The University of Queensland Minutes of a Meeting of Senate held on 17 August 2017 at 5:30pm in the Senate Room, Level 5 Brian Wilson Chancellery, St Lucia Campus Index Minutes confirmed by Senate on 12 October 2017 1. Welcome and apologies 2 2. Declaration of interests 2 3. Minutes 2 3.1 Confirmation of the minutes 2 3.2 Senate minutes 2 4. Matters arising from the minutes 2 5. Statement by the Chancellor 2 6. Statement by the Vice-Chancellor and President 2 Strategic matters 4 7. Commercialisation 4 Academic matters 4 8. Academic Board President s Report 4 9. Academic Board Report 5 Financial / Operational matters 5 10. Risk Appetite Statement 5 Governance matters 6 10. Bequests and donations 6 Senate Committee Reports 6 11. Advancement Committee 6 12. Campus Infrastructure Committee 6 13. Equity, Diversity and Status of Women Committee 7 Matters for noting 7 14. Senate report on litigation 7 15. Senate annual calendar 7 16. Senate Elections 34th Senate Status Report 7 Attendance: Present: Mr P N Varghese AO (Chancellor), Ms T Dwyer (Deputy Chancellor), Mrs M Brown, Mr T Crommelin, Professor F D Agostino, Hon Justice M Daubney, Associate Professor G Hainge, Mr P Hennessy, Dr Z Hodge AM, Professor P Høj, Mr D Kerr, Mr J Merrick, Mr G Murdoch, Associate Professor T Roberts (from 6pm), Mr C Sartain, Mr M Starkey, Ms M Tredenick (video link), and Dr C Tromans. Apologies: Ms K Hirschfeld, Mr T Mackay, and Mr M Zivcic. In attendance: Provost, Professor A Byrne; Chief Operating Officer, Mr G Pringle; Deputy Vice- Chancellor (External Engagement), Professor I Watson; Deputy Vice-Chancellor (Research), Professor R Ward AM; Pro-Vice-Chancellor (Advancement), Ms J Karlson; Pro-Vice-Chancellor (Teaching and Learning), Professor D Macdonald; General Counsel, Ms C Seeto; and Executive Officer to the Vice-Chancellor and President, Ms J Connah. Secretary: Dr J Montgomery.
2 1. Welcome and apologies The Chancellor welcomed Members and Attendees to the meeting, and apologies received were noted. 2. Declaration of interests A change to interests provided by a Member was noted. 3. Minutes 3.1 Confirmation of the minutes The minutes of the meeting held on 29 June 2017, which had been circulated, were confirmed after a typographical error was corrected. 3.2 Senate minutes A Member requested that consideration be given to making the minutes more comprehensive. The Chancellor undertook to consider this request and, where appropriate, expand on the content of the minutes. 4. Matters arising from the minutes The list of matters arising from previous minutes was noted. 5. Statement by the Chancellor The Chancellor outlined the program for the Senate retreat on 26 August 2017. The main areas to be covered are strategic planning and Senate governance. The Chancellor had been meeting various Queensland Government officials with a view to ensuring a timely response on the appointment of the eight Governorin-Council positions. These positions become vacant at the end of 2017 when the 33 rd Senate completes its four-year term. The Chancellor and Deputy Chancellor commended the Vice-Chancellor and Senior Management on the handling of the Respect. Now. Always Report. They expressed their appreciation to all involved. 6. Statement by the Vice-Chancellor and President The Vice-Chancellor s Report to Senate and the UQ Latest News, which had been circulated with the agenda, were taken as read. Members were invited to comment. In particular, the following items were discussed: Respect.Now.Always [A letter from the Minister for Education and Training, Hon. Simon Birmingham, dated 1 August 2017 regarding sexual assault and sexual harassment, and a reply from the Vice-Chancellor and President dated 13 August 2017 were tabled.] [The Vice-President of the UQ Union, Ms S Rooney, attended as an observer for this item.] The national results of the Universities Australia Respect.Now.Always survey of university students were released on 1 August 2017 and provided to Senate by email. Members of Senate also received email updates about the key findings in
3 the report and summaries of UQ s actions. Online versions of both the national and UQ specific reports were made available to Members. The University has put in place a range of support and reporting initiatives which are detailed on the Respect website. The following points arose out of discussion A Member referred to the chart provided in the Vice-Chancellor s report which placed each Australian university within a percentage range of sexual assault and sexual harassment. There are some universities (not UQ) which indicate a higher percentage of sexual assault and sexual harassment incidents than the majority of universities, and an explanation was sought. In reply, the Vice- Chancellor said that a number of the higher-incident universities have a large percentage of students living on campus, and the extra time that students spend on campus could be a contributing factor. A Member encouraged the Vice-Chancellor to communicate with the Residential Colleges about how everyone in the UQ community might work together. A Member said that the findings are a call to order and that all Australian universities have been put on notice that this issue needs to be addressed. The Member acknowledged the initiatives which the Vice-Chancellor and Senior Management have put in place. There is also a need to work with Brisbane City Council as a number of incidents occur on public transport. The UQ Union observer welcomed the proposed Sexual Assault and Sexual Misconduct Policy and Procedures, but questioned the delay in implementing them. In reply, the Chancellor said that as the policy and procedures may have a reputational impact, it was desirable for Senate to first have visibility. He concurred with the consensus among Members that they ought to be implemented as soon as possible. Academic Ranking of World Universities The University of Queensland has held its ranking in 2017 at 55 globally, and at number two in Australia, in the prestigious Academic Ranking of World Universities (ARWU). The ARWU rankings have been published by The Center for World-Class Universities at Shanghai Jiao Tong University annually since 2003 when UQ was well outside the top 100 until 2011. In 2011 the University came into the top 100 at 86th. In 2015 UQ was ranked at 77th, and 55th in 2016. On behalf of Senate, the Chancellor commended the Vice-Chancellor and Senior Management for this excellent result. Transformation and adaptability A Member referred to the dashboard report section on Transformation and Adaptability and asked out of which budget the costs for change management expertise will be taken. The Vice-Chancellor advised that these costs will be from the ESS budget.
