Requirements from the Policy on the Appointment and Reappointment of the President and Vice-Presidents:
- Requirement for signed confidentiality agreement for Committee members:
“The appointment/selection of persons to the Committee shall be conditional on signed agreement to maintain in confidence the information discussed by the Committee, except on points where the Committee subsequently agrees otherwise.” Policy: 1.4.1.2 - Deliberations to be held in camera and documentation to be held in confidence:
“All Committee deliberations shall be in camera and all documentation collected and opinions expressed therein shall be held in the strictest confidence by all individuals involved. The Chair shall discharge from the Committee any member who fails to comply with this requirement.”
Policy: 1.4.1.8 - Documentation to be securely maintained and destroyed:
“When the Committee’s mandate has been discharged, Committee members shall deliver to the Secretary to the University all documents and notes associated with the Committee’s work. The Secretary shall ensure that all confidential records of the Committee are securely maintained for an appropriate period of time as may be required by law or University policy, after which time the records will be destroyed.”
Policy: 1.4.1.9
Practices:
Due to COVID-19 restrictions, all meetings are scheduled to be held via Microsoft Teams. Meetings shall be limited to Committee members, resource staff and those invited by the Committee. Committee members shall not share meeting invitations and shall ensure that they access the meeting from a location or in such a way that discussions cannot be overheard.
Due to COVID-19 restrictions, all information will be distributed on a secure SharePoint site, or if highly sensitive, may be shared on the screen during a meeting. All written communications to the Committee shall have the following security measure in place:
- Materials containing confidential information will be marked confidential and only made available through the Committee’s SharePoint site. Access to the SharePoint site will be limited to members of the Committee and the resource staff designated by the Chair of the Committee; and
- Communications related to administrative or organizational matters, such as polling and confirmation of meeting dates and times, may be circulated through regular email.
All written confidential submissions from members of the University community to the Committee will be submitted electronically through the Committee’s dedicated website submission form. Submissions must include the name of the person submitting the feedback. Anonymous submissions will not be considered. Members of the University community will be assured throughout the process that their submission will be held in absolute confidence.
Should a member(s) of the University community wish to meet with the Committee, a schedule with allocated time-limits will be set-up to meet remotely via Microsoft Teams.
All confidential documentation received electronically by the Secretary will be held in a secure electronic folder with access restricted to authorized individuals with a need to know the materials. Committee members must not store on their personal computers or devices any confidential materials received electronically. Members must appropriately safeguard any confidential materials.
All information received by Committee members and resource personnel will be kept confidential in accordance with the attached Non-Disclosure Agreement.
Minutes will record only actions taken and reference to supporting materials.
The Committee Chair will be the official spokesperson for the Committee. Committee members who receive questions from the Brock community regarding the status, process, or any aspect of the work of the Committee should refer queries to the Committee Chair or to the Committee’s website. At the conclusion of each meeting, the Committee Chair will provide a summary of what information can be shared publicly, if any, regarding the status of the Committee’s work.
