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SAMs Approved During Quarter 4, Fiscal Year 2016:

The following System Administrative Memoranda were approved by the Chancellor as official system policies during
Quarter 4, Fiscal Year 2016 (June, July and August, 2016):

SAM Number and Name
Date Approved
Summary of Changes
SAM 01.B.02 - Selection of Architectural and Engineering Firms
June 14, 2016
Added Texas Government Code 2254.004 for selection of architect, engineers and other professional services in Section 2.2. Changed responsibility for project delivery rules and procedures from the Associate Vice Chancellor for Plant Operations to the Associate Vice Chancellor for Facilities/ Construction Management in Section 2.3. Changed responsible party from Associate Vice Chancellor for Plant Operations to Associate Vice Chancellor for Facilities/ Construction Management.
SAM 01.B.02 was in the Quarter 3, FY 2016 review cycle.

SAM 01.D.07 - Discrimination and Harassment Policy
June 29, 2016
Updated Section 2.3 with a hyperlink to the current component Equal Opportunity Coordinators.
SAM 01.D.07 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 01.D.08 - Sexual Misconduct Policy
June 29, 2016
Updated Section 2.8 with hyperlink to the component campus Title IX Coordinators. Updated links as applicable.
SAM 01.D.08 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.04 - Discipline and Dismissal of Regular Staff Employees
July 6, 2016
Updated Section 3.2 with GENDA/Title IX information 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. Changed titles as applicable.
SAM 02.A.04 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.11 - Staff Performance Appraisals
July 6, 2016
Updated Section 2.7 with GENDA/Title IX statement per 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. Updated titles as appropriate.
SAM 02.A.11 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.13 - Recruitment, Job Posting and Selection of Staff Employees
June 14, 2016
Added new SAM Revision Log. Added Texas Government Code Section 656.024 to Section 2.2, extending the minimum of posting regular staff jobs to 10 working days. Removed internal employment bulletin board and extenuating circumstances in Section 2.2. Added revised GENDA/Title IX statement to Section 2.3 per U. S. Department of Education's Office of Civil Rights' requirements. Added "Job" to "Position Description" in Section 3.2, and removed information about relationship between position and other positions in the department. Remove "Security Sensitive" from Section 3.4.r, and replaced with information on "Background check." Added "screening" to search committee for Section 4.3. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources.
SAM 02.A.13 was in the Quarter 3, FY 2016 review cycle.

SAM 02.A.14 - Promotion and Transfer of Staff
June 14, 2016
Applied revised SAM template and added new SAM Revision Log. Added GENDA/Title IX Statement to Section 2 per U. S. Department of Education's Office of Civil Rights' requirements. Revised definition for promotion in Section 3.3. Removed Section 4.2. Removed "director of" the component university chief human resources officer in Section 5.3. Changed responsible party from Associate Vice Chancellor for Finance to Associate Vice Chancellor for Human Resources.
SAM 02.A.14 was in the Quarter 3, FY 2016 review cycle.

