1-003 - Confidentiality and Code of Ethics

Lambton College has an outstanding reputation in the community for its integrity, loyalty, dedication and commitment as well as its high quality training and education programs. In support of this positive image, the college expects and requires Governors to act in a professional, respectful and collegial manner while carrying out their responsibilities on the board.

Protocol Regarding Confidentiality

1. Any committees of the Board are advisory to the Board. Only the full Board makes formal decisions. Committee meetings are held in-camera unless the Chair determines otherwise, and committee recommendations should not be discussed with non-committee members prior to discussion at the Board. Discussion with others for the purpose of the gathering of input for committee consideration is acceptable, however in no circumstance should non-committee members be given any indication of what the committee will recommend to the Board. 
2. Items of an open meeting can generally be discussed with colleagues. 
3. Regular meetings of the Board are open to the public/media. Once the Board has dealt with an issue in a regular meeting, the issue is in the public domain.
4. The Board also holds in-camera meetings when discussing items relating to legal, personnel, acquisition of property, and other matters deemed confidential. Such topics are confidential until they are dealt with at a regular Board meeting. Only the information made available at the regular meeting of the Board may be discussed with others. Details of the in-camera discussion may not be discussed with others. 
5. If a Board member has any questions or needs clarification on the confidentiality aspects of a particular issue, the member should discuss this with the Chair of the Board.

Each member of the Lambton College Board of Governors must sign the following agreement respecting confidentiality and code of ethics. 

Undertaking Respecting Confidentiality

Whereas from time to time, arising out of the relationship between the undersigned and the Lambton College Board of Governors, the undersigned shall come into possession or have knowledge of certain matters, information and things which are confidential, (“confidential information”).

And whereas it is the stated policy of the Lambton College Board of Governors that the recipient shall hold such information in the strictest confidence.

The undersigned does hereby undertake to keep confidential and not to disclose any and all confidential information to which the undersigned shall become privy by virtue of membership on the Lambton College Board of Governors or its committees, sub-committees and task forces.

Protocol Regarding Code of Ethics

As a Governor of Lambton College, I hereby commit myself to the highest ethical conduct as an individual and a member of the Board and will strive at all times to:

1. Work with fellow Governors and the College President in a cooperative and respectful manner, remembering that I am accountable to the external community as a whole and not any special interest group(s), and that I have no legal or moral authority as an individual outside the meetings of the Board.
2. Support my fellow Governors in fulfilling their ethical, fiscal and professional obligations.
3. Base my decisions on the facts of each situation, vote with honest conviction, unswayed by any special interests, honour and uphold all majority decisions taken by the Board.
4. Ensure the College’s mission, values and strategic plan and objectives are achieved in a democratic and fiscally responsible manner which meet the needs of learners, enable staff to carry out their responsibilities competently and ethically and which enhance the College’s public image.
5. Treat in a fair and equitable manner my fellow Governors, College staff, students and the general public regardless of race, religion, gender, disabilities, age, national origin, or sexual orientation 
6. Support the President, as the College’s appointed leader, in the achievement of the College’s mission and strategic goals, dealing with any staff or student complaints according to the established policy for such issues (see Lambton College policies)
7. Bring instances of violations of this Code to the Chair for resolution; or, if the Chair is in violation, to the Board as a whole, following those procedures specified in Lambton College’s policies.
8. Refrain from taking advantage of all instances for potential personal or professional gain arising from my position as a Governor.
9. Accept the consequences for any of my actions which violate this Code of Ethics, the Code of Conduct or the Conflict of Interest Policy and abide by the resulting decisions.
10. Participate fully in any review of this Code and any revisions decided upon.
11. Generally be guided in the performance of my Board responsibility by high ethical standards. 

I, _________________________________________________ (please print name) have read the above undertaking and certify that I fully understand the nature and effect of this undertaking and certify that I am strictly bound by the terms set out herein. Fully understanding the nature and effect of this undertaking, I acknowledge receipt of a copy thereof. Dated at Lambton College this ___________ day of ___________________________, _____________________________.

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Signature of Member