Fiscal Year 2016 - 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 May 20, 2016 (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 01.01.02 - University Coordinating Commission Added System Administrative Memoranda (SAMs) to the UCC vetting process in Sections II, IV.E, and IV.F. Removed Chair of the Graduate Education and Policies Committee from UCC membership in Section III.A.1. Added University Policies and Procedures Coordinator to UCC membership in Section III.A.6. Revised responsible party from Executive Associate Vice President for Academic and Faculty Affairs to Faculty Senate President and Faculty Senate President-Elect.

Campus/Executive Review Comment:
General Counsel Feedback: Throughout document, but specifically in Section II, remove SAMs and other policies that broadly affect the university per UCC's meeting with the Office of Legal Affairs and General Counsel,
Response:
General Counsel Feedback: In Section V, change the responsible party to Associate Provost for Faculty Development and Faculty Affairs, which is currently Dr. Mark Clarke, unless the Provost, Dr. Short, would like for this policy to fall under another area as a responsible party. Since Faculty Development and Faculty Affairs does have an area that works with Academic Policy, that might be the best place.
Response:

MAPP 05.01.01 - Cash Handling Updated reference to SAM 08.A.03 in Section I. Changed Student Financial Services (SFS) to Student Business Services (SBS) throughout text. Added background check for cash handling or fund custodial responsibilities positions in Section IV.B. Revised Section IV.J to indicate Non-Sufficient Checks to be designated by the department as Accounts Receivable – Returned Checks. Added remove check deposit access and use as guideline for departmental deposit procedure. Revised title as Senior Vice President for Administration and Finance in Sections VI and VIII.

Campus/Executive Review Comment:

MAPP 05.04.02 - Reconciliation of General Ledger Cost Center Balances Added inactive condition information to Section III.H for cost centers to have no open or soft commitments, and the original budget (base budget) must be zero.

Campus/Executive Review Comment:
MAPP 07.02.02 - Tobacco-Free Campus Policy Removed temporary-designated tobacco use areas and note in Sections I and I.A. Removed Section II.D definition of designated tobacco use areas. Revised Tobacco Task Force (TTF) to become Tobacco-Free Campus Advisory Committee (TFCAC) in Section II.D and throughout rest of document; the TFCAC is coordinated through the Student Affairs' Office of Health and Wellness. Redefined advising and monitoring duties of the TFCAC in Sections II.D.1 and II.D.2. Added UH Sugar Land to tobacco-free signage in Section II.E and Section III.A. Added that the Tobacco-Free Campus Policy applies to all university property, whether or not notices are posted in Section III.A. Revised Section III.B to reference tobacco use only in areas and conditions listed in Section III.C, and removed all other information. Removed responsibility of notifying organizers of University public events from TFCAC in Section III.D.3, and removed reviews the number of violations reported via the TTF web site portal in Section III.D.4. Renamed the TTF web site to Tobacco-Free Campus web site in Section V.A.1 and throughout rest of document. Removed specific information about the composition of the Tobacco-Free Campus web site in Section V.C. Added Section VI, "Compliance," and added new information about the compliance program, including information on reports and results for faculty, staff, and students. Removed original Section VI, Effective Date. Added MAPP 02.04.03 and Tobacco-Free Campus Web Site as references in Section IX.

Campus/Executive Review Comment:
Comment: Minor redlines made to document for numbering consistency.
Comment: One unintended consequence of the Tobacco-Free Campus Policy is that smokers at the Energy Research Park (ERP) walk outside the fence to smoke on ERP property that is outside the fence. This behavior looks very unprofessional and subverts the intent of the policy. I have no specific proposal to address this issue, but it might need to be addressed.
Response: It may be that employees are not aware that the fencing does not run on the perimeter of the UH property at ERP. If it is true that the property outside the fence is indeed UH property, then in order to seek better compliance, if you so choose you could have signage placed on the fence at ERP to inform employees that they are on UH property.
Comment: Section 1 D. reads "Announce the awareness and education campaigns and tobacco cessation assistance programs, which support the tobacco-use population on campus to stop tobacco-use by choice." Please replace with: "Announce the awareness and education campaigns and tobacco cessation assistance programs, which offer aid to those who wish to quit tobacco use."
Response: Change incorporated.
Comment: Section II D. reads "Tobacco-Free Campus Advisory Committee (TFCAC) - A standing committee with a charge to provide recommendations regarding the enactment, monitoring, and evaluation of the campus-wide tobacco policy." Could it read: "Tobacco-Free Campus Advisory Committee (TFCAC) - A standing committee with a charge to provide recommendations regarding the enactment, monitoring, and evaluation of the tobacco-free campus policy."?
Response: Change incorporated.
Comment: VI. Compliance: The reporting portal for violations to the tobacco-free campus policy does not require reporting an offender's name and only inquiries about that person's designation as staff, faculty, student, etc. if known. That is, there is not specific "box" soliciting this information. Yet the compliance policy requires the name of the offending individual in order to enact progressive discipline per Section VI.B. Moreover, because the discipline entails an e-mail to the offender, both the first and last name need to be reported. The problems with this include: 1) a disconnect between the compliance/discipline policy and the violation reporting mechanism; 2) the need for the greater UH community to not only inform the offender about the tobacco-free campus policy but also request a first and last name of the offender. What are the chances of that happening and the name being provided? Slim. UH needs to designate individuals with authority on campus to enforce the policy and request such information - at least within the first 6 month of the change. Even designating this resposibility to a couple individuals for a designated period of time would help with the compliance plan.
Response: A box could be added to the Reporting web page, asking for "Violator's name, if known." We discussed possibly adding this at one of the committee meetings. I do not agree with designating particular individuals to go around campus to enforce the policy. I do believe that the committee discussed and rejected the idea of having specific "policing" employees to ensure compliance. Rather, the policy states that all members of the community are responsible for adherence to the policy and empowers the community to respectfully request compliance. The policy also provides the reporting mechanism, which can be further enforced through Deans, HR, and the Dean of Students. I believe that CPRIT has validated our approach of enforcement through encouraging a culture of compliance rather than focusing on individual punishments which may encourage defiance. Additionally, the policy does provide for consequences for repeat offenders.

