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14.1 Confidentiality Policy for Members of the Board of Governors
This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: Board of Governors
Original Approval Date: February 14, 2008
Date of Most Recent Review/Revision: n/a
Office of Accountability: University Secretariat
Administrative Responsibility: University Secretariat
Purpose
1.00 To ensure that confidential matters that have come before the board are not disclosed until disclosure is authorized by the board.
Definition
2.00 Confidential matters: All matters that are the subject of in camera sessions of the board and its committees are confidential until disclosed in an open session of the board. All matters that are the subject of open sessions of the board and its committees are considered not confidential.
Policy
3.00 Members of the Board of Governors shall not disclose or discuss with another person or entity, or to use for their own purpose, confidential information concerning the business and affairs of the University received in their capacity as governors unless otherwise authorized by the board.
Procedures
4.00 Minutes of in camera sessions of the board shall be recorded by the University Secretary and retained as per article 14 of By-Law No. 1.
5.00 Material provided for in camera sessions of the board is considered confidential and is to be returned to the University Secretary at the end of the meeting.
6.00 Decisions reached during an in camera session which are to be announced after the meeting will be made public by official announcement or press release only at an appropriate time as determined by the board chair or her/his designate. Such publication does not free members of their obligation to hold in confidence the discussions which took place in the meeting or the material involved.
7.00 This policy may be amended by the board.