4 Strategic matters 7. Commercialisation For this item, Mr Jamie Merrick declared that the Queensland Government is a partner in the Queensland Emory Drug Discovery Initiative (QEDDI), an investor in PERKii, and an investor in Vaxxas Pty Ltd. This Government involvement was not, however, material enough to preclude Mr Merrick from taking part in the discussion. A briefing paper UniQuest Commercialisation Update for Senate 17 August 2017 had been circulated with the agenda. Dr Dean Moss, Chief Executive Officer of UniQuest Pty Ltd, presented at the meeting. He provided an overview of the main areas of focus of UniQuest. In conclusion Dr Moss emphasised that the ability of UniQuest to continue to demonstrate outcomes and a leadership position for UQ in the commercialisation of IP depended on critical factors, in particular: access to quality IP that is generated and owned by UQ, fresh and ongoing capability and know-how, continuing to maintain a strong track record, and access to funding. The following points arose during discussion The Chancellor commended UniQuest on the impressive work the company was doing in the commercialisation space. He strongly encouraged UniQuest and UQ Senior Management to promote more widely UniQuest s success stories. The current marketing strategy was discussed and it was agreed that Dr Moss will meet with the Vice-Chancellor and UQ Marketing team to maximise UniQuest stories. Marketing should also be to the company s stakeholders, for example Government departments. The stories should be made broader and richer by including, for example, a project s local and regional impact, jobs created etc. D Moss The financial aspects of the company were broadly discussed, including the process for paying dividends to UQ. Dr Moss emphasised that UniQuest has a dual mission to create an impact in areas which may not lead to a financial return, and be financially sustainable. The UQ split policy on returns arising from commercialisation of IP was also explained. A Member noted that a number of the projects mentioned in the presentation were in the biomedical field. Acknowledging that UniQuest is particularly strong in this area, it was noted there is pre-seed and seed funding available in Australia for areas other than biomedical, and UQ was encouraged to explore these opportunities. Academic matters 8. Academic Board President s Report Student Mental Health Issues of student mental well-being have increasingly become a matter for concern and the University has responded by establishing a Student Mental Health and Well-Being Steering Group. The Steering Group has produced for further deliberation a policy proposal about which Members will be kept apprised. Requests were made by Members that the proposed policy and procedures come to Senate for noting before they are officially published, and that Senate is ABP
5 provided with statistics of students who experience mental health issues, including a comparison between domestic and international students. Confirmation and Promotion Policy At the start of 2017, the Central Confirmation and Promotions Committee (CCPC), a committee of the Academic Board, was disestablished on the recommendation of the 2014 Senate Review of the Board and some of its functions were transferred to a Vice-Chancellor s committee, the Advisory Committee on Academic Promotion and Confirmation (ACAPAC). ACAPAC has now met twice, and the new process appears to be working well. The Committee has been working to develop an alternative promotion pathway for academic titleholders. School and Institute Reviews A Member noted that no reports arising from a School or Institute review seemed to have come to Senate recently for 2016 and 2017, and sought confirmation that it is still the understanding that such reports together with Management s response will come to Senate for noting. Unless such reports were provided to Senate, it was difficult to act in the best interests of the business of the University. The President of the Academic Board took the question on notice and will provide a response. ABP 9. Academic Board Report The report from the Academic Board meetings held on 7 August 2017 included the following for noting: Review of Generalist Degree Programs: proposed changes to Procedures and introduction of new Guidelines and Form (PPL 3.30.06) Proposed changes to PPL 1.40.08 Review of University Institutes and Centres Procedures Academic Calendar 2019 Academic Board meeting dates for 2018 President and Deputy President of the Academic Board for 2018 Program proposals approved 1 January 2017 7 August 2017 Policy proposals approved 1 January 2017 7 August 2017 Financial / Operational matters 10. Risk Appetite Statement [Mr Andrew Brookes (PWC), and UQ staff Mr Suresh Chand and Ms Daphne Drewes joined the meeting for this item.] Mr Grant Murdoch, Chair of Risk and Audit Committee, introduced the Risk Appetite Statement. Mr Andrew Brookes, PWC, was available to take questions. The Risk Appetite Statement (RAS) consists of a number of statements that articulate the nature and level of risk that the University is prepared to take in pursuit of its strategic objectives. The RAS has both a preventive value, reflected in the five non-negotiable statements, and a promotional value, reflected in the seven strategic themes and enablers statements. The five non-negotiable statements represent the University s zero or very low appetite for risks with a critical adverse impact on its reputation, compliance credentials, safety, UQ values and financial sustainability. On the other hand the seven Strategic
