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SAMs Approved in Quarter 3, Fiscal Year 2013:

The following System Administrative Memoranda were approved by the Chancellor as official system policy during Quarter 3, Fiscal Year 2013 (March/April/May 2013):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.D.07 - Discrimination and Harassment Policy
May 22, 2013
This SAM is being submitted for review and approval to remove the Interim designation. Retitled Section 5.5 from "EOS Investigation" to "Response to a Complaint."
SAM 01.D.07 was in the Quarter 2, FY 2013 Review Cycle.
SAM 01.D.09 - Student Academic Adjustments/
Auxiliary Aids Policy
May 22, 2013
This SAM is being submitted for review and approval to remove the Interim designation. Section 5.1.2 was revised to "the student may be required to provide documentation" per the new ADAAA Law. Added links to Section 5.1.2 and Section 5.2. In Section 5.3.3 and Section 5.4, changed "decisions" to "recommendations." Rewrote Section 5.6 on Student Appeals, adding eleven (11) subsections of documentation.
SAM 01.D.09 was in the Quarter 2, FY 2013 Review Cycle.
SAM 01.G.01 - Sponsored Research Activities
April 19, 2013
Added information to Section 3.1 concerning the Cancer Prevention Research Institute of Texas (CPRIT) requirements to provide a tobacco-free workplace for sponsored-funded research locations.
SAM 01.G.01 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.A.04 - Discipline and Dismissal of Regular Staff Employees
May 1, 2013
Applied revised SAM template and added new Revision Log. Added GENDA information on sexual orientation, gender identity and gender expression to Section 3.2. Removed the requirement in Section 3.3 to for the Executive Director of Human Resources to keep a hard copy of component university procedures on file. Changed the responsible party to the Associate Vice Chancellor for Finance. Changed the review period from odd numbered years on or before
August 31st to every five years on or before September 1st. Added the Executive Vice Chancellor for Administration and Finance to the approval process. Removed Section 6, Indexing Terms.

SAM 02.A.04 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.A.06 - Reduction in Force of Regular Staff Employees
May 1, 2013
Applied revised SAM template and added new Revision Log. The affirmative action director was removed from all processes except Section 6, Hearing Process. In
Section 3.2.e, the component human resources officer is responsible for determining that the policy is being followed and that the proposed RIF does not adversely impact protected classes. Added Section 3.8 for employees removed from the worksite due to a RIF to be given a work assignment to be completed away from the worksite. In Section 4.6, a non-probationary employee dismissed due to a RIF who returns to the same component university following an interruption in service is subject to the probationary provisions outlined in SAM 02.A.18. Removed Sections 6.2 through 6.8 of the Hearing Process. The affirmative action director appoints an appeals panel to hear appeals in Section 6.1. Changed the Texas Employment Commission to the Texas Workforce Commission in Section 6.2. Changed the responsible party to the Associate Vice Chancellor for Finance. Changed the review period from odd numbered years prior to August 1st to every five years on or before December 1st. Added the Executive Vice Chancellor for Administration and Finance to the approval cycle. Removed Section 9, Indexing Terms.

SAM 02.A.06 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.A.08 - Consulting and Paid Professional Service
May 1, 2013
Added new Revision Log. Applied the link to the official written request form for consulting and paid professional service to Sections 2.2.5, 2.2.6, and 4.0. Redlines were applied to various sections to emphasize the responsibility of the employee's duties with the System, plus information on managing or eliminating any actual or potential conflict of interest.
SAM 02.A.08 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.A.09 - Conflict of
Interest
May 1, 2013
Applied revised SAM template and added new Revision Log. Added Texas Government Code 572.051 to Section 1. Revised Section 2.3 to reflect current phrasing for disciplinary action and termination. Removed Section 5, Indexing Terms.
SAM 02.A.09 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.A.21 - Nepotism
April 9, 2013
Applied revised SAM template and added new Revision Log. Provided redlines to Sections 2.2 and 3.2 per the BOR Policy. Added Section 2.3 per the BOR Policy. Changed the responsible party to the EVC for Administration and Finance. Changed the review period from every three years on or before December 31st to every five years on or before December 1st. Corrected title for EVC for Administration and Finance in Section 6. Removed Section 7, Indexing Terms.
SAM 02.A.21 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.E.05 - Employee Assistance Program
May 1, 2013
Applied revised SAM template and added new Revision Log. In Section 3.2, added information that the component university may contract with an external provider for EAP professional services in absence of a formal EAP. Added prohibiting of discrimination on the basis of sexual orientation, gender identity or gender expression in
Section 3.3. Added EAP assistance for financial or legal issues or concerns to Section 4.1. Revised Section 4.4 regarding the EAP supplementing the existing procedures dealing with an employee's deteriorating or unsatisfactory job performance or conduct. Added Section 4.5 on the process of referrals to the EAP by an employee's supervisor in consultation with human resources. Changed the responsible party to AVC for Finance. Changed the review period from every three years on or before August 31st to every five years, on or before December 1st.

SAM 02.E.05 was in the Quarter 2, FY 2013 Review Cycle.
SAM 02.E.09 - Reasonable Workplace Accommodations
for Employees With
Disabilities
April 19, 2013
This SAM creates a new System policy to assist with the submission and processing of workplace accommodation requests for all qualified employees with disabilities.
New SAM 02.E.09 was in the Quarter 2, FY 2013 Review Cycle.
SAM 03.A.03 - Business Travel
May 1, 2013
This SAM is being submitted for a review and approval cycle to remove Interim designation. Added Section 1.6 regarding travel payments and accountable plan rules. Modified Section 2.5.d to include accountable plans.
SAM 03.A.03 was in the Quarter 2, FY 2013 Review Cycle.
SAM 03.A.21 - Employee's Family Travel Expenses
May 1, 2013
This SAM is being submitted for a review and approval cycle to remove Interim designation.
SAM 03.A.21 was in the Quarter 2, FY 2013 Review Cycle.
SAM 03.E.07 - Fleet Management Plan
May 13, 2013
Applied revised SAM template and added new Revision Log. Changed the responsibility for developing a fleet management plan to the University of Houston System as required. Changed the Texas Building and Procurement Commission (TBPC) to the Comptroller of Public Accounts (CPA) throughout the procedure. Added two responsibilities to the fleet manager in Section 3.4.d and 3.4.e on auto insurance card distribution. Added Section 4.1.f on safety requirements. Added EVC for Administration and Finance to the annual assessment process. Changed the responsible party from the AVC for Plant Operations to the AVC for Administration. Changed the review period from every three years on or before May 1st to every three years on or before September 1st. Removed Indexing Terms.
SAM 03.E.07 was in the Quarter 2, FY 2013 Review Cycle.
SAM 05.C.01 - Campus Programs for Minors
April 19, 2013
This SAM is being submitted for a review and approval cycle to remove Interim designation. Added information to
Section 2.1 on campus program lasting for all or part of two or more days. Revised Section 3.3 for training course to be approved by TDSHS. Added volunteers to Section 3.7 requiring background checks, and included information regarding minors and component university students working at a campus program in fulfillment of required class work not being subject to background checks. In Section 4.1.2, revised the requirement from "7 days before" to "before" the campus program occurs for each applicable individual to complete the required training. Added a link to OGC-S-2012-13 to
Section 4.2.1. Added information regarding the current verification form location in Section 4.2.2. Added
OGC-S-2012-13 to Section 8, References.

SAM 05.C.01 was in the Quarter 2, FY 2013 Review Cycle.


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






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