Association for Tertiary Education Management Inc ABN 72 682 233 729
Council AGENDA
There will be a meeting of the ATEM Council on Friday 24 July 2009 from 10.30 am to 3.30 pm in the L H Martin Institute, Level 1, 715 Swanston Street, at the University of Melbourne.
You have been booked into the Carlton Rydges Motel adjacent to the Martin Institute for the night of 23 July. There will be a Council Dinner there at 6.30 for 7.00 pm.
Delegates Stephen Weller President Linda McLain Vice-President Chris Pepper Vice-President Toni Hodge Association Secretary Rex Jones Association Treasurer Heather Davis ATEM Councillor Tony Heywood ATEM Councillor Ali Hughes Chair, Aotearoa Region Joanne Austin Chair, Bass Region Judy Szekeres Chair, Central Region Jennifer Till Chair, NSW/ACT Region John Swinton Chair, South-east Queensland/Northern Rivers Region Jo Miller Chair, Tropical Region Ken McCluskey Chair, Western Region
In Attendance Maree Conway EO, ATEM Secretariat Giles Pickford ATEM Secretariat Peter Scardoni ATEM Secretariat
1. Apologies
Apologies have been received from RC Judy Szekeres (Central)
2 Starring of Items
The President will invited members to star or unstar agenda items. He will then moved that all unstarred items be resolved in the affirmative.
3 Minutes
The Minutes of the meeting held on Wednesday 11 March in the Crowne Plaza Motel, Sydney are attached. For confirmation Pages 5-14
4. Business Arising from the Minutes
4.1 The ATEM Action Sheet
ATEM Council July 2009 Page 1
The Action sheet is attached. It was agreed at the last meeting that the figures from the last Census should be added as a 3rd column in item 1 of the Action Sheet. Pages 15-16
5 Reports
5.1 President‟s Report
The President's Report is attached. Page 17
5.2 Budget and Financial Management
The Treasurer's report is attached. Pages 18-20
5.2.1 Quarterly Financial Report
The quarterly financial report is attached. Pages 21-24
5.3 Report from the Executive Director
A report from Maree Conway is attached. Pages 25-33
5.4 Corporate Membership Options Paper
A report from Tony Heywood is attached. Pages 34-36
5.5 Institutional Coordinators
A report from VP Linda McLain, Heather Davis, and Tony Heywood is attached. Pages 37-47
5.6 Branding and Marketing
Maree Conway will make a presentation on the ATEM Logo.
5.7 Awards and Grants Committee Report
A report from VP Chris Pepper is attached. Pages 48-54
5.8 Risk Management Group Report
A report from VP Chris Pepper will be tabled.
ATEM Council July 2009 Page 2
5.9 Report from the Editor of the Journal
A report from Ian Dobson is attached. Pages 55-61
5.9 Report from the Secretariat – University World News e-Book
Giles Pickford will report on a plan to distribute the UWN e-Book to those ATEM members who order it. "Reports from the Frontier: a global view of the key issues confronting higher education" is as 2.06 megabyte e-book written by HE Correspondents around the world. The cost was a deposit of $500 plus $2 per member who places an order. The project is an enhancement to ATEM's PD Programs.
6. International and Local Affiliations
The following expressions of interest have been received.
Affiliate ATEM delegate Affiliate‟s Delegate to TEMC ACCRAO 21-24 April Ali Hughes (Aotearoa) 2010 New Orleans Ken McCluskey (Western) Linda McLain (Aotearoa) AAUA 5-7 November Linda McLain (Aotearoa) Arlington Virginia
AUA 29-31 March 2010 Joanne Austin (Bass) Warwick Ali Hughes (Aotearoa) Ken McCluskey (Western) Stephen Weller (Bass) ACHEA (no date yet)
AFR Conference June ? 2010 Giles Pickford (self-funded) UA Conference (no date yet)
7. Conferences
7.1 TEMC Conferences
7.1.0 2008 TEMC
The TEMC 2008 Conference Accounts are attached. Pages 62-77
7.1.1 2009 TEM Conference
A report from Jo Miller was attached to the e-mail carrying the Council Agenda
ATEM Council July 2009 Page 3
7.1.2 2010 TEM Conference
A report from Joanne Austin will be in tabled papers
7.1.3 2011 TEM Conference
A report from John Swinton will be in tabled papers.
7.1.4 PCO Contract Renewal
Council will discuss options related to the renewal of the contract for the current PCO. The contract ends in 2011 (Gold Coast). This is a joint contract with TEFMA. The contract that expired this year is attached. It was renewed for 2009. Pages 81-91
7.1.5 Future Conferences
Council should note the following schedule of future conferences: Darwin 12-16 September 2009, Melbourne 3-6 October 2010, Gold Coast 2011 and Alice Springs 2012, Hobart 2013, Perth 2014, Sydney 2015
8. Other Business
8.1 Professional Staff Leadership Framework
VP Linda McLain will discuss a meeting with Professor Geoff Scott and the development of a professional staff leadership framework in ATEM.
8.2 Nomenclature – Professional Staff
A report from Susan Hudson (UWS) and Giles Pickford is attached. Pages 92-97 It is recommended that ATEM make a submission to DEEWR to change the words used in the Award the next time it is revised. It has been reported that the use of "General Staff" in the award is holding back some universities which might otherwise move to "Professional Staff".
8.3 Trade Marks – Protecting the ATEM name
There will be a discussion on the options of registration or trade mark to protect the ATEM name. Our lawyers have said that registration is unnecessary.
8.4 ATEM Secretariat – Renewal of 2-Year Contract
Giles Pickford's contract will expire after the Council Meeting. Peter Scardoni's expires in July 2010. Giles (68) will have a discussion with the President and Treasurer who will make a recommendation to Council on the day.
9. Annual General Meeting of the ATEM Foundation Pty Ltd
Council will reconvene as the Annual General Meeting of the ATEM Foundation Pty Ltd. The report from the Foundation's Board of Directors is attached. Pages 98-109
ATEM Council July 2009 Page 4
10. Next Meetings in 2009
Council will meet in September and December 2009
Date Meeting Time Place
Sun 13 September 09 Council 9.30 am Darwin
Tue 15 September 08 Awards Breakfast & 8.00 am Darwin Members' Forum 8.15 am Wednesday 16 September Ghosts' Lunch 12.30 pm Char Restaurant, Darwin
Friday 11 December 2009 Council 9.30 am Crowne Plaza Sydney
GP 20/5/09
ATEM Council July 2009 Page 5
Association for Tertiary Education Management Inc. ABN 72 682 233 729
Council Minutes
Minutes of a meeting of the ATEM Council held on Wednesday 11 March 2009 from 11.00 am to 3.30 pm in the Blackwattle 1 Room, Level R, Crowne Plaza Hotel, Day Street, Darling Harbour.
PRESENT Stephen Weller President-Elect Linda McLain Vice-President Elect Toni Hodge Association Secretary Rex Jones Association Treasurer Heather Davis ATEM Councillor Ali Hughes Chair, Aotearoa Region Tracey Thomas Deputy Chair, Bass Region Judy Szekeres Chair, Central Region Jennifer Till Chair, NSW/ACT Region John Swinton Chair, South-east Queensland/Northern Rivers Region Jo Miller Chair, Tropical Region Ken McCluskey Chair, Western Region
In Attendance Maree Conway EO, ATEM Secretariat Giles Pickford ATEM Secretariat
1. Apologies
Stephen Weller opened the meeting as President-Elect and was greeted with acclaim.
The following apologies were accepted Tom Gregg (President) RC Joanne Austin (Bass), Peter Scardoni (ATEM Secretariat) VP Chris Pepper.
2 Starring of Items
The President-Elect invited members to star or unstar agenda items. He then moved that all unstarred items be resolved in the affirmative. Motion Carried
3 Minutes
The Minutes of the meeting held on 11 December in the Crowne Plaza, Sydney were discussed at length with members seeking clarification on a wide number of items. The Minutes were then confirmed without amendment.
4. Business Arising from the Minutes
4.1 The ATEM Action Sheet
ATEM Council July 2009 Page 6
The Action sheet was noted and the Regional Chairs entered their membership targets for 2009. It was agreed that the figures from the last Census should be added as a 3rd column in item 1 of the Action Sheet.
Action: Secretariat
4.2 UNESCO World Conference on Higher Education.
Heather Davis reported that there was no further information on this matter.
4.3 Institutional Coordinators
Council noted that it had resolved in September 2008 as follows: “that Council revises the ATEM Constitution to require Regional Committees to meet at least twice a year with all Institutional Co-ordinators in the region. It noted that in some regions which are geographically dispersed these meetings might need to be by video link or teleconference”.
There was an open discussion on this topic. It was agreed as follows: That the requirement for the Regional Committee to meet the ICs twice a year should be included in the Policy Document rather than legislated. That it be noted that the waiving of membership fees for ICs is currently costing $A8,470 per annum That membership fees be waived immediately an IC is appointed, and not after a year‟s service That the right to a fee waiver be re-visited. It is currently dependent on having 5 members from the Institution in ATEM. Some Institutions meet this requirement without effort and others will never meet it. That one way around the fee waiver issue might be that all ICs should be regarded as Corporate Members. This would cover all but three ICs, two in New Zealand and one in Australia. It was seen as particularly desirable that this change be made as one of the key roles for the IC is to engage with the corporate members.
It was agreed that the two ATEM Councillors and the ATEM Secretariat discuss these issues with a small group of active ICs and prepare a report, including a complete overhaul of the policy document, for the July meeting of Council.
Action: Heather Davis and Tony Heywood (See 8.2 below) with Linda McLain
5 Reports
5.1 President‟s Report The Council considered Tom Gregg‟s final report and resolved that it be received. It noted the extremely valuable contribution made by John Mullarvey to the integration of ATEM into the AVCC‟s staff development program. The obituary by Frank Hambly and Giles Pickford was tabled and Council observed a minute‟s silence in memory of John Mullarvey. Stephen Weller reported that the ongoing relationship with the new Universities Australia was going very well.
5.2. Change Management Team Report
5.2.1 Secretariat Structure and Operation
ATEM Council July 2009 Page 7
Council discussed a report and a PowerPoint presentation from Maree Conway on the structure and operation of the expanded ATEM Secretariat, which now includes all regional administrative contractors and casuals. The proposals included the possibility of regions with no administrative support being twinned with regions that have it.
There was also in principle support for a standard PD rate, but with flexibility for Regions to vary that a little when needed.
Council resolved to endorse the structure and operations as defined and requested Maree to discuss details of standardisation of pay and other issues with the contractors, populate the spreadsheet with names and functions, and report to the July meeting on the final arrangements.
Action: Maree Conway
5.2.2 Revised Membership Structure and Fees
A report from Chris Pepper and Rex Jones was tabled on the day. The Council suspended Standing Orders so that the issues in the report could be given an initial airing. It was agreed that the following provisions be included in the budget and presented to the AGM in April.
That there be no nomination or joining fee
That the five tiers of membership be retained (Student, Member, Associate Fellow, Fellow and Emeritus Member), and that the policy document on Membership Levels be revised so that there is no waiting period before elevation to the rank of Associate Fellow and Fellow
That from 1 July the individual member‟s fee be raised to $AUD150.80 pa and $NZ150.80 and that arrangements be made for a member to pay the fee at the rate of $5.80 a fortnight preferably by salary deduction organised by the institution, or by direct debit between the members and their Banks. The ATEM Secretariat will produce a direct debit form for members to complete and return to the ATEM Secretariat if requested. Annual payment of the fee must be kept open as an option for institutions and individuals
That from 1 July the fee for Associate Fellow be $AUD221.00 pa and $NZ221.00pa or $8.50 a fortnight
That from 1 July the fee for Fellow be $AUD263.90 pa and $NZ263.90 or $10.15 a fortnight
That from 1 July the Corporate Members‟ fee be raised to $AUD1,319.50 pa and $NZ1,319.50, which is five times the fee for ATEM Fellow, the implication being that corporate members ought to be Fellows
That it be explained to the AGM that there had not been a fee rise for five years and that in future a small increase related to CPI will be recommended annually.
The Treasurer pointed out that these increases may not enable a balanced budget in 2009 as they will only be applied for half the year. That advice was noted.
ATEM Council July 2009 Page 8
Action: Peter Scardoni
5.2.3 Regional Elections
Council has agreed that Region Chairs should go to election every two years. The arrangement below was adopted. Elections should occur in April and be over by the AGM. Election in 2009 Election in 2010 Aotearoa Central Bass SEQ/NR NSW/ACT Tropical Western
Action: Giles Pickford
5.3. FMAC Report
The Treasurer reported on the proceedings of the FMAC meeting held immediately prior to the Council meeting.
Council resolved as follows:
That it is noted that the unaudited accounts show a deficit for the year of approximately $220,000 whereas the Council had budgeted for a $184,000 deficit excluding $90,000 to be funded out of reserves. The contribution by corporate, regions and branches to the financial result were as follows. (Note: Corporate and all the regions were given a deficit budget. Those that are under budget did not spend all of their part of the deficit, while those that are over budget are over by the amount shown)
Under Budget Amount Over Budget Amount Corporate ($97,181) Aotearoa ($NZ13,726) Central $1,152 Victoria ($87,949) Western ($13) Tasmania ($8,645) Tropical ($23,434) NSW/ACT ($1,655)
That the consolidated balance sheet is noted and that the following remain to be consolidated: Victoria/Bass, Queensland/SEQ/NR and the Journal
That from 1 July the separate imprest accounts in Bass and NSW/ACT be closed and all transactions are to be managed through the ATEM Corporate account by the use of ATEM credit cards, direct funds transfer and cheques, with the latter two generated by ATEM Corporate staff working closely with the regional treasurers. The RC NSW/ACT recorded her vote against this motion.
That it is agreed that Council would accept the Victoria Branch financial statements for the period 1 May 2007 to 31 December 2007 unaudited, but strongly stated that a complete audit of the Branch and Bass Regional accounts for the period 1 January 2008 to 31 December 2008 must be carried out.
That the revision to the Finance Manual proposed by Neil Voyce on the matter of signing authorities associated with the processing of payments using internet banking be approved.
ATEM Council July 2009 Page 9
The ATEM will move to Quarterly financial reporting from 1 July 2009
That it is noted that the Auditor has not yet completed his audit of ATEM‟s accounts and Financial Statements
That it be noted that VP Chris Pepper‟s report on Risk Management is not yet available
That the Operating Expenditure Schedule be deferred until July
That ATEM does not wish to extend its cover over domain names to .biz or .net
That ATEM register its name Australia-wide with ASIC
That ATEM pursues the matter of on-line registration and payment for PD with the Commonwealth Bank, but in the interim it continues to use Wild Apricot and PayPal.
Action: Rex Jones and Peter Scardoni
5.4 Report from the ATEM Foundation
Council received the Report from the ATEM Foundation on ATEM‟s investment and the Foundation‟s investments. It noted the combined loss of value for these investments as at 7 March was -22.25%. It also noted that as at 23 February 2009 the ASX All Ordinaries was down -51.2% since its peak on 1 November 2007, the Shanghai Composite was -63.9%, the Dow -49.8%, FTSE -42.8%, and NZSX -42.6% and that the Harvard Endowment was down by more than 25%
Council noted that the global economy is now well and truly in uncharted waters. However, ATEM is doing less than half as bad as the market, which indicates that we will be back in the black half way into the upturn when it comes. China and Australia look set to be the first countries to experience the upturn, however we don‟t expect it to occur soon.
Council noted that the total ATEM dividends since inception in 2007 are $14,141 and the Foundation‟s are $10,881. All our stocks return a dividend, but the quantum of returns will fall for the next few years.
Council resolved to appoint VP Linda McLain to the Foundation Board.
5.5 PD Program for 2009
Maree Conway reported on the following matters:
5.5.1 PD Program
. online registration/payment: it was noted that all regions except Bass were now using the interim Wild Apricot solution,
. online evaluation: it was agreed that all regions should use the new online evaluation system to evaluate programs, with a quarterly report prepared by the Secretariat to be made to Council,
ATEM Council July 2009 Page 10
. development of program – it was agreed that planning for 2010 would commence in July, with a draft program presented to the September meeting of Council, and all programs on the ATEM web-site before the end of December 2009,
. program publication – it was agreed that Bass should provide details of its PD program for the remainder of 2009 so that a consolidated program can be published,
. flyers for each program – it was noted that a consistent template would be developed for regions to use to promote individual programs,
. program fee model – there was general endorsement for a consistent fee model, with regions allowed to vary amounts depending on the income:cost ratio for particular events, further work is to be done on this for a report at the July meeting,
. Council also reminded regions that costing of PD programs needed to build in a 10% surplus to be transferred to ATEM to cover the cost of Secretariat support and salaries for PD.
5.5.2 LH Martin Institute collaboration Council noted the continuing collaboration with the LH Martin Institute, in particular, the cross-badging of programs, and the proposed hosting of a joint forum for tertiary education associations.
5.5.3 Joint Australian Learning and Teaching Council Proposal The invitation for ATEM to be involved in a joint ALTC Proposal: Getting the Context Right: Cross-institutional Planning to Promote Learning and Teaching, being developed by the University of Southern Queensland, was supported.
5.5.4 HOSA Conference Support Council resolved that it supports assisting organisations such as HOSA with web support and on-line registration and payment support for an agreed fee under the umbrella of ATEM and involving „joint-badging‟.
Action: Maree Conway
5.6 Awards and Grants Committee Report
Council note that VP Chris Pepper‟s report on the implementation of the Early Career Manager of the Year project was not available. As a consequence it agreed that if a Region wished to give grant support to members to attend TEMC 2009, and if it was in the budget, then such grants would be approved.
Action: VP Chris Pepper
5.7 Risk Management Group Report
Council noted that VP Chris Pepper‟s report on the proceedings of the Risk Management exercise were not available. The item was deferred to July
Action: VP Chris Pepper
5.8 Report from the Editor of the Journal
Ian Dobson‟s report was received with approval
ATEM Council July 2009 Page 11
5.9 ATEM Census
The ATEM Census as at 31 December 2008 was noted. Council was pleased to see an increase in membership of 70.
6. International and Local Affiliations
Council noted the current approved overseas and local delegates.
Affiliate ATEM delegate Affiliate‟s Delegate to TEMC ACCRAO 13-16 April RC Judy Szekeres (Central) 2009 Chicago AAUA June 2009 RC Jo Miller (Tropical) Washington AUA 6-8 Apr 2009 Lucy Schulz (Central) Exeter ACHEA 8-11 July 2009 Any volunteers? Trinidad AFR Conference 10-11 Maree Conway (Bass) March, Sydney UA Conference 4-5 March Stephen Weller (Bass) Canberra
7. Conferences
7.1 TEMC Conferences
7.1.1 2009 TEM Conference
Jo Miller‟s tabled a report on the 2009 TEMC. Council agreed to suspend standing orders so that the report could be discussed. Council then resolved as follows:
That if a paper is to be rejected there must be an offer to the author of feedback if needed That the ATEM Secretariat report on the current length of duration of the Leishman Contract. There was a feeling that it extends to include 2011, but that could not be confirmed. That we should adopt a $895 early bird registration fee for members only, and that all other fees be raised by 5% (it was noted that TEFMA wanted 7.5%), provided that the gap between the early bird member rate and all other rates should not be less that $150.80, which is the ATEM member‟s fee.
Action: Jo Miller
7.1.2 2010 TEM Conference
Council noted that Joanne Austin was absent as she was receiving a Vice-Chancellor‟s Award on the day of the meeting. Her written report was received with approval and Council resolved to adopt the proposed dates and the venue
7.1.3 2011 TEM Conference
John Swinton reported as follows:
ATEM Council July 2009 Page 12
“Planning for the 2011 Tertiary Education Management Conference is under way with the confirmed dates being Sunday 14th to Wednesday 17th August 2011. The venue is confirmed as the Gold Coast Convention and Exhibition Centre (GCCEC) with the contracts being drawn up ready for signing by the current TEFMA and ATEM Presidents. An invoice for the deposit will follow shortly after.
“Possible dinner venues for the Conference Dinner include the following; SeaWorld, Delegates would enjoy a private dolphin show during pre dinner drinks before they sit down to dinner overlooking the dolphin pool. The main area is under cover. Warner Brothers Movie World, A great venue in terms of theming (Capone‟s Little Sicily, Blazing Saddles, Hollywood, or Super Heroes), some rides can be open for guests to enjoy before dinner. Characters can meet and greet the guests in arrival. The main walk way where the dinner would be held is under cover. DreamWorld, There are several locations throughout Dreamworld suitable for a large dinner, including, the Big Brother House, The Dream Room, Tiger Island, Dreamworld Studios, Gold Rush Country and Whitewater World and selected rides can be open for guests to enjoy before dinner Conrad Jupiter‟s, Located across form the Convention and Exhibition Centre, nice outlook, would need theming
“We are currently securing accommodation in the Broadbeach area, including a hotel and apartment style all within walking of the GCEC, with the main accommodation coming from Conrad Jupiter‟s.
“Now the venue has been secured and we are looking at dinner options, the committee for 2011 can start to think about the theme of the conference, with a decision on this required early mid 2010. Then we will progress into logo design and keynote speaker options with the launch of the conference planned for the last day of the 2010 conference.”
