MAPPs in Campus Review, Quarter 2, Fiscal Year 2013

The following MAPPs have been recommended for review by University of Houston Subject Matter Experts (SME). To review the proposed changes, please select each policy name to view the linked document and send your comments, if any, to palevy@central.uh.edu by February 4, 2013 (Monday).

The column titled "Proposed Changes" briefly explains the updates that have been submitted by the SME for Campus Review.

MAPP Number and Name
Review Initiated By
Proposed Changes
MAPP 02.02.01 - Family and Medical Leave
Office of Human Resources
This MAPP is being submitted for a complete review cycle and approval to remove the Interim 2 designation.
This MAPP is being submitted for a complete review cycle and approval to remove the Interim 2 designation. No additional changes were submitted by the Subject Matter Expert (SME).
MAPP 02.02.02 - Parental Leave
Office of Human Resources
This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation.
This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation. No additional changes were submitted by the Subject Matter Expert (SME).
MAPP 02.04.02 - Hours of Work
Office of Human Resources
This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation.
This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation. Added
MAPP 02.04.10 to Section II.B and Section VII, References.
MAPP 02.04.03 - Discipline and Dismissal of Staff Employees
Office of Human Resources
Applied revised MAPP template and added new Revision Log. This document was under review for Texas Workforce Commission Interim designation (2011), but the finalized redlined document was not approved. Revised the definition for Grievance in Section III.D. Original documentation of any discipline and dismissal will remain in the employee's personnel file. In Section V.E, job abandonment was clarified with time periods for reasoning behind the abandonment. In Section VI.B, included frequent use of emergency leave in cause for disciplinary action. In Section VI.R, included outbursts and acts of aggression to cause for disciplinary action. In Section IX.B, original documentation on formal disciplinary measures is forwarded to Human Resources. Removed Index Terms from Section XV.

MAPP 02.04.05 - Termination Clearance
Office of Human Resources
Additional review cycle needed based on time period between last review cycle.
Applied revised MAPP template and added new Revision Log. Added hyperlinks where appropriate for documentation. Added link to Termination Checklist to Sections III, IV, and V. Reformatted text in Section V. Added supervisor responsibilities to Section IV for removing digital signature, network shared drives, and listserv access. Changed responsible party to Executive Director, Human Resources. Corrected approval cycle for EVP for Administration and Finance. Removed Index Terms. Removed Addendum A, former Termination Checklist.

MAPP 02.04.09 - Exit Interviews
Office of Human Resources
This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation.
Made minor redlines to Section II, including the employee's alternative choice to schedule an exit meeting with a Human Resources Generalist. Removed the exit survey information from Section III. Removed Index terms. Added Termination Clearance Form and Personal Action Request (ePAR) Form to Section VI, References.

MAPP 02.04.10 - Flexible Workplace Initiative
Office of Human Resources
This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation.
This MAPP is being submitted for review and approval to remove interim designation. No additional changes were submitted by the Subject Matter Expert (SME).

MAPP 02.04.11 - Workplace Lactation/Breastfeeding
Offices of Equal Opportunity Services/Women's Resource Center/Legal Affairs and General Counsel
This is a New MAPP.
This new MAPP provides information to employees participating in the University lactation program, including a current campus map and the Lactation Accommodation Request Form.

MAPP 02.07.02 - Reasonable Workplace Accommodations for Employees With Disabilities
Office of Legal Counsel
This is a "Housekeeping Changes" MAPP.
Replaced MAPP 02.07.01 with SAM 01.D.07, Discrimination and Harassment Policy, in Sections VII and X. No additional redlines were needed per the Subject Matter Expert.

