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Governance

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Governance

Code of Conventions relating to Confidentiality

Council's Codes ©

At its Meeting no.1 held on 15 February 1990 the University Council adopted the following code of conventions and procedures for Council meetings.

Confidentiality of Proceedings

  1. Members shall treat as confidential all matters discussed in closed sessions of Council.
  2. No person other than the Chancellor may issue on behalf of Council any public statement concerning the public business of the Council.
  3. A member of the Council ought not, without the approval of the Chancellor, to discuss with or directly or indirectly disclose to a person not a member of the Council information received by virtue of membership of the Council concerning:
    1. any matter listed as confidential on the business papers or agreed by the Council to be marked as confidential in the minutes of the Council;
    2. any personal matter affecting an individual;
    3. any business negotiation or other financial matter which might allow any person to profit;
    4. any matter concerning the promotion of any member of the University;
    5. any proposal that any person should be granted a special honour such as an honorary degree.
  4. A member of the Council ought not to discuss with or directly or indirectly disclose to a person not a member of the Council information received by virtue of membership of the Council concerning the views expressed by any member of the Council at a meeting of the Council.
  5. In the event of a breach of this Code, the Council may censure any member of the Council responsible for such a breach.
  6. These conventions apply mutatis mutandis to Council Committees.

Open Council Meetings

Procedures

  1. The Secretary of Council will make a copy of the agenda available to anyone requesting a copy. Three copies of the agenda papers for a meeting of Council will be made available for reference by interested persons at the office of the Secretary of Council, normally from the Monday before the meeting. Confidential items will not be included.
  2. Seating for observers will be provided in the Council Room. However, space will permit only a limited number of places. Once all seating is filled no further observers will be admitted until a seat is vacated.
  3. Observers will be under the direction of the Chair in the meeting, may not speak unless invited to do so by the Chair and may not communicate with members of Council during the meeting.
  4. While observers will be free to arrive and depart at any time, movement should be as unobtrusive as possible so as not to disrupt the meeting.
  5. At the meeting Council may determine that it will meet in camera and in these circumstances observers will leave the Council Room and will not return until Council declares the meeting open to the public.
  6. Observers may not bring recording equipment or cameras into the Council meeting.