29 November 2023 Minutes redacted.pdf

Senate
Committee Secretary: Matt Angel  Telephone: 03 479 4852
E-mail: [email address]
MINUTES OF A MEETING OF THE SENATE
29 November 2023
Present:
Professor R J Blaikie  (Acting Convener), Professor R W Aitken, Associate Professor V R
Anderson, Professor I G Barber, Professor R J Barker, Professor J M Baxter, Associate Professor
M A Beres, Dr F Beyer, Professor P B Blakie, Associate Professor A M Carr, S D Carrington,
Professor C J Charles, Dr D S Clark, Professor T S Conner, Professor T D Cooper, Professor B K
Daniel, Associate Professor M Dawson, Associate Professor G C Dick, Professor W J Duncan,
Professor F J Edgar, Associate Professor A D Eketone, Professor N J Gemmell, J Gibson,
Associate Professor A R Gorman, Professor S E Griffiths, Professor J B Halberstadt, Associate
Professor E A Hargreaves, Associate Professor A J High, Professor N J Hughes, Professor C L
Hulbe, Q D Jane, Associate Professor J R Kirman, Professor S M Knowles, Associate Professor
P M Lokman, Professor K M Lyons, Associate Professor L J Machado, Professor J B Maclaurin,
Associate Professor C J Marshall, Professor B J McCane, Professor M J Mirosa, Associate
Professor C M Moy, Dr P M O’Kane, Professor R J A P Peeters, Associate Professor M A C Perry,
Professor S G Pitama, Professor P C Priest, Professor J N J Reynolds, Dr R M Schaaf, Dr D
Schumayer, Associate Professor D Sika-Paotonu, Dr S J Stein, Professor L J Surgenor, Professor
W Sweetman, A Taia, Professor R W Taylor, Professor M Thompson-Fawcett, D J Thomson,
Professor M A Thyne, Associate Professor S J Wakes, Associate Professor S C Walton, K L Wells,
Professor T J Wilkinson

In attendance:  M T Angel, S D L Lindsay, Dr J W Llewel yn, M A Morgan, Dr M R V R Stewart, Dr J E Weaver, R
K A White

Apologies:
Acting Vice-Chancellor (Convener), Associate Professor A Alm, Professor A J Ballantyne,
Professor G D Baxter, Professor J M Bering, Associate Professor S A Biggemann, Professor P J
Bremer, M E H Butts, Professor H R Campbell, Professor P R Cooper, J R Cushen, Dr E Fehoko,
Associate Professor C Fraser, Associate Professor R W Greatbanks, Professor L A Hale, J K J
Hamilton, Professor S J Jackson, Professor C L Jasoni, Associate Professor C M L Johnson, Dr V
Kahui, Professor R A Kemp, Professor M A Kennedy, Associate Professor D N Kenwright,
Professor M D Lamare, Dr S W Lau, E Lemalu-Eteuati, Dr G H Leonard, Professor W M M Levack,
Professor B A Lovelock, Associate Professor N T Lucas, Professor C A Marra, Professor S C
Marshall, Dr R S Martin, Professor E A Matisoo-Smith, Professor S P A McCormick, Associate
Professor A B Moore, Professor E L Nel, Professor D A Orlovich, Professor J F M Palmer,
Associate Professor T G Patterson, Dr T L Perry, Professor N F Pierse, Professor R Richards,
Professor A D Ritchie, Associate Professor K J Robertson, Associate Professor K R Ruckstuhl,
Associate Professor D R Ruwhiu, Professor B Schonthal, Professor L N Signal, Professor G Sole,
E F Taukolo, Professor P P Vakaoti, Associate Professor S W Walker, M Wall, S W Willis,
Professor E H Wyeth, Professor J Zhang

1.
Karakia Timatanga

The Acting Convener opened the hui with a karakia.
  2.  Minutes

The minutes of the Senate hui on 25 October 2023 were confirmed.

3.
Intimations from Council

The Senate noted that the Council, 14 November 2023, received Communications from the Senate
dated 25 October 2023 and approved the fol owing:

Academic Proposals

The following academic proposal, to be submitted to the Committee on University Academic
Programmes:
•  To rename the Postgraduate Diploma in Rural and Provincial Hospital Practice (PGDipRPHP) and
Postgraduate Certificate in Rural and Provincial Hospital Practice (PGCertRPHP) as the
Postgraduate Diploma in Rural Clinical Practice (PGDipRCP) and Postgraduate Certificate in
Rural Clinical Practice (PGCertRCP).
  Scholarships and Prizes

CPI adjustments to the doctoral stipend and research master's stipend and adjustments to the
number of scholarships awarded under each category, and
  The folowing new scholarship:
  New scholarship
•  John Edwards Scholarship

