcommittee
Report on Recipients of University Medals for 2013
Standing Academic Committee Reports
Report from Council
Approvals
Item 5.1 Introduction of a New Master of Finance (Specialisation)
Item 5.2.1 Amendments to the Master of Business Administration Suite of
Courses
Item 5.2.2 Discontinuation and Teach Out of Existing Master of Business
Administration Suite of Courses
Item 5.2.3 New Specialisation in Art Theory for the Bachelor of Arts
(Honours)
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Academic Senate Minutes
11 April 2014
Item 5.2.4 Introduction of a Quality & Safety Stream for the Bachelor of
Nursing (Professional Honours) and Graduate Diploma/Certificate
Item 5.3 of Nursing
University Learning and Teaching Committee Sub-committee
Item 5.4
Item 5.5
Item 5.6
Membership Changes
New Prize
Amended Prizes
Amended Scholarship
Routine Business and Procedural Matters
Item 6.1 Call for Nominations for Externally Funded Research Fellow
Item 6.2
Item 6.3
Call for Nominations for Casual Vacancies on Academic Senate
Call for Nominations for Casual Vacancy on the Standing
Item 6.4
Item 6.5
Item 6.6
Academic Committee
Outcome of Call for Nominations - Casual Vacancy for one Male
Academic Staff Member on Academic Senate
Appointments to Adjunct, Clinical or Associated Titles
Award of Higher Degrees by Research
1.6 Items for consideration
6 June and 25 July 2014 meetings of Academic Senate.
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11 April 2014
2 POLICIES, ITEMS LINKED TO THE STRATEGIC PLAN AND PRIORITY ITEMS
2.1 UTAS Progress with Compliance with the Australian Qualifications
Framework
The Registrar reminded members that all new enrolments from 2015 must be into qualifications that meet the Australian Qualifications Framework (AQF). He noted that the vast ma jority of the University’s awards are already compliant with the AQF. Some care and consideration is needed in two areas in particular – merit based or embedded Honours degrees and Masters degrees.
The University currently has merit based or embedded Honours degrees in
Education, Engineering and Law and these awards will not comply with the AQF from 2015. The Registrar added that these Honours degrees were not necessarily consistent with Honours as a pathway to Higher Degrees by
Research.
The Registrar advised that the AQF includes all Masters degrees, whether they are coursework, extended or research Masters, under the one level. He noted that there are differing requirements across these degrees in terms of articulation, pathways and volume of learning. Work is still required to ensure the
University’s Masters awards are compliant with the AQF.
The Registrar advised that responsibility for AQF compliance for combined awards rested with both offering Faculties jointly.
The Registrar noted that a central repository of outcomes of evaluations etc. will be kept to assist in collating evidence of AQF Compliance. A tool to assist mapping of compliance is currently being rolled out to Faculties and Institutes and workshops are being offered to assist staff in using and understanding the new tool. The Registrar advised that a Course Quality framework wiki was being to developed to hold resources and Faculty information around the work undertaken to demonstrate compliance.
Mr Ewan noted there was still a significant amount of work to be done across all faculties to demonstrate compliance by the end of 2014 deadline.
The Chair noted that while the Tertiary Education Quality and Standards Agency was having its scope reduced, the need to comply with the AQF remained.
The Deputy Vice-Chancellor (Students & Education) noted that the University was on stronger ground in relation to awards which may be non-compliant where there was clear evidence the University was aware of the issue and in discussion to resolve it. In relation to embedded Honours awards, the Deputy Vice-
Chancellor (Students & Education) noted national accreditation bodies and national discussions and academic rationales also served to bolster the
University’s position on those awards. It was noted that the Faculty of Law had been discussing the issue of embedded Honours awards with the Council of
Australian Law Deans and there was unanimous support for a policy of retaining these awards, noting that a minimum, separate research component should be a requirement.
The Registrar noted there was no one right solution. For example, the Australian
Maritime College was looking to structure its entire degree at AQF level 8 to
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Academic Senate Minutes
11 April 2014 ensure compliance of the embedded Honours program. The Faculty of Science,
Engineering & Technology may pursue alternative approaches to compliance.
