Fiscal Year 2011- 3rd Quarter MAPPs in Executive Review

The following MAPPs have been recommended for review by University of Houston subject matter experts. 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 Friday, July 29, 2011.

The column titled "Proposed Changes" briefly explains the updates that have been submitted. The column titled "Review Comments" indicates the comments/suggestions received during the Campus Review of the policies listed below.
MAPP Number and Name
Proposed Changes Review Comments
MAPP 03.02.02 - Permit Mailing - Bulk and First-Class Applied revised MAPP template and added new Revision Log. Changed the Service Center Requisition (SCR) requirement to the Department Mail Card (DMC) requirement. Added information in Section III.A on how to fill out the DMC form. Updated the UH postal web site location. DMC forms and other information must be faxed or scanned. Title of organization changed from Special Mail Services to Bulk Mail Services. Updated Addendum A with new Departmental Mailing Card. These changes were proposed by the Office of Printing and Postal Services. Campus Review Suggestion: Could we add information from MAPP 03.02.03, Section B, on Page two into
MAPP 03.02.02? It would clarify the process for permit mailing.
Response: Changes applied.

MAPP 03.02.03 -
Non-Permit Mailing
Applied revised MAPP template and added new Revision Log. Updated requirements for the Department Mail Card (DMC). Updated the UH postal web site location. Updated Addendum A with new Departmental Mailing Card. These changes were proposed by the Office of Printing and Postal Services.
MAPP 04.01.05 - Advance Payment for Goods Applied revised MAPP template and added new Revision Log. Provided hyperlinks to documents as needed. Added documentation in Section IV.A on the process for advanced payment for proper public purpose. Removed Section IV.A.4 on registration and rental fees. Also removed Section IV.A.6 on legitimate public purpose for making advanced payments. Added the exception in Section IV.B on the purchase of library books and other library materials for HEAF expenditure. These changes were proposed by the Office of Finance/Procurement.
MAPP 05.02.04 - Payment to Human Subjects and Participants in Sponsored Projects Applied revised MAPP template and added new Revision Log. Changed the Office of Grants and Contracts to Office of Contracts and Grants to reflect current operating practices. Section V retitled Optional Payment Processes; journal entry example changed to scenario and rephrased. The principal investigator should contact Accounts Payable for assistance in creating vouchers. Titles for responsible parties and approval revised to meet current operating requirements. These changes were proposed by the Office of Finance. After Approval Cycle and Approval:
Section V.A scenario was changed by the Office of the Treasurer on 09/16/2011 (Debit: 10510 (GL account for UH Operating Bank Account) instead of BANK.
MAPP 05.03.01 - Employee Financial Responsibility Applied revised MAPP template and added new Revision Log. Rewrote Section I to remove scope of university responsibility. Added statement on returned checks as delinquent debt in Section II. Added documentation to Section III's delinquent debt definition, removed Master Check List, and removed requirement to pay debt in full from Payment Plan definition. Removed Section IV.B on employee accountability for checks submitted in payment to the university. Updated Section IV.D for updating current address information via PASS. Rewrote Section V to emphasize specific university roles and delinquent debt information. Added report on financial hold information for employees run by college/division administrators in Section V.B.3. Removed Section VIII (References), Addendum A, and Addendum B. Changed review period from every three years on or before July 1st to every three years on or before June 1st. These changes were proposed by the Office of Finance. Campus Review Question:
In Section V.A.2.: "Human Resources and Faculty Affairs will review applications processed through their areas to verify the applicant does not have a financial hold and will deny any applications that do." Suggest changing "applications" to "final candidates" or "new hires." Reason: We do not review each applicant, we check for holds at the time of hire when we receive an ePAR.

Response: Changed phrasing to "final candidates" in Section V.A.2 and Section V.B.1.

Campus Review Question:
In Section V.B.3. "At least one a month, departments will verify if any employees in their department have a financial hold by reviewing a report provided by Human Resources." This is incorrect. Human Resources does not provide a report. A report should be made available in PeopleSoft for departments to run. Whom in the department should be responsible for this?
Response: Per additional revisions to Section V.B.3, the college/division administrators will run the report at least twice a year as notified by Human Resources.

Campus Review Question: So far, the policy only addresses new hires and regular reviews in the department. This policy should cover the provision in Section IV.B.1.a. Could we add in Section V an item that says something like "Human Resources and Faculty Affairs will review personnel actions processed through their areas to verify the employee does not have a financial hold and will reject any personnel action that results in increased status and financial benefit to the employee that has a financial hold"?
Response: Changes applied; addition made to Section V.B.1.

Campus Review Question: Is it the responsibility of the department that is owed the debt to inform the employee that they have a debt and that they are reporting the debt for a Financial Hold?
Response: Per information in
Section V.B.2, the department that is owed the debt is responsible to notify Student Financial Services in writing to place a financial hold on the employee's account in the Student System.

