Minutes of a Meeting of the Teaching and Learning Committee Held On

The University of Western Australia

Ref: F12154

MINUTES OF A MEETING OF THE TEACHING AND LEARNING COMMITTEE HELD ON

THURSDAY, 3rd OCTOBER 2013

PRESENT:

Deputy Vice-Chancellor (Education) (Winthrop Professor Alec Cameron) - Chair

Chair of the Academic Board (Winthrop Professor John Cordery)

Dean of Coursework Studies (Winthrop Professor Grady Venville)

Director, Centre for the Advancement of Teaching and Learning (Winthrop Professor Denise Chalmers)

Nominee of the University Librarian and Director (Information Management) (Ms Jill Benn)

President, Guild of Undergraduates (Mr Cameron Barnes)

Nominee of the President, Postgraduate Students’ Association (Ms Pratima Kumari Gupta)

Chair of each Faculty Teaching and Learning Committee or Dean of Faculty or nominee:

Faculty of Architecture, Landscape and Visual Arts (Winthrop Professor Simon Anderson)

Faculty of Arts (Dr Neil O’Sullivan)

UWA Business School (Winthrop Professor Philip Hancock)

Faculty of Education (Winthrop Professor Helen Wildy)

Faculty of Engineering, Computing and Mathematics (Associate Professor Tim French)

Faculty of Law (Assistant Professor Tracey Atkins)

Faculty of Science (Winthrop Professor Brendan Waddell)

Executive Officer (Ms Sue Smurthwaite)

BY INVITATION (INCLUDING STANDING INVITEES)

Dr Greg Marie, Institutional Research Unit (IRU)

Professor Sally Sandover, Regional Programs

Mr Kelly Smith, International Centre

Dr Elizabeth Constable, Vice-Chancellery

OBSERVOR

Mr Suriadin Wan Malik, Graduate Research and Scholarships Office

APOLOGIES

Pro Vice-Chancellor(International)(Mr Iain Watt)

University Librarian and Director (Information Management) (Dr Mary Davies)

Faculty of Engineering, Computing and Mathematics (Professor Cara MacNish)

Faculty of Law (Associate Professor Meredith Blake)

Faculty of Medicine, Dentistry and Health Sciences (Professor Sandra Carr)

Nominee of the Dean of the School of Indigenous Studies (Associate Professor Grant Revell)

Dr Sato Juniper, Graduate Research and Scholarships Office

Mr Mike Shearer, Head of College (Trinity)

Dr Judy Skene, Student Services

Mr Brian Greene, Information Services

Ms Sally Jackson, Administrative Officer, Academic Policy Services

WELCOME

The Chair welcomed all members, invitees and observers to the meeting.

APPRECIATION AND THANKS

The Chair, on behalf of the Committee, extended thanks and appreciation to two members whose terms of appointment had expired - Mr Jarrad Bothe, the previous nominee of the President of the PSA, and Assistant Professor Mel Thomas from the School of Indigenous Studies for their contribution to the work of the Committee during 2013.

DECLARATIONS OF POTENTIAL FOR CONFLICT OR PERCEIVED CONFLICTS OF INTEREST

No declarations for potential or perceived conflicts of interest were recorded.

1. MINUTES – Ref: F12154

RESOLVED – 13

(i)that the minutes of the Teaching and Learning Committee meeting held on 6th June 2013 be confirmed.

(ii)that the noting of decisions made on 2nd August 2013 by way of circular by the Teaching and Learning Committee be confirmed; and

(iii)that the noting of decisions made on 9th September 2013 by way of circular by the Teaching and Learning Committee be confirmed.

1. MEETING DATES FOR 2014 – ref: f12153

The University Executive had asked Chairs of Committees to revisit their constitutions with a view to reducing time spent in committees, which may be brought about, for example, by improved delegations, reduction in meetings or its membership. Within this context a brief review of meetings held and cancelled over the last three years had been undertaken by the Chair and Executive Officer, and based on this historical pattern, it had been agreed to reduce the meetings of the Committee from eight to six per annum for 2014. The schedule of meetings of the Academic Council, to which recommendations from this Committee flow, had also been taken into account.

Members noted that the following principal meeting dates (and corresponding cut-off dates for receipt of material to be placed on the agenda) had been scheduled for 2014. Meetings would commence at 2.00pm, generally run until 4.00pm and would be held in the Senate Room or Old Senate Room.