MAPP 11.03.02 - Undergraduate Tuition Rebate Applied revised MAPP template and added new Revision Log. Changed section from Finance and Accounting (05.03) to Funding and Budgets (11.03), and changed are from Billing and Collections to Tuition and Fees. MAPP number changed from 05.03.04 to 11.03.02. Updated links as applicable. Moved text to be Section III.E.1; removed text in this section regarding credit developmental courses and dropped courses for reasons beyond the control of the student shall not be counted (which is moved to Section III.E.2). Added Section III.E.2 regarding classwork for the ROTC program being excluded, but course credit earned exclusively by examination before graduating from high school will be counted. Removed information from Section V.B on community and technical colleges with coursework by the student applying to the student’s university degree program. Updated Section VI.D on students applying for rebates prior to graduation using forms from the UH Tuition Rebate Information Web Site; the deadline to apply for the rebate is the closing date of the semester in which the student receives the baccalaureate degree. Added Vice Provost for Undergraduate Student Success, and Associate Provost, Finance and Administration to the responsible parties. Added the Senior Vice President for Academic Affairs and Provost to the approval cycle in Section IX. Added UH Tuition Rebate Information Web Site and Texas Education Code Chapter 54.005 to Section X, and removed MAPP 05.03.03. Removed Index Terms.

Campus/Executive Review Comment:
Comment: Page 2, Section III.E.1. Could we include a sentence after the last sentence regarding the subject of double majors?
Response: The MAPP follows State policy, which is silent on the question presented. The College for All Texans FAQ links on the UH Tuition Rebate web site provides procedural guidance.
Comment: Page 2, Section V.B. "If requested by potentially eligible students, UH will provide these students opportunities to enroll during each fall and spring semester in the equivalent of at least 12 semester credit hours that apply toward their degrees…" How is this defined? Will there be any consideration to students on probation that may be ineligible to take certain courses?
Response: The MAPP follows State policy, which is silent on the question presented. The College for All Texans FAQ links on the UH Tuition Rebate web site provides procedural guidance.
MAPP 11.03.03 - Non-Resident Tuition Employment Waivers Applied revised MAPP template and added new Revision Log. Changed section from 05.03.02 to 11.03.03 to reflect "Tuition and Fees" subject for MAPP. Added examples of student positions in a teaching or research position in Section II.B.2. Removed Section II.B.4 on enrollment through the last class day, and removed full-time status on summer enrollment in Section II.B.6. Updated references to the Dean of the Graduate School, the Graduate Catalog, and Student Business Services throughout text. Updated links throughout text. Added Graduate and Professional Students General Petition to Section IV.E. Removed information in Section IV.E on dropping enrollment numbers and responsibility for reporting. Removed Graduate Student Assistantship Employment Agreement and added General Petition for Graduate and Professional Students to Section VII, References.

Campus/Executive Review Comment:
Comment: The UH Graduate School made the following redlines on 04/29/2016: Moved Section IV.C.1 information to Section IV.B. Removed certification information from Section IV.C.3.
Comment: Additional changes submitted by the UH Graduate School and Student Business Services (SBS) on 05/18/2016.
Comment: Additional changes made to Section IV.B per Student Business Services' process.

MAPP 14.01.01 - Campus Sustainability Applied revised MAPP template and added new Revision Log to meet current documentation standards. Rewrote entire procedure to reflect current operating practices. Added Associate Vice President for Administration to approval cycle.

Campus/Executive Review Comment:
Question: In Section II, Definitions, B. "The office is comprised of . . ." should be either "The office comprises" or "the office is composed of."
Response: Changes incorporated.
Question: Section IV is titled "Committee Responsibilities," but perhaps it would be better as just "Responsibilities," since more than the committee's responsibilities are included in this section.
Response: Changes incorporated.



*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/af/universityservices/policies/mapp/index.htm.





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Policies and Procedures Coordinator
Peggy Levy
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