MAPP 05.04.02 - Reconciliation of General Ledger Cost Center Balances Applied revised MAPP template and added new Revision Log. Documentation on retention of Verification worksheets and related documentation changed for last period of previous fiscal year and current fiscal year. Revised the three conditions for cost centers to meet in order to be inactivated. These changes were proposed by the Office of Finance.
MAPP 06.03.01 - Asbestos-Containing Material Applied revised MAPP template and added new Revision Log. Revised the content of the MAPP to follow the Asbestos Management Plan developed in March 2011. These changes were proposed by the Office of Environmental Health and Safety (EHS).  
MAPP 10.03.01 - Acceptable Use of Information Resources

MAPP 10.03.01 has been moved to Quarter 4, FY 2011 for additional review cycle.
Applied revised MAPP template and added new Revision Log. Name changed from Computer User Responsibilities to current title. Added definitions to Section III. Additional user responsibilities were added, and the user notification methods were updated to reflect current process. Updated action taken in case of violation. Removed References and Index Terms. These changes were proposed by University Information Technology (UIT). Campus Review Question: A question concerning Sections IV.G and IV.H. Documentation is needed to clarify UH alumni using UH e-mail accounts for all purposes (except political).
1. Can UH alumni use their UH e-mail address as their permanent e-mail address?
Response to Question #1:
Yes. UH Alumni are given an e-mail alias, not an e-mail account/mailbox. The alias simply redirects mail sent to their @uh.edu address to the e-mail account/mailbox they have stored in MyUH as the Destination address (such as a @yahoo.com or @gmail.com
e-mail account). This information has been clarified in Section II.A.
2. If so, what are the rules/policies for this use for UH alumni who are also UH employees?
Response to Question #2:
UH employees using UH e-mail accounts are subject to the policy provisions defined in the MAPP regardless of their alumni status.
3. If so, what are the rules/policies for UH alumni who are not UH employees?

Response to Question #3:
UH alumni do not have an e-mail account/mailbox on UH e-mail systems, and the UH alias is simply a pointer to a non-UH account/mailbox. The MAPP policies govern use of UH information resources, such as UH e-mail accounts/mailboxes.
MAPP 10.03.04 - Connecting Devices to University Networks

Current redlined version located here.
Applied revised MAPP template and added new Revision Log. Removed Section III definitions. Contents have been updated to reflect current processes. Added Section IV on Wireless network information. Removed Sections V and VI on Requesting Specialized or Non Standard Connections or Services. Removed References and Index Terms. These changes were proposed by University Information Technology (UIT). After Executive Review Cycle: Additional redlines incorporated in Section V on the philosophy of Payment for Network Services.
MAPP 10.03.05 - Acceptable Use of Telecommunications Resources

MAPP 10.03.05 has been placed ON HOLD pending revision of SAM 03.A.19.
Applied new MAPP template and Revision Log. Renamed procedure from "Responsibilities for" to "Acceptable Use of." Removed Communication Equipment Allowance program as this is no longer being performed. Renamed Monthly Communication Plan Allowance to Monthly Communication Stipend. Removed specific procedural items, references, and index terms. These changes were proposed by University Information Technology.  
MAPP 10.05.01 - Information Security Program

This is a New MAPP Procedure.
Current redlined version loctaed here.
This is a new procedure drafted to outline the various Information Security responsibilities to protect information resources, apply appropriate physical and technical safeguards, and comply with applicable state and federal laws and rules governing the security of information resources. This procedure was drafted by University Information Technology. After Executive Review Cycle: Added user responsibility to Section IV.6. Added information on elevated access privileges to Section V.B. Removed "espionage, data entry errors, and human error" from Section V.D. These changes were made before the approval process. Additional redlines incorporated on data custody (Sections IV.4 and IV.5), plus clarification of limits of elevated access in Section V.B.
MAPP 10.05.02 - Information Security Incident Reporting and Investigation Applied revised MAPP template and added new Revision Log. Changed document name from Security Violations Reporting to current title, and document number from 10.03.03 to 10.05.02. Removed references and index terms. Other changes were editorial in nature to reflect current operating requirements. These changes were proposed by University Information Technology.  
MAPP 10.05.03 - Data Classification and Protection

This is a New MAPP Procedure.
This is a new procedure drafted to direct information owners and information custodians in the assessment of information and information systems to determine the data classification level and prescribe the necessary security measures. This procedure was drafted by University Information Technology. Executive Review Comments: Information that may be subject to disclosure or release under the Texas Public Information Act" is "Public Information." As such, there is no meaningful distinction betweeb Level 2 Data (Section IV.D.) and Level 3 Data (Section IV.E.), which would also be subject to disclosure under the Texas Public Act. Recommendation to consolidate these two levels of data into one level of data (e.g., Level 2 Data), and adjust the remainder of the policy accordingly.
Response: Revised Level 2 and Level 3 Data definitions in Sections IV.D and IV.E.


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





Contact Us


Policies and Procedures Coordinator
Kathleen Milford
713-743-6885

uhpolicies@uh.edu