Office of Pro Vice-Chancellor (Student Affairs)

Monash University Student Experience Network

Meeting 3/09 of the Monash Student Experience Network was held on Friday, 4 September 2009 from 10.00am – 12.00pm in the Council Room, 1st Floor, Building 3A, Clayton campus.

Unconfirmed Minutes

1. Apologies and Attendance Action/Information

1.1 Apologies: Adam Shoemaker, Katherine Lock, Janette Burke, Jessica Dobbie, Haoming Zhuo, Tim Winkler (for Lee-ann Norris), Martin Doulton, John Hurst (for Jayne Godfrey), Robert Nelson, Gerard Schnabl, Kelly Tsagournos, Sam Jacob, Jill Falkland, Julie Marriott, Andres Villamizar, Margaret Heagney, Terry Hogan, Adrian Devey, Helen Fletcher-Kennedy, Brian Fricker, Christina Klopfer, Charmaine Paramanathan, Emily Greco, Eugene Moore, Gary Codner, Glenda Key, Janine Mazzini, Janine Paterson, Jill McLachlan Jo Calmer, Jimmy Yeow, Kim Styles, Louis Roller, Marcus Spenser (for Steve Pollard), Louise McCall, Margo Hellyer, Marian Costelloe, Martin Doulton, Nicolene Murdoch, Rebecca Murphy, Sue Gleeson, Vlad Prpich, Vicky Nash

1.2 In attendance: Heidi Binghay (for Janette Burke); Tracie Cox (for item 12); Tanya O’Brien (for Katherine Lock); Craig Mentiplay (for item 5), Marnie Hughes-Warrington (for Item 6), Jenny Williams (for item 9), Kelli Yip (for item 8), Vincent Goh (MUISS), Matt Spenser (for item 7)

1.3 New members: Cathryn Bunney (replacing Andrea Waller), David Pawley

1.4 Attendance via Tele-Conference (Sunway): W.A. Rahula - Manager PSO-ISP; Mohamad Izwan - VP MUSA; Chua Li Wen - General Secretary MUSA; Jason Chan - Student Community Services).

2. Confirmation of minutes meeting 2/08The minutes of SEN meeting 2/09 held on 29 May 2009 were confirmed.

3. Matters Arising There were no matters arising

4. Update on 2009 Transition Retention and Progression ForumThe Chair, Rob Willis, reported that both submission of papers and registration for the 2009 Monash Transition Retention and Progression Forum are now open. Monash staff and staff from other Victorian Universities and secondary schools are invited to attend and submit papers. Rob further confirmed that the two key-note speakers at the Forum will be the Hon. Julia Gillard and Prof. Marcia Devlin, the inaugural Chair in Higher Education Research at Deakin University.

For information on Forum, including registration details, how to submit papers, time-lines, venue and paper assessment details can be viewed: http://www.monash.edu.au/cemo/monash_transition_forum_2009/

Rob urged SEN members to forward these details to their colleagues who may be interested in attending the Forum.

[Note: Subsequent to the meeting, close date for submission of papers was extended from Tuesday 8 September to Friday 18 September]

For information: Anna Lyubomirsky

Office of Pro Vice-Chancellor (Student Affairs)

5. Campus Watch Craig Mentiplay from Facilities & Services opened this item by outlining his new role as the Crime Prevention Coordinator and providing a brief summary about his background. He spoke about “Campus Watch” and how we, as part of global Monash community, can better contribute to it.

Craig discussed the following:

That Monash community is a diverse and vastly growing population resembling a “township” structure

That Monash community consists of various and numerous nationalities, cultures, backgrounds, life experiences, ages and so on

That “Campus Watch” is all about: Awareness, Communication, Co-operation, Ownership and Shared benefits – all Monash staff and students should communicate anything unusual to Monash Security and participate in security/safety awareness

That “Campus watch” is about developing public awareness, being better informed and improving safety

That co-operation is vital in common activities and sharing resources, particularly in light of broader communities and diversity

That ownership is imperative in creating safe environments and setting clear responsibilities in improving security and implementation of safety strategies

That by communicating, cooperating, taking ownership, responsibility and pride of own areas, there will be a shared benefit to Monash community in making our environment safer and more secure

Please refer to the power point presentation embedded in the minutes as Appendix A.

“Campus Watch” will be adopted as a standing agenda item by campus SEN in the future meetings; CSEN chairs will advise Craig of their respective meeting details.

