Fiscal Year 2013 - 2nd 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 March 15, 2013 (Friday).

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 02.02.01 - Family
and Medical Leave
This MAPP is being submitted for a complete review cycle and approval to remove the Interim 2 designation. Campus Review Comments:
Section II.A.3: This is too narrow a definition for taking time off for family members.
Response: There could always be situations that need a case-by-case review. These eligibility examples were provided by the Federal guidelines.

Section II.A: I realize that the 26 weeks for service members is because a federal law allows for this; does a federal law prohibit up to 26 weeks for others? If not, I would say that there is a law that allows for 26 weeks, acknowledges some illnesses may be so serious that it requires that much time; it follows human beings who are non-service members also experience illnesses so severe to require 26 weeks of time being cared for by family, yes?
Response: The limit from 12 weeks to 26 weeks is only for military service members. We are not allowed to raise the limit for non-military circumstances. However, employees with leave available to them are usually allowed to exhaust their leave before being considered for termination due to an inability to return.

Section II.B and III.D: Not giving criteria for "in certain cases" and "extended periods of time" means it may not be applied consistently (though may allow for leniency to benefit of staff member); does this relate to the FMLA citation in
Section IV.B.? Can examples be given so others can see their eligibility?
Response: It is impossible to list "all cases" and give examples of "extended periods of time" in a MAPP.

Section IV.B: How would staff prove that they have "attempt[ed] to schedule the leave so as not to disrupt the University's operations?" (A protection for the employer.)
Response: This would be discussed on a case-by-case basis as there are a variety of ways one can work with their supervisor.

Section IV.C: If the employee uses all sick time for this leave, and then gets sick, what happens? do they just take days off, protected but without pay?
Response: If an employee is out on FML beyond their leave balances, the leave is protected even though it might be without pay. Depending upon the condition, the employee might qualify for sick leave pool or extended sick leave.

Section IV.D: If I am reading correctly, this means that the second paragraph negates the first, unless the mother is sick; if I am reading that correctly, that's a bit unfair to men. What if the mother wants to return to work immediately, but the father is okay with taking off time to care for the newborn? That isn't possible under this documentation. Additionally, what if it's a gay male couple? Neither of them can take off for "placement" of the child? Or what if it is a lesbian couple - both of them can take off because neither are "fathers" ? Or, does this mean that the "father" can take off but use vacation time instead of sick time?
Response: Physicians require the new mothers to have care for the first 2 weeks after birth. Fathers receive this notice from the mother's physician, which will provide them with 2 weeks of FML utilizing sick leave. Additional time can be granted in the event the mother or child is ill.

Section VI.C.1: Doesn't this documentation go against at least the spirit of HIPPA? Some people might not want their families medical history to be filed with a public university or their employer, specifically.
Response: The certification document is required to justify the FML request. It is kept separate from permanent records.

Section VII.B.2: This may make sense from a business standpoint, and is counterintuitive from a staff care standpoint.
Response: This is documented in the ERS procedure.

Section VII.F: "Equivalent" is unclear; could the duties be totally different?
Response: "Equivalent" definition as taken from the statutes. This takes into consideration compensation and responsibilities.

Section VIII.G.4: Please define, clarify or give an example as to what would consist "result in substantial economic injury to the university."
Response: It is against MAPP guidelines to give a specific definition or examples of this terminology in a MAPP.

Section IV.J: This section needs rewording to make clear. Suggest the following: "Family and medical leave is not considered a break in continuity of employment. However, when an employee who has at least two years of lifetime service credit with the State of Texas on the first workday of the month is on family and medical leave without pay, that month is not counted when computing…" Also, what about those employees with less than two years of service?
Response: Applied change. Employees with less than two years of service do not qualify for longevity pay in this situation.

Section IX: This section should be reviewed again before three-year cycle, based on Supreme Court decisions on DOMA (http://www.supremecourt.gov/qp/12-00307qp.pdf) and Proposition 8 (http://www.supremecourt.gov/qp/12-00144qp.pdf) to be announced in Summer 2013.
Response: The regular review cycle for this MAPP is every three years, but HR will revisit this section and apply changes as needed before that time.

MAPP 02.02.02 - Parental Leave This MAPP is being submitted for a complete review cycle and approval to remove the Interim designation. Campus Review Comments:
Section II: Why is it only under three years? It seems like any adopted child would want more than its' parents vacation time to get familiar with its new parents.
Response: This is a federal guideline which states: "Sick leave may be used in conjunction with FML when a child under the age of 3 is adopted, regardless of whether the child is ill at the time of adoption."