MAPP 03.01.04 - Fleet Management Plan
Office of Plant Operations
Additional review cycle needed based on time period between last review cycle.
Applied revised MAPP template and added new Revision Log. Revised entire procedure to reflect current operating requirements. Added Section IX on High Profile Vehicles. Changed the responsible party to Executive Director, Facilities Management. Changed review period from every three years on or before July 1st to every three years on or before March 1st. Removed Index terms.
MAPP 03.01.05 - Posting Flyer Information on Outside University Kiosks
Office of Plant Operations
Revised Section I to emphasize the procedure supporting campus events while maintaining a clean and safe environment. Included statement in Section II that information in MAPP 13.01.01 agrees with the instructions documented in MAPP 03.01.05. Added the "Campus Postings" University Kiosks web site location to Section III.C. Removed bus stops from Section IV.B and added a note about posting in designated areas of bus stops. Added Section IV.E on designated student group working with Plant Operations ground crew on removing postings from unauthorized locations, and process for reminder e-mails to the person/group on unauthorized postings. Added Section B.1 information on removal of past dated or "as needed" documents on a bi-weekly basis. Added Section V.B.6 on automatic removal of postings from unauthorized campus areas and removal of unauthorized area postings by outside organizations. Corrected hyperlink for Student Handbook, and added "Campus Postings" University Kiosks web site location to Section VIII, References.
MAPP 04.02.01A - Travel Paid from State-Appropriated Funds
Office of Finance/
Procurement
Included redlines to Section IV.B on the revised Travel Request and the documentation needed to accompany it. Added Section XI on combining business and personal travel, both in the United States and outside of the United States. In
Section XII.C on the Travel Voucher/Travel Card, included information on all documentation (including receipts, invoices, and itineraries) needed to complete processing.
MAPP 04.02.01B - Travel Paid from Local Funds
Office of Finance/
Procurement
Added information to Section II on IRS rules and regulations regarding "accountable plans." Included redlines to Section IV on the revised Travel Request and the documentation to accompany it. Added redlines to Section IX.J on incidental expenses, hotel occupancy, and laundry/dry cleaning expenses. Added Section X on combining business and personal travel both in the United States and outside of the United States. Information on the Travel Expense Report in Section XI included a listing of all documentation (including receipts, invoices, and itineraries) for all trip-related expenses, whether directly billed to the university or reimbursed by the traveler. In Section XIII.B, documented travel advance payments to be direct deposited in the employee's account no more than 30 days before the trip.
MAPP 05.01.01 - Cash Handling
Office of Finance/
Accounting
Positions handling cash or serving as fund custodians will be designated as security sensitive positions requiring background checks for hiring employees as revised in Sections II, III.C, III.L, and IV.D.2. Added documentation concerning the internal policies for handling cash will be reviewed and approved by General Accounting to Sections IV.C and IV.D.1.
MAPP 06.05.03 - Motor Vehicle Record Evaluation
Office of Risk Management
Additional review cycle needed to remove "Interim" designation from Quarter 1, FY 2013.
Review cycle to remove "Interim" designation from
MAPP 06.05.03. No additional redlines were incorporated.
MAPP 07.02.02 - Tobacco-Free Campus Policy
Division of Student Affairs/
Academic Affairs/
Tobacco Task Force (TTF)
Additional review cycle needed to remove "Interim" designation from Quarter 4, FY 2012.
This review cycle is to remove Interim designation for
MAPP 07.02.02. Added information to Section I regarding the benefits of tobacco-free campus policies. "Signage" was added to Section II. Revised Section 2.E regarding the responsibilities of the Tobacco Task Force (TTF). Added a note to Section III.A regarding the campus convenience stores no longer providing tobacco products. Added criteria for tobacco use areas to Section III.B.4. Moved the responsibility of public event organizers to Section III.C.3. Added information regarding the TTF web site in Section IV.A. Removed Section IV.B. Removed Section V.A.5. Added information about cessation services from the UH Pharmacy in Section V.B.1. Added Senior Vice President for Academic Affairs and Provost to approval cycle.

MAPP 08.01.01 - Sponsored Research Activities
Division of Research and Technology Transfer
Additional review cycle needed to remove "Interim" designation from Quarter 4, FY 2012.
Review cycle to remove "Interim" designation from
MAPP 08.01.01. Added information to Section II.A concerning the Cancer Prevention Research Institute of Texas (CPRIT) requirements to provide a tobacco-free workplace for sponsored-funded research locations.