The Pro Vice-Chancellor (Students) indicated the Division of Students &
Education had recently appointed a VET Pathway Officer to a short term, contract position to assist with issues around articulation and articulation processes.
The Registrar noted that national accreditation processes would assist in demonstrating compliance with the AQF but the University was still required to provide a statement of compliance at the end of 2014 so Faculties should not defer compliance until the next national accreditation.
The Registrar advised that where the University offered non compliant awards it would need to provide a defensible case for doing so and demonstrate how it was moving to ensure compliance for these awards.
Academic Senate noted the Report on UTAS compliance with the Australian
Qualifications Framework.
2.2 SLIMS Program - Progress Report
The Registrar introduced the presentation noting its purpose was to ensure the all areas of the University were aware of the impending changes under the
SLIMS program. Reports will be provided to each meeting of Academic Senate detailing the scheduled releases and their impact.
The Registrar outlined the governance and operational structures involved in
SLIMS. He described the SLIMS Business Leads Committee which also includes staff who may not be directly affected by the implementation but who need to be aware of its impact. The SLIMS Management Committee involves academic members, Student Centre, Information Technology Services, Human
Resources, Finance and the Graduate Research Office. The Registrar explained that implementation was complex as reporting in corporate systems did not necessary align with the University’s organisational structure.
The Registrar explained there were five scheduled releases for the new system
1. Course Structure and Curriculum Planning & fees (May 2014)
2. Timetabling Integration (June 2014)
3. Online Applications (August 2014)
4. Student Management (September 2014)
5. TQA Results and Verification (October 2014)
The schedule had been designed to allow for building the elements of the system. Course Structure and Curriculum Planning provides the core point of reference for data in the system, and underpinned admission, enrolment, examination and graduation together with fees and liabilities, graduation ceremonies and government reporting. Course Structure and Curriculum
Planning also leads to the formation of student study plans which will allow students to manage their own enrolment.
The Registrar outlined the process involved in a ‘release’- implementation, user acceptance testing, data migration, user support etc. He added that the first release was currently in the user acceptance testing stage with the relevant data currently being cleansed and prepared for migration to the new system. The
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Academic Senate Minutes
11 April 2014
Business Transformation phase aims to identify who is impacted, whether they are ready for and understand the change and whether they are trained and supported in relation to the new process. The Registrar indicated it was useful that the first release involved a relatively small number of staff as it allowed for refining implementation and release processes for future releases.
The Registrar outlined the new language involved with the system, for example -
Parent Study Package (course), Intermediate Study Package (major or stream) and Component Study Package (units).
Members noted, drawing on the experience of implementing the timetabling system, that it is important that there is clear advice to all potential users, particularly in relation to avenues for identifying issues and the solutions available for any problems encountered. The Registrar advised a ‘Defect manager’ will be available to manage that process.
Members queried the structuring of information as a feed into planning. The
Registrar agreed that there has been a significant level of discussion around ensuring data is held in such a way that it assisted in management and reporting requirements across the entire institution and at varying levels of detail.
Members also noted that the curriculum module should be able to accommodate current structures while allowing for flexibility, particularly in relation to future course structures. The Registrar advised that the efficacy of current courses structures was being considered particularly in relation to opening up additional flexibility for students. He noted that structures still needed to be well managed in terms of the student system to allow for the advantages downstream in relation to academic progress reviews, graduations etc. and for ease in terms of students being self managing of their enrolment.
Members queried the system’s ability to differentiate between different cohorts of students enrolled in the same unit but for different purposes. This is currently addressed through multiple unit codes and reduces clarity in relation to teaching efficiency. Fundamental to the discussion on teaching efficiency is the ability to identify the actual resources involved delivery of each unit. A plurality of codes is preferable to a plurality of teaching modes within a unit in terms of efficiency.
The Registrar noted the system also allows for ‘modularisation’ of units so different cohorts can enrol in the modules specific to need. A review of electives units is required post implementation of the Course Structures and Curriculum
Planning module to remove elective units that are non choices in certain courses due to perquisites etc.
Members discussed the most effective way of communicating the change to students, particularly in relation to plain English and targeted communication. It was noted such communication needed to be both comprehensive and intuitive.
The Registrar advised the University would work with the TUU on the best ways of communicating the changes to students indicating ‘champions’ could assist in testing communication material for students.