Council resolved to endorse the report and asked members to give their ranked recommendations to John for the Annual Dinner (as per tabled list or otherwise)
Action: John Swinton
7.1.5 Future Conferences
Council noted the following schedule of future conferences: Darwin 12-16 September 2009, Melbourne 3-6 October 2010, Gold Coast 2011 and Alice Springs 2012, Hobart 2013, Perth 2014, Sydney 2015
8. Other Business
8.1 2009 AGM
Council approved a report from the Secretariat on the plan for the 2009 AGM and noted the results of the Council Elections as follows:
President-Elect Stephen Weller (Bass) Vice-President Linda McLain (Aotearoa) Treasurer Rex Jones (Central)
In speaking to the resolution Stephen Weller outlined Tom Gregg‟s immense contribution to ATEM over many years, beginning with the founding of the New Zealand Branch, serving as
ATEM Council July 2009 Page 13
NZ Vice-President and as the second NZ representative on Council, then being appointed by Jim McLauchlan in 1997 to work on the ATEM 2000 Writers Group which created the new ATEM, incorporated in 1999. He noted that Tom had served as President for seven years from 2003 to 2009, which is a record term of service in ATEM. The second longest terms were four years from Colin Plowman 1978-82 and four years from Vin Massaro 1989-92.
Council resolved to show its appreciation to Tom Gregg by giving him a “free” registration to TEMC 2009, paid for by ATEM. Giles Pickford, Convenor of Ghosts, also announced that Tom would be given a free ticket to the ATEM Ghosts' Lunch in Darwin.
Action: Giles Pickford
8.2 Replacement of Casual Vacancy
Council discussed a replacement for Linda McLain as ATEM Councillor. It was resolved to invite Tony Heywood, Registrar of Campion College, NSW/ACT Region, to accept this position.
Action: Stephen Weller
9. Next Meetings in 2009
Council agreed to the proposed meeting schedule below, subject to the reinstatement of the December meeting should it be needed and subject to budget constraints. This issue will be discussed next at the September meeting.
Council also resolved (a) to return to the old method of the Secretariat making the room bookings for all members and paying for them, except in the case of people who wished to make their own arrangements (as previously agreed, this arrangement is based on the one night’s funded accommodation principle; additional bookings outside that period will need to be made by individual members direct with the hotel) and (b) that Peter Scardoni seeks quotes for the next Sydney meeting as the last quoting process was botched. Action: Peter Scardoni and Giles Pickford
Date Meeting Time Place
Thur 30 April 09 ATEM AGM 9.00 am to Midnight By e-mail
Fri 24 July 09 FMAC 9.00 am Melbourne Council 11.00 am Melbourne 13 to 16 September TEMC Darwin Don't miss it! Sun 13 September 09 FMAC 9.00 am Darwin Council 11.00 am Darwin Tue 15 September 08 Awards Breakfast & 8.00 am Darwin Members' Forum 8.15 am ATEM Ghosts‟ Lunch 12.30 pm
GP 12/3/09
ATEM Council July 2009 Page 14
Item 4.1 ATEM Action Sheet
ATEM Action Sheet 17 July 2009 Blue means done, red means overdue
Name Action Required Timeline Result
Council – 2008 1. Regional Chairs Set membership targets for 2009 December 08 Census Actual Target 09 09 Aot 215 254 250 Regions which have exceeded or Bass 405 424 450 reached target need to revise target. Cent 101 122 120 Nsw/act 320 360 400 Seq/nr 112 106 125 Trop 36 41 45 West 76 87 85 Int 15 17 20 Total 1,280 1,411 1495 2. S. Weller & Maree Approach L H Martin on joint Dec 09 This is now an item on the joint Conway appointment of PDC meeting Agenda 3. C. Pepper Run risk assessment exercise on 12 Dec 08 Report in preparation. December 08 4. S. Weller & Maree Commission external communications Jul 09 Deferred to July Council Conway expert 5. J. Miller, M. Implement Branding & Marketing Jul 09 Deferred to July Council. New Conway, and S. Weller program subject to budget Logo ready for Council. 6. M. Conway & e7 Conduct a re-make of the web site Mar 09 In progress subject to budget 7. ATEM Secretariat Induction Package for new members. Jul 09 Deferred to July Council 8. ATEM Secretariat Work on promotional material for Mar 09 Chris Pepper has done first draft members 9. ATEM Secretariat Work on Style Guide and training for Jul 09 Deferred to July Council new Council Members 10. Jo Miller Provide costed proposals for Jun 09 International Visitors‟ Function and First Presenter‟s prize for TEMC 2009 Council Mar 2009 11 Heather Davis & Item 4.3 – Review the Institutional May 09 Tony Heywood Coordinators Policy and report to June meeting 12 Maree Conway & Item 5.2.1 ATEM Secretariat May 09 Meeting of Secretariat held in Secretariat Populate Spreadsheet and discuss pay Melbourne 15 May 09 13. Giles Pickford Item 5.2.3 Conduct Regional Elections Done for Chairs in Aotearoa, Bass, NSW/ACT 14. C. Pepper Item 5.6 - Implement Early Career May 09 Managers' Award 15. Jo Miller & C. Item 7.1.1 - Set the agreed fees for May 09 Done Pepper (a) TEMC 2009 16 ATEM & TEFMA Renegotiate Leishman Contract to Sept 09 To be discussed at Council. Presidents 2011 17. Peter Scardoni & Item 9 - Manage Council Ongoing Done Giles Pickford accommodation as directed 18. Chris Pepper Report on TEMC organisation: PCO July 09 contract, service level agreement, conference manual and induction, web page and web management, liaison between ATEM and TEFMA FMAC 2008 19. P. Scardoni Complete audit of compliance with Mar 09 Commonwealth and ACT legislation 20. R. Jones & Complete Finance Manual Mar 09 P. Scardoni
ATEM Council July 2009 Page 15
21. R. Jones & Purchase Quickbooks User‟s Manual Mar 09 P. Scardoni For the Regions 22. S Weller & Rex Find Corporates who will introduce Jun 09 Institutions found so far Jones payment of membership by payroll Murdoch deduction. Newcastle Tasmania Victoria University Western Sydney Wollongong 23. Rex Jones and J. Complete integration of SEQ/NR into Mar 09 Swinton single accounting system 24. Rex Jones & P. Complete transfer of funds from Mar 09 Scardoni Tasmania and SEQ/NR to ATEM Inc. 25. Rex Jones & P. Organise Treasurer‟s meeting at Sept 09 This meeting was found to be not Scardoni TEMC 2009 necessary FMAC Mar 2009 26. Peter Scardoni & Item 5.2.2 - Implement new individual 30 Jun 08 Implementation delayed by IT Rex Jones and corporate fee structure from 1 July and banking difficulties 09 27. Peter Scardoni & Item 5.3 – Produce audited accounts 8 April 09 Done Rex Jones for AGM 28. Peter Scardoni & Item 5.3 - Complete the consolidated May 09 Done Rex Jones balance sheet to include Bass, SEQ/NR and the Journal 29. Peter Scardoni & Item 5.3 – Close imprest accounts in May 09 Rex Jones Bass & NSW/ACT 30. Peter Scardoni & Item 5.3 – Complete Bass audit for May 09 Rex Jones Jan-Dec 08 31. Peter Scardoni & Item 5.3 - Revise Finance Manual May 09 Rex Jones policy on signatories as suggested by Neil Voyce 32. Peter Scardoni & Item 5.3 – Move to Quarterly May 09 Done Rex Jones Reporting of the accounts 33. Giles Pickford Item 5.3 – Register ATEM's name May 09 Mallesons advise that this is with ASIC unnecessary as we are covered by being incorporated. Tony Heywood suggests trademark. Refer to July Council. 34. Peter Scardoni & Item 5.3 – Pursue on-line payments May 09 Maree Conway with our Bankers ATEM Foundation 35. R. Easther & Manage ATEM and Foundation Ongoing Quantum Yield p.a. G. Pickford Investments ATEM $44,009 $3,320 Foundation $91,659 $6,157 Totals $135,668 $9,477 36. P. Scardoni & Apply for deductible gift recipient Dec 08 This is underway R. Easther status for ATEM Foundation Executive 37. Stephen Weller & Meet when necessary to produce Ongoing Maree Conway Flying Minutes for Council on urgent business
ATEM Council July 2009 Page 16
Item 5.1 President's Report
General Update I am writing this report from Point Samson in the North West of Western Australia mid way through my eight weeks of long service leave. This is my first report to Council since my election as President and I have focussed the report around the key items that I have previously reported on as Chair of the Change Management Team (CMT). Whilst the CMT has formally concluded the key issues that it was considering will remain before Council during 2009.
Professional Development I think that through the incredible effort of Maree Conway, and in collaboration with the Regional Committees we are on the cusp of the PD revolution that we have been planning. The move to online promotion, registration, payment and evaluation for all professional development activity across ATEM is imminent. Following this key achievement we need to finalise issues of common charging structures as well as arrangements for discounted attendance that differs considerably across Regions. Once we finalise these activities we can move beyond the mechanics of our PD activities and begin to creatively consider the nature of relevant and engaging PD programs such as the „Leading Thinkers Seminars‟.
Membership Issues I believe that there are three key issues remain for the Council to consider in respect of membership. Firstly, the revisions to Corporate Membership that is the subject of a paper to be discussed at our July Council Meeting. Secondly, we need to finalise our discussions regarding payroll deduction or fortnightly direct debit for membership payment which is being demanded by our members. Lastly, will remain the consideration of what is our optimal membership target for the future. We are below our historical levels and need to consider if this is an issue and whether we need to undertake a membership campaign as suggested by some Regions.
Branding and Marketing The Council will consider in July the issue of a new logo for ATEM. Whilst this may be a controversial issue it is one we need to resolve for the next two years so we can move to deliver updated and common branding across collateral items. It will also allow us to begin the process of updating our website which is long overdue. If there is no support for a change then we need to commit to our current identity and return to this issue at a later date.
Secretariat and Region Support The decisions of the March Council and the subsequent inaugural meeting of the collective secretariat laid the foundation to maintain an efficient and effective secretariat structure into the future. Arrangements for common remuneration and support across the Regions are currently being considered and will need to be framed in light of the financial position of ATEM. The move to online and cost recovery PD should start to provide real savings in this area as well as collaborative arrangements between the Association and Regional Secretariat.
I look forward to the meeting of Council on 24 July in Melbourne and continuing to advance the resolution of these key issues to secure a strong future for ATEM.
Regards
Stephen Weller ATEM PRESIDENT 16 July 2009
ATEM Council July 2009 Page 17
Item 5.2 Budget and Financial Management (to be read with reference to 5.2.1)
Financial Report
Financial Performance for the six months period ending 30 June 2009
I have attached the income statements for ATEM Corporate and each of the regions for the period from 1 January to 30 June 2009, together with the Regional and Corporate budgets for the year. The financial report bears no relationship to the budgets presented for 2009 an issue that will be addressed for 2010.
At the end of June 2009 income exceeded expenditure by approximately $137,000 with ATEM Corporate and four of the seven regions having significant surpluses. This represents a major turnaround when compared to the loss of approximately $220,000 in 2008 and the budget forecast loss for 2009 of approximately $118,000.
Income to 30 June amounted to approximately $442,000 with conferences ($160,000) PD activities ($202,000) and members subscriptions ($66,000) being the main contributors.
Expenditure totalled approximately $304,000 with PD expenses ($130,000) and executive branch admin support ($53,000) being the major costs.
In relation to Membership Subscriptions, all income received ($65,502) has been included as part of ATEM Corporate. However the financial report highlights, for regional chairs, the amount received from each Region up until 30 June.
It should also be noted that as at 30 June only one corporate membership had been received. The invoicing of Corporate Membership will processed in the second half of the year at the revised corporate membership rates
Balance Sheet
Please find attached the ATEM Balance Sheets as at 30 June 2009 We have now combined all balance sheets other than SEQ / NR and Victoria. These will be included after the audits are completed in the next couple of weeks
The Balance Sheets, which will continue to be presented as part of our quarterly reports will include the following: Corporate (This includes the Council and all regions other than Bass and NSW / ACT) Bass NSW / ACT Aotearoa
The combined Balance Sheet set out in this report identifies that the current assets of the Association amount to approximately $390,000 while the current liabilities amount to approximately $40,000. The net assets of the Association or members funds amount to approximately $356.000. In addition to the members funds identified above, there is a further $NZ13,000 of equity in the Aotearoa account.
It is also pointed out that with the inclusion of the assets and liabilities from the SEQ /NR and Bass Regions, after the audit, the equity of the Association will be further enhanced.
ATEM Council July 2009 Page 18
Financial Management
Peter has returned to his financial role and we are no longer using the services of Ms Sharon Coker on a regular basis.
However I would like to say that I found Sharon‟s work was extremely thorough and I believe that we should keep her in mind for any future financial positions or projects that we might have.
Budgeting 2010
I have discussed the budgeting process with Stephen Weller and we have agreed that it is not worth holding a Regional Treasurers meeting in Darwin to develop regional budgets because most Regional Treasurers are now retired and are not particularly interested in attending the International TEM conference. The cost of bringing people to Darwin for a one day meeting is quite prohibitive. In addition I believe that budgets should be developed by Regional Committees with the support of the Regional Treasurer.
Therefore what I am proposing to do is to ask Regional Committees to compile their 2010 budget between now and the Darwin Conference in September. During the conference period, Peter Scardoni and I would like to meet individually with the Regional Chair or a representative of the Regional Committee to review their proposed budget. I believe that the meetings should take no longer than half an hour and I am more than happy to pay for the coffee.
Following the review there would be a period for the Regional Committee to make any changes deemed necessary before presenting the combined budgets to Council for approval.
It is hoped that this process could be completed by early October and then forwarded to Council members for approval by email or if necessary the approval process could be included on the agenda for the December meeting.
I will distribute templates and some budgeting instructions following the meeting.
Auditing
The auditing of the 2008 financial statements is underway and should be completed in the next week or two.
I consider that the Audit process of the 2008 statements has been a long drawn out process requiring the calling of special meetings to approve the Financial Statements both in Australia and New Zealand. It is my opinion that this state of affairs is unacceptable and I have asked Peter to find a new Auditor / Audit Firm for our next financial year.
SEQ /NR Review of 2008 Financial Performance
The Treasurer of the SEQ / NR Region resigned during 2008 leaving the recording of financial information in a very poor state.
Following a request from John Swinton, Chair SEQ / NR Regional Committee for support in sorting out the recording of financial transactions for 2008, Peter Scardoni and I visited the SEQ /NR Chair in his Queensland Office in early May. As a result of that meeting Peter Scardoni took away with him all financial documentation that was available and then reconstructed and reconciled the accounts for 2008. The reconstruction and reconciliation identified a shortfall in income over expenditure of approximately $26,000.
ATEM Council July 2009 Page 19
Having completed the reconciliation Peter with the assistance of the SEQ /NR chair and support staff are further investigating several of the transactions
Should you have any questions or queries please don‟t hesitate to contact me
Rex Jones Hon Treasurer
ATEM Council July 2009 Page 20
Item 5.2.1 Quarterly Financial Report
ATEM DRAFT BUDGET 2009
NSW Sth East Qld N Council Journal /ACT Bass Central R Tropic Western Sub Total Aotearoa INCOME
Council Conribution Draw down from reserves -
Jurnal Return 12,500 9,000 21,500 Sale of Shares -
Membership Subs 112,000 112,000
Corporate Subs 55,000 55,000
Conference Surplus 25,000 25,000
PD Income 15,000 50,000 230,000 23,100 70,000 20,918 12,000 421,018 60,000
Interest/Investment Income 8,000 300 8,300
Sundry/Other Income 500 10,000 10,500
Total Income 228,000 9,000 50,300 240,000 23,100 70,000 20,918 12,000 653,318 60,000
OPERATING EXPENSES
Secretariat 58,000 9,000 52,000 10,000 6,000 135,000 6,000
Secretariat PD 45,000 3,000 25,000 73,000
Secretariat Expenses 1,200 1,200 2,400 1,000
Meeting Expenses 55,000 3,750 4,100 500 500 63,850 6,200
Travel 1,000 1,200 8,200 500 10,900
ATEM Council July 2009 Page 21
Website - Development/upgrade 15,000 1,000 16,000
Website/computing - maintenance/hosting 20,000 1,200 21,200
Accounting System 12,000 12,000
Insurance 7,500 7,500
Bank Fees and Charges (Inc E Commerce) 7,500 1,200 8,700 50 Brokerage -
Printing, Publications & Stationery 1,500 2,000 1,200 3,938 2,000 500 11,138 3,300
Other 1,000 1,000 2,000 Ecommerce -
223,700 7,750 18,000 69,238 - 28,000 10,000 7,000 363,688 16,550 - CONFERENCE EXPENSES - - Registration Costs -
Affiliated International Organisations 2,100 2,100
Secretariat 3,000 3,000
Registrations/other 5,000 10,000 15,000 -
10,100 - - 10,000 - - - - 20,100 - - MEMBERSHIP EXPENSES -
Membership Recruitment 5,000 10,000 2,000 1,000 1,000 19,000 1,200 Institutional Coordinators -
Fees 2,000 2,000
5,000 - 10,000 4,000 1,000 - - 1,000 21,000 1,200
ATEM Council July 2009 Page 22
STRATEGIC PROJECTS
Knowledge Identification Reading Lists -
Knowledge Creation
ATEM Grants & Scholarships 27,500 5,000 5,000 3,000 4,000 44,500 PD/ Martin Institute Survey -
Knowledge Dissemination
Good Practice Guides 500 500
Journal 25,000 25,000
Journal Hon. 12,000 12,000
PD Expenses 143,500 143,500 43,000
PD Marketing 18,000 2,000
Catering 9,650 7,000 1,800 4,000 22,450
Accommodation 200 2,995 3,195
Travel 1,000 10,200 11,200
Equipment Hire 1,300 1,300
Venue Hire 500 2,500 2,450 700 6,150
Speakers 4,000 33,600 25,828 500 63,928
Gifts 4,125 500 400 5,025 Registration expenses -
Sundry 1,600 3,500 1,732 500 7,332
ATEM Council July 2009 Page 23
Knowledge Application
Strategic Projects 65,000 - 23,000 152,625 21,750 52,600 45,005 6,100 366,080 43,000
Total Expenses 303,800 7,750 51,000 235,863 22,750 80,600 55,005 14,100 770,868 60,750
Surplus/(Deficit) ($75,800) $1,250 ($700) $4,137 $350 ($10,600) ($34,087) ($2,100) ($117,550) ($750)
ATEM Council July 2009 Page 24
Item 5.3 Report from the Executive Director
1 Professional Development
1.1 Online Registrations
1.1.1 Wild Apricot Online Registration/Payment Site
The Wild Apricot online registration/payment site has been operating satisfactorily, and has allowed all regions (except Bass) to process PD registrations and payments online. NSW/ACT has also been maintaining a parallel manual processing system. Payments are made via credit card on PayPal or manually via my office by fax/email. Payments into PayPal are transferred monthly to the Assistant Treasurer for allocation against regional programs/accounts.
1.1.2 ATEM Website
Work has been underway to set up dual currency payment functionality on the ATEM website. This will allow New Zealand members to pay their membership and professional development program registration fees in New Zealand dollars. This will avoid any currency fluctuation issues that occur now when membership payments are processed in Australia (as is the case now). Members will be offered three payment methods: bank deposit, credit card payment online, and offline credit card payment by mail/email.
There have been a number of issues associated with this work related to clarifying responsibilities for action, and different security requirements for the New Zealand bank compared to Australian banks, and this has resulted in additional work being required to finalise the functionality.
It is expected that this functionality, which will allow the Wild Apricot site to be decommissioned, will be live from 27 July.
1.2 PD Program Evaluations
1.2.1 Standard Template
A standard evaluation template was set up online for each region to use to evaluate their PD programs on Survey Gizmo (www.surveygizmo.com). Advice about the availability of this template and guidelines for use were sent to regions by email in the first quarter of 2009, and discussed at the ATEM Secretariat meeting on 15 May. Not all regions have used the template, however, with only six programs being evaluated this way in the first half of 2009 (see item 1.2.2). Regions may be using other forms of evaluation, but it will be difficult to provide ATEM-wide data on PD programs unless we move to using a consistent evaluation instrument.
Recommendation: that all PD programs from July 2009 be evaluated using the ATEM standard evaluation template, with regions able to add additional questions as long as the five ‘core’ questions are not changed. A second evaluation form for conferences should also be developed in consultation with the regions.
ATEM Council July 2009 Page 25
1.2.2 Evaluation Summary January – June 2009
Six programs were evaluated using the standard template during the period January-June 2009. Results are available in the attachment to this report (note that comments are not analysed in this report). The average satisfaction with facilitator rating was 4.29 out of 5, while the overall satisfaction rating was 3.92 out of 5.
Recommendation: that ATEM sets a baseline overall satisfaction rating of 4 on a 5 point scale, with a target of 4.5 by the end of 2010.
1.3 TEMC Planning
A number of issues have surfaced relating to how the organising committees for conferences are established, and the way in which the conference organiser interacts with those committees.
A verbal report will be made at the meeting.
1.4 ATEM Programs
A number of ATEM programs (ie not regionally based) will run for the first time in the second half of 2009. These programs are:
Middle Mangers Program (Julie Warnock and Di Rachinger, Melbourne) Expanding Your Influence (Hilary Langford, Melbourne) Leading Thinking Series (Professor Liz Harman, Victoria University, Melbourne) Understanding DEEWR (Lisa Paul has agreed to open and present, along with DEEWR colleagues, Canberra) Orientation to Tertiary Education (location of first program to be confirmed, expressions of interest from regions invited).