MAPP 09.03.01 - Event Reservation and Rental of University Facilities
Offices of University Services/Student Affairs/Academic Affairs
Additional review cycle needed based on time period between last review cycle and new information provided by Auxiliary Services.
Original review cycle for this MAPP took place in Quarter 4,
FY 2011. Applied revised MAPP template and added new Revision Log. Revised title of MAPP to add "Event." Added web site addresses throughout for different departments involved in facilities rentals. Added information in Section I to address event's purpose and document MAPP 13.01.01. Added "Drop-In" Areas, Administrative Event, Public Event, Invitation-Only Event, High Impact Event, High Profile Event, Social Event, Official University Event or Activity, and Co-Sponsored Events to Section II. Gave examples of Non-General Purpose Space in Section II.D. Changed the definition of a High Impact Event from 300 people to 200 people in Section II.N. Added information on General Purpose Classrooms to Section III.A, including Official Day of Record (ODR) requirements. Added Auxiliary Services' Customer Services Center as the coordinating source for scheduling General Purpose Classrooms and scheduling Non-General Purpose Classrooms throughout the procedure. Changed submittal of requests to 15 working days, and cancellations and/or changes to requests to no later than 3 working days in Section III. Revised information in Section III to reflect current operating requirements, emphasizing the communication between the reservation office, DPS, Fire Marshal, Parking and Transportation, and Auxiliary Services for event coordination. Removed Department in-Kind Catering Donations from Section IV.A.1.a.2. Added
Section VI.C on the requirements for departmental and cosponsorship of an event or activity. Removed most of the information from Section VII, and revised documentation to reflect current operating practices for payments and insurance. Also removed information from Section VIII. Addendums were removed from policy and inserted as web links where appropriate. Added three responsible parties. Added Vice President of Student Affairs and Senior Vice President for Academic Affairs and Provost to document approval. Removed Index terms and added forms and documents to Section XI.

MAPP 10.03.05 - Acceptable Use of Telecommunications Resources
University Information Technology (UIT)
Additional review cycle needed (document was removed from Quarter 3, FY 2012 review cycle due to revisions needed to SAM 03.A.19)
Applied revised MAPP template and new Revision Log. Changed title from "Responsibilities for Use of Telecommunication Resources" to "Acceptable Use of Telecommunications Resources." Removed second paragraph in Section II on prohibited use of UH telecommunications equipment for personal use resulting in additional charges to the university. Provided major redlines to Section IV.A on specific policies and procedures regarding acceptable use of telecommunication resources. Removed Section IV.B. The new Section IV.B was modified to remove information on processes regarding calling cards and long distance authorization card. Section IV.C was changed to "Long Distance Charge Report," and gives major information on this monthly online report. Added Section IV.F on Deactivation/Transfer of Long Distance Authorization Codes and Calling Cards. Updated Section IV.G on the Monthly Communication Plan Allowance; added
Section IV.G.2 on taxes with employee stipends. Removed department responsibility for approving a Personnel Action Request (PAR) to authorize transactions from Section IV.G.4. Removed Section IV.G.6 on purchasing department's responsibility to publish communication allowance rates on an annual basis. Removed original Section IV.G and H. Removed Senior Vice President for Academic Affairs from approval cycle. Removed Section VII, References. Removed Index Terms.

MAPP 12.03.03 - Procedures for Establishing and Operating Academic Institutes and Centers
Academic Affairs/Research
This is a New MAPP based on an audit finding for TLC2.
This new MAPP defines and establishes minimum criteria for the creation and oversight of academic centers and institutes.


Please note that the policies contained in this section are not official. The changes have been submitted to University Policies and Procedures and are currently under review. To review official Manual of Administrative Policies and Procedures documentation, go to
http://www.uh.edu/policyservices/mapp.





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