Board Attendance Policy

Purpose

The purpose of this Policy is to support the effective organization and administration of meetings of the University's Board of Governors and its Committees by setting out the parameters and expectations for attendance at meetings.

Definitions

For the purposes of this Policy the following definitions apply:

“External Governor” means an appointed member of the Board who is external and independent from the University.

“Elected Governors” means the members of the Board who are elected from within their relevant constituencies within the University.   This includes Faculty, Non-Academic Staff and Student Governors.

Scope and Authority

This Policy applies to all External and Elected Governors on the University's Board of Governors.

The University Secretary, or successor thereof, is the Policy Owner and is responsible for overseeing the implementation, administration and interpretation of this Policy.  

Policy

The Board is committed to supporting the active and effective participation of Governors by establishing and communicating expectations for attendance at Board and Committee meetings.

General

1. Governors will be expected to meet the requirements for attendance as specified in the University's By-Laws and this Policy.
2. Attendance at Board and Committee meetings will be reviewed and overseen by the Chair of the Governance, Nomination and Human Resources Committee (GNHR). 

Attendance Expectations

1. The expectation of the Board is that Governors will attend a minimum of 75% of all Board and Committee meetings within a twelve (12) month period and will not miss more than two consecutive Board or Committee Meetings.
2. The Chair of GNHR will be responsible to meet with any Governor who does not meet the stated minimum expectations and recommend a resolution to support the Governor’s attendance.
   1. A member who expects or finds an inability to fulfill the minimum attendance expectations will proactively contact the Chair of GNHR.  
3. Where a Governor is unable to fulfill the minimum attendance requirements it may be recommended that he or she resign from the Board and/or Committee.
4. A Governor’s attendance record will be considered in the re-appointment of External Governors and selection of Committee Chairs, in accordance with the Board of Governors Recruitment, Appointment and Leadership Policy.

Leaves of Absence

1. Governors may request a leave of absence from the Board, in accordance with the University's By-Laws.
2. Requests for leaves of absence from the Board will be considered on their merits.

Vacancy

1. Membership on the Board of Governors may be vacated for failure to attend sufficient meetings, as specified in the University of Ontario Institute of Technology Act and the University's By-Laws.

Monitoring and review

This Policy will be reviewed as necessary and at least every three years.  The Governance, Nominations and Human Resources Committee, or successor thereof, is responsible to monitor and review this Policy.

Relevant legislation

University of Ontario Institute of Technology Act, 2002, S.O. 2002, c. 8, Sch. O

By-Law Number 1 of the University of Ontario Institute of Technology 

Related policies, procedures & documents

Board of Governors Recruitment, Appointment and Leadership Policy

Board Attendance and Leave Guidelines (To be developed)