Policy Statement
It is accordingly proposed that as a matter of course all ‘confidential’ items should be reviewed on an annual basis, and that unless still deemed to be sensitive should then be released for public consumption. The only matters regularly treated as confidential are included in the minutes of the Senior Remuneration Committee, and it is accordingly proposed that the minutes of those committee meetings should be released automatically after an elapsed period of time of 18 months. All other matters specified by the Governing Body as confidential should be reviewed on an annual basis.
Because of the Corporation’s public accountability [and the importance of conducting its business openly and transparently], Corporation Members should ensure that, as a general principle, students and staff of the College have free access to information about the proceedings of the Corporation. Accordingly, agendas, minutes and other papers relating to meetings of the Corporation are normally available for public inspection when they have been approved for publication by the Chair.
There will be occasions when the record of discussions and decisions will not be made available for public inspection; for example, when the Corporation considers sensitive issues or named individuals and for other good reasons. Such excluded items will be kept in a confidential folder by the Clerk, and will be circulated in confidence to Corporation Members. Some confidential items are likely to be of a sensitive nature for a certain period of time only (for example information relating to a proposed commercial transaction or a collaboration with another institution). The Corporation should specify how long such items should be treated as confidential or, if this is not possible, such items should be reviewed from time to time to consider whether the confidential status should be removed and the item made available for public inspection.
However, staff and student Corporation Members have no right of access to minutes dealing with matters in respect of which they are required to withdraw from meetings under the College’s Instrument of Government.
It is important that the Corporation and its committees have full and frank discussions in order to take decisions collectively. To do so, there must be trust between Corporation Members with a shared corporate responsibility for decisions. Corporation Members should keep confidential any matter, which by reason of its nature, the Chair or members of any committee of the Corporation are satisfied should be dealt with on a confidential basis.
Corporation Members should not make statements to the press or media or at any public meeting relating to the proceedings of the Corporation or its committees without first having obtained the approval of the Chair or, in his or her absence, the Vice Chair. It is unethical for Corporation Members publicly to criticise, canvass or reveal the views of other Corporation Members, which have been expressed at meetings of the Corporation or its committees.
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