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SAMs Approved in Quarter 2, Fiscal Year 2016:

The following System Administrative Memoranda were approved by the Chancellor as official system policies during Quarter 2, Fiscal Year 2016 (December, 2015, and January and Feburary, 2016):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.D.08 - Sexual Misconduct Policy
December 4, 2015
Revisions from BOR approval on August 20, 2015 include all current information regarding sexual misconduct policy guidelines from Texas Penal Code Title 5, Offenses Against the Person. Changed numbering in Section 14 through Section 19.
SAM 01.D.08 was in the Quarter 1, FY 2016 review cycle.

SAM 01.D.09 - Student Academic Adjustments/
Auxiliary Aids Policy
December 4, 2015
This SAM is being submitted for review and approval to remove the Interim designation. Revised Section 2.1, 2.2, 2.3, and 2.4 definitions to reflect current operating requirements. Added Section 2.5 definition regarding Fundamental Alteration, Section 2.8 definition of Student Disability Services Office, and Section 2.9 definition of Student Disability Services Director/Manager. Capitalized Student Disability Services Office throughout text. Changed Section 4 to Instructor Responsibilities. Added Student Disability Services Office Director/Manager or their designee to Section 4.1, and removed AAEC and ADA/504 Coordinator as contact for instructor questions. Revised course syllabi statement in Section 4.2. Indicated use of the component's student disability services web site regarding documentation in Section 5.1.2. Changed Academic Adjustments/Auxiliary Aids Request Form to an Accommodations Form in Section 5.2 and throughout text. Updated process for signature to either electronic online system or on printed form in Section 5.2.3. Added Director/Manager of Student Disability Services Office as a voting member on the AAEC in Section 5.3.2. Added
Section 5.3.4 on the process regarding alternative accommodation for students. Updated Section 5.4.1 regarding process for receiving instructor's signature on student submission in Section 5.4.1, and removed
Section 5.4.2. Updated process in Section 5.5.1 regarding actions taken after seven business days, and also updated process for denying a recommendation accommodation in Section 5.5.2. Added recommendation in Section 5.5.3 for instructor's supervisor to provide a requested accommodation. Added process for ADA/504 Coordinator to notification of final decisions in Section 5.5.4. Added
Section 5.5.6 on review if accommodation is not deemed feasible, and recommendation of an alternative accommodation. Removed Section 5.6 on Appeals.

SAM 01.D.09 was in the Quarter 1, FY 2016 review cycle to remove "Interim" designation.

SAM 02.A.29 - Ethical Conduct of Employees
December 4, 2015
Applied revised SAM template and added new Revision Log. Provided minor redlines to Section 1. Changed "College" to "University" in Section 2.2. Updated title for SAM 02.A.08 throughout document. Changed title to Interim Vice Chancellor for Administration and Finance in Sections 2.3, 5.3, and 7.0. Fixed information to reflect current documentation in Exhibit A.
SAM 02.A.29 was in the Quarter 1, FY 2016 review cycle.

SAM 02.B.02 - Overtime and Compensatory Time
December 4, 2015
Applied revised SAM template and added new Revision Log. Modified Section 2.2 to remove Chief Executive Officer authorization, and include information on supervisory responsibility on authorized overtime for non-exempt employees. Removed Sections 2.3, 2.4, 2.5, and 2.6. Added links to documentation as applicable. Added web site for schedule of standard workweeks to Section 3.5.a. Added information on weighted average hourly rate to Section 4.1.b. Changed title in Section 6 to Interim Vice Chancellor for Administration and Finance.
SAM 02.B.02 was in the Quarter 1, FY 2016 review cycle.

SAM 02.B.04 - Salary
Guidelines for Non-Faculty Personnel
December 4, 2015
Changed "mid year" to "midyear" throughout text. Removed original Section 4.2. Changed review period from even numbered years on or before May 1st to every five years on or before May 1st. Added Interim Vice Chancellor for Administration and Finance to Sections 5 and 6.
SAM 02.B.04 was in the Quarter 1, FY 2016 review cycle.