Academic Senate noted the SLIMS program – progress report.
The Chair thanked the Vice-Chancellor for attending this portion of the meeting by telephone.
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2.3 Information Technology Strategy 2014-2024
The Chief Information Officer noted the Strategy had been the subject of extensive consultation including workshops etc. with Hub and Faculty Executives and interested stakeholders.
The Chief Information Officer explained that the ten year view of the IT environment had been considered in terms of risk, impact and value with risk areas including MOOCs and Research Support Infrastructure. The latter was also a high impact area together with blended learning.
Five key themes have been identified:
1. Learning Support
2. Research Support (for example, the national Research Data Storage
Infrastructure and National research Collaboration Tools projects)
3. Governance (skilling staff in using blended learning effectively for example)
4. Information (quality information retrieval for strategic enhancement, egg
SLIMS, Business Intelligence and HR. Systems)
5. Infrastructure (the need t o consolidate the University’s network – current involving 55 sites across Tasmania and rationalising the University’s systems structure, using portals to streamline services).
The Chief Operating Officer advised the University spend less than the Group of
Eight Universities on IT Services but more than the sector average. He added that salary costs are down and capital infrastructure costs have increased.
The Chief Operating Officer advised increased use of fibre optics would assist with bandwidth and reliability in relation to the network. Use of cloud services could also assist in keeping capital costs down. Security of cloud services is a prime concern together with privacy, performance and costs.
Members queried the breadth of consultation processes. The Chief Information
Officer noted IT Services maintain a wiki and utilise business partner and shareholder development models. In additional quarterly input is sought from stakeholders and initiatives are prioritised against that input.
Members requested information on initiatives to reduce the siloing of information which results in difficulty obtaining satisfactory business intelligence. The Chief
Operating Officer noted this was a core concern and one which the Strategy Unit will be addressing through governance and collation of business intelligence as a whole.
Academic Senate endorsed the Information Technology Strategy 2014-2024.
2.4 English Language Proficiency Policy
Academic Senate endorsed the English Language Proficiency Policy.
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University of Tasmania
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11 April 2014
2.5 Change to Academic Structure Policy – Faculty of Science,
Engineering and Technology, School of Land and Food Discipline Naming
Academic Senate approved changes to the discipline names assigned to the
School of Land and Food, Faculty of Science, Engineering and Technology in the
Academic Structure Policy.
2.5 Change to Academic Structure Policy - Academic Disciplines – Faculty of
Education
Academic Senate approved changes to the Disciplines assigned to the Faculty of
Education in the Academic Structure Policy.
EVALUATION AND QUALITY IMPROVEMENT 3
3.1 Report from the Learning and Teaching Evaluation Sub-committee
Academic Senate received the Report from the Learning and Teaching
Evaluation Sub-committee and approved the amendments to Learning and
Teaching Evaluation Sub-committee Terms of Reference and membership.
4 REPORTING AND MONITORING
4.1 ViceChancellor’s Report on Matters of Current Interest and Importance
The Acting Vice-Chancellor provided advice on the establishment of the new
Cabinet following the recent State election, noting the Deputy Premier, the Hon.
Jeremy Rockliff, was the new Minister for Education and Training and Deputy
Leader of the Opposition , Ms Michelle O’Byrne is the shadow Minister.
Members were advised the report of the Base Funding Review is imminent as is the publication by the Higher Education Standards Panel of the full standards framework. The latter will involve a six month consultation period and institutional response.
The Acting Vice-Chancellor noted recognition that the University has worked within the formal guidelines for the National Rental Affordability Scheme.
The Acting Vice-Chancellor drew members’ attention to items within the report including philanthropic fundraising success, the opening of the ‘Walk’ catering facilities on the Newnham campus and high calibre of individuals appointed through the Academic Re-Profiling Project.
Academic Senate noted the Vice-Cha ncellor’s Report on matters of current interest and importance.
4.2 Portfolio Report – Provost
The Provost expressed his gratitude to Professor Sue Dodds for the excellent work she undertook while acting as Provost.
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The Provost noted there was no appointment made during the recent selection process for Dear of Education and that Professor Williamson will continue in this role during a second recruitment process.