4.
Equity and Diversity

The Senate

ENDORSED

updates to the University's Equity and Diversity Strategic Framework, including the
incorporation of an Equity and Diversity Action Plan, as outlined in a manatu from the
Equity Advisory Committee dated 15 November 2023, noting that:

•  The Framework and Action Plan aim for progress over time and are
developmental by nature, with questioning and reflection incorporated into
progress.
•  It is important for the Equity Advisory Committee (EAC) to remain involved in the
operation of the Action Plan – including the role of EAC in keeping the Framework
and Action Plan visible to senior leadership – but responsibility for enacting the
Action Plan must also be shared across the University.
•  Enacting the Action Plan wil  require both quantitative information – including
standardised reporting mechanisms – and qualitative information – including the
data obtained from the Staff Values survey.
•  Senate observed that LGBTTIQA+ students and staff are recognised as an equity
group in the Framework but that the staff web kiosk does not hold demographic
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data for this area, and noted advice from the University’s Adviser, Equity,
Diversity and Inclusion that work has been taking place to improve data from
Rainbow communities.
•  The Senate queried how demographic data might fit into staff resourcing, and
acknowledged the importance of students being able to see themselves reflected
in University staff and the importance of being able to identify who currently
comprises the University in considering the community that the University aspires
to be.
•  The Senate queried whether minor adjustments to the definition of
intersectionality in the Framework might be beneficial and endorsed the possible
inclusion of such adjustments, at the discretion of the Convener of EAC in
consultation with the Associate Dean (Academic) for the Division of Humanities.
•  The Senate suggested that the monitoring and accountability measures outlined
in the Action Plan should be incorporated into academic promotion and
progression criteria and into other Human Resource practices.
•  The Senate queried whether the list of equity groups is exhaustive and inclusive
enough, and acknowledged that the recognised groups had been included
according to the principle of identifying and reducing barriers in response to data.
•  The Senate queried whether there should be mechanisms to monitor and promote
equity and diversity in quality reviews conducted by the Quality Advancement
Unit (QAU), and noted that QAU has equity and diversity tools in place and that
the recent review of QAU has recommended that these be utilised in all quality
reviews.

5.
Generative-Artificial Intel igence in Learning and Teaching

The Senate  discussed  and provided  feedback  on a draft of the Use of Generative-Artificial
Intelligence in Learning and Teaching Policy, as outlined in a manatu from the Dean of Learning and
Teaching (Dean (L&T)) dated 20 November 2023, noting that:
•  The draft Policy aligns with similar policies at universities across Aotearoa, Australia, and the
United Kingdom.
•  The Policy is intended to be at a high level focusing on principles rather than details given the
pace at which Generative-Artificial Intelligences (Gen-AIs) are evolving.
•  The Senate suggested that the policy should refer to the plural ‘Artificial Intel igences’ as there
are a variety of different applications and systems with differing limitations.
•  Senate queried whether a default setting was needed to define for students what constitutes
unauthorised use of Gen-AIs if the particular expectations for a paper or assessment are not
clearly specified.
•  The Senate suggested that the Policy’s definition of Artificial Intelligences could be more firm
and advised the Dean (L&T) to consult with Professor Maclaurin regarding revisions to the
definition.
•  The Senate suggested that the Policy should additionally consider the capacities of AIs and not
just their limitations.
•  The Senate suggested softening expectations around staff knowledge of the capabilities of
Gen-AIs and suggested that an awareness of these capabilities might be sufficient.
•  The Senate expressed concern that the policy may put too much burden on students to have
awareness and understanding of Gen-AIs and suggested that some of this burden should be
shifted to staff, who would have a responsibility to educate students regarding Gen-AIs and
their limitations and biases.
•  The Senate advised that it is not feasible for staff to understand the privacy and data col ection
practices of Gen-AI tools as many of these wil  be closed-source applications, and suggested
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that it might be necessary to accept that these tools must be used without full understanding
of these practices while stil  encouraging and expecting staff to make their best efforts at
developing awareness of these issues.
•  Senate suggested that the term ‘Generative-Artificial Intelligences’ might be too limiting in
scope and that this could be broadened to include future changes in the field, with the Dean
(L&T) to consult with the Head of the School of Computing on this point.
•  The Senate queried the extent to which general guidance on academic integrity might need to
reference Gen-AIs specifically and whether general guidance on good practice might be
sufficient.
•  The Senate suggested that consideration is needed around setting a level of consistency where
practical in expectations around the use of Gen-AIs between papers that would tend to be
taken in the same programme to reduce confusion for students around expectations.
•  The Senate suggested that the term ‘understand’ could be replaced with the term ‘engage
with’ in some areas of the policy.
•  The Senate suggested that care is needed to ensure that the level of support provided for staff
around the use of Gen-AIs is matched by a comparable level of support students.

