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SAMs Approved in Quarter 3, Fiscal Year 2012:

The following System Administrative Memoranda were approved by the Chancellor as official system policy during Quarter 3, Fiscal Year 2012 (March, April and May 2012):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.C.07 - Safety Administration
05/29/2012
Applied revised SAM template and added new Revision Log. Removed UH-Victoria from Section 2.3. Added appropriate training to Section 3.7. Added "Active Shooter" and "Severe Weather" to Section 3.8. Changed responsible party to AVC for Finance.
This revision was reviewed in Quarter 2, FY 2012.
SAM 01.C.16 - Asbestos-Containing Material
05/29/2012
This new SAM establishes procedures for handling and cleanup of Asbestos-Containing Material (ACM) for University of Houston System buildings.
This new procedure was reviewed in Quarter 2, FY 2012.
SAM 02.A.25 - Termination Clearance Guidelines
05/29/2012
Applied revised SAM template and added new Revision Log. Added Section 3.2.h and i concerning computer equipment, e-mail, and providing out of office messages for business continuity purposes. Updated Section 3.4 to have the supervisor inform the employee of the termination process, not to perform part of the process, with additional information on verifying university data and notification of the component Information Security Officer for any information security risks. Added genetic information to Section 3.12, along with sexual orientation, gender identity or gender expression.
This revision was reviewed in Quarter 2, FY 2012.
SAM 02.A.31 - Access to and Maintenance of Personnel Files
05/29/2012
Applied revised SAM template and added new Revision Log. Removed "Staff" from title of SAM and throughout procedure. Removed Section 2.4. Added information on sexual orientation, gender identity or gender expression to new Section 2.4. Added information to Section 3.2 on possible additional retention time period for certain records until no longer administratively valuable. Added appeal process to Section 3.3 for documentation in personnel files. Reorganized information in Section 3.5, and removed the statement on obtaining forms concerning the confidentiality of home addresses and telephone numbers from the component human resources department. Removed Section 3.6.e on grievance records storage in a separate location. Changed the responsible party to AVC for Finance. Changed review period from every three years on or before May 31st to every five years on or before March 1st. Removed Section 6, Indexing terms.
This revision was reviewed in Quarter 2, FY 2012.
SAM 02.A.35 - Search Committees for Executive and Staff Positions
05/29/2012
Applied revised SAM template and added new Revision Log. Redefined Section 2.1 (Search Committee) to emphasize the leader as the division head or designee. Revised Section 3.2 to remove criteria from the Texas Higher Education Coordinating Board and the Texas Commission on Human Rights. Also removed Section 3.2.e. Removed information in Section 3.6 on records retention. Added information on sexual orientation, gender identity or gender expression to Section 3.7. Changed responsible party to AVC for Finance. Changed review period from annually on or before September 1st to every five years on or before December 1st. Added the EVC for Administration and Finance to the approval cycle.
This revision was reviewed in Quarter 2, FY 2012.
SAM 02.A.36 - New Staff Orientation and Processing
05/29/2012
Applied revised SAM template and added new Revision Log. Activated links to references within the document. Removed Section 2.1 on filling out the UH application for employment. Modified Section 2.3.b to remove the requirement for filling out forms and authorizations during orientation sessions. Added information on sexual orientation, gender identity or gender expression to Section 2.6. Removed Section 2.7 on the requirement for establishing procedures for SAM 02.A.36. Changed the responsible party to the AVC for Finance. Changed the review period from every three years on or before September 1st to every five years on or before March 1st.
This revision was reviewed in Quarter 2, FY 2012.
SAM 03.A.09 - Manual Checks
04/10/2012
Applied revised SAM template and added new Revision Log. No additional redlines were needed by determination of the Subject Matter Expert (System Office of Finance).
This housekeeping revision was reviewed in Quarter 2,
FY 2012.
SAM 03.D.06 - Taxable Fringe Benefits
04/04/2012
Applied revised SAM template and added new Revision Log. No additional redlines were needed by determination of the Subject Matter Expert (System Office of Finance).
This housekeeping revision was reviewed in Quarter 2,
FY 2012.
SAM 03.E.01 - Physical Inventory of Goods for Resale, Manufacture, or Repair
05/29/2012
Added new Revision Log. Added software to obsolete items in Section 2.7.
This revision was reviewed in Quarter 2, FY 2012.
SAM 03.G.02 - Agency Funds
04/10/2012
Applied revised SAM template and added new Revision Log. No additional redlines were needed by determination of the Subject Matter Expert (System Office of Finance).
This housekeeping revision was reviewed in Quarter 2,
FY 2012.
SAM 04.A.01 - Audits by External Auditors
03/22/2012
Applied revised SAM template and added new Revision Log. No additional redlines were needed by determination of the Subject Matter Expert (System Office of Audits).
This housekeeping revision was reviewed in Quarter 2,
FY 2012.
SAM 05.C.01 - Campus Programs for Minors (Interim)
05/23/2012
This Interim SAM was written by the Office of Legal Counsel and the Office of Student Affairs to address the new process requirement for sexual abuse and molestation training for all employees and volunteers working in programs with minors on UH system campuses.
This Interim revision was approved in Quarter 3, FY 2012.


The updated documents are available at the Official System Administrative Memoranda web site at http://www.uh.edu/policyservices/sam.






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