For information:Craig Mentiplay

Appendix A

6. Learning & Teaching Priorities for 2010Professor Marnie Hughes-Warrington, Pro Vice-Chancellor (Learning and Teaching) reported on how pleased she was—as a world historian—to be at a large, multi-campus university like Monash. She recognised, though, that navigating through a university can be complex and that her experiences as a new staff member perhaps had some overlap with that of new students. She expressed the importance of understanding how students navigated Monash, and requested that she be ‘adopted’ by a student on each campus. She saw this as an opportunity to touch base with students and to better understand their views on learning and teaching issues and developments. Student presidents were asked to contact Marnie Hughes-Warrington to arrange a suitable meeting time and for Marnie to spend a half day with a student nominated by student presidents/associations, and hence to shadow the students around their respective campuses. (Please contact Marnie at Marnie.Hughes-Warrington@adm.monash.edu.au)

Marnie further discussed Learning & Teaching priorities for 2010 and referred to the embedded PPT presentation (see Appendix B). She spoke of the following plans and objectives:

Rethinking learning & teaching education for staff, focusing on teaching excellence to assist and enhance student learning and academic achievements

Developing University-wide projects, restructuring current curricular & co-curricular frameworks, fostering excellent teaching & developing exceptional skills

Encourage and promote Monash Passport activities and features Enhance and promote student volunteering via establishing programs that focus

on student leadership, skill development and meeting their aspirations Monash has the obligation to expand support and enhance such programs, and

advocate engagement of students coming from low socio-economic sectors Revamp Learning &Teaching awards and develop Student-Mentor Awards

For Information:Professor Marnie Hughes-Warrington(PVC Learning & Teaching)

Appendix B

Office of Pro Vice-Chancellor (Student Affairs)

Develop further Honours opportunities and facilitate for more research provisions

Marnie stressed that in the current climate of changing designs, the focus and quality of our Learning & Teaching must reflect the needs of students and best practices in research and learning and teaching. She also emphasised the importance of developing student leadership within the university in order to foster and support the aspirations of school students and communities that have traditionally not participated in tertiary education. Marnie would also like to hear from local and international students, as well as staff and any other community representative with any input and thoughts to improve student experience, curricular programs and Monash passport projects. Marnie is particularly seeking feedback on the following questions at the moment:

o What is your experience of multi-level and cross-listed subjects?o Have you had the opportunity to ‘learn by teaching’ your peers? o Would you like to see more of that in the curriculum?o How would you like to connect students completing the same units on

different campuses?o Given that by 2011, Monash will adopt 12 week semesters, with week 1

becoming a fully teaching week - what should we do with unit guides to reflect that change? Is it the best way to present course information and assessment tasks?

o How can we ensure that your voice is heard in these initiatives?

In conclusion, Marnie informed SEN that she would like to get in touch with International Student cohorts and their presidents to discuss and assist them with their issues.

She also explained that in light of redesign of the semesters’ length, a concept map is being currently developed and assessed and, once finalised, it will be presented to SEN as a pragmatic option – re-focusing on student learning as a self-guiding tool. Marnie further proposed that she will be working in consultation with those staff/managers/coordinators who are involved in Orientation Week programs to coordinate and implement the proposed changes and plans for Learning & Teaching.

Vincent Goh from MUISS to link Marnie with International Student representatives to address various issues

7. CSEN ReportsReports on campus SENs were presented from the following:

Matt Spenser, Vice-President MUBS (Berwick) reported that:

– ATM machine has been installed on campus– Discussions are still continuing on the topic of quality and variety of food

on campus; MUBS will now offer a range of foods from their Bar facility/outlet

– As part of improving student activities on campus, two new clubs have been initiated and well accepted; activities as ski tours, weekly dancing classes, IT & gaming club have been well received and are becoming popular

– Orientation, Survival week and Open Day events were well attended. MUBS organised the lunches and various activities for Orientation and Open Day - in particular indigenous performance, which allowed new international students to experience Australia’s traditional culture

– Improvement is sought for the outdoor seating located on campus, with new seating being installed around the library but further provision must be made to cater for warmer weather in the coming months

– Sleep and relaxation room: the initiative was raised by the campus management to be located in building 902 close to MUBS headquarters. The initiative is to allow students to rest and take a break (i.e. those with illnesses like chronic fatigue) without having to go home. HWD will hold the key to the venue, and students will have to sign in and out