6.
Health Professional Programmes Selection Criteria

The Senate

APPROVED

selection criteria for the admission of eligible students to limited-entry health
professional programmes, which are to be applied by the respective admissions
committees of those programmes, as outlined in a manatu dated 10 November 2023
from the Associate Dean (Academic) and Specialist (Academic Committees and
Services) for the Division of Health Sciences and as endorsed by the Board of
Undergraduate Studies at its hui on 1 November 2023.

7.
Late 2024 Limitation of Enrolment Requests

The Senate

RECOMMENDED


NOTED



RECOMMENDED

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8.
University of Otago Quality Review Reports
a)  Recently Released Review Reports

The Senate noted that the following Review Reports have been authorised for release and are
available from Megan Wilson of the Quality Advancement Unit (email: [email address]):
•  Employment-Related Processes, 5-8 December 2022 (Please contact the Office of the Vice-
Chancellor to request this Report.)
•  Studholme College, 6-8 March 2023
•  School of Social Sciences, 20-24 March 2023
•  Department of Public Health, UOW, 23-25 May 2023

(Please note that these Reports are confidential to the University community and distribution
outside this group requires the approval of the Deputy Vice-Chancellor (Academic)).

b)  Recently Completed and Upcoming Reviews

The Senate noted that the fol owing reviews have been recently completed, but have not yet
released Review Reports, or are schedule to take place over the listed dates:

Recently completed reviews
•  Publications/Outputs Office/PBRF Office, 23-25 August 2023
•  Ecology Programme, 2-4 October 2023
•  Neuroscience Programme, 25-27 October 2023
•  Quality Advancement Unit, 13-15 November 2023

Upcoming reviews in 2024 (dates are provisional)
•  Department of Mathematics and Statistics, March 2024
•  University College, April 2024
•  Department of Women’s and Children’s Health, DSM, May 2024
•  Communications Section, External Engagement, June 2024
•  Locals Collegiate Community / Te Kahui Noho-whare, July 2024
•  Department of Preventive and Social Medicine, DSM, July 2024
•  School of Pharmacy, September 2024
•  Hayward College, September 2024
•  University of Otago Pathway, October 2024
•  Executive Education / Master of Business Administration Programme, November 2024
•  Doctor of Business Administration Programme, November 2024
•  Bioethics Centre, dates to be confirmed
•  Department of Pathology and Biomedical Science, UOC, dates to be confirmed
•  Department of Pathology and Molecular Medicine, UOW, dates to be confirmed
•  Department of Zoology, dates to be confirmed
•  Marketing Services, External Engagement, dates to be confirmed
•  Department of Obstetrics, Gynaecology and Women’s Health, UOW, dates to be confirmed
•  Department of Paediatrics, UOC, dates to be confirmed
•  Department of Paediatrics and Child Health, UOW, dates to be confirmed
•  Faculty of Law, 2024 review to be confirmed

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9.
Scholarships and Prizes Committee

The Senate

RECOMMENDED
that the following new scholarships, new prizes, new award, and disestablished prize
be approved, as outlined in manatu from the Scholarships and Prizes Committee
dated 10 November and 20 November 2023:

New scholarships
•  John M Stewart Scholarship
•  The University of Otago Anne Doolin (nee Scanlan) Bachelor of Oral Health
Entrance Scholarship

New prizes
•  Carmichael Prize in Engineering Surveying
•  Fulton Hogan Prize
•  Paterson Pitts Group Award for Advanced Urban Design
•  Prize for Excellence in 300-level History

New award
•  Lee Boon Kow & Lim Ser Aid Award

Disestablished prize
•  Critchlow Prize in Surveying

NOTED

that the fol owing amended prize has been approved by the Scholarship and Prizes
Committee, also outlined in the manatu dated 20 November 2023:

Amended Prize
•  Graham Crombie Hiranga (Excellence) Award in Accounting (300 Level)

10.  Research Committee

The Senate received the minutes of a meeting of the Research Committee on 8 November 2023.

11.  Board of Undergraduate Studies

The Senate received the minutes of a meeting of the Board of Undergraduate Studies on 1
November 2023, and

APPROVED

amendments to the regulations for Health Sciences professional programmes.