The Provost drew members’ attention to the twelve new Level D and E appointments, noting the very high calibre of the appointees.
The Provost advised members that Professor Janelle Allison had been appointed to a joint Commonwealth and Tasmanian Economic Council being organised through the Prime Minister‘s Office.
The Provost indicated the Development Application for the NRAS Project at West
Park had been approved and the project is now progressing quickly.
The Provost noted three exhibitions currently being held at the Inveresk campus and encouraged members to attend.
Academic Senate noted the Report from the P rovost’s Portfolio.
4.3 Portfolio Report – Deputy Vice-Chancellor (Students & Education)
The Deputy Vice-Chancellor (Students & Education) commended the Pro Vice-
Chancellor (Students) for her energy in redefining and reenergising the relationship between the University and TasTAFE.
The Deputy Vice-Chancellor (Students & Education) advised there were now over 70 enterprises participating in the UTAS Friendly program offering discounts to international students, their family and friends.
The Deputy Vice-Chancellor (Students & Education) expressed gratitude to those staff involved in delivering a twelve week course at the University of the Third
Age, noting the feedback had been very positive.
Academic Senate noted the Report from the Students & Education Portfolio.
4.4 Portfolio Report – Deputy Vice-Chancellor (Research)
The Deputy Vice-Chancellor (Research) indicated there had been a positive trend in the number of publications reported through HERDC with an increase of
70% compared to 2010 publications (a 600 publication increase). He indicated that research income was also on an upward trend, on a normalised basis, by
$6m.
The Deputy Vice-Chancellor (Research) noted a slight decrease in the number of submissions to ARC and NHMRC which would be discussed with the faculties and Institutes.
The Deputy Vice-Chancellor (Research) noted the ongoing activity in relation to the QS and THES rankings, particularly in relation to data collected. He advised that a significant number of staff had provided information in relation to the passports they hold (which qualifies staff to be counted as international staff). In terms of data accuracy, the Deputy Vice-Chancellor (Research) noted a number of staff with PhDs had not initially been recorded as such and this is an issue for the HR system going forward.
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The Chair noted members have a responsibility to check the accuracy of their information in WARP and the HR system.
Members queried the allocation of scholarships to date and the number remaining for the rest of the year. The Deputy Vice-Chancellor (Research) noted scholarships are now allocated during set rounds throughout the year to assist with quality assurance and ensure scholarships are effectively used.
Approximately 45% of all scholarships have been allocated to date with a further round to close in June 2014.
Academic Senate noted the Report from the Research Portfolio.
4.5 Load Report
The Senior Executive Director (Business Development) noted current load is up
3% or 100 EFTSL on the same time last year (200 EFTSL up on continuing, 100
EFTSL down in commencing). Current initiatives were looking at retention and attrition which is particularly important given budgeted load growth of 675 EFTSL.
International Student load is down 250 EFTSL on 2013, with budget growth of
322 EFTSL. Overall the University is 1200 EFTSL short of its budgeted load.
Weekly meetings have been established with Deans, General Managers etc. with some promising initiatives underway.
Attrition statistics for International Students is 224 EFTSL since 2013 with a significant number of these students achieving passing GPAs. It was noted there is a formal transfer application process involved where International Students wish to transfer to other Universities and these applications are considered on a case by case basis.
The Deputy Vice-Chancellor (Students & Education) advised a retention campaign had been launched. Initial steps are to identify trends in attrition (high generally, high domestic or high international) to facilitate Faculty/Institute discussion around avenues for improving outcomes without challenging academic standards and the integrity of units.
The Senior Executive Director (Business Development) added that consideration was also being given to prerequisite units and how students may progress (ie through reoffering those units).
Academic Senate received the March 2014 Load Report.
4.6 Report from the Students & Education Incentivisation Sub-committee
Academic Senate received the Report from the Students & Education
Incentivisation Sub-committee.
Academic Senate approved the proposed Terms of Reference and membership for the Levy Incentivisation Sub-committee.
4.7 Report on Recipients of University Medals for 2013
Academic Senate received the Report on recipients of University Medals for
2013.
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4.8 Standing Academic Committee Reports
Academic Senate received the Reports from the Standing Academic Committee.