– Courtyard and sporting developments: a request has been raised by both

Office of Pro Vice-Chancellor (Student Affairs)

campus management and MUBS to build a fence around the courtyard  that is close to MUBS lounge with the intention to maintain separate areas for high school and University students, and have more privacy from the road traffic

– Another request has been placed to build a multi purpose basketball/netball court in the courtyard in front of Building 902, to allow students to exercise; lengthy road-works and redevelopment reduced students’ ability to play sport in the recent months. F & S, Monash Sport and MUBS will collaboratively fund both developments, with MUBS having allocated $20,000 already for the 2 projects for completion in the coming summer break

– In reply to a question posed by Rob Willis whether CSEN at Berwick is working on students’ behalf, Matt was happy to inform SEN that it was

Julian Campbell, MSA President (Clayton) reported on the recent discussions held at CSEN as per following:

– CSEN is awaiting on the outcome of the submission to Facilities & Services for fixed BBQs and Water bottle fillers (previously drinking fountains)

– “You are here” direction signs have been installed around the campus – Signage for MUST and Sir John’s Bar are progressing– Update was given on the Permaculture garden– 24hr computer labs for postgraduate students will be made available– Discussion on increasing number of microwaves led to questions on

cleaning ownership; item to return to CSEN agenda for next meeting– Incorporating office space in the Health Services area for the Dental

surgery anticipated to open in 2010

Julia Auciello, MUGSU President (Gippsland) reported on the following:

– Communication is an important issue for the faculties/departments and MUGSU: limited information is provided to students as global emails that are distributed are either not campus specific or not relevant to students

– Monash Events calendar (Gippsland specific) – ITS is collaborating with MUGSU to ensure display of student events on the calendar; discussions are taking place on ITS needing to develop a more effective communication channel on student events via TV screens near Student Lounges, MUGSU web site & SMS and email distribution lists.

– Privacy issues associated with gaining student mobile numbers for the purposes of broadcasting to students via SMS present obstacles for communication with students

– Breakdown in communication to students on payments for accommodation, as payments are no longer accepted by Student Services centre

– MUGSU will soon cease cigarette sales at MUGZOO Central. All remaining stock will sell out without further replenishing of inventory. MUGSU believes there will be a positive outcome from this action in seeing more staff and students quit smoking

– Separating student lounge in 2 areas – study and recreation – have resulted in less trespassing by high school students, producing a positive result for Monash Gippsland students

Cara Alphey, MONSU President (Peninsula) reported on the following outcomes:

– Committee was set up to review/discuss improvements needed in area of catering services; while a new café has been opened, similar issues on variety, quality and price still persist

– As part of healthy community developments, a “veggie patch” has been a successful student development project and will be further attended to

– Peninsula CSEN seems to concentrate on discussions that address staff related issues, and is not really focusing on student experience and

Office of Pro Vice-Chancellor (Student Affairs)

students’ wish-list

Jude Little, Coordinator, Transition & Retention Programs reported on Behalf of Student Liaison Committee (CSEN Monash South Africa) as per following:

– Swine flu and HIV testing: the campus activated a Crisis Committee to address increasing incident for swine flu. The campus doctor and nurse have been testing students with flu symptoms, and four cases have been confirmed. The students were quarantined, received treatment and are now back attending classes. Those in close contact with students were also quarantined and given Tamiflu. The HIV testing program also continues at the campus with 3 or 4 students tested each day.

– Lack of adequate medical insurance coverage to students and claim complexities by the current medical insurance provider will make it necessary to meet with other providers to find the best deal for students

– Student Development team (counsellors, medical staff etc.) are understaffed, with only one nurse and counsellor on campus. Students find it difficult to get an appointment at busy times, creating long waiting queues to see the counsellor/nurse

– Semester 2 enrolment and orientation: a record number of 260 new students enrolled in semester 2. One day orientation program was provided. Despite the global economic crisis, 2009 commencing numbers have improved

– Library extended its hours to 8pm in the lead up to and during exams. However as few students utilised this service, the library will be monitoring closely to assess whether longer hours will continue

– 2010 campus calendar and teaching periods: due to the World Cup (10 Jun- 11 July), 1st semester teaching and exam period will be altered next year. Transport and city services are being redirected to manage the event, impacting significantly on city life and Monash SA campus. Jill Falkland from HWD is incorporating these developments in the Student Diary publication. (Please contact Cathryn Bunney for principal/exam dates)

– Security and transport services have been improved on the campus. The bus service & availability has been increased and the security is closely monitored with a greater staff presence and cameras. “Campus Watch” will be a standing item on this committee.