In 2010, ATEM has agreed to run a series of workshops on Student Retention in conjunction with the Educational Policy Institute in the USA, as well as continuing to run co-badged programs with LH Martin.
For information.
1.5 2010 Program Planning
Planning for 2010 programs will commence in August with a planning workshop of people from regions who are involved in developing PD programs. Some regions have already undertaken their planning and these discussions will inform the broader Association planning discussions.
Given budget issues, Council is asked to consider whether this planning workshop can be face-to-face, or whether it should be conducted via email/teleconference/online meeting.
The broad timeline for finalising the 2010 program has been previously agreed as: Planning Workshop: July/August First draft of ATEM PD Program for endorsement at September Council meeting Summary PD program information on ATEM website by end November ATEM PD Program published before Christmas each year
ATEM Council July 2009 Page 26
1.6 Program Delivery Options
An initial discussion has been held with the Graduate School at the University of Newcastle, about possible options for the online delivery of appropriate ATEM PD programs (this discussion was initiated by the Institutional Coordinator, Jodie Davis). A paper on possible options is attached, and a copy of a powerpoint presentation on Blackboard, the recommended delivery system will be circulated.
For an initial discussion by Council.
1.7 Payment of 10% PD Levy by NSW/ACT, Aotearoa and Bass
Council will recall that it agreed a 10% levy should be included in all costings for PD programs from this year to cover central PD overhead costs. Three regions – Aotearoa, Bass and NSW/ACT – and imprest accounts (or a separate account in the case of Aotearoa) and will need to transfer this levy to the ATEM main account.
Recommendation: that Aotearoa, Bass and NSW/ACT transfer the PD level to the main ATEM bank account each quarter (31 March, 30 June, 30 September and 31 December).
1.8 Relationship with LH Martin Institute
ATEM now has a regular schedule of meetings with the LH Martin Institute, and has several co-badged programs:
Leadership Masterclass (Heather Davis, Maree Conway and Deborah Nanschild), Moving into Management (run by John Swinton), and Induction Program (Higher Education and VET) – note the first two HE programs have been cancelled.
ATEM is also collaborating with LH Martin to run a Tertiary Education Associations Forum in the second half of 2009.
For information.
1.8 Conference Management
ATEM has managed the conference registration and finances process for the 2009 ATEM Student Service Centres Conference in Perth, and the Heads of Student Administration Conference in Melbourne. Registrations for these conferences were managed via the Wild Apricot site.
For information.
ATEM Council July 2009 Page 27
2 ATEM Strategy
ATEM‟s strategy document was produced in 2008, following the Council planning workshop in June. It was agreed at that time that a strategic plan would be developed, but this has not occurred.
The ATEM Strategy Statement is available on the home page of the ATEM website and has been publicised to members. However, the four strategic „categories‟ in that document do not yet drive or focus ATEM activity. These drivers are:
Building professionalism Growing careers Connecting people and groups Understanding the sector
The 2009 professional development program is organised using these four categories, and they provide the focus of ATEM activity, that is, everything we do should contribute directly to one of these strategic categories. Action in the strategic plan should also be structured within these four categories, with the ultimate goal of advancing the professionalism of tertiary education management.
Recommendation: that a working group consisting of the ATEM President, two Councillors, Executive Director and two Regional Chairs be established to draft the ATEM strategic plan for 2010-2015.
3 ATEM Logo
A separate item will deal with consideration of a new logo/identity for ATEM.
4 ATEM Secretariat
4.1 First Meeting
The first meeting of the newly established ATEM Secretariat was held in Melbourne on 15 May 2009. Notes of that meeting are attached. Terminology was agreed at that meeting and in discussion afterwards as follows:
ATEM Executive Director (Maree Conway) ATEM Assistant Secretary (Giles Pickford) ATEM Assistant Treasurer (Peter Scardoni) Regional Executive Officers (in each Region) Client Service Officers (in Bass Region)
Action agreed at the meeting ranged from operational issues (standard email signature blocks), co-writing a procedures manual using a wiki (www.atem.pbworks.com) and a schedule of meetings.
ATEM Council July 2009 Page 28
Recommendations
That Council establish a small working party to explore reasons for overall declining membership numbers, including a survey of members specifically about what would attract them to join ATEM. Survey to run parallel with a membership drive, which has often been proposed, but never really actioned.
That payment arrangements for Secretariat staff be centralised commencing 1 January 2010 (existing arrangements to continue until then, with new contracts to be negotiated in Aotearoa and Tropical).
Taking into account existing contracts and arrangements, the basic rate of $25/hour be approved for all Secretariat members.
That a three year professional development program be developed, that identifies core programs that will be run each year, as a starting point for more detailed development for the following year at the annual planning workshop.
That the member-non-member fee differential for programs be set at a standard rate and that records be maintained of non-member attendance, so that after a person attends their third PD program as a non-member, a personal approach is made by the relevant Institutional Coordinator to invite them to become a member.
Once online registration and payment functionality is operational on the ATEM website, a review of roles in the Secretariat will be undertaken to establish functions that can be undertaken by a Regional Executive Officer/Client Service Officers for the whole Association.
4.2 ATEM Liability for Secretariat Members
One issue raised at the meeting was ATEM‟s potential legal liability for members of the Secretariat who are generally, but not always, independent contractors (some members of the Secretariat have no formal contract with ATEM). Some initial research (Wilson, Yap, Independent Contractors: The legal obligation of a principal towards an independent contractor, Wisewould Lawyers Australia) suggests that ATEM has a clear liability in terms of OHS and a safe workplace, and a degree of risk management in terms of Secretariat members not being asked to undertake a task that they would not ordinarily do in the course of their work.
ATEM also has a duty of care to inform Secretariat members of any risk that they are likely to encounter, and to take action to minimise that risk, including increased guidelines/ instruction and supervision if required.
Recommendation: that Council seek advice from (lawyers) to confirm this initial research, and following receipt of that advice develop a standard information pack for Secretariat members, both existing and new.
Maree Conway ATEM Executive Director 13 July 2009
ATEM Council July 2009 Page 29
ATEM 2009 Professional Development Programs Evaluation Summary: January-June 2009
WESTERN NSWACT Process Bradley Session AOTEAROA SEQ/NR Service AOTEAROA Acctg SEQ/NR Change PROGRAM Mapping 1 Research Papers Delivery for Non Accts Management AVERAGE Responses 13 23 7 12 14 8 Evaluation Questions 1 Program Number % Number % Number % Number % Number % Number % 1.1 Covered what was expected 10 76.9 21 91.3 7 100 11 91.6 13 93.8 8 100 1.2 Satisfied professional needs 11 84.6 20 87 6 71.5 9 75 13 92.9 7 82.5 1.3 Objectives clearly stated 12 92.3 19 82.6 7 100 11 91.7 13 92.9 8 100 1.4 Content was challenging 4 30.8 13 56.5 6 71.4 6 50 11 78.5 5 62.5 1.5 Level of interaction was appropriate 11 84.6 18 78.2 7 100 9 75 13 92.9 8 100 1.6 Support resource material was relevant 13 100 3 16.7 7 100 10 83.3 14 100 7 87.5
2 Venue 2.1 Venue was suitable 13 100 4 8.7 7 100 11 91.6 13 92.8 6 75 2.2 Directions to find were clear 12 92.4 19 82.6 7 100 8 66.7 12 92.3 5 62.5 2.3 Catering of an expected quality 9 69.3 6 26 7 100 11 91.7 13 100 8 100
3 Satisfaction with Presenter(s)/Facilitator(s) 10 3.92 22 4.43 6 4.29 12 4.4 14 4.29 8 4.38 4.29 4.3
4. Overall Satisfaction 10 3.77 14 3.65 7 4.14 12 3.75 14 4.07 8 4.13 3.92
5 ATEM Member Positive Interest (Number) 0 3 1 4 7 0
Notes: Not all regions used the standard question for all programs offered. Percentages for Questions 1 and 2 are the total of those people responding "Strongly Agree" or "Agree". Q5 ATEM Member Positive Interest is number of non-ATEM members wanting to be contacted with more information about membership. Detailed comments for each program are also available.
Prepared by Maree Conway 13-Jul-09
ATEM Council July 2009 Page 30
Business Proposal
ATEM Online Professional Development Project
July 2009
ATEM Council July 2009 Page 31
Overview
GraduateSchool.com Pty Limited (GradSchool) was founded in 2001 and operates primarily for the recruitment and support of students in the University of Newcastle’s online postgraduate coursework programs. In the last four years, GradSchool has grown by over 300% and was awarded the fastest growing online company in the Hunter Region in 2008. A major contributing factor to this success is that the online mode of delivery (Blackboard) offers students the flexibility to participate in study at times and locations that are convenient to them. A secondary factor is the student focused approach adopted by GradSchool, specific to the needs of postgraduate students.
The management of GradSchool recognise that the successful delivery of online programs is not limited to full postgraduate degree programs. GradSchool has already successfully delivered a number of tailored executive style non degree programs for various organisations including Main Roads Western Australia and NSW Local Councils. In this context, it is proposed that GradSchool collaborate with the Association for Tertiary Education Management Inc. (ATEM) to offer a suite of online professional development programs for its members and the tertiary education sector.
GradSchool is in a position to offer a range of services to assist ATEM to provide online programs and resources. These services will enable ATEM to convert a selection of their professional development programs to an online mode of delivery and reach those members and tertiary education professionals who may not be able to participate in traditional face-to-face learning due to distance, budget or time constraints.
To achieve these goals, drawing on its existing knowledge and experiences, GradSchool will work closely with ATEM during all phases of development, implementation and periods of review to ensure ongoing quality.
1.0 Service Features
GradSchool is able to offer the following services:
Advice on appropriate delivery methods and technology Collect registrations BlackBoard course set up BlackBoard access for participants Produce course materials Distribute course materials Troubleshoot technology issues Provide video conferencing/recording facilities at UoN Priority enrolment service for participants in the ATEM online development programs who wish to pursue postgraduate coursework studies with GradSchool ATEM Council July 2009 Page 32
2.0 Course Development Options
Existing ATEM Courses Appropriate courses for online delivery will be determined by ATEM.
Joint Programs There is also potential for ATEM and GradSchool to develop and deliver joint courses in the future.
3.0 Timeline
July ATEM Council meeting Aug Formalise agreement & commence work on first course Sept Finalise first course Oct/Nov First online professional development course operational
4.0 Key Contact
Jodie Davis Relationships Manager GradSchool P: 02 49217245 M: 0417880248 E: [email protected]
ATEM Council July 2009 Page 33
Item 5.4 Corporate Members Discussion Paper
Current Situation Since its introduction, ATEM has only provided one level of corporate membership, with the annual fee currently set at five times the membership rate for a Fellow of the Association. The stated benefits of corporate membership are: Automatic full membership of ATEM for the CEO (Vice-Chancellor or equivalent) Full membership for another four senior management staff nominated by the CEO Unlimited ads in the Job Vacancies page on the ATEM website (normally $100 each) Free advertising of suitable postgraduate management courses on the Education and Training page of the ATEM website.
ATEM currently has 68 corporate members. These can be broadly classed as: educational institutions (universities; colleges; institutes of technology; polytechnics associations (AUA; AACRAO; Universities Australia) government (DEEWR; NZ MoE; NZ TEC) educational agencies (UAC) commercial (Campus Living Villages; Higher Ed Systems)
Discussions regarding possible changes to this model have occurred at a number of Council meeting. Of most significance were the decisions in December 2008 to approve the following recommendations of the Change Management Team relating to corporate membership:
12 That Council approve the introduction of a tiered model of corporate membership for 2009.
13. That Council approve the creation of a Corporate Membership Package and Communication Strategy so as to support the ongoing engagement of corporate members during the move to a tiered model of corporate membership. It was agreed that an institution’s corporate members should include the Vice-Chancellor, the most senior member of the general staff, the Director of Human Resources, the Director of Professional Development and the ATEM Institutional Coordinator.
This paper attempts to identify the critical issues relating to creating a logical tiered membership model that will be attractive to potential corporate members.
Critical Issues/Discussion Points These points provide description and the rational for the development of the model found on page three, as well as noting points for discussion by Council.
The primary issue that forms the key differentiator in the proposed tiered model is organisational size, with the implication of proportional variances in resources available to an institution. It would seem inequitable that a small college with a budget of a few million dollars would pay the same rate as a major university with a budget a hundred times larger. The model below proposes four levels, with an initial attempt to consider three levels providing difficulty in modelling a logical separation of institutions of size below the „large‟ level.
A tiered model opens the opportunity for sub-units within a larger institution to join ATEM as corporate members in their own right. For example, a Faculty, an administrative division or even a small department may consider membership if they deem it worthwhile. A structure that encourages such corporate membership has the potential to open a new market for the Association, and is expected to increase overall corporate membership. The proposed structure gives indicative enrolment or staff numbers to assist in categorisation - is it beneficial and are the numbers provided sensible?
The range of benefits listed provide incentives to participate as a corporate member. Most of the benefits are existing, with a tiered element introduced to reflect the new structure. New
ATEM Council July 2009 Page 34 benefits to appeal to commercial organisations have been suggested. Some of the benefits suggested may not be acceptable or may have implications that result in a decision for its removal or revision (e.g. what is a 5% discount on a trade display at the TEM Conference worth? Note that the Conference Manual indicates that any discount would be deducted from the ATEM disbursement from conference proceeds). Consideration should occur regarding discounts available on PD activities and whether these should be standard across the Regions, or possibly this should be left to Regional Committees to decide. The suggestion to provide discounts to non-member staff from corporate member organisations is based upon Aotearoa practice. If this was introduced, Regions will need to consider a differentiation at three levels of payment for PD.
The December 2008 meeting decided to include the Institutional Coordinator as one of the five corporate members, effectively reducing the current benefit. This may need consideration in terms of communication of the revised policy to corporate members. Would they see it as a reduction in the benefits provided, or would they notice? The list of senior staff contained within the second resolution may not be applicable to other levels of corporate membership – it does not suit commercial organisations or sub-units or a large institution, and some small institutions may not have positions as listed in the resolution (e.g. Director of Professional Development). A new corporate membership policy may specify these for institutions at the top level, yet be more generic regarding nominating senior staff at other levels.
The model provides one structure to apply to organisations of different types, as indicated previously (institutions; government, commercial, agencies etc). Currently it is suggested to limit government and commercial membership to the top two levels only. Treatment of other types such as agencies and associations needs discussion (for example, do we pay for membership of AUA or AACRAO? If so, the amount may influence how we categorise associations).
Proposed fee differences are listed as a multiple of a base fee level (x), which can be varied by Council from time to time. The most recent decision by Council was to use the fee level for a Fellow as this base; however Council may wish to use a rate independent of existing fees. This would allow corporate rates to be set at a higher level, if desired, as otherwise they top rate would be constrained to five times the Fellow rate. It is suggested that even if the Fellow rate is determined as the appropriate level at this stage, this not be codified by specification in a new corporate membership policy document to allow flexibility for the future.
The current corporate membership policy will need updating to bring it into line with any decisions of Council. The Guidelines attached as an Appendix to the Constitution include a section on Membership Classes, which will also need updating. Clause 2 (e) currently states:
Council may declare an institution to be a corporate member. Corporate members shall have the right to nominate up to five employees who shall have the same rights and privileges as ordinary members.
The following is suggested as a variation for this clause:
Council may declare an institution or sub-unit of an institution to be a corporate member. Corporate members shall have the right to nominate up to five a specified number of employees, in accordance with the corporate membership policy, who shall have the same rights and privileges as ordinary members.
ATEM Council July 2009 Page 35
Proposed Structure
Classes of Membership A large tertiary education institution; a medium to large commercial Level 1 organisation; a government department. As a guide, enrolments of more than 10,000 EFTSL. A medium tertiary education institution; a smaller commercial organisation; a Level 2 section of a government department; an educational agency. As a guide, enrolments of less than 10,000 EFTSL. A division, Faculty or school within a large educational institution; a small Level 3 tertiary education institution. As a guide, enrolments of less than 5,000 EFTSL (academic unit) or staff of less than 50 EFT (administrative unit). An administrative or academic department, within an educational institution; a Level 4 very small tertiary education institution. As a guide, enrolments of less than 500 EFTSL (academic unit) or staff of less than 20 EFT (administrative unit).
Membership for government and commercial organisations is restricted to Levels 1 & 2. Restrictions applying to a category are according to size as indicated (the institution can choose to a higher level on the scale if they wish).
Benefits Level 1 Level 2 Level 3 Level 4 Full Free Individual Membership (senior staff) 4 3 2 1 Nominated staff receive (as full members):
Discounted rates for PD/ conferences √ √ √ √ Annual subscription to the Journal √ √ √ √ Access to ATEM grants √ √ √ √ Weekly e-mail updates √ √ √ √ Networking opportunities √ √ √ √ PD discount for non-members* 10% 10% 10% 10% Free listing of postgraduate courses on Education & Training page √ √ √ √ Listing of ATEM website as a corporate sponsor, link to own website √ √ √ √ 100% 50% 25% Job ads on Job Vacancies page Nil discount discount discount Discount on trade display at TEM 5% Nil N/A N/A Conference Free trade display at Regional Conferences √ √ N/A N/A Commercial corporate members – one-off √ √ N/A N/A profile included in ATEM Matters newsletter Discounted advertising space in ATEM 50% 25% Nil Nil Matters newsletter discount discount Annual fee $5x $4x $3x $2x *Applied at the institutional level – if the „parent‟ institution is a corporate member, the PD discount would apply to any staff participating in PD regardless of whether their immediate sub-unit is a corporate member or not.
Regardless of the level of membership, ATEM will automatically offer a „parent‟ institution an Institutional Coordinator (IC) who would be listed with the corporate members. This overcomes the issue of a sub-unit also having an IC (and what would we call them). The IC would be a full individual member of ATEM; however the membership fee will be waived in return for this person acting as a liaison with the ATEM Regional Council to promote ATEM and its activities.
ATEM Council July 2009 Page 36
Item 5.5 Institutional (Regional) Coordinators
Context At its March 2009 meeting, Council agreed that a small working group for 23 July ATEM Council Meeting comprised of both ATEM Councillors and one V-P should investigate a range of issues relating to Institutional Co-ordinators (ICs) with a group of active ICs with the intention of revising the IC Policy and reporting back to the July meeting.
Issues to be addressed included: The requirement for each Regional Committee to meet its ICs twice a year. Membership fees being waived immediately an IC is appointed, and not after a year‟s service. The requirement to have five ATEM members from the Institution before qualifying to have an IC. Regarding ICs as Corporate Members
Method Initially, an online survey was conducted canvassing key issues, with responses received from 38 ICs. The five question survey incorporated a mixture of fixed choice and free text responses. Subsequent one-on-one interviews with ten ICs were held to explore the survey outcomes further and provide an additional opportunity for comments and suggestions. The survey responses and a summary of the interviews are attached as Appendix B and Appendix C respectively.
Outcomes The enthusiasm of the ICs for ATEM and how they could be more effective in their role was apparent in both the survey and the interviews, which is a great encouragement.
The main issues: Two meetings per year with the Regional Committee was seen as problematic by some, in terms of both geographical issues and also time that may be permitted away from work. It was thought that this could be an aim but not mandated
It was agreed that the timing of fee waivers is more sensible as suggested, occurring at the time of appointment. The suggestion to remove the five member qualifying number was also agreed. The issue of including the IC as a corporate member received mixed responses. In summary, the IC should still be an additional „free‟ membership above those in the corporate member payment, but could be listed with the corporate members to raise their/ATEM‟s profile. This was seen as a neutral or potentially beneficial step, which could be maximised if institutions subsequently received visits from Council or Regional office bearers to promote the benefits of ATEM. A meeting with the corporate members which included the IC was suggested.
The critical issue that emerged for ongoing practice is the way in which support is provided to ICs, at both the Association and at the Region levels. From the responses, it appears that there is significant variance in practice between the Regions, with some ICs not receiving details of members within their institution. The issue is important; however, it needs to be approached in terms of what is reasonable and what would be a sustainable practice.
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Participating ICs provided a number of suggestions regarding how they perform their role, which could be disseminated as part of a document on how to be an IC.
The idea of institutional visits, as outlined above, could also help the IC in feeing supported.
Another common theme appears to be uncertainty as to how to articulate the benefits of membership to potential members. Possibly ICs are unaware of existing documents expounding these benefits, or the existing material may need to be expanded to assist in this task.
It was felt that the Association should have the option to replace an inactive IC, a suggestion which received general support in the survey. Initially, the Guideline “Removal of an Elected Officer” was considered as a place to include ICs, and then rejected as ICs are appointed. (Note: this Guideline appears to refer to the wrong part of the Constitution for the basis of its authority, referring to Rule 6.2 relating to terminating membership, whereas Rule 7.2 deals with removing a person from office). In the end, the matter was referred to in the policy, with Council to discuss whether this needs specific inclusion in the Constitution.
Going Forward/ Recommendations The IC Working Group proposes the following and requests the Council‟s approval;
1. The revised policy is attached for discussion and is proposed for adoption. (Appendix A).
2. Changes to the Constitution should be proposed to the AGM to removing Rule 5.2 (d), relating to the requirement to have 5 members before qualifying for an IC; and potentially a section giving Council authority to remove an IC from that position.