6 Themes and Enablers statements encourage and promote the undertaking of certain activities and ventures because of the nature and size of the net benefits from successfully undertaking such activities and ventures. The RAS has been developed and refined via an extensive and thorough consultation process including one-on-one discussions, small group meetings, Senate Risk and Audit Committee presentations and RAS workshops with Senate members, and members of the Vice-Chancellor s Committee. A Member requested an addition to the Safety Risk Appetite Statement, and a new principle will be included accordingly. Mr Murdoch emphasised that the Risk Appetite Statement is a living document which will be reviewed in 12 months time based on feedback gained from the business, and from insights to be gained during implementation. Recommendations to alter the Statement can be sent to the Risk and Audit Committee. Senate resolved to approve the Risk Appetite Statement, as tabled and as amended at the meeting. A Member requested how the risk culture will be influenced. It was noted that this will be addressed via a dedicated roll-out program. COO Governance matters 10. Bequests and donations Senate approved the bequests and donations, as set out in the Senate agenda papers. Senate Committee Reports 11. Advancement Committee An Advancement update for Senate August 2017 was circulated with the agenda. A pro forma Senate Gift Expression of Interest was tabled for noting. In the absence of the Chair of the Advancement Committee, Professor D Agostino welcomed Ms Jennifer Karlson as the newly-appointed Pro-Vice- Chancellor (Advancement). Ms Patty Danver was thanked with much appreciation for acting in this role in the interim. 12. Campus Infrastructure Committee The inaugural meeting of the Campus Infrastructure Committee (previously the Buildings and Grounds Committee) took place on 18 July 2017. The Committee formally adopted the Committee s Terms of Reference which Senate approved on 29 June 2017. The new Committee is both wider in focus and more strategic in emphasis. The Committee will provide a review and oversight role and will rely on Management to fulfil its function under the broad parameters of documents such as the Strategic Plan and Campus Master Plan. The main matters discussed at the meeting, more details of which are included in the Report circulated with the Senate papers, were:
7 Glossary of key documents and capital planning process and flowchart The Strategic Asset Management Plan Sustainable Futures Building scope of review Master Plan / CID update Student Hub and Fitness Centre update. 13. Equity, Diversity and Status of Women Committee Dr Zelle Hodge, Chair of the Equity, Diversity and the Status of Women Committee (EDSW Committee), noted that the Report circulated with the Senate agenda included two pertinent equity, diversity and inclusion University matters for the information of the Senate: The 2016 Gender Pay Equity Report developed by Human Resources, and The University of Queensland Disability Action Plan 2016 Annual Report. Dr Hodge also flagged that she seeks advice as to appropriate Senate governance oversight with regard to Indigenous Australian matters, as this is not expressly in the EDSW Committee s terms of reference nor in any other Senate committee terms of reference. ZH / She noted that the intention behind requesting the Gender Pay Equity Report was to satisfy the Committee that there were no pay disparities based on gender. The Vice-Chancellor stated the University s endorsement for equal pay but noted that the HR Report needed additional context, which will be provided. Once the report is properly executed it will be made available to Senate. A Member requested that a review of the report by the Vice-Chancellor and Senior Management accompany the report when it is presented to Senate. VC s EO / Matters for noting 14. Senate report on litigation The Senate report on litigation was noted. 15. Senate annual calendar The Senate annual calendar was noted. 16. Senate Elections 34th Senate Status Report The Senate Elections 34th Senate Status Report was noted. Voting for graduate positions for the 33rd Senate was conducted electronically for the first time in 2013, with paper ballots available on request. Prior to the 33rd Senate only paper ballots were used. A Member recalled that participation in electronic voting was lower than achieved using paper ballots, and sought details of this. Details of any changes to the processes to make electronic voting easier were also requested. These questions were taken on notice and a response will be provided.