Board Meeting Policy for Board Members and University Personnel/Invited Guests

For Board Members

Professional Conduct

  1. Arrive on time (or log in promptly, if attending virtually).
  2. Dress in professional or business attire appropriate for a formal board meeting.
  3. Remain present and engaged throughout the session; avoid side conversations or distractions.

Respectful Communication

  1. Address the Chair before speaking and wait to be recognized.
  2. Speak clearly and concisely; keep comments focused on the agenda item.
  3. Listen actively and respectfully when others are speaking; do not interrupt.
  4. Differences of opinion should be expressed civilly and respectfully.

Confidentiality

  1. Respect the confidentiality of all board discussions and materials.
  2. Do not disclose sensitive or proprietary information outside the boardroom.

Meeting Participation

  1. Review agenda materials and background documents in advance.
  2. Participate fully and constructively in discussions.
  3. Keep personal, political, or unrelated matters out of board deliberations.
  4. Turn off or mute cell phones, tablets, and laptops unless needed for Board Meeting purposes.  Refrain from checking phones, email, or engaging in unrelated business during the meeting.

Decision-Making

  1. Support decisions of the board once they are made, even if you held a differing opinion during deliberations.
  2. Ask clarifying questions as needed, but do not dominate discussion.
  3. Follow parliamentary procedure or the Chair’s guidance for motions, voting, and debate.

Technology Etiquette (for hybrid/virtual meetings)

  1. Keep microphones muted unless speaking.
  2. Use cameras when possible to maintain engagement.
  3. Avoid multitasking; give the meeting your full attention.

General Decorum

  1. Maintain professionalism in tone, language, and body language.
  2. Show courtesy to staff, guests, and fellow trustees at all times.
  3. Applaud and recognize accomplishments appropriately but avoid unnecessary disruptions.

For University Personnel and Invited Guests

Always Maintain Confidentiality – Respect the privacy of Board discussions.

Before the Meeting

  1. Arrive Early – Be seated at least 5–10 minutes before the meeting begins.
  2. Dress Professionally – Business attire is expected.
  3. Silence Devices – Turn off or mute cell phones, tablets, and laptops unless needed for work purposes.

During the Meeting

  1. Respect – All university personnel are guests to a board meeting and not participants, and as such should speak only when recognized by the Chair. You should not ask questions and should participate in debates and discussions only if requested by the Chair.
  2. Disruption – No side conversations, whispering, or distractions.
  3. Follow House Rules – Remain seated and do not walk around, in and out or otherwise disrupt proceedings.
  4. Exit Courteously – If leaving early, do so quietly and discreetly.

 If Called Upon to Speak

  1. Keep It Brief – Provide clear, concise remarks.
  2. Be Prepared – Have materials and data ready in advance.
  3. Address the Board, Not Individual Trustees or your colleagues – Direct comments through the Chair.

After the Meeting

  1. Follow Up Promptly – Provide any requested information or action items in a timely manner.