3. A further small working group should consider developing a „welcome pack‟ for ICs, which would include a range of basic material about ATEM to orient them to the position, outline the expectations upon them, and assist them with the performance of their role. These can be provided to the Regional Committees to assist them in supporting ICs and ensures a standardised approach to information given to ICs. The pack may include: a. The ATEM Strategy document (existing) b. The ATEM brochure (existing) c. An ATEM organisational chart (existing) d. The IC Policy (existing) e. A new document with a practical focus on how to be an IC, with a title such as “I‟m the Institutional Co-ordinator – now what?” (to be created) f. Details of ATEM members from their institution (from database) g. Statistics relating to ATEM, such as membership numbers across regions (from database) If Council agrees with this proposal, there may be additional suggestions as to what should be in a „welcome pack‟.
4. Regional Committees be encouraged in provision of support to ICs. Methods they could employ include: a. Provision of „welcome packs‟ and other ATEM documents
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b. Invitations to meetings (two per year if possible) c. Regular provision of details of members an IC is responsible for liaising with (suggest twice per year at a minimum). d. Provision of details of expired memberships as they occur. e. Visiting institutions to meet corporate members/general members to raise awareness of ATEM, the IC, and ways of working together.
5. These recommendations be received and evaluated at the July 2010 ATEM Council Meeting.
Linda McLain, Heather Davis and Tony Heywood 13 July 2009
Appendix A – Revised Institutional Coordinators Policy Appendix B – Survey Responses Appendix C – Summary of Interview Responses
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Institutional Coordinators (Adopted by Council in February 2003, modified December 2007)
The Institutional Coordinator is a new role, based on similar roles that have existed in some regions and branches in the past. In ATEM's review of its future, the role of Institutional Coordinator has been established as a pivotal strategy in developing and maintaining ATEM‟s profile at the institutional level.
It is noted that in some areas, a person in this position may have responsibility for a number of smaller institutions or a geographical area, however the term 'institutional co-ordinator' still applies to these variations to the role. While members join ATEM, the Association, the focus of their work, and the focusof professional education and training is at the regional and institutional level. Regions need to have a strong presence at each institution to strengthen the link between local institutions and the region. The Coordinator would have a number of responsibilities in the following areas, supported by the regional committee, the ATEM Secretariat and Council. In the event that an Institutional Co-ordinator is inactive in the role, ATEM reserves the right to make another appointment to the position.
ATEM profile and marketing One of the key roles of the coordinator is to provide an institutional contact for ATEM and to actively promote ATEM activities and member benefits. This can involve: • maintaining a stock of ATEM brochures for circulation within the institution; • distributing professional education and training information within the institution; and • assisting with the organisation of institution specific gatherings each year to promote networking – this might include guest speakers from the institution to speak on institution-specific „hot topics‟.
Membership Whilst Institutional Coordinators are not expected to actively recruit ATEM members directly there are a number of activities which can assist and inform the Association about the views of members within a particular institution. Coordinators are therefore encouraged to engage with the membership thereby contributing to member satisfaction and engagement with the Association and its activities. This may involve: • encouraging attendance at professional development activities and seeking out members who are regular non attendees; and • keeping in contact with former members at the institution and inviting them to rejoin ATEM
Liaison • Liaising with the local Human Resources Department: • to seek approval to include ATEM brochures in new staff information packs or induction websites; and • to ensure there is a web link to ATEM on the HR web page (if the institution is a corporate member). • Liaising with the local Finance Department to investigate the option of regular subscription deductions through internal payroll systems (including conference registrations). • Liaising with the local Public Relations or Marketing Department to provide copy for stories about ATEM in local newsletters etc.
Reporting • Report on institutional activities to the Region for potential dissemination to other ATEM member institutions. Part of the rationale for doing this is to identify best practice that other institutions could adopt. The Coordinator may wish to co-opt volunteers to assist in the above functions, but the Coordinator will be the „driving force‟ for that particular institution.
In exchange for being the Coordinator:
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• The ATEM Secretariat will waive the annual membership for that person either at the time of renewal or upon taking up an invitation to join ATEM and serve as an Institutional Coordinator; at the time of renewal provided that there are five or more ATEM members at the Institution; • Each Coordinator will be acknowledged on the ATEM website (with a link to their email address); • Opportunities will be provided at the TEM Conference to give them the opportunity to share best practice and for ATEM to formally acknowledge their contribution and efforts eg. ATEM members‟ breakfast. • Will be included on the corporate member list for their institution (if applicable)
Appendix B
Appendix B does not copy across to the Council Agenda, so it was attached to the same e- mail as the Council Agenda.
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Appendix C
IC Q1 Are their any Q3 There is a feeling from the survey Q4 Relating to q10 of the survey which was Q 5 Do you have any other comments about your No. questions or comments results that satisfaction with level of about including IC memberships as part of role as an IC or the survey? you wish to make ATEM support and active support from institutional corporate memberships. 1. What relating to the your regional committee are interrelated. are your views? 2. If this were to happen do outcomes of the What are your views? (This relates to q 2, you think it would assist you in your IC role? 3. survey? 9 and many of the text responses) Would it strengthen the relationship between ATEM and the institution? Note: All participants responded "Yes" to Q2 which stated "As part of the analysis methodology, we propose that any question that has a satisfaction rate of 80% or higher will be accepted as consensus. Do you agree?" 1 Good to have this Yes - not an issue in NSW/ACT - two Probably won't make any difference. Individual IC policy needs to be simpler; more friendly - survey - heartening to meetings with the Regional Committee makes the profile within the inst. Meeting b/w currently very dry and not helpful for giving IC an see that other ICs are could be a year a big commitment, as it IC and senior corporate members with member understanding of what they need to do. Sharing on similar wavelengths. would take the IC away from their normal of Regional Committee would be useful. Need to information between ICs is good idea, but hard to job two days per year on top of other be clear on who does what - what ICs do, role of attract do-ers into IC roles. Personal experience - . contributions (noting that the IC is a Council or Reg Committee. Membership as a key Do we know what we expect from ICs? NSW/ACT voluntary role) driver for ATEM - not just PD - who do we financial support for ICs to run events at a local provide PD for? Membership key source of level helps. Provision from the Secretariat could income (should not be neglected). be more helpful. Data received is useful - own members plus member number comparison with other institutions.
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2 Good to have the NSW/ACT has good support from Agree with listing IC as part of the corporate Need to encourage people to be active as an IC. survey. Membership Coordinator but maybe the group. Impact would depend upon the individual Ideal person as an IC would be not too senior/busy IC contact load could be spread across and the senior executive of the institution - not but need to be effective (so probably not too other Regional Committee members - necessary at UNE as they are already aware. junior). Money spent on IC events in NSW/ACT need to have personal contact to engage Overall impact is probably neutral, but may be a could be better used having rotational visits to ICs. Suggestion - ATEM e-mails to positive. A roadshow meeting at the institution institutions (regional roadshow) from Region and members could be set up as a mail merge with senior management, IC and someone from ATEM Council, or guest speakers at an event; personalised to the member - "Dear ATEM Reg Committee could reinforce meet/greet members; meet senior mgt/corporate Bill….." - which better indicates the person relationship and develop awareness. members. ATEM should ask what the members at is important, not just part of a generic the institution want - IC can ask but outsiders may group (a small point but easily achieved be more effective. Would be good to have a letter with current technology). that the IC can send to new staff with an ATEM brochure - outlining benefits of membership. ATEM needs to discuss the effort needed to grow membership vs realistic membership levels - is growth realistic? Quality to existing members vs getting more. Need to consider activities such as roadshows for workshops to get to non- metropolitan institutions, which could also attract members. Need to consider linking CPD to external requirements, as some professional associations do. ATEM needs to be a professional association.
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3 Agreed with some of Agree a correlation apparent - not an issue Listing the IC at corporate level probably a Support to promote benefits of membership the comments others at NSW/ACT as flow of details and stats positive. Feeling that ATEM doesn't do it well would be useful - make it easier to promote made. Fell into IC role regular (esp. list of members at the enough with the 5 senior management people - joining as a member - particularly if institution is as previous IC leaving, institution plus details of other ICs in most aren't even aware they are a corporate doing PD really well, which UWS is. ATEM needs to and was tapped on the region). List of unfinancial members at member. Meeting between snr develop an induction program for new ICs. Face- shoulder. Also joined institution received every month - good to managers/IC/someone for reg Committee or to-face meeting with regional committee should NSW committee follow up to promote renewal. Fortnightly Association to discuss mutual benefits, raise once per year - if the institution is not supporting without knowing what deduction great - members have to ATEM profile woudl be useful. HR Director travel costs for ICs, it could become prohibitive to do. ICs get together actively stop the payment and as it is a should be an automatic corp member - this especially for rural/regional institutions. in Christchurch really small amount (less than $5 per pay) they would make it easier for the IC to link ATEM to Percentage of ATEM members as part of total good - talk to others; are likely to keep paying the membership. inductions/PD etc. employees at a uni is poor - why? ATEM could set share ideas; help Jen (NSW/ACT President) has visited ACT target levels for membership as a percentage of understand role better institutions, which is good - should be a overall professional staff. and how to go about it. basic level of support from Region to ICs. Some institutions don't support the IC so good to share how to go about it - promote ATEM and benefts of membership.
4 No I don't think so. It's a bit confusing aobut which layer of 1. This would be a good idea as they (IC's) are Glad to see that the survey came out and she (Please see Q5 for more ATEM this (Q2) is referring to. She contributing to ATEM and the work is voluntary. thought there must have been concern that the information). couldn't get to any of the meetings so far. If you insitution isn't a corporate member, then role needs wider support from the ATEM Council. There is an 'ad hoc' regional committee in how is this handled? 2. Given that her Neil gave her a document at the beginning that Auckland with reps from University of membership fees are waived, she doesn't think was helpful, but it focussed on the Australian IC Auckland, AUT, UniTec and MiT who it would make that much difference. 3. She role which is different in the essence that she is develop the program for this area. It must would have thought so; it idientifies a link that working with multiple institutions and often it's be recognised that NZ has a need for many might not be that obvious. difficult timewise, eg she's trying to establish a 'ad hoc' regional committees. There is a contact with Northland Poly Tech, but is finding question about how to handle this that difficult. because of geographical limitations.
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5 Would like a chart to Q4 Probably would strengthen the role, Initial introduction didn't seem to be very clear Happy to see the suvey was undertaken and it stick on wall and work but this would be a good topic for a and it would be good to have more practical made her feel like someone was interested. She out ATEM and the discussion with local coordinators. things to say. No real support or reads the ATEM Update, but it doesn't seem to be structure. All a bit Perhaps the Regional Chair could schedule encouragement to do this. Would love to be relevant to her role. National and International confusing. Keen to this. more involved, but needs something more conferences are interesting, but not part of her stay, but doesn't know concrete. It would be useful to have a meeting role. Ex. What colleagues are doing, but not that she's being terribly of all the local coordinators ---they talk more relevant. (Join role of Teaching and Dev. Institute useful, but has set up a about what they are doing rather than what the and to coordinate the staff dev. across the mechanism to IC can do. She seems to get a lot of emails about campus--Associate Director). Would like to see in advertising ATEM who's joined. Just send an updated list, perhaps the ATEM Update ---a bit essoteric in relation to courses. And to monthly rather than separate emails. her role. Perhaps there should be someone who convince their Staff coordinate the coordinators and talks with them Dev. Comttee to put in about their role and what can coordinators do to $20,000 to support support ATEM as well as themselves int heir roles. people around UQ to go to ATEM courses---this fully funds the course (49 people) John to call to discuss and/or have a meeting of coordinators to discuss these ideas.
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6 No, I can't really Meeting regional meetings twice per year What they have done in Perth, there are 5 Not about the survey. The document that was remember but had the wouldn't be sufficient and at the last corporate members and they have waived her sent around about IC's explaining the role of the IC feeling that the regional meeting the IC's were asked personal membership. Otherwise, her was valuable in defining the role. This was a very majority of IC's were about their view and the 3 IC's who were organisation would have to pay for her very useful document and attending the Regional happy with their role. present at that meeting were happy to membership anyway. Having her membership meetings was useful and to hear what other IC's Is relatively new to her attend all the Regional meetings (3-4 paid, is a fair way to thank the IC's for their are doing. She was hesitant to take the IC role, role and is in contact times per year). They felt that they would contribution. 2. Because all insitititions have but it has worked out well. with Murray Wackett have more information and be able to financial difficulties, she doubts she would be (EO) and has now been contribute on behalf of their own able to find the money in her budget to become invited to all the organisation. In terms of the ATEM an ATEM member. She can still do all the work, Regional Committee Council, she hears the outcomes through but doesn't have to worry about the financial meetings and she thinks the regional meetings about the outcomes burden. By waiving this fee, ATEM is this is a very good thing of this meeting. She understands that one acknowledging the IC's work. 3. Not sure if this because she feels more of the Councillors will be coming to Perth would make any difference. involved rather than to meet all the ICs and that there are some just being asked to dates being generated. 'pass around flyers' 7 Comments: 1. I had a yes agree that there is likely some 1. agree. 2. yes. 3. yes. It would be good to identify some common areas strong sense of differing correlation between direct support from of interest and run some online forums or views from participants regional committees and how supported teleconferences for IC s. There is a sense that depending on their own one feels as an IC. The results clearly show regional IC s are feeling less supported and this experiences, several threads indicating different levels might help. This could be done at a regional level particularly support of support/sense of being supported. via the regional committees too. experiences. 2. Found the survey results useful especially q. 14 sharing what others do in their IC role.
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8 No couldn't comment on this general 1. agree. 2. not necessarily ATEM has a positive good survey. No queries. Attending committee question. Feels very well supported in her and strong presence at Curtin already. 3. The meetings is very helpful. role at Curtin and feels the decision made relationship is fairly strong already with Chris by Regional Committee to include all IC s Pepper and Ken McCluskey both at Curtin. on to regional committee has helped her in her IC role. 9 no Happy with the work the Regional Chair 1. agree. 2. Macquarie already use this model. 3. high energy required for the role and she ran out does, but ran out of ideas to possibly. of energy and ideas, especially during a operationalise ATEM benefits at restructure. Suggests as active OD person who Macquarie. could champion PD for institution and ATEM would be an ideal IC. 10 the survey made her Perhaps. Being personally acknowledged 1. agree. 2. yes. 3. yes. good survey. A start to a positive way forward. role expectations by regional chair and committee is valued. Possibilities to strengthen the role are welcome clearer. Also reflected and the work IC s do is important. Amy suggested on the need to to pair up IC s with someone strategic in HR if the succession plan for IC wasn't in a HR role. another IC to take over because she was also on regional committee.
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Item 5.6 Report from the Awards and Grants Committee
The complete policy document on the Awards and Grants Committee has been revised with new terms of reference and committee membership. The revised policy document is below.
ATEM Grants and Awards Committee: Terms of Reference
Purpose The ATEM Awards and Grants Committee considers and makes recommendations to Council on all new and existing Association Awards and Grants proposed.
The Committee considers applications for all awards and scholarships made by the Association, except the President‟s Award which is made at the discretion of the President.
The Committee meets according to the following timeline (exact dates depend on timing of conference).
Call for nominations: by mid-June Regional submission for any new, or modifications to existing, Awards and Grants by mid-June Reminder: mid-July Applications for Association awards and grants close: end July-mid August Applications considered by Committee by: end August-mid September Award recommendations forwarded to Council by: agenda deadline Recommendations to Council on any new, or modifications to existing, Association or Regional Awards and Grants: agenda deadline Recipients announced during TEM Conference: September/October
Committee Membership • One ATEM Vice-President who will be Chair of the Committee, nominated by the Council. (Chris Pepper) • Two Councillors (Heather Davis and Tony Heywood) • One ATEM Fellow nominated by the Council. (Maree Conway) • An ATEM member holding a senior management position in the tertiary education sector, nominated by the Chair of the Committee. (Judy Szekeres) The ATEM President and Executive Director are ex-officio members.
The Committee has the power to co-opt as it sees fit. The ATEM Secretariat will provide secretarial support. The term of office for all members is normally two years to coincide with the term of office of the ATEM Vice-President who is Chair.
Terms of Reference • To consider applications for the following awards:
ATEM Awards Certificates of Appreciation Honorary Fellow International Conference Delegates (under reciprocal agreements) Meritorious Service Awards Peter Karmel International Travel Grants
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Maurie Blank Study Scholarships Ian Chubb Career Development Award
• To report annually to the Council on any changes required to the criteria for the Awards and Grants, or to procedures to be followed by the Committee. • To ensure that all Awards and Grants are, as far as is practicable, established and issued equitably and consistently across the Association.
The President‟s Award is not considered by this Committee, although the President may request the Committee to propose worthy members.
ATEM Grants and Awards Revised by Council in September 2003 and altered in May 2005 following the introduction of the new membership level, when the award of Fellow was excised from the process covered by this policy.
AWARDS The Association for Tertiary Education Management Inc (ATEM) has established awards to recognise significant contributions made by: • members to the Association; and • members and non-members to the promotion and development of the profession of tertiary education administration and management. An employee or person otherwise paid for by ATEM (including consultants and contractors) are not eligible for any Association Awards.
These awards are:
• ATEM Honorary Fellow • President‟s Award • Meritorious Service Award • Certificate of Appreciation
This document outlines the criteria and nomination procedures for each award.
Criteria for ATEM Honorary Fellowships The following criteria will be considered when deciding whether any person should be recommended for the award of an Honorary Fellowship of ATEM. A person receiving such an award is entitled to use the letters "Hon. ATEMF".
To be considered for an Honorary Fellowship of ATEM, a person must have been active in tertiary education administration and management for a period of not less than 10 years. During this period, the person must have demonstrated significant commitment to the aims and objectives supported by ATEM and its predecessor, AITEA, and have been actively involved in advancing the profession of tertiary education administration and management, including the active support of other administrators and managers to improve their professional development.
The contribution made by the person to the development of the profession must be judged by the selection committee as having been significant to the development of the profession of tertiary education administration and management over an extended period of time.
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The award of Honorary Fellow may be made to an ATEM member or non-member, and may be awarded to a person who meets the criteria but who is no longer working within tertiary education.
Selection and Notification
ATEM HONORARY FELLOW Nominations for the award of Honorary Fellowships are initiated and supported by either the Council of ATEM or a Regional Committee.
Nominations close on 31 July each year and are considered by the ATEM Awards and Grants Committee and approved by Council at its meeting at the annual conference. Honorary Fellowships are presented at the Annual Conference.
PRESIDENT‟S AWARD The President‟s Award is given to individual ATEM member who has made an outstanding contribution to the Association. This could reflect outstanding achievements in a single year, or to recognise ongoing, substantial Association involvement.
The Award is given at the discretion of the current President and will normally be presented at the annual Association Conference. The President may seek the advice of the Awards and Grants Committee, and/or Council members in deciding an Award.
Only one Award is made each year, although the President can choose not to make an award.
MERITORIOUS SERVICE AWARD This is an award which recognises outstanding contributions by members to the Association. It is ATEM‟s highest award for service. The award will normally be presented at the annual Association Conference.
Eligibility Membership of ATEM for at least five years
Guidelines Nominations may be made by the Council or a Regional Committee.
No more than three Awards can be made each year.
Should the number of nominations from Regions exceed the number of awards that can be made in any one year, the Awards and Grants Committee will rank nominations after taking advice from Region Presidents. Under these circumstances, some Regional nominations may not be accepted, but can be re-nominated in the following year.
Criteria Exemplary service to the Association over a sustained period of time through one or more of the following: • Office bearer at Association level; • Chair or member of ATEM Committee; or • Chair or member of ATEM educational program or project.
Nominations Nominations for the Meritorious Service Award should be made on the ATEM Awards Nomination Form, which is available from the ATEM Secretariat or from the ATEM website (www.atem.edu.au) and lodged with the Association Secretariat by 31 July each year.
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Nominations will be considered by the ATEM Awards and Grants Committee, which will make recommendations to Council. If a member of the Awards and Grants Committee is a nominee for an award, that member shall step down from the Committee until the current round of Awards is determined. The member standing down shall be replaced by a nominee of the President.
CERTIFICATE OF APPRECIATION The Certificate of Appreciation is awarded to ATEM members in recognition of specific services or tasks performed on behalf of the Association at the Region and/or Council level.
Eligibility Membership of ATEM for at least five years, during which time the applicant will have been involved in ATEM activities for at least two years.
Guidelines Nominations are made by a Regional Committee or by Council.
The Association normally confers no more than three awards each year.
Should the number of nominations for Certificates exceed the number of awards that can be made in any one year, the Awards and Grants Committee will rank nominations after taking advice from Regional Chairs. Under these circumstances, some Regional nominations may not be accepted, and these can be considered in the following year.
Criteria • Exemplary service to the Association as an office bearer at the Regional or Council level. • Performance of a service or task within a Region or across the Association which was beneficial to the Association, and/or to promoting the profession of tertiary education administration and management generally.
Nominations Nominations for the Certificate of Appreciation should be made on the ATEM Awards Nomination Form, which is available from the ATEM Secretariat or from the ATEM website (www.atem.edu.au) and lodged with the Association Secretariat by 31 July each year.
