Governance Manual Template

Purpose and scope

This governance manual provides a single, authoritative reference for the institution’s board, committees and senior leaders. It sets out the board’s legal and policy responsibilities, decision-making delegations, committee remits, standing orders for meetings, conflict-of-interest arrangements, and the review cycle for governance documents. The manual is a living document and should be adapted to local law, the institution’s constitution, and its operating context.

Core governance components (template overview)

Use the following components as the governance manual’s core structure and adapt wording where local law or the governing instrument requires:

• Introduction: mission, legal form, registration details and scope of the manual.
• Board role and remit: collective responsibilities, fiduciary duties, strategic oversight and limits of authority.
• Officers and appointments: chair, vice-chair, secretary, treasurer, membership, term limits and induction.
• Committees and terms of reference: finance, audit/risk, academic/standards, nominations, remuneration; reporting lines and delegated authorities.
• Delegation and executive roles: clear schedule of delegations to the chief executive/principal and senior management, including financial thresholds and emergency powers.
• Meeting practice: annual calendar, quorum, agenda setting, minute-taking, record retention and confidentiality rules.
• Conflicts of interest and code of conduct: declaration processes, management plans and sanctions.
• Risk management and oversight: risk register ownership, escalation criteria and internal controls.
• Policies referenced: safeguarding, finance, academic integrity, data protection, whistleblowing and complaints.
• Review and amendment: timetable for periodic review, responsibility for updates and publication.

Practical provisions to include

For clarity and auditability, include:

1. Terms of reference for each board committee and a clear reporting schedule to the board.
2. A delegated authorities table with monetary thresholds, contract signatories and authorisation workflows.
3. Role descriptions for trustees/directors and senior officers and a trustee skills matrix maintained annually.
4. Induction and continuing development requirements for board members.
5. Document retention and publication policy, including where governance documents are published and how stakeholders may access them.

Implementation and good practice

Adopt these practical steps when introducing or updating a governance manual:

• Map the manual against the institution’s constitutional instrument and any statutory requirements in your jurisdiction.
• Consult legal or regulatory advisers on statutory duties (for example, company or charity law) where applicable.
• Benchmark committee remits and delegations against sector guidance and peer institutions.
• Schedule an annual governance health-check and at least one full board effectiveness review every three years.
• Communicate changes publicly where required and ensure staff and trustees receive timely briefings and training.

Template annexes (suggested contents)

Include annexes for quick reference:

• Annex A — Delegated authorities table.
• Annex B — Committee terms of reference (finance; audit & risk; academic standards; nominations).
• Annex C — Trustee role descriptions and induction checklist.
• Annex D — Key policies referenced and ownership.
• Annex E — Annual governance calendar and document review log.

Legal and compliance note

Institutions must ensure the governance manual aligns with all applicable national, regional and local laws governing education providers, charities, companies and qualifications. The governance manual does not replace any statutory registration, licence, or the institution’s governing instrument; it documents internal governance arrangements and delegated authorities. Institutions are responsible for maintaining legally required records and for compliance with the law in their jurisdictions.

How to use this template

Adopt the template wording where it fits your governing instrument and local law. Remove or modify sections that conflict with statutory obligations. For any legal uncertainty, seek independent legal advice. Record amendments in the manual’s review log and secure board approval for material governance changes.

ITAA’s Role

The International Theological Accreditation Association (ITAA) provides non-governmental accreditation and independent theological accreditation guidance to support institutional quality and student protection. ITAA does not replace statutory registration, licensing or any governmental recognition required in an institution’s jurisdiction. Institutions remain solely responsible for compliance with all applicable national, state/provincial, regional and local laws. For full legal and policy details, consult the Important Accreditation Information page linked below.

Important Accreditation Information: https://www.i-t-a-a.com/important-accreditation-information/