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SAMs Approved in Quarter 3, Fiscal Year 2016:

The following System Administrative Memoranda were approved by the Chancellor as official system policies during
Quarter 3, Fiscal Year 2016 (March, April, and May, 2016):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.A.01 - Administrative Memoranda System
March 23, 2016
Added "electronic" access to current SAMs in Section 2.2. Revised the listing of primary responsibility and authority in Section 4.2 with current titles. Changed Executive Vice Chancellor for Administration and Finance to Senior Vice Chancellor for Administration and Finance throughout text. Updated Section 6 with minor redlines to reflect current SAM template, and added Section 6.10 concerning adding a reference section at the SME's discretion. Added information to Section 7.2 about documented review periods and SAMs without updates from a documented review period continuing through a standard review process. Revised information in Section 7.3 on the SME using revision tracking and providing comments for the proposed revision. Added Section 7.4 on housekeeping changes. Added preliminary review cycle time period of five (5) working days in Section 7.5. Updated Section 7.6.c regarding resolution of user questions being posted on the Policies and Procedures web site during Executive Review. Provided information concerning the members of the System Executive Review Committee in Section 7.6.d. Added the option of SME rejecting suggested changes in Section 7.6.f with notification of reasoning. Included link to SAM review flowchart in Section 7.6.i. Updated Section 7.7 with information regarding legal authority and Board of Regents changes in consultation with Legal Affairs/General Council, and a courtesy copy provided to the University Coordinating Commission (UCC) for informational purposes. Revised Section 7.8 on Interim policies and subsequent review cycles. Added web site information in Section 8.2. Updated Section 9.2 with caveat for implementing and enforcing SAMs as necessary to maintain compliance with existing laws. Added information on rescission process in Section 10.2. Revised Section 11 responsible parties from Assistant Vice President for University Services to Associate Vice Chancellor for Administration and Associate Vice Chancellor for Finance. Updated Revision Log with new documentation on revised documentation for SAM 01.A.01.
SAM 01.A.01 was in the Quarter 2, FY 2016 review cycle.

SAM 01.B.03 - Temporary Buildings
May 27, 2016
Applied revised SAM template and added new Revision Log. Added Section 2.4 with requirement of all temporary structures must be in accordance with all local, state and federal laws. Revised Section 2.5.e to add deposit of funding identified for care and maintenance of the temporary structure. Revised Section 2.5.f to add requirement for appropriate project funding before installation of the temporary structure, which will also be used for removal of the structure at the end of the installation term. Revised responsible party from Associate Vice Chancellor for Plant Operations to Associate Vice Chancellor for Facilities/Construction Management.
SAM 01.B.03 was in the Quarter 1, FY 2016 review cycle.

SAM 01.C.04 - Reporting/ Investigating Fraudulent Acts
May 20, 2016
Changed title from Executive Vice President of Administration and Finance to Senior Vice President for Administration and Finance in Exhibit B. No additional changes were made by the Subject Matter Expert (SME).
SAM 01.C.04 was in the Quarter 3, FY 2016 review cycle as a "housekeeping change."

SAM 01.C.08 - Environmental Review for Acquisition of Real Property
May 27, 2016
Updated links and changed all references for SAM 03.F.01 to SAM 08.A.03, Gift Acceptance – Gifts from Individual Donors. No additional changes were made by the Subject Matter Experts (SMEs).
SAM 01.C.08 was in the Quarter 3, FY 2016 review cycle as a "housekeeping change."

SAM 01.D.04 - Affirmative Action Policy
March 23, 2016
Revised SAM template and added new Revision Log. Updated titles of Responsible Party and approval to current operational practices. Removed Section 5, Indexing Terms. No additional changes were indicated by the Subject Matter Expert (SME).
SAM 01.D.04 was in the Quarter 2, FY 2016 review cycle as a "housekeeping change."

