POLICY STATEMENT

1    Intent

The general principle on which this policy is based is that information that is put before the University Council or that emanates from its meetings will be made freely available. In some circumstances, however, it will be necessary to restrict the availability of some of that information. The reasons for which restrictions may be applied include privacy, commercial sensitivity and matters of protocol.

This policy sets out the categories of confidentiality applying to information that is put before the University Council or that emanates from its meetings.

2    Scope

The policy covers all papers, presentations and other information presented to the University Council and all discussions and decisions of the Council.

3    Objective(s)

The policy aims to provide clarity for members of the Council and others present at council meetings, or to whom information is made available as part of the agenda papers or minutes of Council meetings, as to any limits that may be placed on disclosure of that information.

4    Definitions and Acronyms

5    Policy Owner

The Director, Governance & Legal is the policy owner.

6    Policy Provisions

Information is divided into these categories –

1. Information that is to be available without restriction.
2. Information that is to be available to members of the University community but not otherwise.
3. Information that is to be available to Council attendees and Council members but not otherwise.
4. Information that is to be available to Council members but not otherwise.
5. Information that is to be further restricted, at the discretion of the Chancellor.

At each Council meeting where confidential information has been considered, the Chancellor and the Vice-Chancellor will propose a motion determining which items are to be confidential, and to which category each of those confidential items belongs.

Members will be advised at each Council meeting of the current status of items previously kept confidential, and will be advised between meetings of any major announcements by reason of which items previously designated confidential are properly in the public domain.

Those with access to the information on a particular confidential item will be expected to treat the information as confidential within the relevant category to which the item is allocated, noting that there will be some situations in which the decision may be included in a different category from the background information.

Those with access to information on a confidential item are expected to maintain confidentiality appropriate to the category in which that information has been placed.

7   Key Words

• information
• confidentiality

8   Supporting/Related Documents

Personal Information Protection Act 2004; Privacy Policy; Policy on Council members' rights and responsibilities; Policy on Council members' access to information.

9 Supporting Procedures / Guidelines

There are none.

RESPONSIBILITIES

WHO NEEDS TO KNOW THIS POLICY?

• Secretary to Council
• Council members
• Council attendees
• Members of the University community

EFFECTIVENESS OF THIS POLICY

• Non-confidential information is properly made available as widely as appropriate.
• Confidential information is kept confidential to the extent appropriate to the category to which Council allocates that information.

POLICY HISTORY