SAM 02.A.20 - Hours of Work
July 6, 2016
Updated Section 2.1 with GENDA/Title IX information 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. Changed titles as applicable.
SAM 02.A.20 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.25 - Termination Clearance Guidelines
July 6, 2016
Updated Section 3.12 with GENDA/Title IX statement per 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. Updated titles as appropriate.
SAM 02.A.25 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.26 - Employee Development and Training
July 6, 2016
Updated Section 2.2 with GENDA/Title IX statement per 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. Updated titles as appropriate.
SAM 02.A.26 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.31 - Access to and Maintenance of Personnel Files
July 6, 2016
Updated Section 2.4 with GENDA/Title IX information 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. Changed titles as applicable.
SAM 02.A.31 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.34 - Types of Staff Employment
July 6, 2016
Updated Section 3.7 with GENDA/Title IX information 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. Changed titles as applicable.
SAM 02.A.34 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.35 - Search Committees for Executive and Staff Positions
July 6, 2016
Updated Section 3.7 with GENDA/Title IX statement per 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. Updated titles as appropriate.
SAM 02.A.35 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.36 - New Staff Orientation and Processing
July 6, 2016
Updated Section 2.6 with GENDA/Title IX information 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. Changed titles as applicable.
SAM 02.A.36 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.37 - Background Checks for Employees
July 6, 2016
Updated Section 2.7 with GENDA/Title IX statement per 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. Updated titles and links as appropriate.
SAM 02.A.37 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.A.40 - Staff Attendance and Punctuality
June 14, 2016
Applied revised SAM Template and added new Revision Log. Deleted Section 3 and Section 3.3 and moved Job Abandonment to Section 2.6 and Termination as a Result of No Personal Leave to Section 2.7. Revised Section 2.8 to indicate that internal procedures can be developed by system component campuses, but must be approved by the Component Chief Human Resources Officer before implementation. Added revised GENDA/Title IX Statement to Section 2.9 per U. S. Department of Education's Office of Civil Rights' requirements. Changed responsible party from Associate Vice Chancellor of Finance to Associate Vice Chancellor for Human Resources.
SAM 02.A.40 was in the Quarter 3, FY 2016 review cycle.

SAM 02.B.07 - Fair Labor Standards Act
July 6, 2016
Updated Section 2.3 with GENDA/Title IX information 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. Added SAM 02.B.02 to Section 6. Changed titles and links as applicable.
SAM 02.B.07 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.B.10 - Shift Differential
July 6, 2016
Updated Section 2.3 with GENDA/Title IX statement per U.S. Department of Education's Office of Civil Rights requirements. Updated titles as appropriate.
SAM 02.B.10 was in the the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.D.04 - Leaves of Absence
June 29, 2016
Updated Section 2 with GENDA/Title IX information per the U. S. Department of Education's Office of Civil Rights requirements. Changed titles and hyperlinks as applicable.
SAM 02.D.04 was in the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.D.06 - Family and Medical Leave
July 6, 2016
Added revised SAM Template and new Revision Log. Added Section 2.4 with GENDA/Title IX information 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. Changed titles and hyperlinks as applicable.
SAM 02.D.06 was in the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.D.08 - Parental Leave
July 6, 2016
Updated Section 3.3 with GENDA/Title IX statement per 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. Updated titles as appropriate.
SAM 02.D.08 was in the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.E.05 - Employee Assistance Program
July 6, 2016
Updated Section 3.3 with GENDA/Title IX statement per 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. Updated titles as appropriate.
SAM 02.E.05 was in the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.E.09 - Reasonable Workplace Accommodations for Employees With Disabilities
June 29, 2016
Added in Section 2 GENDA/Title IX statement per U.S. Department of Education's Office of Civil Rights requirements.
SAM 02.E.09 was in the Quarter 4, FY 2016 special housekeeping review cycle due to U. S. Department of Education's Office of Civil Rights requirements.

SAM 02.F.07 - Direct Deposit of Salaries
June 14, 2016
Added new SAM Revision Log. Changed SAM number 03.D.07 to 02.F.07, and Section location from Fiscal Affairs to Human Resources' new Payroll section. Added that employees are required to have direct deposit in Section 2.2. Removed Section 3.2. Removed "the following" from
Section 3.2. Added electronic ePAR to Section 3.6. Added requirement for employees to provide previous banking information for security purposes in Section 3.8. Added process for paper payroll check in extraordinary circumstances in Section 3.9. Changed responsible party from Associate Vice Chancellor for Finance to Assistant Vice Chancellor for Human Resources. Changed review period from every three years on or before June 1st to every five years on or before June 1st.

SAM 02.F.07 was in the Quarter 3, FY 2016 review cycle, and replaces SAM 03.D.07, which will be rescinded.

