Quarterly Review and Approval Process

Approximately one month prior to the review period, Subject Matter Experts (SMEs) are notified of their out of date System Administrative Memoranda (SAMs) and/or Manual of Administrative Policies and Procedures (MAPPs) and of the upcoming review period.

All updated SAMs are distributed to the component university contacts for a preliminary SME Draft Review due back in 10 working days.

Submitted MAPP and SAM policies are also reviewed by the Executive Vice President/Executive Vice Chancellor of Administration and Finance for a preliminary draft review; there is no time limit for this review. After this review is completed, suggestions/comments are sent to the SME.
  • Comments from the SAM Draft Review and EVP/EVC of Administration and Finance review for MAPPs and SAMs are collected and submitted to the original author(s).
  • The author has 5 working days to consider and discuss the comments and return any changes to University Policies and Procedures.
  • Submitted MAPP and SAM policies then enter Campus Review lasting 20 working days.
    • The Campus Review distribution consists of: component university contacts (SAMs only), the UH deans, College/Division administrators, Internal Audit, Administration and Finance (A&F) leadership, the University Coordinating Commission (UCC), and anyone identified by the UCC as needing to review the document.
  • Comments from the Campus Review are collected and submitted to the appropriate SME.
    • The SME has 5 working days to consider the comments and return any changes.
  • SAMs then enter System Executive Review for 20 working days.
    • The System Executive Review distribution consists of: component university presidents, the vice chancellors, the Executive Associate to the Chancellor for Community Relations, and the Chief Audit Executive for Internal Auditing.
  • MAPPs enter University Executive Review for 20 working days.
    • The University Executive Review distribution consists of: UH vice presidents, the Executive Associate to the President for Community Relations, the President of the Faculty Senate, the UCC Chairperson, and the Athletics Director.
  • Comments from the System and University Executive Reviews are collected and submitted to the appropriate SME.
    • The SME has 5 working days to consider the comments and return any changes.
  • A copy of the clean revised MAPP or SAM is sent to the UCC before the Approval Cycle.
  • The policies are then sent to their respective Responsible Party(s).
    • The Responsible Party(s) initials where indicated to approve the document(s).
  • Prior to their approval by the Chancellor/President, policies are distributed to all other indicated signatories.
    • The required signatories indicate their approval by signing the appropriate document(s).
  • Once the approved policies have been received, they are then sent to the chancellor/president for approval.






    Contact Us


    Policies and Procedures Coordinator
    Kathleen Milford
    713-743-6885

    uhpolicies@.uh.edu