TLC Meeting Dates / Cut-Off Dates for Receipt of Agenda Items / Venue
1. Thurs, 6 Mar, 2014 / 20 February 2014 / Senate Room
2. Thurs, 3 Apr, 2014 / 20 March 2014 / Senate Room
3. Thurs, 5 Jun, 2014 / 22 May 2014 / Senate Room
4. Thurs, 7 Aug, 2014 / 24 July 2014 / Senate Room
5. Thurs, 4 Sep, 2014 / 21 August 2014 / Senate Room
6. Thurs, 13 Nov, 2014 / 30 October 2014 / Old Senate Room

1. GRANTS AND SCHEMES STANDING COMMITTEE – NEW SCHEME – PHD CANDIDATE TEACHING AND LEARNING PUBLICATION PROJECT – FILE REF. F50555

The draft guidelines of the PhD Candidate Teaching and Learning Publication Project (then known as the Post PhD Submission Scheme) had been endorsed in principle by the Grants and Schemes Standing Committee at its 7th May 2012 meeting. These guidelines had then been endorsed in principle by the Teaching and Learning Committee at its 7th June 2012 meeting and a budget allocation of $25,000 allocated for 2013.

Since that time a number of refinements/adjustments had been made to the Scheme and, as such, the Chair of the Grants and Schemes Standing Committee had amended the guidelines and the final draft was before the Teaching and Learning Committee for its consideration and approval.

Members noted that this request was in accordance with the Committee’s constitution and appropriate delegations, as follows:

“Delegation

9.(1) Where Teaching and Learning Committee schemes are formulated for the purposes of 2(b) with clear guidelines, the administering bodies established to oversee the day-to-day operation of the schemes are delegated with the Committee's authority to make and action decisions that are within the parameters of the guidelines.

(2) Any changes to existing guidelines or policies for Teaching and Learning Committee schemes must be forwarded by the administering body to the Teaching and Learning Committee for its approval.”

RESOLVED – 14

that the Teaching and Learning Committee endorse the PhD Candidate Teaching and Learning Publication Project guidelines as attached to the Agenda for commencement of the Scheme in 2013.

1. UWA EDUCATION FUTURES PROJECT – VISION STATEMENT - REF: F50263

Members had before them a progress report on the UWA Education Futures Project. At the Chair’s invitation the Project Director, Winthrop Professor Helen Wildy, introduced the item expanding on a number of points including the range of stakeholder feedback received to date, the perceived renewed interest in teaching brought about by this Project, and progress with the twenty short movies intended to showcase excellent and innovative teaching.

In addition, Dr Elizabeth Constable provided further insights into the external stakeholder feedback, noting that new courses had been commended and the Project was providing an outstanding public relations exercise which had been met with enthusiasm from the majority of stakeholders, in particular industry related. Dr Constable further noted the timeliness of the UWA Education Futures Project, in particular within the context of a speech given by President Drew Faust from Harvard University - To Seize an Impatient Future - which indicated their intent to lead a revolution in pedagogy and set new standards for innovation in teaching and learning.

During discussion Professor Wildy noted that some feedback had led to the question ‘Why didn’t UWA value teaching more?’ and members agreed that elevated recognition of teaching at UWA would be brought about by the UWA Education Futures Project.

It was noted that a further progress report would be provided towards the end of the year with a view to launching the new vision and complementary movies in 2014.

The Chair thanked the Project Director and the Project Team for their report and leadership.

1. LATEST DATE FOR ADDING A UNIT TO ENROLMENT – PROPOSED AMENDMENT– REF F34878

A report, formulated by the Academic Secretary, Academic Policy Services, outlining issues raised by a number of faculties associated with the current latest date for adding a unit to enrolment was before members for their consideration. At the Chair’s invitation the Dean of Coursework Studies, Winthrop Professor Grady Venville, introduced the item and confirmed that the Associate Deans (Teaching and Learning/Education) had considered this issue and recommended that the end of the second week would be an appropriate cut-off for new unit enrolments by students.

There was wide-ranging discussion and the main issues were noted as follows:

• A member sought clarity on exactly when Callista would determine the end of the second week. Would this be 5pm on the Friday, midnight on the Friday, midnight on the Saturday or Sunday, for example. There was discussion about when, if the system was flexible, an appropriate cut-off would occur. The Guild President was keen to ensure that students had as long as possible to make their decisions and posed that the cut-off could be midnight on the Sunday. Other members noted that teachers worked over the weekend and could be setting assignments or establishing group work and might need the weekend to undertake this preparatory work in the knowledge of the final cohort. It was agreed that the Executive Officer would clarify the system limitations with Student Systems and, if possible, members agreed that a compromise should be reached, namely midnight on the Saturday of the end of the second week.