Nominations for Certificates to be awarded by the Association will be considered by the ATEM Awards and Grants Committee. If a member of the Awards Committee is a nominee for an award, that member shall step down from the Committee until the current round of Awards is determined. The member standing down shall be replaced by a nominee of the President.
ATEM GRANTS
1. PETER KARMEL INTERNATIONAL TRAVEL GRANT
Guidelines for Applicants This prestigious award is named for Peter Karmel, the first Patron of AITEA and then ATEM, Vice-Chancellor of Flinders University and the Australian National University, Chairman of the Commonwealth Tertiary Education Commission, and Chair of the National Institute for the Arts. It is our belief that he has had more impact on the betterment of higher education in Australia than any person since the 1980s.
The Peter Karmel International Travel Grant is designed to facilitate comparative or cross- cultural studies of professional administrative activity. The Grant, while also having the aim of assisting an individual member‟s professional development, is intended primarily to
ATEM Council July 2009 Page 51 contribute to the growth of a knowledge base for the occupation of tertiary education administration and management. To this end, projects should not normally be institution specific, but rather should have the potential to advance professional practice and the standing of the profession within tertiary education in general.
While the Travel Grant provides a unique opportunity for members to undertake an intensive period of professional development, ATEM expects that applicants will also ensure that their projects are linked clearly with ATEM‟s Strategic Directions Statement.
The value of the International Travel Grant is currently $AUD10,000.
Eligibility ATEM members of at least three years consecutive standing are eligible to apply for a Travel Grant. It is expected that applicants would be at the stage of their career where the award of a Travel Grant would enable them to enhance their career development and their professional standing.
Guidelines An individual can only ever receive one international travel grant.
The Peter Karmel International Travel Grant should not normally be used to support conference attendance unless the conference is related directly to the project and relevant professional contacts will be made by attending the conference. These contacts must be specified in the application. The Travel Grant must normally be taken within one calendar year of the Grant being made and be completed by 31 July in the year in which a report will be made at the annual ATEM Conference.
Applications Applications should be submitted on the ATEM Awards and Scholarships application form which is available from the ATEM Secretariat ([email protected]) or from the ATEM website (www.atem.org.au).
Applications should be as complete and comprehensive as possible. The Awards and Grants Committee does not conduct interviews or seek additional information, so it is important that applications are complete when submitted.
Applications are considered by the ATEM Awards and Grants Committee and approved by the Council.
Criteria for Assessing Applications The following criteria are used to assess applications for International Travel Grants.
• Membership of ATEM for at least three years. • Institutional support for the applicant, demonstrated by a written statement from the applicant‟s manager, indicating the value of the Grant to the professional development of the individual • Professional presentation of application. • Relationship of the project to ATEM‟s Strategy Statement (available from the ATEM website home page). • Contribution to the growth of a knowledge base for the profession of tertiary education administration and management as evidenced by expected outcomes of the travel. • The Awards Committee has the right to not award a Travel Grant in any given year.
Reporting
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Successful applicants will be expected to prepare a written report for submission to the ATEM Council within three months of their return from their travel. This report will specify: • itinerary of visits; • contacts made; • budget statement; and • detailed findings of the project, specifying outcomes in terms of advancing the knowledge base of the profession.
A copy of this report will be forwarded to the chief executive officer (Vice-Chancellor or equivalent) of the applicant‟s institution by the ATEM Secretariat.
Successful applicants will also be expected to present a concurrent session at the next Association Conference at which time findings from the project are expected to be defined.
Reports to the ATEM Council are published on the ATEM web page.
2. MAURIE BLANK STUDY SCOLARSHIP
The Association for Tertiary Education Management Inc awards an annual scholarship to support members undertaking undergraduate or postgraduate study to further their professional development.
The award of such scholarships is an indication of the value which the Association places on continuing education as a means of achieving personal professional development goals.
The value of the Scholarship is currently $AUD4,000.
Eligibility ATEM members of at least two years standing are eligible to apply for a scholarship.
Guidelines Preference is given to applicants who do not yet hold any formal qualifications.
Applicants must be enrolled in a tertiary education course relevant to their professional development, and have completed at least one year of that course.
An individual member can only ever receive one study scholarship.
Applications Applications should be submitted on the ATEM Awards and Grants Application form which is available from the ATEM Secretariat (email [email protected]) or from the ATEM web site (www.atem.edu.au).
Applications must include a copy of previous academic results.
Applicants must ensure that the confidential referee‟s report form has been passed to the selected referee for completion prior to the deadline. Applicants are responsible for ensuring that this referee‟s report is received by the Association.
Applications are considered by the ATEM Awards and Grants Committee and approved by the ATEM Council.
Criteria for Assessing Applications The following criteria are used to assess applications for the Study Scholarship.
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• Academic merit. • Potential for continuing professional advancement in tertiary education, as indicated by the confidential report of a professional referee. • Relevance of course to the applicant‟s professional development.
The Awards and Grants Committee has the right to not award a Grant in any given year.
Where there is no award of a Peter Karmel International Travel Grant, the Chair of the Awards and Grants Committee may elect to make more than one study scholarship available.
Reporting Successful applicants will be expected to provide to the ATEM Council a copy of their academic results for the year in which the Study Scholarship was provided.
3. IAN CHUBB CAREER DEVELOPMENT GRANT
Guidelines for Applicants This prestigious award is named for Ian Chubb AC, the third Patron of ATEM, Vice- Chancellor of Flinders University and the Australian National University.
Ian Chubb Career Development Grant is designed to provide a unique opportunity for members to undertake an intensive period of professional development. ATEM expects that applicants will align the development program with ATEM‟s Capability Statement and impart their learning to members through contributing to the Association and its Strategic Directions.
The value of the Grant is currently up to $AUD7,500.
Eligibility ATEM members of at least two years consecutive standing are eligible to apply for the Grant. It is expected that applicants would be at the stage of their career where the award of the Grant would enable them to enhance their career development and their professional standing.
Guidelines An individual can only ever receive one Grant. The Grant can be used to support conference attendance and international travel. The Grant must normally be taken within one calendar year of the Grant being made. The Awards Committee has the right to not award the Grant in any given year.
Applications Applications should be submitted on the ATEM Awards and Scholarships application form which is available from the ATEM Secretariat ([email protected]) or from the ATEM website (www.atem.edu.au).
ATEM Council July 2009 Page 54
Item 5.8 Risk Management Report
Report not available at time of distribution: insert tabled paper here.
ATEM Council July 2009 Page 55
Item 5.9 Report from the Editor of the Journal
A letter from Ian Dobson to the President follows. The President will report.
Mr Stephen Weller President ATEM
Dear Stephen,
This is my first opportunity to write to you since you became president! Congratulations on your appointment.
I am writing following a request from our publisher, Taylor and Francis, to increase the incidence of the Journal of Higher Education Policy and Management from four issues to five per annum, starting from 2010. I‟ve copied in the treasurer and members of the secretariat: Peter Scardoni, Giles Pickford and Maree Conway.
The publisher (Taylor & Francis) contacted me a few weeks ago inquiring about the possibility of increasing from four to five issues per annum. During our discussion, I pointed out that from ATEM‟s point of view, it would be price-sensitive. This was the line we ran when frequency increased from two to three, and then from three to four. In her email of 21 May, Clarissa Terry, Managing Editor, Taylor & Francis - Australasia said:
"I can confirm that we can increase the journal frequency to 5 x 96-112 pages from 2010. We can offer this at $17 per member, which is a 13% increase in price, against a 25% increase in frequency”.
In summary, this would increase this element of the cost of the Journal by $2 per member, from $15 to $17, about $2,600 a year.
She went on to say: “We can also increase the editorial expenses by 25%, from AU$8,980 to AU$11,225 p.a.”
The editorial expenses have always been paid directly to the Journal, which has had its own cheque account since its inception. „Editorial expenses‟ were built into the editor‟s honorarium / remuneration when that matter was last discussed. The editor forwards bank statements and expenditure summaries monthly/quarterly to Peter Scardoni, for his inclusion in ATEM‟s business activity statements.
I have summarised all costs and changes in a table below.
Ms Terry concluded by writing “We do hope this structure will be workable for ATEM and it would be great if you could let us know by the middle of next week".
The fact that the publisher has requested an increase in frequency means that the Journal is certainly working for them. From a Journal‟s point of view, the „ideal‟ annual frequency is seen as six. With an increase to five from 2010, we would be moving in that direction. Publishing six per year is a mark of a prestigious and strong title from the library/circulation and author/submissions perspective.
As editor, I also think the Journal is going well. We have more than enough material coming to cope with an increase of frequency. This year‟s rejection rate is likely to exceed the 80 per cent of the past two or three years. Demand for publishing space has clearly increased,
ATEM Council July 2009 Page 56 particularly over the past few years. Speaking as editor of another journal as well as our own, I can say that this hasn‟t happened for all journals.
There are three reasons for our „popularity‟. First, there has been a general increase in the need to be published, mainly by academic staff.
Second, authors need to be treated with the courtesy they expect and deserve, and to have their papers dealt with expeditiously. The Journal performs well on both of these fronts now.
Third, of particular relevance to our Australian academic colleagues, the Journal performed very well in the Australian Research Council‟s ERA (Excellence in Research for Australia) exercise. It is ranked „A‟, placing it between the 6th and 20th percentiles of all international journals in two categories of „education‟. That a journal sponsored by an association of university managers could do so well what was primarily an „academic‟ exercise represents a feather in all our caps. There will be other Australian education journals that performed as well or better, but there will not be many of the latter.
As a paid editor, I have a vested interest in an increase of frequency. I am presuming that the editor‟s remuneration would be increased in line with the increase in frequency. At the moment, the editor receives the equivalent of $3,000 per issue, or $12,000 per annum (plus GST). The annual cost of increasing the editor‟s remuneration would therefore be $3,000.
Four issues p.a. Five issues p.a. Increased cost to ATEM
Cost per member (assumes 1300) (payable to Taylor & $19,500 $22,100 $2,600 Francis)
Editor‟s honorarium (excl. GST) $12,000 $15,000 $3,000
Publisher‟s „editor‟s expenses‟ $8,980 $11,225 $0 #
Total $31,500 $37,100 $5,600 # The increase in the publisher‟s editor‟s expense allowance has a nil effect on ATEM.
Should anyone think that the editor‟s income from this is higher than appropriate, could I offer a benchmark? This is knowledge acquired because I also edit the Australian Universities‟ Review. The salary I receive for editing AUR is $30,000 p.a. So far this year, authors have submitted a total of seven papers to AUR. So far in 2009, 64 papers have been sent to the Journal of Higher Education Policy and Management. The current remuneration available to the editor totals $20,980, which would rise to $26,225 should the Journal increase its frequency to five per annum.
In concluding, could I point out two things? One is that the days are long gone where a busy university employee could incorporate the responsibility of a journal into an already busy work day. ATEM remains primarily an association of current and eventual managers, and „academic‟ work such as editing a journal is not seen as part of a general staff member‟s role. As I was „cut loose‟ by Monash in 2005, I have enough time at my disposal to discharge the required duties of editorship. Second, an opinion that would be widely shared, I see the Journal as one of ATEM‟s major assets, along with its annual conference and its professional development programme.
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Taylor and Francis were hoping for a response this week, but I guess that isn‟t possible. I‟m about to leave for the USA (from Finland), so I‟ll be off the air from late Monday until Wednesday (Melbourne time).
Yours,
Ian R Dobson, Editor
Report to ATEM Council, July 2009
Introduction
By the time of the ATEM Council meeting, the arrival of Vol. 31 No. 3 (August) will be imminent, and Vol. 31 No. 4 will be close to being „in press‟. The tables of contents of the forthcoming issues are attached (Appendix 1).
Interactions
The work of the journal is made easier by the helpful input of the ATEM Secretariat and the Melbourne-based staff of the publisher. Most aspects of the Journal are running well, but this might not be the case without the help of these others.
Financial dealings
The bank statement as at the end of May 2009 showed a balance of $4,615.06.
Editorial Board membership
As at May 2009, the Editorial Board comprises:
Ronald Barnett University of London, UK Mona Chung Deakin University Maree Conway Thinking Futures, Australia Grant Harman University of New England, Australia Salvador Malo Universidad Nacional Autonoma de Mexico Theodore Marchese Academic Search Consultation Service, USA Vin Massaro University of Melbourne, Australia Lars Nikklasson Uppsala University, Sweden Michael Shattock University of London, UK Ronald H Stein State University of New York, USA William Taylor University of Southampton, UK Hans Vossensteyn University of Twente, The Netherlands Rob Willis Monash University, Australia
In common with most journals, most editorial board members are relatively „inactive‟ with respect of the Journal. In the case of those named above, all Australian members are „active‟ (some to a greater extent than others) and have reviewed papers during the past twelve months. (See also the note below under Other Matters of Interest.
The Reviews Editor is Gavin Moodie, Griffith University, Australia.
Flow of articles
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There continues to be a regular flow of material to the editor, more than enough material from which to assemble each issue. For the period 1 January to 31 December 2008, 139 papers were received (Table 1). In 2007 the Journal received a total of 147 papers for consideration. Even with the increase to four issues per annum, the Journal‟s acceptance rate is only about 80 per cent. A high rejection rate is usually seen as a de facto indicator of journal desirability and journal quality.
Table 1: Papers submitted to the Journal, by Region Country / Region of Per Cent Origin No. Submitted No. Accepted Accepted
Australia 39 9 23 New Zealand 8 2 25 North America 25 4 16 UK 16 8 50 Europe 18 3 17 Africa 15 1 7 Middle East 5 1 20 Asia 13 0 0 Total 139 28 20
At time of writing (9 June 2009), 69 papers have been received. The 2009 total is therefore likely to be similar to recent years.
The turnaround time for publication is considerable. The fourth and final issue of the Journal in 2009 will contain two papers submitted in the last quarter of 2008.
Members will be aware of paper published in Vol. 31 No. 1 on the „history‟ of the Journal through its authors and contents (Dobson, 2009). This paper provides a brief history of the Journal, its contributors and its contents during its first thirty years.
Inducement
Authors published in the Journal are reminded of the importance of the existence of scholarly journals as a place to publish research. To this end, it has been the policy of the current editor to „remind‟ would-be and eventual authors of this fact. It is now a „formal‟ requirement for second-time authors to be current ATEM members. A letter to this effect was sent to non- member authors from 2005-2008. This practice continues.
Journal Content
Journal content and paper quality are dependent on the material submitted. Material for which (speedy) reviewers can be found enables a much quicker throughput. The editor‟s decision to read (and perhaps reject) material before peer review reduces the amount of unsuitable or inadequate material sent for review. Publishable material is returned to authors if it does not meet the Journal‟s requirements for size and/or style.
The publishers require editors to adhere to a strict page budget, averaged over a year. For this reason, it can be that some issues are thicker than others. The page budget for Vol. 31 is 384 pages, i.e. an average of 96 pages per issue (max. 112 pages). Meeting the budget isn‟t as easy as it sounds!
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Other Matters of Interest
Journal ranking Just to remind members, in 2008 the Journal was ranked in the 6th – 20th percentiles of world journals in the Australian Research Council‟s ranking of journals. The Journal was ranked in Tier „A‟ in the scale A*, A, B, C. This was a very good result. The criteria for „A‟ journals are: “The majority of papers in a Tier A journal will be of very high quality. Publishing in an A journal would enhance the author‟s standing, showing they have real engagement with the global research community and that they have something to say about problems of some significance. Typical signs of an A journal are lowish acceptance rates and an editorial board which includes a reasonable fraction of well known researchers from top institutions”. (Accessed on 9 June 2009 at: http://www.arc.gov.au/era/tiers_ranking.htm).
The latter point (on the editorial board) is one of the reasons for retaining a well-known international membership, even if much of that membership is inactive).
Journal frequency Recently the publisher approached the editor about the possibility of the Journal increasing its frequency to five issues per year. The fact that is request is a positive sign for the Journal and its status according to the publisher. It indicates (among other things) that the publisher is doing well financially from the Journal. President Stephen Weller approved the budget increase necessary to increase frequency on 25 May 2009.
Final comment
As editor, and on behalf of the Journal, I would like offer general thanks to the ATEM Council for their on-going support, and the members of the ATEM secretariat for the specific help and advice they provide at various times.
Ian R Dobson Editor
ATEM Council July 2009 Page 60
Appendix 1: Table of Contents Pages
Volume 31 Number 3 August 2009 (Confirmed)
Letter from the Editor Ian R Dobson Articles Marketing the university: The subjective perceptions of Israeli academics of their role in attracting new students to their institution Izhar Oplatka
The economic contribution of PhDs Bernard H Casey
Professional Integration in Higher Education: A Methodological Approach Applied to a Multi- Campus University in Spain. J. Gallifa
Public/private cost-sharing in higher education – An in-depth look at the German system using a comparative study Christoph Gwosć and Astrid Schwarzenberger
Tutors and tutorials: Students‟ perceptions in a New Zealand university Kala S Retna, Eric Chong and Robert Y Cavana
Does administrative location of an academic department affect educational emphasis? The case of economics Shane Sanders
Managing for the ideal research environment Andrew D. Madden
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Item 7.1.0 Report from PCO on TEMC 2008
GENERAL COMMENT The 2008 Tertiary Education Management Conference was held at the Christchurch Convention Centre, Christchurch New Zealand from the 28th September to the 1st October. The event was managed by Leishman Associates (LA) with Janine Arnold as the conference manager, until her departure from Leishman Associates in June 2008 when Renee Brown took over the management of the conference under the guidance of Paula Leishman and support given by the LA team.
KEY INFORMATION Conference Dates 28 September – 1 October 2008 Location Christchurch, New Zealand Venue Christchurch Convention Centre Total Delegates 620
COMMITTEE STRUCTURE The 2008 TEMC Organising Committee comprised of the following members: Peter Molony - Convenor University of Canterbury Rob Oudshoorn University of Canterbury Chris Hawker University of Canterbury Jeff Long University of Canterbury Raylene Palmer University of Canterbury Toni Hodge University of Canterbury David Bellamy University of Canterbury Lindsay Hampton University of Canterbury Elaine Jensen University of Canterbury Ali Hughes CORE Education Sonia Mountain Christchurch Polytechnic Institute of Technology (CPIT) Grant McPhail Christchurch Polytechnic Institute of Technology (CPIT) Ginny Ferguson Christchurch Polytechnic Institute of Technology (CPIT) Neil Voyce Lincoln University
CONFERENCE ORGANISATION In terms of the organisation of the event, formal teleconferences were held on the following dates:
19 March 2007 2 April 2007 30 April 2007 21 May 2007 25 June 2007 23 July 2007 20 August 2007 22 October 2007
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19 November 2007 17 December 2007 21 January 2008 11 February 2008 3 March 2008 7 April 2008 29 April 2008 19 May 2008 16 June 2008 28 July 2008 25 August 2008 8 September 2008 15 September 2008 22 September 2008 26 September 2008
Prior to teleconferences agendas were sent out to all committee members and meetings were minuted, with minutes distributed to committee members and action items forwarded to relevant LA staff for action. Copies of minutes are included as appendix 1. Renee Brown also met with the Committee and undertook site inspections of all venues in July 2008. The day to day management, conference planning and organisation took place via consistent email contact and regular telephone meetings with the conference manager and various members of the LA team.
VENUES The main venue for the Conference was the Christchurch Convention Centre. The Convention Centre is located within walking distance of all accommodation houses and social function venues other than the Conference Dinner venue. The venue capably housed all pre-conference meetings, the plenary sessions, concurrent sessions, plus the trade exhibition hall which also hosted morning and afternoon refreshments, lunches and Happy Hour. In the post conference survey 71.4% of delegates rated the conference facilities as Excellent, Staff and services rated 87.6% - Very Good to Excellent. Food & Beverage also rated highly with 65.3% of delegates saying it was Excellent and the remainder saying it was Good – Very Good. The conference and member organisations also utilised three other Function venues around Christchurch for various functions, these included: Venue Christchurch Art Gallery Welcome Reception Christchurch Town Hall TEFMA Awards Dinner Christchurch Town Hall ATEM Breakfast Crowne Plaza TEFMA Breakfast Air Force Museum Conference Dinner
ACCOMMODATION Several accommodation venues were utilised for the conference. These included: Room Nights Hotel Copthorne Christchurch Durham Street 174 Copthorne Hotel Christchurch Central 265 Crowne Plaza 216 Holiday Inn City Centre 123 Holiday Inn on Avon 44 Millennium Hotel Christchurch 135 Oaks Smartstay Apartments on Cashel 52
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Rydges Christchurch 315 Scenic Circle Fino Cassementi 125
PROGRAM The program was set with six Keynote presentations, plus 11 concurrent sessions with five to six individual presentations per session for a total of 62 concurrent sessions. Delegates who completed the Poor Fair Good Very Good Excellent post conference survey were asked to grade each session they attended. The general response to the survey was: Program Structure and Content Program Content In General 1.0% 11.3% 42.3% 36.1% 9.3% Program Structure In General 0.0% 9.3% 33.0% 40.2% 17.5% Level of Diversity in the 1.0% 8.3% 43.8% 37.5% 9.4% Program Overall Quality of 1.0% 15.6% 43.8% 37.5% 2.1% Presentations
CHAIRPERSONS A call to all registered delegates was sent out for expressions of interest to undertake the role of Chairperson at one or more of the sessions of their choice. The response was overwhelming with most sessions allocated a chair within the first day of requesting. Any unallocated sessions were filled by committee and TEFMA Board and ATEM Council members. All Chairpersons were given guidelines to follow which were distributed 1 week before the conference.