SAM 02.F.03 - Employee Time Reporting
December 4, 2015
Changed SAM number from 03.D.03 to SAM 02.F.03 to move Payroll information to Human Resources' area. Revised Section 2.5 to remove hard copy timesheets and include new electronic timesheet for non-exempt employees. Documented new electronic timesheet process for benefits-eligible exempt employees in Section 2.6. Outlined new process for reviewing and approving electronic timesheets in Section 2.7. Added new reference to Section 2.8 of Uniform Guidance, and removed Circular A-21, Cost Principles. Changed title in Section 4 to Interim Vice Chancellor for Administration and Finance.
SAM 02.F.03 was in the Quarter 1, FY 2016 review cycle.

SAM 02.F.05 - Payroll Deductions
December 4, 2015
Changed SAM number from 03.D.05 to 02.F.05, and changed Section from Fiscal Affairs to Human Resources. Added new Revision Log. Changed title in Sections 2 and 6 to Interim Vice Chancellor for Administration and Finance. Added electronic signature on electronic forms for voluntary deduction to Section 3.0.
SAM 02.F.05 was in the Quarter 1, FY 2016 review cycle.

SAM 03.A.05 - Contract Administration
December 4, 2015
This document is submitted for this review and approval cycle to remove the Interim 2 designation.
SAM 03.A.05 was in the Quarter 1, FY 2016 review cycle to remove "Interim 2" designation.

SAM 03.A.25 - Representation Allowance
December 4, 2015
Removed Section 1.1 formatting. Added "payable" to reimbursable expense in Section 2.1.b. In Section 3.1, removed the President's Business Office from allocation of allowance; also removed the information on the beginning balance being allocated by the Chancellor. Added the Foundation Payment Request Form as part of the method for requesting reimbursements in Section 4.3, including link to form. Added requirement for itemized receipts, cancelled checks or credit card statements being accepted as support documentation in Section 4.4. Removed Section 4.4.a. on faxed reports. Removed Section 7, Indexing Terms, and added Section 7, References.
SAM 03.A.25 was in the Quarter 1, FY 2016 review cycle.

SAM 03.A.29 - Tuition, Fees and Charges (New SAM)
December 4, 2015
This new SAM document provides the requirements for approval of tuition, fees and charges and requires that roles and responsibilities of persons involved in the request, review, approval, implementation and record retention process be defined by policy.
New SAM 03.A.29 was in the Quarter 1, FY 2016 review cycle.

SAM 03.B.01 - Purchasing Guidelines
December 4, 2015
This document is submitted for this review and approval cycle to remove the Interim designation. Changed title in Section 6 to Interim Vice Chancellor for Administration and Finance.
SAM 03.B.01 was in the Quarter 1, FY 2016 review cycle to remove "Interim" designation.

SAM 03.E.02 - Property Management
December 4, 2015
Added examples of controlled assets to Section 3.2.
SAM 03.E.02 was in the Quarter 1, FY 2016 review cycle.

SAM 03.F.05 - Sale, Lease, Purchase or Conveyance of Real Property
December 4, 2015
Applied revised SAM template and added new Revision Log. Changed title from Conyeyance of Real Property to Sale, Lease, Purchase or Conveyance or Real Property. Added information to Section 1 about the responsibilities of the Office of Real Estate Services (ORES). Added lease of real property to Section 2.3. Added Section 3.7 on leases including options to renew and termination rights. Removed original Section 3.8, and added Section 3.8 on requirement for ORES to review and approve leases. Added Section 4.0, Additional Information. Added Section 4.1 on involving ORES early in negotiation of all leases, and Section 4.2 on possible requirement for General Counsel to review and approve documentation and contract for Board approval. Updated Section 4.3 with information on deviation from Chancellor executing Board approved contracts unless noted by the Chancellor's Delegation of Authority.
SAM 03.F.05 was in the Quarter 1, FY 2016 review cycle.

SAM 03.F.08 - Requests for Services from the Office of Real Estate Services (New SAM)
December 4, 2015
The purpose of this new SAM document is to prescribe policies and procedures related to the roles and responsibilities of the UHS Office of Real Estate Services. In concert with these responsibilities, UHS component universities shall be responsible for timely notification of potential real estate transactions to the UHS Office of Real Estate Services.
New SAM 03.F.08 was in the Quarter 1, FY 2016 review cycle.



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






Contact Us

Policies and Procedures Coordinator
Peggy Levy
713-743-6636

uhpolicies@uh.edu