[Executive Officer’s note: Student Systems (Student Services) confirms that the cut-off can be set at any seven days of the week and it takes effect at 23.59]

• A member raised the question as to whether reducing the time for students to make a decision would disadvantage international students if, for example, they were delayed in arriving through no fault of their own their window of decision-making would be further reduced. However, it was noted that current Student Rules include an ‘exceptional circumstances’ clause that could be brought into effect if there was justification for adding a unit beyond this cut-off date.
• One member suggested that students could be encouraged to overload on their enrolment in the initial weeks whilst they finalised their decisions, however this concept was not supported by members. In particular it was noted that over enrolment for international students would result in the automatic issuing of invoices based on the overload.
• In answer to a query, the Dean of Coursework Studies advised that there was no evidence to support the suggestion that an increase in changing enrolments in the third week had been brought about by new courses.
• Discussion focussed on the concept of students being disadvantaged by enrolling late in a unit and where the responsibility might lie to ensure limited or no disadvantage to students. As noted in the report, “ While students must take responsibility for decisions they make in relation to enrolment (having sought advice as necessary) it would seem inappropriate that they might be disadvantaged, in terms of losing opportunities for assessment, and associated marks, by adding units within policy parameters.” (Ref Agenda Attachment C6). The issue of early assessment and associated marks being lost by late enrolling students was widely debated with differing opinions. In particular some members noted that the use of formative assessment might require early assessment tools, however this would be less of an issue than at present if the final enrolment date was brought forward. Other members were disinclined to early assessment to accommodate late enrolments. These differing opinions emphasised that teaching was discipline specific, timing of assessment could be based on a number of factors including the teaching period and the integrity of the delivery of teaching was best judged by the teacher. Additionally, information regarding assessment must be included in the unit outline, via the assessment mechanism statement, so that students could make informed decisions about late enrolments. It was generally agreed that the role of the teacher was to provide assistance to negate or minimise any disadvantage, wherever possible, and this was an underlying principle of teaching staff and part of the ethos of providing a good student experience.

RESOLVED – 15

that the Teaching and Learning Committee recommends to the Deputy Vice Chancellor (Education) that, with effect from 2014,

(i)the latest date for adding a unit to enrolment be amended to the end of the second week (defined as midnight on the Saturday for the purposes of this resolution) of the teaching period[1];

(ii)Schedule 1 in the Student Rules be amended accordingly;

(iii)a robust communication strategy be formulated to ensure that re-enrolling students were informed as to this change in timelines.

1. OPEN ONLINE EDUCATION WORKING PARTY – ESTABLISHMENT – REF: F54420

Members noted that open online education was a growth area and to best position the University, the Chair had suggested establishment of a short term (two years) Working Party to consider, develop and recommend to the Teaching and Learning Committee on a range of associated issues including policies, procedures, strategies, appropriate platforms, resources and opportunities relevant to the UWA culture.

The Chair briefly introduced the item and referred members to the proposed terms of reference for the Open Online Education Working Party that had been attached to the agenda.

In light of term of reference 5, whereby opportunities and innovations developed for not-for-credit offerings might at some future stage be incorporated into the University’s degree course offerings, it was noted that a student representative on the Working Party would be advantageous. The convener of the Working Party, Winthrop Professor John Cordery, agreed to ensure student input, either by consultation or co-option. Other comments considered and agreed related to quality assurance in that the focus should be on pedagogically sound offerings and the use of open online education as a recruitment tool.

RESOLVED – 16

that the Teaching and Learning Committee endorses the establishment of the Open Online Education Working Party, with terms of reference as detailed in the agenda papers.

1. INFORMAL REPORT FROM THE CHAIR

The Chair informed members that the report ‘Distribution of SURF Evaluation Data at UWA’ referred by the Teaching and Learning Committee had been considered and endorsed by the Academic Council at its 2nd October meeting and following his formal approval was available on the University’s Policies website at

Members commended the Guild President (Mr Cameron Barnes), the Dean of Coursework Studies, (Winthrop Professor Grady Venville) and Academic Policy Services (Ms Sue Smurthwaite) for their role in raising this issue and bringing it to finalisation and acceptance by the University community. Members agreed that the Committee had played a valuable role in this achievement, which was a clear indication of the University’s commitment to quality teaching and learning.

1. NEXT MEETING

Members noted that the next meeting of the Teaching and Learning Committee was scheduled for Thursday, 14th November 2013 at 2.00pm in the Old Senate Room. The cut-off date for submission of items for the Committee’s agenda was Thursday, 31st October 2013 and members were encouraged to refer issues for discussion to the Executive Officer, Ms Sue Smurthwaite ().

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1

[1] It should be noted that, as is current procedure, in the case of non-standard teaching periods, if the census date for the unit falls before the end of the agreed latest date for enrolment, then the census date would need to be the cut-off date. This information, where necessary, will be included in Schedule 1 of the Student Rules.