SPEAKERS GIFTS Chairpersons presented gifts to each speaker at the end of the session. Session speakers received a gift from Linden Leaves. Keynote Speakers received a gift pack from Linden Leaves. Linden Leaves is a New Zealand owned and based Bodycare Company.
AUDIO VISUAL Audio-visual for the conference was provided by Staging Connections who supplied and ran the computers, data projectors, screens and sound amplification for all sessions. There were no difficulties or problems reported with the AV. Leishman staff were available to assist speakers at all times. Presentations for all sessions were uploaded by a dedicated technician who was available in the Speakers Presentation Room. Computers were available for speakers to review their presentations.
INTERNET ACCESS An Internet Café was provided for use by the delegates in the trade exhibition area. Six computers were made available for the duration of the conference; this area was a popular place for delegates. Comment has been made that for future TEM Conference that a time limit of 10-15 minutes should be placed on users.
SPONSORSHIP AND EXHIBITION A sponsorship and exhibition prospectus was created by sponsorship coordinator Renee Brown and distributed to a database of previous TEMC participants. Renee also researched and followed up new sources of sponsorship and exhibitors and managed the trade exhibition of 28 booths. The trade exhibition attracted many new exhibitors this year, many of whom would like to continue their involvement with TEMC A total of $154,000(NZ$) was raised in sponsorship and Opportunity Value exhibition fees as well university support. There was
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also two in kind sponsorship arrangements for delegate name badges and the provision of Segways for use by the committee and conference managers throughout the event. Organisation Campus Living Villages Major Sponsor $33,000.00 Woods Bagot Conference Dinner Sponsor $22.000.00 Opus Architecture TEFMA Breakfast Sponsor $10,000.00 SunGard Higher Education Keynote Speaker Sponsor $4,000.00 Technicard Delegate Name Badges In Kind Segway Sponsor In Kind Callista Premium Exhibitor $5,000.00 Thermoplastic Premium Exhibitor $5,000.00 Integrated Tertiary Software Premium Exhibitor $5,000.00 Galligher Security Premium Exhibitor $5,000.00 CYON Exhibitor $3,500.00 CBORD Exhibitor $3,500.00 ecoBright Exhibitor $3,500.00 ICAD Consulting Exhibitor $3,500.00 Potter Interior Systems Exhibitor $3,500.00 Meridan Energy Exhibitor $3,500.00 Testel Exhibitor $3,500.00 IFM Exhibitor $3,500.00 ABN Technologies Exhibitor $3,500.00 Camatic Exhibitor $3,500.00 Program Maintainance Services Exhibitor $3,500.00 SunGard Higher Education Exhibitor $3,500.00 Taylor Francis Exhibitor $3,500.00 BEIMS – Mercury Computer Systems Exhibitor $3,500.00 Ecoglo Exhibitor $3,500.00 Dalkia Exhibitor $1,750.00 University Of Canterbury $5,000.00 University of Auckland $5,000.00
REGISTRATION There were a total of 620 Full and Partial Registrants for the 2008 TEMC. Registration Process Delegates were encouraged Poor Fair Good Very Good Excellent to register on-line with registrations also accepted via post or fax. As part of the registration process delegates could book their accommodation and pre/post conference tours. The majority of the delegates found the service and communication by Leishman Associates as excellent. Service and Communication Service provided by 0.0% 2.0% 12.2% 33.7% 50.0% Leishman Associates
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Information on Website 1.1% 1.1% 10.6% 48.9% 36.2% Pre-conference service and 1.0% 2.0% 13.3% 39.8% 42.9% communication Ease of Registration and 0.0% 2.1% 11.3% 35.1% 49.5% Accommodation
Day Registration included:- Attendance at all presentations and facilitated sessions on the day of choice Morning and afternoon refreshments and lunch on day of choice Conference satchel, name badge, compendium and handbook
Total Registrations by Type The delegates were able to register in New Zealand or Australian dollars to allow for the difference in currencies. All overseas delegates were registered in Australian dollars and all complimentary and sponsors and exhibitors registrations were done as Australian registrations
Registration Type Delegates Full Registration Early Bird Member 236 Full Registration Early Bird Non Member 78 Full Registration Standard Member 30 Full Registration Standard Non-Member 18 NZ - Full Registration Early Bird Member 112 NZ - Full Registration Early Bird Non Member 17 NZ - Full Registration Standard Member 11 NZ - Full Registration Standard Non Member 13 Complimentary 7 Complimentary Sponsor or Exhibitor 60 Partial 25 Sponsor or Exhibitor Additional 13 TOTAL 620
MARKETING LA briefed Stokely 9 Design and they developed a design for the 2008 TEM Conference. Design elements were used in the call for papers, the registration brochure, posters, flyers conference handbook and on the website. The following marketing and promotional initiatives were undertaken for TEMC 2008. Pre Conference Promotion At the 2007 Conference, the 2008 Conference was promoted accordingly. This included the following elements: Haka Performance Committee members wore t-shirts branded with the conference information and handed out branded bags to all delegates as they left the session containing a pen and tourist information on Christchurch. DVD on Christchurch Presentation given by Peter Moloney, as Chair of the Organising Committee
Additional An A4 colour advert was placed on the back cover of the 2007 TEM Conference Handbook with information and dates about the 2008 Conference. A DL Flyer was also produced and sent out during July to all TEFMA Board Members and ATEM Council Members as well as the Organising Committee to distribute through their networks. Email Marketing During 2008 regular email updates/newsletters were sent to 7 February 2008
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potential delegates from a database of past and new registration of interest TEMC delegates: Call for Papers Open Call For Papers Reminder 15 February 2008 Call For Papers Extended 4 March 2008 Announcement of Registration Date Opening 25 March 2008 Registration Open 6 May 2008 Registration Reminder 25 June 2008 Early Bird Ending 15 July 2008 Early Bird Extension 31 July 2008 Registration Closing 4 September 2008
CONFERENCE HANDBOOK The conference handbook was 56 – A4 pages, full colour cover and interior, designed by StokleyNine Design. The handbook detailed information on venues, conference and social events, tours and keynote speakers. A detailed daily program was provided as well as abstracts and bios from all session presenters. Conference sponsor ads were distributed throughout the document, as well as a section dedicated to company information and logos.
The Conference Handbook Fair Good Very Good Excellent provided an excellent source of information for delegates and good recognition for sponsors. A copy is included. In the post conference survey conference delegates rated the conference handbook as Very Good to Excellent in terms of layout and information provided, with the majority of rating the handbook as Excellent. Poor Conference handbook; 0.0% 1.0% 19.4% 32.7% 46.9% Information and Layout
SOCIAL PROGRAM Again the technical sessions of the conference were supported by an excellent and enjoyable social program including, Welcome Reception, Happy Hour, Conference Dinner, Association Breakfasts, TEFMA Dinner and Tours. Welcome Reception Christchurch Art Gallery Sunday 28 September, 2008 6:00 – 7:30pm This function was a good opportunity for delegates to catch up with colleagues, with drinks and canapés provided. To get into the „mood‟ of the conference entertainment was provided by the Kupa Haka group as a welcome to the Conference and New Zealand. Delegates were welcomed by Peter Molony the Convenor of the 2008 Conference and the President of TEFMA Mike Quinlan and the President of ATEM Tom Gregg as well as Jenny Harper, the Director of The Gallery. The Welcome Reception was well attended and enjoyed by those delegates who registered on the Sunday. Delegates had the opportunity to explore the galleries during the reception Entry to the Welcome Reception was included in the cost of a Full Registration with additional tickets available at a cost of $75.
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In the post conference survey the venue was rated as very good to excellent (68%) with the food and beverage service also rated from very good to excellent (65.8%) Comments noted that it was difficult to see the Kapa Haka group and the speeches due to the shape of the building; the audio was also not strong enough to hear in the large space.
Happy Hour Christchurch Convention Centre Monday 29 September, 2008 5:00pm – 6:00pm The Happy Hour was an informal gathering at the end of the conference day. The event was well attended and enjoyed by delegates. Entry to the Happy Hour was included in the cost of a Full Registration with additional tickets available at a cost of $50. In the post conference survey the majority of the delegates rated the function as Very Good. There were some negative comments on the staff “standing guard” over the beverages before 5pm and then drinks stopping at 6pm “on the dot”.
TEFMA Awards Dinner Christchurch Town Hall Monday 29 September, 2008 7:00pm – 11.00pm
The event was well attended by 170 delegates and rated Excellent by over 90% of those who attended. The venue was very well received, and although the program was quite full most delegates seemed to enjoy themselves with the MC Mark Hadlow doing a fantastic job and was considered not just an “awards night”. TEFMA AWARDS DINNER – Delegate Comments The comedy during presentation of awards made the it easier to endure this difficult part Great music, singing and the MC made an otherwise formal presentation evening into a night to remember. the benchmark has been set! What a fantastic night - the entertainment was fabulous - well done to organisers Best Ever TEFMA function! A wonderful evening - the best ever
Leishman Associates have a minor event management role in this function as it is a TEFMA only event. Chris Hawker from TEFMA was the key contact in the lead up. Seating arrangements were managed by each delegate provided with a sticky name label. These were attached to a table listing which were posted outside the Trade Exhibition area. From a management point of view a stronger explanation as to whether this is included in registrations for RSVP purposes needs to be adopted. A suggestion would be to send out an invitation to TEFMA members separate to the Conference Registration.
Conference Dinner
Christchurch Air Force Museum Wednesday 1 October 2008 7:00pm – 11:30pm The conference dinner was themed around “A Boogie Woogie Bash”, with many of the guests taking the opportunity to dress up in outfits from the era and military related. Seating arrangements were managed by each delegate provided with a sticky name label. These were attached to a table listing which was posted outside the Trade Exhibition area. The host Mark Hadlow was very entertaining and kept the evening flowing smoothly and with lots of fun and laughs along the way. The entertainment was provided by the Beat Girls who did a 1940‟s Andrew Sisters set during the meal which was very well received. The Beat Girls later preformed 2 other sets with the majority of guests up and dancing from the first song.
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In the post conference survey Poor Fair Good Very Good Excellent the Conference Dinner received excellent results: Conference Dinner -Air Force Museum Venue 0.0% 0.0% 3.3% 12.1% 78.0% Food and Beverage 0.0% 2.2% 11.0% 19.8% 60.4% Staff Service 0.0% 0.0% 8.8% 16.5% 68.1% Entertainment 0.0% 1.1% 2.2% 12.1% 78.0%
Tours The conference offered a range of ours on the afternoon of Guests Tuesday 30 September, including campus tours and social tours. Many tours were sold out prior to the commencement of the conference. Tour McLeans Forest Bushwalk 20 McLeans Forest Mountain Bike 16 Jetboat and Winery Experience 41 Maori and Wildlife Experience 11 Tastes of New Zealand 36 Private Home & Garden 6 City Segway Tour 10 Campus Tour Cass Field Station 10 Campus Tour Sullivan Avenue 9 Campus Tours University of Canterbury 50
Delegates who took part in the tours reported they had an enjoyable time. There were no problems with departure times as there were no sessions running at the same time as in previous years. It is suggested to offer additional tours in Darwin to avoid delegates missing out.
SATCHELS, MERCHANDISE AND NAME BADGES Delegates received, as part of their registration, a name badge, conference satchel, featuring the conference logo and a compendium featuring the conference logo and the major sponsor‟s logo - CLV. The satchels included items provided by exhibitors and sponsors. Name badges were sponsored by Technicard. Due to larger than expected numbers extra satchels and compendiums had to be ordered with some satchels being a slightly different colour.
FINANCIALS The management of the finances for TEMC was undertaken in the following way:- Monies were collected in both Australian Dollars & New Zealand dollars, through two portals on the conference website. Leishman Associates managed the Australian portal, and the Conference Company based in Auckland managed the NZ finances. This was done to ensure that the maximum benefit was created with respect to the Australian and NZ GST. Payments / Cheque book – Leishman Associates operated a dedicated bank account for the TEMC for Australian registrations and Australian invoices. Cheques were raised and signed by Leishman Associates (Paula Leishman) on receipt of relevant invoices, and subsequently posted to the creditor. Invoices were first faxed to the nominated representative on the Organising Committee (Peter Moloney) for approval against the conference budget. All New Zealand invoices were approved by Leishman Associates and by the nominated representative on the Organising Committee (Peter Moloney) and then paid out of the New Zeeland account. Deposits – were banked directly into a dedicated account.
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Credit Cards – online registrations were processed via secure online environment and went directly into the dedicated account. Hard copy registrations or credit card payments were made using a merchant facility provided.
GST reporting was undertaken against the Leishman Associates ABN for each the quarterly reporting period. The final quarter for 2008 (Oct – Dec) will conclude any GST activity for the conference and monies can be subsequently transferred to the two associations. GST reporting was under taken against the Conference Company GST number on a monthly basis. The final reporting month will be November with any remaining monies transferred to the Australian account.
BUDGET AND FINANCIAL RESULT The majority of budgeted items have come in on plan or under the estimated expenditure. While the final budget is still being prepared it is estimated that the conference will make a profit in excess of $65,000. There is an amount of $7,000 still outstanding, and we are currently in discussion to obtain this. It is envisaged this should be collected in early December. There is an amount of $35,000 still owed to the Airforce Museum. Payment will be made out of the NZ account, which will then clear all funds from the NZ account. There will be a portion that will be paid from the Australian account.
RECOMMENDATIONS FOR FUTURE TERTIARY EDUCATION MANAGEMENT CONFERENCES • Continue to offer a presentation option for the major sponsor. • Offer a conference CD to delegates. • More tour options or bigger capacity • Must have a cut out time on the internet café of 15 minutes per user. Lunch time – limit to 1 hour only • Consider ways to reinvigorate the trade area i.e. entertainment; games; o auction at the end of the conference using TEMC dollars which delegates are given every time they visit and interact with an exhibitor o a prize or award for the best trade display – voted by either us or the delegates (TEMC provide the prize). Awarded at the dinner or the sponsors / exhibitors thank you o a dedicated time in the program devoted to the trade area. During that time exhibitors offer a special deal or discount on to encourage delegate visits • Reconsider offering poster displays – they create little interest.
FINAL COMMENT It was a pleasure working with both ATEM and TEFMA to deliver the 2008 Tertiary Education Management Conference. Formal acknowledgement should be given to the Organising Committee who worked tirelessly to ensure that the conference was a great success and to Janine Arnold for all of her work before her resignation from Leishman Associates. I personally would also like to thank Paula Leishman for her support and encouragement in me taking over the role of Conference Manager for TEMC from Janine Arnold. Leishman Associates look forward to a continued relationship in delivering the event for the remainder of the 3 year contractual agreement, and to improving the standard of the conference for the benefit of everyone involved. Signed: Renee Brown Conference Manager: Leishman Associates
Please Note:
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Survey results as quoted in this document were taken from the results that had been submitted up until November 15, 2008.
The TEMC 2008 Final Accounts follow on page 62.
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TEMC 08 Profit & Loss Statement
Australia New Zealand Total ATEM TEFMA Total AUD Conv to AUD Conference Conference $0.93978 in AUD in AUD Income Add ons - tours and social $39,179.26 $4,956.88 $44,136.14 $7,875.00 $36,261.14 TEFMA Income - AUD TEFMA Income - NZD Sponsorship $129,689.62 $129,689.62 $129,689.62 Bank Interest $4,583.57 Registrations $314,945.51 $123,706.86 $438,652.37 $438,652.37 Total Income $358,708.34 $258,353.36 $617,061.70 $0.00 $7,875.00 $609,186.70
Expenses ADMINISTRATION Bank Account fees $159.96 $2,073.27 $2,233.23 $2,233.23 Bank Merchant fees $2,081.53 $28.98 $2,110.51 $2,110.51 Insurance $3,329.27 $3,329.27 $3,329.27 Mie fees $6,648.37 $6,648.37 $6,648.37 Photocopying & Printing $739.46 $739.46 $739.46 Postage $107.53 $107.53 $107.53 Reg Desk Expenses $109.09 $256.28 $365.37 $365.37 Staff Airfares $4,613.60 $4,613.60 $4,613.60 Staff On-ground expenses $2,621.49 $1,888.80 $4,510.29 $4,510.29 Stationery $278.32 $278.32 $278.32 Telecommunications $2,735.16 $2,735.16 $2,735.16 NZ Accounting and Processing fees, includes NZ GST Reporting, processing NZ payments, postage, set up of NZ online facility and fees fees, telecommunications $9,283.51 $9,283.51 $9,283.51 Total ADMINISTRATION $23,423.78 $13,530.84 $36,954.62 $36,954.62
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AUDIO-VISUAL AV Breakout $13,817.30 $13,817.30 $13,817.30 A/V Plenary $27,403.89 $27,403.89 $27,403.89 Internet Café set up $1,052.55 $1,052.55 $1,052.55 Total AUDIO-VISUAL $41,221.19 $1,052.55 $42,273.74 ` $42,273.74
BREAKFASTS ATEM A/V $1,308.42 $1,308.42 $1,308.42 $0.00 TEFMA A/V $1,995.45 $1,995.45 $1,995.45 $0.00 TEFMA Food & Bev $383.07 $3,749.72 $4,132.79 $4,132.79 $0.00 ATEM Food & Bev $4,080.00 $4,080.00 $4,080.00 $0.00 ATEM BASS Regional Breakfast $277.50 $277.50 $277.50 $0.00 Total BREAKFASTS $8,044.44 $3,749.72 $11,794.16 $5,665.92 $6,128.24 $0.00
CONFERENCE DINNER Music / Entertainment-BeatGirl $1,040.99 $5,685.67 $6,726.66 $6,726.66 MC - Mark Hadlow $4,651.91 $4,651.91 $4,651.91 Table Novelties(Moustaches) $559.14 $559.14 $559.14 Dinner Transport $4,777.43 $4,777.43 $4,777.43 Conference Dinner, Food & Beverage, theming and venue hire $14,071.34 $80,786.51 $94,857.85 $94,857.85 Total CONFERENCE DINNER $15,671.47 $95,901.52 $111,572.99 $111,572.99
DESIGN/ARTWORK Call for Papers $360.00 $360.00 $360.00 DL Flyer $590.00 $590.00 $590.00 Exhibitors Passport $175.00 $175.00 $175.00 Email Invite $35.00 $35.00 $35.00 Handbook $1,890.00 $1,890.00 $1,890.00 Logo $240.00 $240.00 $240.00 Menu $70.00 $70.00 $70.00 Pocket Program $175.00 $175.00 $175.00 Registration Brochure $1,120.00 $1,120.00 $1,120.00 ATEM Council July 2009 Page 73
Signage $455.00 $455.00 $455.00 Sponsorship Document $300.00 $300.00 $300.00 Total DESIGN/ARTWORK $5,410.00 $0.00 $5,410.00 $5,410.00
FREIGHT & COURIERS Reg desk requirements $2,456.23 $2,456.23 $2,456.23 Freight & Couriers $56.39 $56.39 $56.39 Total FREIGHT & COURIERS $2,456.23 $56.39 $2,512.62 $2,512.62
MANAGEMENT FEES Conference Management-Leishman $52,061.83 $52,061.83 $52,061.83 Total MANAGEMENT FEES $52,061.83 $52,061.83 $52,061.83
MARKETING & MEDIA Banners & Signage $2,433.64 $2,433.64 $2,433.64 Total MARKETING & MEDIA $2,433.64 $2,433.64 $2,433.64
MERCHANDISE & GIFTS Satchels $8,642.00 $8,642.00 $8,642.00 Compendiums $7,579.00 $7,579.00 $7,579.00 Speaker Gifts $1,962.26 $1,962.26 $1,962.26 Total MERCHANDISE & GIFTS $16,221.00 $1,962.26 $18,183.26 $18,183.26
PHOTOGRAPHY Conference photographer $1,071.35 $1,071.35 $1,071.35 $0.00 $1,071.35 $1,071.35 $1,071.35 POSTAGE DL flyer $94.85 $94.85 $94.85 Total POSTAGE $94.85 $94.85 $94.85
PRE-CONFERENCE LAUNCH Pre-promotional $2,640.94 $2,640.94 $2,640.94 Total PRE-CONFERENCE LAUNCH $2,640.94 $2,640.94 $2,640.94
PRINTING
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DL flyer $522.13 $522.13 $522.13 Printing of handbook, pocket program $4,748.31 $4,748.31 $4,748.31 Printing of large programs, sponsors invitations, handouts $713.06 $713.06 $713.06 Total PRINTING $522.13 $5,461.37 $5,983.50 $5,983.50
SPEAKERS Keynote Speaker Travel $2,169.40 $792.54 $2,961.94 $2,961.94 Keynote Speakers Accommodation & Expenses $958.58 $958.58 $958.58 Joe Bennett $2,584.40 $2,584.40 $2,584.40 Ngahihi o te ra Bidois $2,819.34 $2,819.34 $2,819.34 Onground expenses $216.50 $455.29 $671.79 $671.79 Total SPEAKERS $2,385.90 $7,610.14 $9,996.04 $9,996.04
TEFMA DINNER Food & Beverage, Venue Hire, staff $27,107.01 $27,107.01 $27,107.01 $0.00 Entertainment - Mark Hadlow $5,685.67 $5,685.67 $5,685.67 $0.00 Theming $882.83 882.83 $882.83 $0.00 $882.83 $32,792.68 $33,675.51 $0.00 $33,675.51 $0.00 TRADE EXHIBITION Displayworks - exhibition build $18,283.42 $18,283.42 $18,283.42 Sponsors function food and beverage $2,697.17 $2,697.17 $2,697.17 Woods Bagot Function $283.06 $283.06 $283.06 Satchel packers fee (no GST) $798.81 $798.81 $798.81 $22,062.46 $22,062.46 $22,062.46 TOURS Pre & Post Tours, Campus & Tuesday Tours $23,413.10 $23,413.10 $23,413.10 Tours $498.80 $498.80 $498.80 $498.80 $23,413.10 $23,911.90 $23,911.90 WEBSITE Development & maintenance cost $2,990.73 $2,990.73 $2,990.73
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Online Abstract Management $695.00 $695.00 $695.00 Online Reg. Monthly fees $480.00 $480.00 $480.00 Online Reg. Set up $400.00 $400.00 $400.00 Total WEBSITE $4,565.73 $0.00 $4,565.73 $4,565.73
VENUE Food & Beverage, Parking, Security, $122,947.19 Venue Hire $16,427.86 $139,375.05 $139,375.05 $122,947.19 $16,427.86 $139,375.05 $139,375.05
WELCOME RECEPTION Venue Hire $1,628.95 $1,628.95 $1,628.95 Food & Beverage $24,580.46 $24,580.46 $24,580.46 Welcome Reception entertainment donation $469.89 $469.89 $469.89 $26,679.30 $26,679.30 $26,679.30
Total Expenses $301,481.95 $251,771.55 $553,253.50 $5,665.92 $39,803.76 $507,783.83
Operating Profit $57,226.39 $6,581.81 $63,808.20 ($5,665.92) ($31,928.76) $101,402.87
Adjust Exch Rate NZD to AUD $1,217.13 $1,217.13 $1,217.13
Net Profit/(Loss) $57,226.39 $5,364.68 $62,591.07 -$5,665.92 -$31,928.76 $100,185.74
$50,092.87 TEFMA 50 % of Total Net Surplus -$31,928.76 Less: Net Costs of TEFMA Dinner & Breakfast
$18,164.12 Payable to TEFMA
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$50,092.87 ATEM 50 % of Total Net Surplus -$5,665.92 Less: Net Costs of ATEM Breakfast
$44,426.95 Payable to ATEM
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Item 7.1.1 2009 TEM Conference Report
This item did not copy across to the Council Agenda so it was attached to the same email as the Agenda.
