Official policy for accessing Earlham Board of Trustees materials (March 2022):

Access to the Earlham Trustee Board Book

Background:

The Earlham Board of Trustee book is a comprehensive record of the work of the board and therefore is not a public document due to the sensitive and confidential information it may contain. Much of the information contained in the board book is directed towards the fiduciary responsibility of the Board and must remain confidential for the Board to carry out its work of ensuring Earlham’s success.

The Board has approved the following policies access to the Board of Trustee’s Book:

Policy Faculty and Staff Access to Board Book

Earlham faculty and staff who are current employees of the institution will have supervised access to the Board book in the Earlham archives. One copy of the Board book will be made available once the minutes from the prior meeting are approved by the Board. Nothing from the board book may be copied, photographed, reproduced, or shared in any way. Before viewing the board book, all employees accessing the materials will be asked to sign a Confidentiality Agreement for Access to the Earlham Trustee’s Board Book. The signed copy of this document will remain on file in the archives.

Liaison access to the Board Book

Student, faculty, and staff liaison will electronically receive the board book at the same time as trustees. The board book is intended for liaison use only and are not to be copied, photographed, reproduced, or shared in any way. All liaisons are asked, annually, to sign the Confidentiality Statement for Board of Trustees, Board Liaisons, and Committee Advisors.

Approved by Earlham Trustees March 2022