W.A. Rahula, Mohamad Izwan, Chua Li Wen, Jason Chan from Monash Sunway campus provided a brief summary of Sunway student activities:

– Staff Centre is now open and available for student usage during office hours – MUSA annual general meeting was held on 21 August 2009 fro staff and students

and the agenda included MUSA President’s report on various major activities under MUSA, financial annual statements and Q & A session

– Monash Sports Carnival was held from 8-14th August 2009 for MUSC students from all schools to participate in various sporting activities

– Students organized a 30 Hour Famine (21-22 August 2009 at MUSC in accordance with World Vision guidelines. Students collected funds totaling RM17, 893.50 and participated in the event by fasting, under supervision, for 30 hours and engaged in activities aimed at educating students about worldwide poverty and hunger

– The Monash Debate Team participated in the AUSTRALS international debating competition held on 10 July 2009 in Melbourne. The Sunway team won 4 of 8 preliminary rounds in the competition

– MUSA has purchased 200 student lockers for students’ use and 30 lockers for clubs & societies division to facilitate the increasing demand

– Monash Foosball Club won the recent Malaysian Association of Private University and Colleges Foosball championship held on 1 August 2009. The event was organized in collaboration with MAPCU and hosted by MUSC.

Office of Pro Vice-Chancellor (Student Affairs)

– The following upcoming Sunway events include:o Monash Talent Night (29th August 2009) provided students with an

opportunity to showcase their unique talents through songs, performances and dance, with winners to receive various prizes

o Monash Iftar Night (11th September 2009 event to celebrate the occasion of the fasting month of Ramadhan, where Muslim and non-muslim local and international students will break fast together during this time. The event is a result of the collaboration between MUISS and the Monash Islamic Society

o Preparations for MUSA Annual Elections (14th – 18th September 2009) for 2010 committee have commenced. Campaigns and debates will be scheduled between the running nominees in the upcoming weeks

o Monash Annual Ball (25th September 2009) for junior and senior students to celebrate and partake in camaraderie together in a spirit of fun, goodwill and fellowship

o Charity Walkathon charity event scheduled for 4 Oct 2009and organized by the Leo Club of Monash Sunway will involve walking around the parameters of Sunway campus area, all funds collected will be donated to local charities

In the absence of Emily Greco, President MONSU Caulfield, Helen Dunne, Campus Manager (Caulfield), gave a brief summary of items raised at their CSEN meeting recently:

– University Student Ombudsman, Ann Corcoran, spoke to her role and responsibilities, as well as situations requiring her involvement and her liaison with the faculties on matters of student grievances

– Health, Wellbeing and Development gave an update on their counselling services to staff and students, changes in staffing structure and responsibilities, and various programs that are implemented on all campuses to assist staff and students with stress, exams, health issues and developing healthier outlooks to work and life

– In July a weekly campus newsletter commenced …This Week at Caulfield, located on the Caulfield Campus website under the heading of News and Events and also available on student and staff portals. This weekly newsletter provides information about activities and events for students and staff at Caulfield campus

– Monash Sport gave a presentation on student experience initiatives - International Student Footy Experience Clinic recently run by Monash Sport, HWD, SEDA, TOES and Carlton Football Club

For further information on campus events and Open Day: Helen Dunne or Christel Kent (Caulfield campus management office)

8. Report on Multicultural Festival at Clayton (3-6 August)Kellie Yip from Monash University International Student Service (MUISS) reported to SEN on the success of their 2009 Multicultural Festival event held at Clayton campus 3 – 6 August. Kellie gave a PPT presentation highlighting the fun activities, enormous participation from Student Organisations and volunteers, and outlined the key features of the event as follows:

Multicultural Festival at Clayton is the biggest event for International student cohort, clubs and societies that focuses on multiculturalism

The event aims at integration between local and international students and offers an aspect of socialisation for all students via different activities, foods from many regions of the world, dancing and cultural performances

The event requires intense preparation, marketing and communication, promotion of the event at Orientation Week and via engaging radio stations, planning & logistics, participation of Student Associations, Campus Management staff, faculties, volunteers and so on.