SAM 01.D.05 - Equal Opportunity and Non-Discrimination Statement
March 24, 2016
Changed title of SAM 01.D.05 from "Equal Employment Opportunity" to "Equal Opportunity and Non-Discrimination Statement." Updated Section 1 to prospective and current employees and students to have equal opportunity in education and employment, and added statement of non-discrimination. Revised Section 2 to reflect current operating practices, GENDA statement and Title IX information in terms of guidelines from the U.S. Department of Education's Office for Civil Rights. Updated title for responsible party and approval.
SAM 01.D.05 was in the Quarter 3, FY 2016 Component Campus Review cycle, and followed the approval process per Section 7.7 in SAM 01.A.01 regarding legislative or higher documentation authority changes.

SAM 02.A.09 - Conflict of Interest
March 25, 2016
Proposed changes were made to comply with Senate Bill 20 of the 2015 Texas Legislature, which requires universities to add or include particular ethical provisions in their policies, and these redlines are in line with Board of Regents policies. Revised Section 1 to emphasize that System employees are expected to obey all federal, state, and local laws, and added Board policies 57.01, 57.02, 57.04, and 57.05. Revised Section 2.2.d to indicate owning an interest in a professional activity. Updated Section 2.2.g to reflect direct or indirect financial or otherwise interest. Added Sections 2.2.l through Sections 2.2.r to reflect the current contents of Senate Bill 20. Updated Section 2.3 with the failure of employee to comply with applicable law as well as the contents of SAM 02.A.09 will constitute grounds for disciplinary action.
SAM 02.A.09 was in the Quarter 3, FY 2016 Component Campus Review cycle, and followed the approval process per Section 7.7 in SAM 01.A.01 regarding legislative or higher documentation authority changes.

SAM 02.A.05 - Employee Relations, Grievance, and Appeal
May 13, 2016
Applied SAM Template to reflect current documentation standards and added new SAM Revision Log. Added
Section 3.2 GENDA and Title IX statement per the U. S. Department of Education's Office of Civil Rights' requirements. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources. No additional changes were made by the Subject Matter Experts (SMEs).

SAM 02.A.05 was in the Quarter 3, FY 2016 Component Campus Review cycle as a Housekeeping Change per
SAM 01.A.01, Section 7.4.

SAM 02.A.24 - Employees and Independent Contractors
May 13, 2016
Applied revised SAM template and added new Revision Log to meet current documentation standards. Revised
Section 3.5 GENDA/Title IX statement per U. S. Department of Education's Office of Civil Rights' requirements. Changed numbering in Section 4.1. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources. No additional changes were made by the Subject Matter Experts (SMEs).

SAM 02.A.24 was in the Quarter 3, FY 2016 Component Campus Review cycle as a Housekeeping Change per
SAM 01.A.01, Section 7.4.

SAM 02.A.29 - Ethical Conduct of Employees
March 25, 2016
Proposed changes were made to comply with Senate Bill 20 of the 2015 Texas Legislature, which requires universities to add or include particular ethical provisions in their policies, and these redlines are in line with Board of Regents policies. Changed Sections 2.3 and 5.3 to title of Senior Vice Chancellor for Administration and Finance. Moved Section 3.4, Honoraria, to Section 3.5. Updated Section 3.4, Family, with current definitions. Removed “Immediate” from “Family” in Sections 3.4, 4.1, and 4.3. Updated Section 4.3 to emphasize a financial or other interest instead of significant interest. Updated all links in document.
SAM 02.A.29 was in the Quarter 3, FY 2016 Component Campus Review cycle, and followed the approval process per Section 7.7 in SAM 01.A.01 regarding legislative or higher documentation authority changes.

SAM 02.B.01 - Classification of Staff Jobs
May 13, 2016
Added new SAM Revision Log. Revised Section 2.4 GENDA/Title IX statement per the U. S. Department of Education's Office of Civil Rights' requirements. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources. No additional changes were made by the Subject Matter Experts (SMEs).
SAM 02.B.01 was in the Quarter 3, FY 2016 Component Campus Review cycle as a Housekeeping Change per
SAM 01.A.01, Section 7.4.