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Item 7.1.2 2010 TEM Conference Report
This report was not available at the time of distribution. Please insert table paper here.
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7.1.3 2011 TEM Conference Report
This report was not available at the time of distribution. Please insert table paper here.
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Item 7.1.4 Renewal of PCO Contract
AGREEMENT
AGREEMENT dated ______.
BETWEEN The Association for Tertiary Education Management (ATEM) and The Tertiary Education Facilities Management Association (TEFMA) acting jointly as the organisers of the 2006, 2007 and 2008 TERTIARY EDUCATION MANAGEMENT CONFERENCE (TEMC)
AND Leishman Associates Pty Ltd of 113 Harrington Street, Hobart Tasmania 7000
RECITALS A. The Association for Tertiary Education Management (ATEM and the Tertiary Education Facilities Management Association (TEFMA) („‟the Hosts‟‟) have combined to jointly host the annual Tertiary Education Management Conferences („the TEMC”) to be held in 2006, 2007 and 2008 (“the Conference”). The Hosts will be represented in terms of overall planning, organising and managing delivery of the Conference by locally-based Tertiary Education Management Conference Organising Committees (“the Committees”).
B. Leishman Associates Pty Ltd („‟the Manager”) as providers of Professional Conference Management Services to the Organising Committees of the Tertiary Education Management Conferences.
C. The parties have agreed to enter into this Agreement to appoint the Manager as the official Conference Manager for the Conference upon the following terms and conditions.
DEFINITIONS AND INTERPRETATION 1.1 In this Agreement the following words have the following meaning: „‟Host‟‟ means The Association for Tertiary Education Management (ATEM)and the Tertiary Education Facilities Management Association (TEFMA) – („‟the Hosts‟‟) who have combined to jointly host the Conference; „‟Manager‟‟ means Leishman Associates Pty Ltd as appointed providers of Professional Conference Management Services to the Organising Committees of the Tertiary Education Management Conferences; “Committee” means the locally-based Organising Committees established by The Association for Tertiary Education Management (ATEM), the Tertiary Education Facilities Management Association (TEFMA) – („‟the Hosts‟‟) to work with the Manager to organise the Conferences and Exhibitions as detailed in the Schedule; “Fees and charges” means the fees and charges set out in the Schedule; “Schedule” means the Schedule to this Agreement; “Services” means the services to be provided by the Manager to TEMC as set out in the TEMC Tender Document, Appendix B and any other services which may be agreed between the parties in writing from time to time; “Term” means the term specified in the Schedule. 1.2 In this Agreement where the context allows, words importing the singular include the plural and vice versa, words importing one gender include all other genders and words importing persons include corporations and associations. 1.3 If two or more persons undertake any obligations or give any warranty under this Agreement they will be bound jointly and severally. Reference to person or a corporation will include its
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personal representative or successors and permitted designs. THE SERVICES 1.4 The Host engages the Manager to provide the Services as set out the TEMC Tender Document, Appendix B during the Term. 1.5 The Services will be carried out in the manner set out in TEMC Tender Document, Appendix B and as defined in the TEMC Conference Manual as referred to in the TEMC Tender Document. 1.6 The parties may vary or add to the Services at any time by written agreement signed by all three parties – the President of the Association for Tertiary Education Management (ATEM) Council, the President of the Tertiary Education Facilities Management Association (TEFMA) and a Paula Leishman, Director of Leishman Associates.
MANAGER‟S FEES, CHARGES AND PAYMENTS 1.7 The Host will pay the Fees and Charges to the Manager in the manner specified in the Schedule. 1.8 The Host grants the Manager the authority to incur costs on behalf of the Host, not exceeding $500.00 in any single instance, such costs properly incurred in respect of the “Conference”. These costs are to be either refunded by the Host to the Manager or paid by the Host to third parties where necessary. 1.9 The Manager will not incur costs over $500 without prior consent in writing of the Host. 1.10 The Manager will keep accounts and the Host will have the right to inspect those accounts. MANAGER‟S OBLIGATIONS During the Term the Host appoints The Manager to perform the following tasks: 1.11 Provide the Services set out in TEMC Tender Document, Appendix B in a timely, efficient and professional manner; 1.12 Liaise with the nominated representatives whom the Host has appointed, for the interchange of information and progress reports between the parties; 1.13 Provide the Host with all the information reasonably required by the Host to successfully organise the Conference with The Manager; 1.14 Meet with the Host as, when and where reasonably required by the Host; 1.15 Maintain and deliver to the Host on a monthly basis and as otherwise required from time to time, proper records of all payments made by the Manager into and from the bank account established under Clause 5. HOST‟S OBLIGATIONS The locally-based Committees will: 1.16 Appoint one or more contact nominees for the interchange of information and progress reports between The Manager and the Host; 1.17 Assist The Manager with the design, particulars and format for the Registration Enrolment Form at least 6 months prior to each Conference; 1.18 At own cost, take out public liability insurance for delegates and participants at the Conference and any other insurance the Host deems necessary, on the advice of The Manager; 1.19 Keep proper records of all decisions taken by the Host and notified to The Manager in respect of the Conference. 1.20 To pay to the Manager the amount of the notification of agreed costs and disbursements provided to it by The Manager, within 14 days of receipt. 2 BANKING 2.1 The5 Host will nominate a trust account into which all incoming monies received for or on behalf. of the Conference must be deposited. The Manager will provide the Host with monthly statements1 of income and expenditure. Withdrawal of funds will be jointly co-signed by a nominee of the Manager and each Committee. Signatures from each Committee must be provided within a five day period of provision of invoice signed by the Manager NO PARTNERSHIP 2.2 Nothing in this Agreement is intended or will be deemed to constitute a partnership or joint venture between the Manager and Host AND TO THAT INTENT the Manager will not enter into any agreement, advertising expense or financial undertaking to bind the Host otherwise
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than in accordance with this agreement without the express joint permission of the Host in writing.
LIABILITY FOR LOSS 2.3 The Host will indemnify the Manager against all actions, claims or demands made against the Manager in respect of any account incurred by the Manager under the express authority in writing of the Host or pursuant to this agreement. 2.4 The Manager will be liable for and indemnify the Host against any reasonably foreseeable loss, damage or costs contemplated by the parties and incurred by the Host as a consequence of the Manager‟s breach of this Agreement or non-compliance with any reasonable direction of the Host in respect of the management of the 2006, 2007 and 2008 Conferences such direction having been provided to the Manager in writing and: - 1. The Manager has not in writing declined to follow that direction, and, 2. Written notification (if practicable) of the failure by the Manager to comply has been given to The Manager prior to the date upon which rectification of the failure to comply occurs. TERMINATION This Agreement will terminate upon any one of the following events namely: 2.5 At the end of the Term as defined in the Schedule and upon the fulfillment of the obligations of The Manager under this agreement. 2.6 Upon the Host giving the Manager 14 days‟ notice that it wishes to terminate the Agreement which it may do so at any time at its absolute discretion AND in such event the Host will complete payment (at cost) to the Manager within 10 days of the termination date of any invoice or statement for any Services incurred or provided by the Manager up to the date of such termination to be calculated in accordance with the fees and charges mentioned in the Schedule. 3 DISPUTE RESOLUTION In the event of a dispute concerning payment pursuant to this agreement of which notification in writing has been given by either party to the other party and such dispute has not been resolved within 14 days of such written notification the parties shall refer the dispute to an mediator appointed by the President of the Law Society of Tasmania or his nominee to determine the dispute upon such terms and conditions as he shall think fit and the parties shall bear the cost of such determination as awarded by the arbiter and his decision in respect of the dispute and the award of costs shall be final. 4 ASSIGNMENT The Manager shall have the right to assign the benefit and obligations of this agreement at any time during the term subject to the consent of the Host first in writing. The Host however reserves the right to refuse such consent if the assignment is deemed not to be in its best interests. 5 GOVERNING LAW This Agreement will be governed by the laws of the State of Tasmania, or the State or Country where the conference is being delivered. SCHEDULE
TERM
Term means the period commencing following appointment and ending when the affairs of the Conferences are wound up following its conclusion, approximately by 31st December 2008.
FEES AND CHARGES 1. GST (All fees and charges are GST inclusive). GST In accordance with A New Tax System (Goods and Services Tax Transition) Act 1999 and New Tax System (Goods and Services Tax) Act 1999, a Goods and Services Tax in
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addition to any other amount stated in this Agreement will be charged, and payable by the recipient for goods and services supplied on or after 1st January, 2004.
GST is charged at 12.5% in New Zealand. The Manager will investigate any implications closer to the management of the 2008 event.
2. FEES 2.1 A fee of $80.00 per delegate (inclusive of GST), whether full or partial registration applies for the years‟ 2006, 2007 and 2008. This is the Total Service fee. The Host reserves the right to renegotiate the delegate fee for the 2006 Conference to include the commission payable for accommodation rooms at the conference venue (Hilton). In following years an industry standard of 10% commission on hotels applies for accommodation.
2.2 Notwithstanding any other provision of this agreement, the total fee paid to the Manager pursuant to this agreement for the provision of services shall not be less than $32,000.00 including GST, which is equivalent to $80.00 per delegate for 400 delegates. 3. CHARGES 3. The costs incurred in postages, facsimiles, emails, courier deliveries, telephone charges, photocopying, printing, taxes, GST and any other agreed out-of-pocket expenses reasonably incurred in carrying out the Services will be charged to the Host for the Term and as set out in Section 16.1 of Appendix B of the Tender.
No charges will be applicable for the retyping of abstracts and mailing lists.
The overall cost of the development of the Website is limited to $5,000 for Sydney, $2,000 for Canberra and $2,000 for Christchurch. This cost will be incurred by each local committee.
4. PAYMENT 4.1 Disbursements, including postage, telephone and email charges will be charged on a monthly basis, commencing 1 June 2005. 4.2 Telephone and facsimile calls are based on Telstra rates for local and interstate telephone calls. 4.3 Emails will be charged at 0.50 cents each but capped at $100 per month for the duration of the contract period. 4.4 Photocopying is charged at 0.15 cents per page. 4.5 Postage and other third party costs are charged at cost. 4.6 10 hrs of Media Co-ordination is included within the Management Fee, after which a charge of $80/hr will apply.
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No deposit is payable when signing this contract, after that the payment of Management Fees schedule should commence from January 2006 as shown in the table below.
Date Amount in progress Running sub- total 31 January 2006/2007/2008 $ 3,500.00 $3,500.00 28 February 2006/2007/2008 $3,500.00 $7,000.00 30 March 2006/2007/2008 $ 3,500.00 $10,500.00 30 April 2006/2007/2008 $ 3,500.00 $14,000.00 31 May 2006/2007/2008 $ 3,500.00 $17,500.00 30 June 2006/2007/2008 $ 3,500.00 $21,000.00 31 July 2006/2007/2008 $ 3,500.00 $24,500.00 31 August 2006/2007/2008 $ 3,500.00 $28,000.00 30 September 2006/2007/2008 $ 3,500.00 $31,500.00
October / November / Remaining Balance [Delegate Charges & Disbursements] December 2006/2007/2008
5. COMMISSION The Manager warrants that they will not receive any commission from: 5.1 Revenue obtained from sponsorship and exhibition sales for the Term. 5.2 Orders placed with suppliers or contractors for goods and services, with the exception of the sale of accommodation rooms for the Term. 6. CANCELLATION SCHEDULE Cancellation Fees payable at the date of cancellation are as follows: Current year 75% of fee remaining to be paid (after insert date) Preceding year 40% of minimum fee 1 year or more 25% of minimum fee
COMMITTEE
2006 – Sydney (TEFMA Chair) Alan Tracey (Chair) Dates: 27-30 August 2006 Pam Esdaile Alan Egan Robert Kelly Kay Hempsall Jennifer Till Jan O‟Reilly Viv McIlroy John Chapman
2007 – Canberra (ATEM Chair) TBA Dates: 7-10 October 2007
2008 – Christchurch (TEFMA TBA Chair)
SCOPE OF SERVICES During the Term the Host appoints the Manager to perform the service requirements of the Professional Conference Organiser (PCO) outlined in Appendix B of the TEMC Tender Document as attached. Should the Scope of Services change throughout the contract period, these will be negotiated with the local committee.
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Signed: On behalf of Leishman Associates Paula Leishman
______Dated: ______
Signed: On behalf of Tertiary Education Management Conference
______Dated: ______Association for Tertiary Education Management (ATEM)
______Dated: ______Tertiary Education Facilities Management Association (TEFMA)
APPENDIX B
Service Requirements of the Professional Conference Organiser (PCO)
1. General Planning, TEMC Organising Committee Liaison and Secretariat The TEMC Organising Committee will receive the planning services detailed below by the agreed dates: 1.1. Liaise with the Committees on an ongoing basis, to provide strategic and operational advice as and when appropriate. Attendance at the monthly meetings of the TEMC Organising Committee is expected, even if the PCO is not located in the conference city. 1.2. Develop, in consultation with Committees, the draft Program for each Conference and event and update as required at each committee meeting. 1.3. Attend all executive meetings of the TEMC Organising Committee. 1.4. Liaise with the TEMC Executive Officers, prepare a meeting schedule; plan and distribute agendas and minutes of committee meetings; alert committee to approaching timelines within the Program. 1.5. Present a written report on work in progress to each committee meeting. 1.6. Liaise with the Chairs of the four sub-committees: Conference Program, Financial, Social Program and Sponsorship. 1.7. Provide telephone, facsimile, email and postal address for general conference contacts. 1.8. Provide general secretarial assistance to all committees. 1.9. Maintain a full set of conference records for each Conference.
2. Financial Management The TEMC Organising Committee will receive the planning services detailed below by the agreed dates: 2.1. Provide complete financial management services, including: 2.1.1 Preparation of budgets and cash flows for committee approvals. 2.1.2 Provision of advice on bank account and credit card facilities and establishment thereof. 2.1.3 Establishment of appropriate procedures for financial record keeping and reporting, including income and expenditure reports and payment authorisation, receipting and invoicing procedures, and development of a schedule for reporting to the committee. 2.1.4 On-going management of the budget, including bank reconciliations, updating of budget, and subsequent reporting to committee. 2.1.5 Preparation of financial reports for auditing. 2.1.6 Preparation of financial reports and BAS returns to meet taxation and other requirements.
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2.2 Within two (2) months of the completion of the conference, arrange for a draft audit report to be prepared to allow partial distribution of profits to both Associations as agreed by the Committees. 2.3 On acceptance of the final audit report, arrange for the distribution of profits to the various Associations.
3 Marketing and Public Relations Strategy 3.1 Develop, in conjunction with the committees, a marketing and public relations plan for each conference, including strategies and materials (e.g. printed materials, advertising, editorial, website development) and timing. 3.2 Establish, with the assistance of the committees, a database of delegates for conference mailing. Please note that neither ATEM nor TEFMA gives its membership database to any other organisation, however both Associations will distribute to their membership, any notices/ information given to them by the PCO. 3.3 Establish an email distribution of delegates and forward regular updates to these delegates on Conference activities. 3.4 Co-ordinate, with the assistance of the committees, the production and distribution of the following printed materials (both print and web based, as appropriate): (a) Initial Announcement; (b) Expression of Interest and Call for Papers; (c) Registration Brochure; (d) Program Book, (e) Proceedings; (f) Name badges; (g) Function tickets, (h) Delegates List, (i) Menus; (j) Evaluation forms; and (k) Daily Newsletters/Notices. 3.5 Co-ordinate, with the assistance of the committees, the development and maintenance of a website capable of handling on-line registrations and being the permanent conference website. This is to be set up through the domain name of www.temc.org.au 3.6 Develop, in conjunction with the Committees, a promotional video presentation of up to 10 minutes duration and a handout for the launch of the next TEM Conferences as part of the current years Conference‟s works. The 2006 Sydney presentation will be required for launching in Perth during the 2005 Conference on the final day – 30 September 2005.
4 Venue Management 4.1 Establish contract with selected venues. 4.2 Confirm conference requirements with the venue including number of rooms, catering, room set up etc 4.3 Establish contracts for audiovisual requirements 4.4 Establish contracts or preferably sponsorship for an Internet Café with at least 8-10 stations for use by the delegates. 4.5 Liaise with the venue and contractors on an on-going basis.
5 Accommodation Management 5.1 Assist the committees with the selection and booking of accommodation. 5.2 Source accommodation providers and liaise with them on an on-going basis, including facilitating bookings.
6 Conference Program Management 6.1 Assist the Program Committee to establish a suitable program structure, including ideas for opening and closing ceremonies. 6.2 Produce detailed schedules for the conference programs, including details of timing, room allocations, audio-visual requirements and session chairs.
7 Speakers 7.1 Prepare in consultation with the Program Committee, guidelines for abstracts and full papers.
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7.2 Prepare briefing notes for and handle all correspondence with speakers and session chairs re status of papers, details of session title, dates and times allocated, details of fees and expenses, collection of biography and photograph, abstract and full paper and audiovisual requirements. 7.3 In liaison with the Program Committee, provide assistance with identifying potential keynote speakers. 7.4 Coordinate travel and accommodation arrangements for keynote speakers. 7.5 In liaison with the Program Committees, suggest suitable gifts for keynote speakers and presenters and arrange for samples to be provided to the Committees.
8 Social Program, Pre/Post Touring and Accompanying Persons Program Management 8.1 In liaison with the Social Committees, develop concepts for a welcome reception, conference dinner, pre/post touring options and site visits and for an accompanying persons program. 8.2 In liaison with the appropriate representatives on the Committees, suggest locations for the TEFMA Awards Dinner and ATEM Ghosts function, in addition to casual dinner venues. 8.3 Obtain quotes from suitable venues, entertainment, staging, caterers, entertainers, transport and tour operators etc for all functions. 8.4 Confirm in writing the selected operators and liaise on an on-going basis.
9 Transport Management 9.1 In consultation with the Committees, define airline and ground transport requirements. 9.2 Obtain quotes from appropriate operators. 9.3 Liaise with confirmed operators on an on-going basis.
10 Sponsorship Management 10.1 Establish sponsorship budget and define sponsorship options in conjunction with Committees. 10.2 Create and distribute sponsorship prospectus and confirmation forms. 10.3 Liaise with confirmed sponsors on an on-going basis to ensure delivery of benefits. 10.4 Advise of any potential sponsors known to your organisation that could be brought on board to assist with sponsorship, and assist in sponsorship negotiations, including opportunities for a 3-year sponsorship deal.
11 Trade Exhibition Management 11.1 Obtain quotes and, in conjunction with the Committees, appoint sub-contractors, for the trade exhibition. 11.2 Develop an exhibition budget. 11.3 Produce exhibition floor plan for committee approval and liaise with venue and exhibition booth contractors on an on-going basis. 11.4 Create and distribute exhibition prospectus and booking form in conjunction with the Committees. 11.5 Liaise with confirmed exhibitors on an on-going basis and manage the exhibition on-site.