Section IV.D: Why is this different from
MAPP 02.02.01? I think that one leave can begin before the child is born (presumably for health-related reasons).
Response: Parental leave is only for birth of a child, adoption or foster care placement of a child under the age of three.

Section V.B: Why is this section not in MAPP 02.02.01?
Response: It is in Section V.A and VI of MAPP 02.02.01.


Page 3: Under the section documenting Employee Reporting Requirement, upon my knowledge, that Benefits coordinator report the parental leave for the employees and not the employee, they have to confirm this with benefits department.
Response: The reporting requirements documented regard employees checking in with their supervisor, not Human Resources.

ePAR: HR is the one who submit the ePARs for FMLA and they have to write parental leave in the comments. They do not mention this in the MAPP.
Response: This information is documented in MAPP 02.02.01, Section VI.F.

MAPP 02.04.02 - Hours
of Work
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. Executive Review Comments:
MAPP 02.04.03 - Discipline and Dismissal
of Staff Employees
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. Executive Review Comments:
MAPP 02.04.05 - Termination Clearance 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. Executive Review Comments:
MAPP 02.04.09 - Exit Interviews 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. Campus Review Comments:

Section I: Fix the first two sentences in Section I. Both sentences have equal weight, and should be associated together.
Response: Changes incorporated to Section I.

General Question: Could you have a suggested list of topics to cover, if not sample questions?
Response: A modification of questions being handled on a case-by-case basis is in Section II. Because the the varied nature of topics for exit inteviews, adequate sample topics cannot be addressed in this MAPP.

General Question: Can confidentiality be addressed in this MAPP somewhere?
Response: Data from the exit interview process is relayed to CDAs as statistical data only, as documented in Section I, last sentence.

MAPP 02.04.10 - Flexible Workplace Initiative 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).

Executive Review Comments:
MAPP 02.04.11 - Workplace Lactation/Breastfeeding This new MAPP provides information to employees participating in the University lactation program, including a current campus map and the Lactation Accommodation Request Form.

Executive Review Comments:
General Comment: The policy is missing access to hygienic storage for expressed breast milk (see Section 165.033[4} in http://www.statues.legis.state.tx.us/Docs/HS/htm/HS.165.htm).
Response: This policy is not intended for the University to provide hygienic storage alternatives in the workplace for the mother's breast milk. The policy is intended to provide time and space for expressing milk and/or breastfeeding. The employee will be responsible for preserving the milk by personal means (i.e., cooler, etc.).

Sections III.B.4, IV.B.2, and IX: Is there an updated Lactation Location Map?
Response: The updated Lactation Location Map is in the procedure.

Section I: The phase "help the employee meet the challenge of workplace lactation" is imprecise; "challenge" language is not used in any other HR-related MAPP that I could find.
Response: The second sentence in Section I has been modied to read: "The purpose of this MAPP is to provide information on University lactation policy and locations.

MAPP 03.01.04 - Fleet Management Plan 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.

Executive Review Comments:
MAPP 03.01.05 - Posting Flyer Information on
Outside University Kiosks
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 the Executive Vice President for Administration and Finance's office members 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.

Executive Review Comments:

Section IV.D: The note about bus stops is confusing.
Response: Campus and Metro bus stops have specific designated areas for posting information that are separate from MAPP 03.01.05.

Section IV.E.: It is unclear whether there will be a group formed specifically for the purpose of removing flyers, whether an existing group will be designated, and who will identify the designated student group based on what criteria. Further, it is unclear who will send the reminder e-mail to the person/group identified on the flyer.
Response: The Executive Vice President for Administration and Finance's office members will be working with Plant Operations ground crew on removing posting from unauthorized locations. These office members will also send out the reminder e-mail notices to the person/group on unauthorized postings.

After Executive Review Cycle: Removed references to "main campus" throughout the document.
MAPP 04.02.01A - Travel Paid from State-Appropriated Funds 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.

Executive Review Comment: Where "IRS requirements" are mentioned, the specific relevant IRS code(s) should be noted, for transparency.
Response: References to IRS Publication 463 and Treasury Regulations, Subchapter A, Sections 1.162-2, 1.212-1, and 1.274-4 have been added to the MAPP.