SAM 02.E.07 - Staff Service Awards
May 13, 2016
Added new SAM Revision Log. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources. No additional changes were made by the Subject Matter Experts (SMEs).
SAM 02.E.07 was in the Quarter 3, FY 2016 Component Campus Review cycle as a Housekeeping Change per
SAM 01.A.01, Section 7.4.

SAM 02.E.08 - Employee Health Fitness and Education
May 13, 2016
Added new SAM Revision Log. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources. No additional changes were made by the Subject Matter Experts (SMEs).
SAM 02.E.08 was in the Quarter 3, FY 2016 Component Campus Review cycle as a Housekeeping Change per
SAM 01.A.01, Section 7.4.

SAM 03.A.10 - Requests for Funds from UH Foundation
March 23, 2016
Updated Section 1.2 for expenditures being paid for or reimbursed are consistent with System objectives. Added Foundation Payment Request Form in Sections 2.2 and 2.7. Added travel requests to support documentation in Section 2.3, and indicated requirement to have all approvals completed. Completed payment requests will be faxed or e-mailed to the UH Foundation per update in Section 2.4.
SAM 03.A.10 was in the Quarter 2, FY 2016 review cycle.

SAM 03.E.08 - Student Travel
April 8, 2016
Changed title of SAM to "Student Travel." Revised Section I to define component university student travel criteria, and use "Universities" in place of "component university." Added Section 2.3 on motor vehicle record evaluations required for anyone authorized to operate a vehicle owned or leased by a component university, and indicated that the MVR evaluation lasts for one year after the university Risk Management department approves it. Added Section 7.0 on High Profile Vehicles. Updated the title of AVP for Student Affairs and Dean of Students.
SAM 03.E.08 was in the Quarter 2, FY 2016 review cycle.

SAM 05.C.01 - Campus Programs For Minors
May 9, 2016
Revised Section 3.7 to remove requirement for background checks for component university students. Updated links and responsible party information to current operating requirements.
SAM 05.C.01 was in the Quarter 1, FY 2016 review cycle.

SAM 06.A.11 - Procedures for the Operation of International Partnerships
April 8, 2016
Applied revised SAM template and added new Revision Log. Changed SAM title from "Programs" to "Partnerships," and revised all text to meet current operating practices. Revised Section 1 to emphasize the standards of portfolios. Updated Section 2.3 to emphasize areas to be assessed for international partnerships. Signed agreements will be for a period of five years per redlines to Section 2.4. Added Section 2.5 on process, and updated Section 2.6 to current operating practices. Updated Section 3.5 with new requirements to update inventory as necessary and availability on Global Strategies and Studies web site for individuals with specific privileges. Changed the responsible party from AVC for International Studies and Programs to Vice Provost for Global Strategies and Studies.
SAM 06.A.11 was in the Quarter 2, FY 2016 review cycle.

SAM 07.A.04 - Digital Millenium Copyright Act
March 25, 2016
Changed the Section in SAM 07.A.04 from "Information Services" to "Information Technology." No other changes were indicated by the Subject Matter Expert (SME).
SAM 07.A.04 was in the Quarter 3, FY 2016 review cycle as a "housekeeping change."

SAM 07.A.06 - E-Mail Retention
March 25, 2016
Changed the Section in SAM 07.A.06 from "Information Services" to "Information Technology." No other changes were indicated by the Subject Matter Expert (SME).
SAM 07.A.06 was in the Quarter 3, FY 2016 review cycle as a "housekeeping change."

SAM 07.A.07 - Use of Electronic Messaging Services by Employees
March 25, 2016
Changed the Section in SAM 07.A.07 from "Information Services" to "Information Technology." No other changes were indicated by the Subject Matter Expert (SME).
SAM 07.A.07 was in the Quarter 3, FY 2016 review cycle as a "housekeeping change."



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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