SAM 03.F.02 - Endowment Management
June 21, 2016
Added new SAM Revision Log. Adding "managing" endowments to Section 1. Revised Section 2.2 with realized gains/losses. Added Section 2.10, Net Asset Value. Changed title to Senior Vice Chancellor for Administration and Finance, "System Treasurer" to "Treasurer," and System Office of Stewardship to System Office of Gift Compliance throughout text, and removed all references to Endowment Establishment agreement and Memorandum of Understanding throughout text. Removed endowment requests from Section 3.1.3. Added Section 3.1.5 on responsibilities for Executive Director of Accounting Services. Separated UHCL from UHD and UHV in Section 3.3.1, and added Hawk Advantage Scholarships to UHCL. Removed minimum and maximum funding levels from Section 3.3.2, and made requirement for funding within five years. Added University Advancement assessment fee to Section 3.3.4. Added timely treasurer notification to process in
Section 3.3.6. Added Tier One Scholarship program to Section 3.3.9. Added reference to Section 3.15 to
Section 3.4.2. Made facilitating signature approvals part of System Office of Gift Compliance's responsibilities in
Section 3.5.2. Removed Section 3.5.3 and Section 3.5.6. Added General Counsel, and the Associate Vice Chancellor to the signature process in Section 3.6.1. Removed requirement for Treasurer to provide documentation on a Quasi endowment linked to a true or term endowment in Section 3.6.3. Changed link to SAM 08.A.03 in Sections 3.8 and 3.9. Added case for UH Tier One Scholarship and UHD Red Rose Ball Scholarship to Section 3.11.1 to allow pooling of distributed income. Added net asset to Sections 3.11.4, 3.12.3, and 3.12.4. Added responsibility to Treasurer to work with investment consultants in Section 3.12.6. Added current procedure to Section 3.14.10. Removed Senior Vice Chancellor for Administration and Finance from approving exceptions in Section 3.15.4. Removed Section 3.18, and Exhibits A, B, and C.

SAM 03.F.02 was in the Quarter 3, FY 2016 review cycle.

SAM 03.G.03 - Financial System Verification of Cost Center Transactions
June 20, 2016
Changed Section 2.2 and 2.6 verification review deadline to once a quarter for the previous three accounting periods. Added information to Section 2.5 on completion of verification no more than 60 days after the close of the accounting period being verified. Removed information in Section 2.6 on transactions in 1074 Verification worksheets being reviewed and approved at least twice each fiscal year. Modified Section 2.7 about retaining documentation on verification of reports for all periods of the current and previous fiscal years. Added inactive condition information to Section 2.9 for cost centers to have no open or soft commitments, and the original budget (base budget) must be zero.
SAM 03.G.03 was in the Quarter 3, FY 2016 review cycle.

SAM 07.A.03 - Responsibilities for Information Technology Resources
June 14, 2016
Added new SAM Revision Log. Changed Section to Information Technology. Changed title to "Responsibilities for Information Technology Resources." Revised Section 1 (and document) to reference designation of Information Resources Manager and Information Security Officer to share information. Document was completely revised to reflect current operating requirements in the responsibilities for the Information Resources Manager (Section 2.1), Information Security Officer (Section 2.2), and Reporting Requirements
(Section 2.3). Added links to new references throughout document.

SAM 07.A.03 was in the Quarter 3, FY 2016 review cycle.

SAM 08.A.06 - Gift Acceptance - Gifts-In-Kind From Companies
(New SAM)
June 20, 2016
This document is intended to articulate the types of in-kind gifts that can be accepted and the criteria for acceptance of those gifts, to manage potential risks to the UH System in the acceptance of gifts, and to ensure that gifts contributed to the UH System by companies can be effectively used to further the UH System's charitable purpose and mission.
New SAM 08.A.03 was in the Quarter 3, 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/.






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Policies and Procedures Coordinator
Peggy Levy
713-743-6636

uhpolicies@uh.edu