Section IV: (Advanced Approval) for both, there is no time frame for advanced approval; in my experience, a TR for foreign travel is considered late if less than a month prior to travel, but this may be inconsistent between divisions.
Response: Definition for advanced approval was updated to "prior to departure," and all approvers must approve the Travel Request in advance. Departments may establish more stringent deadlines (a week before travel, a month before travel, etc.), but the policy only requires approval prior to departure.
MAPP 04.02.01B - Travel Paid from Local Funds 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. Campus Review Comments: Page 4, #11: Generally speaking, the University has a right to know what University funds are used for, but such details would NOT be reasonable if University Funds are not used. As long as the traveler is not claiming reimbursement, such details should not be considered mandatory. I think "should ... if available" is more appropriate term than "must" in this context.
Response: Phrasing was changed on Page 4, #11 to: "If the traveler expects to be reimbursed for travel expenses from someone other than the university (e.g., conference host), this must be indicated on the Travel Request, and the name of the third party must be given. Also the percentage or dollar amount paid by the third party should be indicated, if known. Supporting documentation (i.e., letter from host) should be attached to the Travel Request, if available."

Campus Review Comment: Page 11, #M: Per the same argument above for
Page 4, #11, I think "reimbursements" is a more appropriate term than "expenses" in this context.
Response: President Khator asked for an additional review on all travel taken by Deans and VPs and any travelers who spent more than $10,000 a year in travel expenses (direct billed and reimbursed), which is approximately the Top 5% of travelers in terms of dollar amount spent. Many travelers have Travel Cards, so many expenses are direct billed to those cards. Those expenses are no different than reimbursed expenses. They are all travel expenses and subject to the same risk of abuse and errors. We are not counting non-UH third party payments in calculating total travel expenses. We are only counting expenses directly billed to or reimbursed by UH.

Executive Review Comment: Where "IRS requirements" are mentioned, the specific relevant IRS code(s) should be noted, for transparency.
Response: References to IRS Publication 463 and Treasury Regulations, Subchapter A, Sections 1.162-2, 1.212-1, and 1.274-4 have been added to the MAPP.

Section IV: (Advanced Approval) for both, there is no time frame for advanced approval; in my experience, a TR for foreign travel is considered late if less than a month prior to travel, but this may be inconsistent between divisions.
Response: Definition for advanced approval was updated to "prior to departure," and all approvers must approve the Travel Request in advance. Departments may establish more stringent deadlines (a week before travel, a month before travel, etc.), but the policy only requires approval prior to departure.

MAPP 05.01.01 - Cash Handling 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.

Executive Review Comments:
MAPP 06.05.03 - Motor Vehicle Record
Evaluation
Review cycle to remove "Interim" designation from MAPP 06.05.03. No additional redlines were incorporated.

Executive Review Comments:
MAPP 07.02.02 - Tobacco-Free Campus Policy 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. Executive Review Comments:
Section V, Item B.1: Are the gum, lozenges, and patches free or for a charge from the UH Health Center Pharmacy?
Response: Nicotine replacement gum and lozenges, as well as transdermal patches, are available in the UH Health Center Pharmacy for a nominal charge.
Call 713-743-5151 for additional information.


Section I.D.: "... Policies have been proven to ..." language on p. 1 seems to be propaganda; "proof" in behavioral/social sciences is very difficult to show; there are no documented references for these points.
Response: The following revision was completed: "According to the 2012 Surgeon General's Report-Preventing Tobacco Use Among Youth and Young Adults (http://www.surgeongeneral.gov/library/reports/preventing-youth-tobacco-use/full-report.pdf), comprehensive tobacco-free workplace and campus policies have been proven to..."


Section IV.A.: The Tobacco Task Force web site listed seems to be down.
Response: The TTF web site, http://www.uh.edu/policies/tobaccofree/, will lauch when an enactment date is set.


Question: There seems to be a lack of consequences for violation of the policy, weakening its impact. Can this be fixed?
Response: By limiting the penalty for violating the tobacco-free campus policy to a notification and a warning, UH is following the enforcement strategy approved by Administration and Finance, as well as General Counsel. The TTF is charged with monitoring and evaluating the impact of the policy and making recommendations for more strigent measures if the data warrants.


Question: There seems to be little, if any, advertisement of the policy among faculty, staff, and students. Where is the communications plan?
Response: The TTF cannot set a policy enactment date or release any tobacco policy-related communication until the MAPP is approved. We are aware and deeply regret the confusion enendered by the lack of information.