NOTED

that the fol owing amended papers and programmes were approved under the
expedited approval process:

Amended papers
•  HUNT 342
•  BITC 301

Amended programmes
•  Exercise and Sport Science major subject
•  Physics minor subject

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NOTED

that the following special topic has been approved:

Special topic
•  BTNY 370 Special Topic: Plant Identification for Agriculture

NOTED

that all of the University’s proposals submitted to CUAP 2023 Round 2 have been
approved, comprising the following:

•  To introduce a new qualification, the Diploma in Science (DipSc)

•  To rename the Consumer Food Science subject to Food and Agriculture for
MAppSc, PGDipAppSc, and PGCertAppSc

NOTED

that CUAP has accepted all of the University’s Graduating Year Review (GYR) reports
submitted in 2023, comprising GYRs for the following programmes:

•  Diploma in Theology (DipTheol)
•  Bachelor of Health Sciences (BHealSc)
•  Doctor of Business Administration (DBA), Postgraduate Diploma in Business
Research Methods (PGDipBusRes), Postgraduate Certificate in Business Research
Methods (PGCertBusRes)
•  Sport, Exercise and Health subject for BSc(Hons), PGDipSci, and MSc
•  Master of Sport Development and Management (MSpDM) and Postgraduate
Diploma in Sport Development and Management (PGDipSpDM)
•  Master of International Development and Planning (MIDP)
•  Master of Education and Learning (MEdLn), Postgraduate Diploma in Education
and Learning (PGDipEdLn), Postgraduate Certificate in Education and Learning
(PGCertEdLn)
•  Master of Faith-Based Leadership and Management (FBLM), Postgraduate
Diploma in Faith-Based Leadership and Management (PGDipFBLM)
•  Early Childhood Education (ECE) endorsement for MTchgLn

NOTED

that the Board received confirmation that:

•  The Teaching and Learning Plan, 2013-2020 remains in effect.

•  The Dean of Learning and Teaching – in collaboration with the Deputy Vice-
Chancellor (Academic) – wil  lead the development of a new Teaching and
Learning Plan next year, including a revised Graduate Profile, which will entail a
broad and inclusive kōrero carried on across the whole University.

NOTED

that the Board reviewed the effectiveness of the expedited academic approval
process and agreed that the University should continue to use the expedited process
in its current form.

12.  Board of Graduate Studies

The Senate received the minutes of a meeting of the Board of Graduate Studies on 5 October 2023,
noting that the Senate has already provided endorsement, approval, etc. as appropriate for the
items contained therein, and

Received the minutes of a meeting of the Board of Graduate Studies on 2 November 2023, and
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APPROVED

the following amended programmes:

Amended programmes
•  Master of Community Dentistry (MComDent)
•  Postgraduate Diploma in Community Dentistry (PGDipComDent)
•  Postgraduate Diploma in Neuropsychology (PGDipNeuropsych)

NOTED

that the fol owing amended and deleted papers and amended programme were
approved under the expedited approval process:

Amended papers
•  BMBA 502
•  BMBA 503
•  BMBA 505
•  BMBA 506
•  SPEX 481
•  ENGL 473
•  ENGL 476
•  PUBH 723
•  PHTY 561

Deleted paper
•  BMBA 504

Amended programme
•  Master of Business Administration (MBA)

NOTED

that an Annual Programme Report has been received for the following recently
introduced programme:

•  Master of Advanced Nursing Practice

NOTED

that all of the University’s proposals submitted to CUAP 2023 Round 2 have been
approved, and that CUAP has accepted all of the University’s Graduating Year Review
(GYR) reports submitted in 2023.

NOTED

that the Board received confirmation regarding the status of the current Teaching and
Learning Plan and intended work for a new Plan, as detailed above for the Board of
Undergraduate Studies.

NOTED

that the Board reviewed the effectiveness of the expedited academic approval
process and agreed that the University should continue to use the expedited process
in its current form.

NOTED

that the Board received confirmation that external moderation of postgraduate
papers is not required for 2023 and that the Dean of Learning and Teaching will work
with the Senior Strategy and Policy Adviser (Academic Division) to finalise proposed
new practices for moderation – both internal and occasional external moderation – as
early as possible in 2024.

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13.  Convener's Business

The Acting Convener invited the Director of the Strategy, Analytics and Reporting Office and the
Registrar and Secretary to the Council to provide their impressions on what the change in
Government  –  including ministerial appointments, coalition agreements between the parties  in
Government, and stated policy positions – might mean for the University and the tertiary sector. The
Acting Convener advised that the Senior Leadership Team wil  continue to engage with Government
Ministers as appropriate and acknowledged the work of University academic staff acting in the role
of critic and conscience of society in responding to developments resulting from the change in
Government. Furthermore, the Acting Convener confirmed that the University’s commitment to the
Vision 2040 strategic direction remains unchanged.

14.  2024 Meeting Dates

The Senate noted that this is the final Senate hui in 2023, and noted that the Senate will meet at
12:15 pm in the Council Chamber, with attendance via Zoom also welcomed, on the fol owing dates
in 2024:
•  28 February
•  27 March
•  24 April
•  29 May
•  26 June
•  31 July
•  28 August
•  25 September
•  30 October
•  27 November

15.  Karakia Whakamutunga

The Acting Convener closed the hui with a karakia.
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