In conclusion, Kellie thanked MSA (Clayton), Terry Hogan, Rob Willis, David Pawley, Faculties, Clubs & Societies for their support, assistance, sponsorship, advice, guidance and engagement in the event and expressed that MUISS would love to see greater participation in the future MCF events. MUISS welcome suggestions on how to improve

Note: 24 September – Mid Year Gala Festival Dinner – for local and

Office of Pro Vice-Chancellor (Student Affairs)

the event in the future and what should be done better to enhance integration between local and international student, and subsequently, student experience at Monash.

To find out more about MUISS events, please view: http://www.msa.monash.edu.au/09/muiss/#aboutFor information on MCF and its images, please view: http://www.muiss.org.au/forums/index.php?topic=1428.msg12746#msg12746

Or send your queries to: Publications.Muiss@adm.monash.edu.au

international students. Send inquiries to: President.Muiss@adm.monash.edu.au

9. Report from Health Wellbeing and Development

Jenny Williams, Coordinator HUB Operations, reported on the following:

HWD Student Experience Programs – Update: o Draft copies of Student Diaries will be sent shortly to all Student

Presidents and key stakeholders for feedbacko Close date for the competition of best student artwork for Diary cover has

been extended Campus Connect: Jenny presented PPT slides (embedded in the minutes as

Appendix C) highlighting the key features of the program and what it provides:

o Campus Connect is an awareness program for all campuseso Opportunities for greater engagement for local and international studentso Social & sport activities are open to all students on all campuses –

dancing, sport, cooking, food tasting, Trivia and Bollywood Nights, Amazing Race and Multicultural week

o Encourages community connection and promotes cross cultural sharingo Assists students in the transition to University lifeo Support of HWD services and volunteers, assistance with exam

preparationsIn conclusion, Jenny noted that the program also allows volunteers to develop leadership skills, build friendships and gain cultural awareness. She also urged all Student Associations to engage in the activities at the HUB so as to increate local student participation rates. For more information please visit: hub.monash.edu and click on “ Campus Connect”

The committee was advised that HWD is developing a set of Orientation broadcasts for off-campus students and that an Orientation Workshop is scheduled for 22 September for all academic staff to assist with preparation for the orientation programs – the workshop aims at generating and sharing ideas and initiatives that would capture student interest and engagement and target greater audience at the Orientation events.

For more information:Jenny Williams

Appendix C

10. “ Students as Staff” – Progress ReportTracie Cox from Employment & Career Development provided SEN committee with an update on “Students as Staff” project and gave a presentation outlining the key objectives and features of the project as per following (refer to the embedded document - Appendix D):

To increase students’ accessibility to employment services and opportunities at Monash, with a focus on casual work and work integrated learning opportunities

To facilitate greater student retention rates via the positive relationship between such university based activity and course completion

Enabling assessment of a broad cross-section of the university on student employment as casuals, and maintaining a pool of student casuals which proved to be the most effective way of increasing student numbers hired as casuals

To determine accurate ways of recording staff members ( who are also students) by liaising with HR staff and using the project parameters to enable easier employment of students as casual staff via a more streamlined HR process

To increase awareness of the “Students as Staff” in the university community via

For information:Tracie Cox

Appendix D

Office of Pro Vice-Chancellor (Student Affairs)

marketing and project champions To explore a possibility of policy change to ensure students are considered for

casual work before looking externally

Tracie concluded that there are still numerous steps and objectives remaining to be developed and completed, but the project’s success and parameters will be evaluated at its completion in April 2010. Meanwhile “Students as Staff” aims at expanding the skills of students by exposing them to a variety of work functions and responsibilities, at developing their leadership skills and training opportunities, at preparing them to external employment opportunities while studying and earning wages - particularly significant in cases of low SES and income needing students.

11. Other Business:

11.1 Rob informed SEN members, including all Student Presidents that his office will be holding a Student Presidents’ Workshop on Friday Dec 11 (10-2pm), to discuss student experience and transition issues, as well as hand-over process to newly elected Student Presidents for 2010.

Invitations to campus managers and other University staff will be sent out shortly. Student Presidents from Sunway and South Africa campuses will be invited to participate.

11.2 Rob has asked that Caulfield and Clayton Student Presidents report to SEN at the next meeting on 20 November on “a day in the life of a Caulfield/Clayton student” respectively.

12. Next Meeting: Next and last meeting of SEN for 2009 is scheduled for 20 November 2009