Question: Where is the information about the educational component?
Response: The TTF strongly agrees that an educational campaign is needed to raise awareness, shape behaviors, and reinforce policy effectiveness. We are hopeful that the UH Health and Wellness Center will be leading this effort in Fall 2013. For information on education for people organizing campus activities, please see redlines in Section III.C.3.


Question: Last fall, we were told by e-mail this policy would be implemented in Spring semester, 2013 and that the UH Main Campus would be tobacco-free by Spring 2014. We filed with Hilton corporate headquarters to have a smoke-free UH Main Campus hotel both inside and on the grounds. Currently, we have a designed smoking area outside. Our estimated net loss for occupancy is about $100,00 per year.
According to the MAPP, we may not be smoke-free by Spring 2014 based on the evaluation by the TTF. If there is no end date, could we reverse our request to Hilton corporate headquarters and provide a place for our guests to smoke? (The proposed smoking area inside UH Hilton is between the North and South wings, more than 25 feet from the entrance to Continuing Education and the Hilton College South wing.)
Response: The TTF recommends that the UH Hilton Hotel be allowed to maintain its single smoking area for hotel guests only until June 2014, or when the university becomes a completely tobacco-free campus. The UH Hilton Hotel agrees that UH students, faculty, and staff will not be permitted to use the hotel's current smoking site for hotel guests.

MAPP 08.01.01 - Sponsored Research Activities 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.
Campus Review Comment: Concerning information on Page 1, Section II.D.
I understand and agree if the non-collection is due to the failure of the Principle Investigator (PI) to complete the project or comply with the funding requirements. However, there are no provisions as to if the non-collection is NOT due to the failure of the PI. If the sponsor has filed bankruptcy and thus unable to pay, the PI should not have to pay for non-collection. More clarification in this context is needed.
Response: Section II.D was redlined to clarify non-payment by the sponsor.

Executive Review Comment:
Section II.A.
: If tobacco-free workplace is added, perhaps other areas of research policy compliance should as well, such as human subjects and animal care.
Response: Inclusion of other areas of research compliance, such as human and animal research compliance would be appropriate for this MAPP. Since there are two concurrent rounds of revisions on the table for this document (Interim and current cycle), and since proposing a third would require some additional revisions to the wording of the rest of the document (primarily changing other statements to the broader "DOR" [Division of Research] instead of "OCG" [Office of Contracts and Grants], since another office within DOR is directly responsible for human/animal regulatory compliance), we would like to request that we submit these additional revisions for the next review cycle for the document (Quarter 1, FY 2014). The changes currently proposed are specific to individual funding agencies, which do fall primarily under OCG. Since there is a CPRIT compliance issue regarding this MAPP's approval cycle, any additional changes would be better served for a future revision cycle.

MAPP 09.03.01 - Event Reservation and Rental of University Facilities 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." Changed the definition of a High Impact Event from 300 people to 200 people in Section II.N. Removed Department in-Kind Catering Donations from Section IV.A.1.a.2. 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. Removed Index terms and added forms and documents to Section XI.

Executive Review Comments:
MAPP 12.03.03 - Procedures for Establishing and
Operating Academic Institutes and Centers
This new MAPP (based on audit findings for TLC2) defines and establishes minimum criteria for the creation and oversight of academic centers and institutes. Campus Review Comment: Does this policy include such areas as TIMES, TLC2, TCSUH, and others currently reporting to the VP for Research and Technology Transfer? Or does it only apply to Academic Affairs-related areas?
Response: This policy refers to Centers housed in academic units, not Research Centers. Sections I and II.A were redlined to clarify the focus on Centers housed in academic units.

Executive Review Addition: Added revision to Section II.A regarding research centers and institutes with oversight by the Research and Scholarship Committee are not included in this MAPP.
Response: Changes incorporated.

After Executive Review: Changes were made to Section II regarding appointment to the Committee by the Senior Vice President for Academic Affairs and Provost. Information was added to Section IV regarding Administrative Operations. Section VI on the sunset review and closure process was completely revised with more information regarding conditions for termination of academic centers and institutes.



*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/.

MAPP 10.03.05, Acceptable Use of Telecommunications Resources, was removed from Executive Review due to additional needed documentation. This MAPP will be resubmitted for the Quarter 4, FY 2013 review cycle.




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