4.9 Report from Council
Academic Senate noted the advice on the Report from Council for 28 March
2014.
5 APPROVALS
5.1 Introduction of a New Master of Finance (Specialisation)
Academic Senate approved the proposal to introduce the Master of Finance
(Specialisation) from semester 2, 2014 subject to approval of the Resource
Impact Statement.
Academic Senate approved Amendment Rule ASL14/3 to amend the schedule to
Rule 1 – Rules of Awards subject to approval of the Resource Impact Statement.
5.2 Significant Amendments
5.2.1 Amendments to the Master of Business Administration Suite of
Courses
Academic Senate approved the proposal to amend the Graduate
Certificate of Management, Graduate Diploma of Business Administration,
Master of Business Administration, Master of Business Administration
(Specialisation) and Master of Business Administration (Professional).
Academic Senate approved Amendment Rule ASL14/4 to amend the schedule to Rule 1
– Rules of Awards subject to approval of the Resource
Impact Statement.
5.2.2 Discontinuation and Teach Out of Existing Master of Business
Administration Suite of Courses
Academic Senate approved the proposal to discontinue and teachout
C6Q Graduate Diploma of Business Administration, C7H Master of
Business Administration, C7W Master of Business Administration
(Professional) and C7I Master of Business Administration (Specialisation) from semester 2, 2014.
Academic Senate approved Amendment Rule ASL14/5 to amend the schedule to Rule 1 – Rules of Awards subject to approval of the Resource
Impact Statement.
5.2.3 New Specialisation in Art Theory for the Bachelor of Arts (Honours)
Academic Senate approved the proposal to introduce a specialisation in
Art Theory for the Bachelor of Arts (Honours) from semester 2, 2014.
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5.2.4 Introduction of a Quality & Safety Stream for the Bachelor of Nursing
(Professional Honours) and Graduate Diploma/Certificate of Nursing
Academic Senate approved the proposal to introduce a Quality and
Safety stream in the Bachelor of Nursing (Professional Honours),
Graduate Diploma of Nursing (Specialisation) and Graduate Certificate in
Nursing (Specialisation) from semester 2, 2014.
5.3 University Learning and Teaching Committee Sub-committee Membership
Changes
Academic Senate approved the proposed amendments to Course Proposals,
Teaching Development Grant, Teaching Merit Certificate, and Vice-C hancellor’s
Awards for Outstanding Contributions to Learning and Teaching Sub-committee
Chair and Deputy Chair arrangements.
5.4 New Prize
Academic Senate approved the establishment of the Faculty of Law Prize.
5.5 Amended Prizes
Academic Senate approved the amendments to the following prizes:

Tenbensel & Dee Medal

Sir Victor Burley Scholarship in Engineering.
5.6 Amended Scholarship
Academic Senate approved the amendments to the Joan Woodberry
Postgraduate Fellowship for Women in Engineering or Bioscience.
6 ROUTINE BUSINESS AND PROCEDURAL MATTERS
6.1 Call for Nominations for Externally Funded Research Fellow
Academic Senate received the Report on the Call for Nominations for an
Externally Funded Research Fellow on Academic Senate.
6.2 Call for Nominations for Casual Vacancies on Academic Senate
Academic Senate receives the Report on Casual Vacancies for two female
Academic Staff members on Academic Senate.
6.3 Call for Nominations for Casual Vacancy on the Standing Academic
Committee
Academic Senate received the Report on the Election for a Casual Vacancy on the Standing Academic Committee.
6.4 Outcome of Call for Nominations - Casual Vacancy for one Male Academic
Staff Member on Academic Senate
Academic Senate received the Report on the Election of one elected male
Academic Staff member.
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6.5 Appointments to Adjunct, Clinical or Associated Titles
Academic Senate received the Report on Appointments to Adjunct, Clinical or
Associated Titles.
6.6 Award of Higher Degrees by Research
Academic Senate received the Report of the Award of Higher Degrees by
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Research.
OTHER BUSINESS (IF ANY)
The Chair reminded members that the June and July meetings of Academic
Senate are by videoconference and drew attention to the earlier meeting time of
9.30am. Members requested an Outlook Calendar invite to ensure the earlier time is noted.
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