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University Policies and Procedures
   
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FY10 - 1st Quarter SAMs in Component Subject Matter Expert Draft Review

The following SAMs have been recommended for review. As this is a preliminary draft review, component university subject matter experts should review their respective linked documents by selecting the policy name and sending their comments, if any, to Sara Carter at scarter@uh.edu by Monday, October 19, 2009.

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.
 
SAM Number and Name Proposed Changes Review Comments
SAM 01.B.06 - Facilities Reservation and Rental Section 4.14. of SAM 01.B.06 was updated to remove the requirement to establish a rate schedule and collection procedures in component university policy. Language was also updated to be consistent with other SAMs and the responsible party was updated. Changes proposed by the Office of University Services.  
SAM 01.D.03 - Trademark Management Section 2.4. which described the trademark advisory committee was removed from SAM 01.D.03. Changes proposed by the Office of Intellectual Property Management.  
SAM 01.E.01 - Office of Intellectual Property Management The responsible party was updated in SAM 01.E.01. Changes proposed by the Office of Intellectual Property Management.  
SAM 02.A.04 - Discipline and Dismissal of Regular Staff Employees Section 3.3. of SAM 02.A.04 was altered to remove the requirement to send the AVC for Human Resources a copy of each component university's discipline and dismissal procedures.  Component university policy is available online. The responsible party was also updated. Changes proposed by the component university chief human resources officers.  
SAM 02.A.06 - Reduction in Force of Regular Staff Employees The term "leave" was replaced by "time away from the worksite" in section 4.1. of SAM 02.A.06, and section 4.4. was changed to distinguish that the recall to work notice is written.  Section 4.6. was adjusted to specify "non-probationary" employees.  Language was updated throughout the document and the responsible party was also adjusted. Changes proposed by the component university chief human resources officers.  
SAM 02.A.35 - Search Committees for Executive and Staff Positions Reference to the external publications and commissions that the System used to define it's own search committee guidelines was removed from section 3.2. in SAM 02.A.35. Section 3.4. was altered to require affirmative action training at the onset of committee activity. "Sexual orientation" was included in reference to equal employment throughout the document. The responsible party and general language were also updated. Changes proposed by the component university chief human resources officers.  
SAM 02.B.04 - Salary Guidelines for Non-Faculty Personnel Reference to "semi-annual" and "mid year" salary adjustments were removed throughout section 2. of SAM 02.B.04 to address adjustments at other times in the general procedures. "Across the board" and "pay plan adjustments" were added to the factors to be considered when determining adjustments. All of section 4. was removed. The responsible party was also updated. Changes proposed by the component university chief human resources officers.  
SAM 02.B.10 - Shift Differential SAM 02.B.10 was edited to remove the requirement that an employee must be non-exempt to qualify for shift differential. Component universities must define eligibility requirements. Section 4.5. was removed which restricted shift differential during paid leave. The responsible party was also updated. Changes proposed by the component university chief human resources officers.  
SAM 02.E.02 - Perquisites Section 3.3. was removed from SAM 02.E.02 which authorized perquisite payments through accounts payable. The responsible party was also updated. Changes proposed by the component university chief human resources officers.  
SAM 02.E.05 - Employee Assistance Program SAM 02.E.05 was updated to include financial or legal issues as potential EAP provided services in section 4.1., and the responsible party was updated. Changes proposed by the component university chief human resources officers.  
SAM 03.A.11 - HEAF Bond Proceeds Expenditure Reimbursements Reference to Board policy was corrected in SAM 03.A.11.  Section 2.4. was adjusted so that wire transferred funds occur at the request of the AVC for Finance. Section 2.6. was removed eliminating the requirement that Treasury prepare a monthly report of all HEAF bond proceed expenditures. Changes proposed by Treasury.  
SAM 03.A.21 - Employee’s Family Travel Expenses The last sentence in section 2.2. clarifies that the Chancellor approves family travel for the component university presidents as such “Chancellor or” was removed from the previous sentence in SAM 03.A.21.  Changes proposed by the Office of Finance.  
SAM 03.D.04 - Check Distribution Reference to earnings statements was removed throughout SAM 03.D.04 as they are no longer distributed with checks. Component university check delivery locations were updated, and payroll replaced accounts payable as the destination for stale checks. Changes proposed by Treasury.  
SAM 03.D.05 - Payroll Deductions SAM 03.D.05 was submitted for its scheduled review.  Language was updated to be consistent with other SAMs. Changes proposed by the component university chief human resources officers.  
SAM 07.A.02 - The Ethical and Legal Use of Micro/Personal Computer Software SAM 07.A.02 was submitted for its scheduled review.  Language was updated to be consistent with other SAMs.  The responsible party and approver were also updated. Changes proposed by Information Technology.  
SAM 07.A.03 - Notification of Automated System Security Guidelines SAM 07.A.03 was submitted for its scheduled review.  The responsible party and approver were updated. Changes proposed by Information Technology.  
SAM 07.A.04 - Digital Millennium Copyright Act The definition of online service provider was updated to include local area network and wide area network servers in SAM 07.A.04. Section 4.1. was also updated to allow component universities to designate their own "Agents to Receive Notice of Claimed Infringement." Language was updated throughout to be consistent with other SAMs and the responsible party was updated. Changes proposed by Information Technology.  
SAM 07.B.01 - System Development Life-Cycle Section 2. was updated to be consistent with the Information Systems Audit and Control Association guidelines, TAC 202 and TAC 213. The responsible party and approver were also updated. Changes proposed by Information Technology.  
SAM 07.B.02 - Software Documentation The requirement for component universities to submit documentation standards annually to the System Chief Information Services Officer was removed from SAM 07.B.02. A requirement for component university documentation standards to comply with TAC 202 and TAC 216 was added. The responsible party and approver were also updated. Changes proposed by Information Technology.  


*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 view official System Administrative Memoranda go to http://www.uhsa.uh.edu/sam/.