12 Delegate Registration Management 12.1 Establish a computerised registration system for delegates. 12.2 Enter data on the registration system, and acknowledge the registration by email and in writing. 12.3 Forward lists and statistics to the Committees as requested and provide to Committee meetings. 12.4 Produce name badges and tickets for functions. 12.5 Procure satchels and their contents and arrange filling of satchels.
13 Sub-Contractor Management 13.1 Obtain quotes for all sub-contracted items, present recommendations to the Committees and liaise on an on-going basis with the successful tenderers. 13.2 Sub contract services may include interpreting, graphic designers, printers, airport transfers, mailing houses etc.
14 On-Site Management at the Conferences 14.1 Prepare a running sheet for each event at each Conference. 14.2 Act as the principal point of contact with all sub-contractors including venues, caterers, and hire companies to ensure smooth running of the events. 14.3 Provide all on-site registration desk staff as required.
15 Post-Conference Report
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15.1 Produce, within two (2) months of the completion of the conference, a draft Post-Conference Report for the committees, including statistics and a financial summary. 15.2 Provide a final Post-Conference Report for the committees, and on acceptance, arrange for the distribution of proceeds to the various Associations.
16 Fees & Charges 16.1 The Management Fee is not inclusive of the following disbursements: 16.1.1 Postage (bulk postage rates are to be applied) 16.1.2 Photocopying 16.1.3 Telephone call, facsimiles and emails 16.1.4 Couriers and freight 16.1.5 Design and printing of stationery and conference materials 16.1.6 Name badge holders and satchels 16.1.7 Speakers gifts 16.1.8 Travel, accommodation and out-of-pocket expenses 16.2 All disbursements are to be charged at cost and non-commissionable rates are to apply. 16.3 Travel, accommodation and out-of-pocket reimbursements for travel to interstate or overseas locations are to be agreed to by the local TECM Organising Committee prior to travel. All air travel is to be at discount economy fares. Travel is to be scheduled where possible to avoid overnight accommodation within Australia. 16.4 There will be no reimbursement of local travel / taxi fares to attend meetings etc. if the PCO is located within that city. 16.5 Hourly rates can be charged for the retyping of abstracts or mailing lists that are not provided in label format or on disk. 16.6 Disbursements can be claimed on a monthly basis.
17 Schedule of Payments 17.1 The PCO is to submit a schedule of pre-conference progress payments with the Tender Offer. This schedule is to be negotiated and agreed prior to selection of the PCO. 17.2 The Final Fee is to be negotiated after the Conference with the local TEMC Organising Committee and is to be based on the final number of delegates (including exhibitors).
18 Performance Review 18.1 An Annual Performance Review will be undertaken by the TEMC Organising Committee after each Conference and prior to completion of the draft Report. The Performance Review will include consideration of the ratings and comments on the Evaluation Forms submitted by participants, including delivery of information, communication, accommodation etc: 18.1.1 The conference will be fully subscribed and the conference participants will rate the PCO in the top 20% of the rating scale in the evaluations regarding information and communication. 18.1.2 Accommodation will be cost competitive and delegates will rate the organised accommodation in the top 10% of the rating scale in the conference evaluations.
19 Contract 19.1 The Form of Contract for engagement of the PCO is subject to negotiation with the successful tenderer.
20 Termination 20.1 The services of the successful PCO may be terminated at any time at the discretion of both the ATEM Council and the TEFMA Board acting jointly. Any costs incurred by the PCO at the time of termination shall be paid in accordance with the final negotiated Schedule of Payments, and shall not include any foregone profit.
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Item 8.2 Nomenclature Used to Describe the Professional Staff
Susan Hudson of UWS and Giles Pickford of the ATEM Secretariat are presenting a poster session at TEMC 2009 on the move to call our members Professional Staff.
Universities that have adopted "Professional Staff" are highlighted in gold. The use of "Menial Staff" and "Down Stairs Staff" disappeared long ago. The use of "Non-Academic Staff" ceased recently. "General Staff" lingers on, but the trend towards "Professional" is growing. ATEM uses "Professional" in its Job Vacancies Pages.
University Staff terminology Comments
General staff - perhaps a move towards At ACU „general staff‟ is still typically used, though the VC has indicated his preference for ACU Professional staff moving towards using „professional staff‟. Professional staff, Technical staff; Grounds Adelaide staff These titles encompass all non-academic staff Auckland, NZ General/Admin/Professional Professional staff terminology only used by Business School Canterbury General CQU General Charles Sturt General staff We don‟t use this term as we use it as a descriptor of a specific academic work function. So at CSU its likely to be general staff for a long time to come. Curtin General staff In 2009, however, the University proposes to commence a consultation process followed by an indicative ballot on staff's preferred use of either general staff or professional staff. We are awaiting development of eVoting to enable the voting to be conducted electronically. Consideration was given to moving towards the term Professional staff however academics did not support the move as it was felt this inferred they were not professional….. The term professional staff is used from time to time at Deakin University but all policies relate to general staff and correspondence from HR reflects the policies. (Note from ATEM Secretariat; The argument above is a good example of The Fallacy of the Undistributed Middle and cannot be taken seriously. Academic staff are also administrators occasionally, so the administrative staff should not be called administrative staff to the exclusion of academic staff. Also there are administrators who teach and undertake research. Therefore the academic staff should not be called academic staff to the exclusion of Deakin General staff administrators.) Edith Cowan General Flinders General Griffith Professional and Support Staff Griffith is likely to move to "professional and support staff" - ie always that whole phrase not one or the other
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James Cook Professional staff; Technical staff Macquarie Professional We use the term professional staff at Macquarie University. We introduced it last year after the review of academic structure…. but the cultural change required to make the change in nomenclature has not occurred - As a result we still call ourselves general staff, our literature continues to use the label "Professional (General) Staff" Massey, NZ The term "general" is still officially used in our employment contract as well as many other documents. However, my own observation is that many departments and units at our university adopt different terms, for example, "non-teaching staff" and "professional". I have used "technical staff", or "administrative staff", or "research support staff" etc in handbooks to refer to different groups of staff in my department without having any problem/opposition from anyone so far. Melbourne Professional staff The term “Professional Staff” was adopted when the Enterprise Agreement 2006 (EBA 2006) was certified in May 2006. In the EBA 2006 the following new definition was introduced: ““Professional Staff” means staff employed by the University other than academic staff.” Following the implementation of the EBA 2006 all references to “General Staff” in policy and procedures were changed to “Professional Staff”. Monash University has been using this terminology for a short period. It was also raised for Monash Professional staff discussion in the new EB negotiations and is reflected on their "Jobs at Monash" website. Murdoch General Newcastle General Notre Dame General Queensland General staff some units use Professional Comment from School Manager, School of Education: UQ has not formally adopted the term staff – unofficially 'professional staff' (I have heard it was met with some resistance from academic staff who believed it implied that they were not 'professional'. However, many faculties and schools have made local decisions to use the term (We use it here.) QUT Professional staff I'm pleased to advise that QUT has been formally using the professional staff terminology for a few years now. From memory, the Vice Chancellor (Peter Coledrake) issued a University wide email directing everyone to use the professional staff terminology from that point onwards, and all University documentation now reflects this, as does the language of all pretty much all staff who work here. RMIT General South Professional staff The University of South Australia formally adopted the term “professional staff” several years Australia ago. Our current industrial agreement approved in August 2006 is titled Academic & Professional Staff Collective Agreement
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Southern Administrative staff, Professional staff, Queensland Technical staff Sunshine Coast APT staff APT stands for administrative, professional and technical staff. Swinburne Administration staff There has been a behind the scenes move at Swinburne to call our administration staff 'professional staff'. It hasn't really been successful. We are all 'administration staff' at Swinburne, not 'general staff'. There is also the view that academic staff are also professionals which means administration staff cannot lay claim to the title to the exclusion of academic staff. One faculty does use the term "professional staff"...... However, our VC has raised the issue again as people have started to ask about it again and he is noticing that other unis are using the term increasingly. It is also interesting that the term 'professional staff' is creeping into documents that people write for various things. Tasmania General UNE General UNSW Professional staff; Technical staff UNSW uses the term Professional & technical staff (rather than General staff) - our Enterprise Agreement however, still refers to General staff. UTS Non-academic staff; support staff; The UTS Act defines such staff as 'non-academic' and the Enterprise Agreement defines Professional staff in FASS them as 'support staff'‟….. Although the term professional staff has not been officially "approved" at UTS, in the recent Faculty mergers that occurred in mid 2008, the new Faculty of Arts & Social Sciences has stated using the term Professional Staff for what at UTS were called/still are called support staff.
UWS General
General staff in all but the new Medical School (3 years old) where Professional Wollongong staff is used Victoria General University Melbourne Victoria Professional staff - unofficially Comment from School Manager: Our university has not made a formal decision but I notice University, more and more that the School Managers in our faculty (Faculty of Commerce and Wellington, NZ Administration) are using the expression Professional Staff rather than General Staff, including changing the headings on school websites. Our union has not been involved in this at all, nor has university management, more on an individual basis as decided by School Managers.
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It has been suggested that ATEM should write to DEEWR and ask that from the time of the next Award, the language in the Award ought to refer to Professional Staff. The language of the Award is being used as an excuse to continue the bad practice of yester-year.
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Item 9 Annual General Meeting of the ATEM Foundation
The Association for Tertiary Education Management Foundation Ltd ACN 096 513 414 ABN 31 096 513 414
The 9th Annual General Meeting of the Members of the Association for Tertiary Education Management Foundation Ltd will be held at the end of the Council Meeting on Friday 24 July 2009 at the L H Martin Institute, University of Melbourne
DIRECTORS Richard Easther Chair and Director Stephen Weller Director and President Linda McLain Director and Vice-President Rex Jones Director and Association Treasurer Ian Marshman Director Peter Scardoni Company Secretary
MEMBERS Chris Pepper Vice-President Toni Hodge Association Secretary Tony Heywood ATEM Councillor Heather Davis ATEM Councillor Ali Hughes Chair Aotearoa Region Joanne Austin Chair Bass Region Judy Szekeres Chair Central Region Jennifer Till Chair NSW/ACT Region John Swinton Chair South-East Queensland/Northern Rivers Region Jo Miller Chair Tropical Region Ken McCluskey Chair Western Region
IN ATTENDANCE Giles Pickford Minutes Secretary Maree Conway PD Coordinator
1. Apologies Richard Easther has sent his apologies
2. Minutes The Minutes of the 8th Annual General Meeting are attached.
For confirmation
3. Business Arising from the Minutes
4. Directors‟ Report and Annual Accounts The Minutes of the Foundation Board meeting held on 11 July 2009 are attached . The Directors Report and the Audited accounts for the period 1 May 2008 to 30 April 2009 are attached.
Recommendation: that the Director‟s Report and the Audited accounts be accepted.
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5 Investments
Investment Spreadsheets are attached.
Recommendation: That the Investments be noted
6. Donations
The following Donations were received during 2008-9:
The proceeds of the Ghosts‟ Lunch were donated as usual. The Ghosts have donated $13,119 since 2000 and the surplus of the 2009 Lunch is estimated at $2,000.
7. Election of Directors
Recommendation to the AGM:
That the following Directors be reappointed Richard Easther (Chair) Stephen Weller Linda McLain Rex Jones Ian Marshman Peter Scardoni (Company Secretary)
8. Appointment of Auditor and Auditor‟s Remuneration Recommendation to the AGM: that the Auditor Keith France and Associates be thanked for his pro bono services and re-appointed
Peter Scardoni Company Secretary 11 July 2009
ATEM Council July 2009 Page 95
The Association for Tertiary Education Management Foundation Ltd ACN 096 513 414 ABN 31 096 513 414
Minutes of the Annual General Meeting of the ATEM Foundation Pty Ltd held at the end of the ATEM Council Meeting on Sunday 28 September 2008 at 12.30 pm in the VIP Boardroom, Convention Centre, Christchurch NZ
Present Tom Gregg ATEM President Chris Pepper Vice-President Stephen Weller Vice-President Toni Hodge Association Secretary Rex Jones Association Treasurer Linda McLain ATEM Councillor Heather Davis ATEM Councillor Ali Hughes Chair Aotearoa Region Joanne Austin Chair Bass Region Judy Szekeres Chair Central Region Jennifer Till Chair NSW/ACT Region John Swinton Chair South-East Queensland/Northern Rivers Region Jo Miller Chair Tropical Region Ken McCluskey Chair Western Region
In attendance Maree Conway ATEM Secretariat Giles Pickford ATEM Secretariat Peter Scardoni ATEM Secretariat
The ATEM Council reconvened as the AGM of the ATEM Foundation and resolved as follows:
1. That the Minutes of the 7th Annual General meeting be confirmed
2. That the Minutes of the Foundation Board meeting held on 5 September be received
3. That the Directors‟ Report for the period 1 May 2007 to 30 April 2008 be accepted
4. That the investments managed by the Foundation on behalf of ATEM, and the Foundation‟s own investments, are noted and the results are regarded as entirely satisfactory.
5. That Council appreciates the contributions of Godfrey Pembroke Financial Advisers (an NAB company) and the stock broker Citi Smith Barney which are provided free of charge.
6. That the following Donations be gratefully received: ACT Branch $10,000 WA Branch $10,000 Gavin Moodie $1,210 ATEM Ghosts Now approaching $11,089
7. That the following Directors be appointed for 2008-9 Richard Easther (Chair) Tom Gregg Stephen Weller
ATEM Council July 2009 Page 96
Rex Jones Ian Marshman Peter Scardoni (Company Secretary)
8. That the Auditor, Keith Frances of the Parkhill Financial Group, be thanked for his pro-bono services and be reappointed.
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The Association for Tertiary Education Management Foundation Ltd ACN 096 513 414 ABN 31 096 513 414
Minutes of a meeting of the Board of the ATEM Foundation held by e-mail on Friday 10 July 2009
PRESENT: Richard Easther (Chair) Rex Jones (ATEM Treasurer) Linda McLain (ATEM Vice-President) Ian Marshman (ATEM member) Peter Scardoni (Company Secretary) Giles Pickford (Minutes Secretary)
1. Apologies Stephen Weller (ATEM President)
2. Minutes The Minutes of the Board meeting held on Friday 8 February 2008 were confirmed.
3. Business Arising from the Minutes
3.1 NZ Trust The Board noted that this item has been taken off the Agenda until such time that the NZ Trust is activated. It is understood that this will happen when a major benefactor emerges in New Zealand.
3.2 Deductible Gift Recipient Status There is nothing further to report at this stage. The Board noted that new forms are being obtained from the Tax Office.
3.3 Council Resolution The Board noted that the following Council minute was recorded at the Council meeting on 11 March 2009.
Council received the Report from the ATEM Foundation on ATEM‟s investment and the Foundation‟s investments. It noted the combined loss of value for these investments as at 7 March was -22.25%. It also noted that as at 23 February 2009 the ASX All Ordinaries was down - 51.2% since its peak on 1 November 2007, the Shanghai Composite was -63.9%, the Dow -49.8%, FTSE -42.8%, and NZSX -42.6% and that the Harvard Endowment was down by more than 25%
Council noted that the global economy is now well and truly in uncharted waters. However, ATEM is doing less than half as bad as the market, which indicates that we will be back in the black half way into the upturn when it comes. China and Australia look set to be the first countries to experience the upturn, however we don‟t expect it to occur soon.
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Council noted that the total ATEM dividends since inception in 2007 are $14,141 and the Foundation's are $10,881. All our stocks return a dividend, but the quantum of returns will fall for the next few years.
Council resolved to appoint VP Linda McLain to the Foundation Board.
4. ATEM Investments The Board noted the report on the Investments as at 30 June 2009. It is satisfied that ATEM's and the Foundation's investments are faring better that the ASX All Ordinaries benchmark.
5. Proposed New Investments The Board noted a report on proposed new investments. It noted that at this stage there are no funds to invest.
6. Director's Report and Foundation Accounts The Board considered the attached Director's Report to the Annual General Meeting of the Foundation. It also noted the audited accounts of the ATEM Foundation Pty Ltd to 30 June 2009. It resolved that the Director's Report and the audited annual accounts be accepted and recommended for adoption by the Annual General Meeting of the Foundation to be held on 24 July 2009 at 3.30 pm.
7. Next Meeting The next meeting will be held at a time to be decided.
GP 11/7/09
ATEM Council July 2009 Page 98
ATEM Investments 30 June 2009 at the close
ATEM Inc's Securities No Date Investments Units Cost Current Value Yield Growth An Income bought
Units MBLHB 300 $ 30,900.00 $ 20,250.00 4.85% $ 1,498.65 10-Aug-07 Shares ANZ 1518 $ 24,500.00 $ 25,031.82 7.28% $ 1,821.60 17-Aug-07 Total Income
Totals $ 55,400.00 $ 45,281.82 -$ 10,118.18 $ 3,320.25
ATEM Foundation's Equities No Date Investments Units Cost Current Value Yield Growth An Income bought
Cash $ 2,358.71 $ 2,358.71
CSL 459 $ 14,971.81 $ 14,756.85 1.65% $ 243.27 18/02/2008 LEI 580 $ 5,076.67 $ 13,630.00 6.17% $ 841.00 Various SGP 4330 $ 28,600.95 $ 13,899.30 12.74% $ 1,770.97 Various SUN 1207 $ 22,138.40 $ 8,086.90 11.19% $ 905.25 Various TCL 2450 $ 17,380.80 $ 10,241.00 5.26% $ 539.00 Various VBA 11282 $ 5,000.00 $ 3,610.24 5.35% $ 225.64 1/08/2008 TOL 2043 $ 14,995.62 $ 12,768.75 3.68% $ 469.89 20/06/2008 WES 628 $ 19,012.50 $ 14,224.20 8.17% $ 1,161.80 Various
Total Income Totals $ 127,176.75 $ 91,217.24 -$ 35,959.51 $ 6,156.82
Grand % Growth Totals $ 182,576.75 $ 136,499.06 -$ 46,077.69 $ 9,477.07 -25.24%
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Association for Tertiary Education Management Foundation Pty Ltd ACN 096 513 414 Directors‟ Report 1 May 2008 to 30 April 2009
General Information The ATEM Foundation exists in order to create an endowment from which the ATEM Council may award scholarships and grants, and assist with the education and training programs that it manages.
During the reporting period the Foundation received the following amounts from donations:
(Peter will fill this in for the AGM Papers)
ATEM Council July 2009 Page 99
In future years the Foundation intends to raise more funds, to invest them, and to disburse the interest only in support of its stated aims.
The Foundation has attained charitable status under the Tax Act.
Specific Information (a) There were no dividends or distributions during the year (b) There were no dividends or payments recommended or declared for payment to members, but not paid, during the year (c) The names of the Directors are: Richard Easther (Chair), Tom Gregg (replaced by Linda McLain on 28 September 2008), Stephen Weller, Rex Jones, Ian Marshman, and Peter Scardoni (Company Secretary) (d) No options were granted (e) There are no unissued shares or options (f) There are no shares or interests issued (g) There are no indemnities or insurances paid.
Resolutions of the Directors The Board of Directors resolved at its meeting on 10 July 2009 as follows:
Minutes To confirm the Minutes of the Meeting held on 8 February 2008
Annual Accounts The Board resolved to adopt the audited accounts for the period 1 May 2008 to 30 April 2009.
The Board went on to discuss future activity. It noted that the Emeritus Chapter had adopted the Foundation as its „cause‟ and that the Chapter was engaged in a bequests program and an annual giving program. The Chapter had adopted two aims: to endow the Maurie Blank Study Scholarship ($1,500 pa) and secondly to endow the Peter Karmel Travelling Scholarship ($7,500 pa).
The Board agreed to thank the Emeritus Chapter for the support it was giving to the Foundation, noting that it was the Foundation‟s first donor.
General Business There was no general business.
Election of Directors The Board resolved to recommendation to the AGM that present five Board members be re-appointed.
Appointment of Auditor and Auditor‟s Remuneration The Board resolved to recommend to the AGM that the Auditors Keith France and Associates be thanked for their pro bono services and re-appointed.
Declaration of the Directors The Directors declare that the financial statements and accompanying notes comply with accounting standards, that they give a true and fair view of the Foundation‟s affairs, that there are reasonable grounds to believe that the Foundation will be able to pay any debts if they arise, and that in the Directors‟ opinion the financial statements and notes are drawn up in accordance with section 296 and 297 of the Act.
Richard Easther Peter Scardoni Chair of Directors Company Secretary 10 July 2009
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Audited Accounts of the ATEM Foundation Pty Ltd to 30 April 2009
Apr 30, 2009
Current Assets Current/Savings Commonweath Bank 2,358.71 Total Current/Savings 2,358.71
Accounts Receivable Accounts Receivable 91.00 Total Accounts Receivable 91.00
Other Current Assets Future Taxation Benifit 4,909.40 Purchase of Shares 127,176.75 Total Other Current Assets 132,086.15
Total Current Assets 134,535.86
134,535.86
Current Liabilities Other Current Liabilities GST Tax Payable -206.14 Owing to ATEM 5,406.85 Prepayment 130.00 Total Other Current Liabilities 5,330.71
Total Current Liabilities 5,330.71
Long Term Liabilities Share Transfer from ATEM 4,898.50 Total Long Term Liabilities 4,898.50
10,229.21
124,306.65
Opening Bal Equity 100,346.92 Net Income 23,959.73
124,306.65
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