FY10 - 4th Quarter SAMs in System Executive Review

The following SAMs have been recommended by University of Houston System subject matter experts for review.  To review the proposed changes, please select each policy name to view the linked document and send comments/suggestions, if any, to
universityservices@uh.edu by Friday, October 22, 2010.

To review the proposed changes, please select each policy name to view the linked document. 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 Component Draft Review and Campus Review of the policies listed below.

SAM Number and Name Proposed Changes Review Initiated by Review Comments
SAM 01.C.05 - Executive Travel System administration and university officials were clarified as positions of vice chancellors and vice presidents or above in SAM 01.C.05.  The responsible party was also updated. These changes were proposed by the System Office of Risk Management.  
SAM 01.C.10 - Return-to-Work Program On-the-Job Injuries The term "temporary" replaced "special" when referring to assignments throughout Section 4.0 of SAM 01.C.10. Two types of temporary assignments, modified duty and alternate duty, were defined in this section and replaced the four types of special assignments that were previously outlined. Section 4.3 and 4.4 were added, which allow a maximum of 6 months in temporary assignments and require supervisors to submit the employee's position description, including physical requirements and essential functions. Section 4.5 was removed which prohibited assignments that would endanger the employee or others. Training was added to the offer letter requirements in Section 5.1. The responsible party was also updated. These changes were proposed by the System Office of Risk Management.    
SAM 01.F.01 - Police Standards The subject title of SAM 01.F.01 was updated to "Public Safety Standards," and Section 4.0 was added to address changes to the Higher Education Opportunity Act that require universities to prepare an annual report of fire and life safety statistics. Position titles were also updated throughout this SAM. These changes were proposed by the Department of Public Safety. Information to Add: The Campus Fire Safety Right-to-Know section of the Higher Education Opportunity Act (Public Law 110-315) of August 2008, requires that each componentuniversity that maintains any on-campus student housing facility, prepare an annual report of fire and life safety statistics..." Thus, this would not be applicable to components, such as UHD, that do not have any on-campus housing.
Response: Changes applied.
SAM 02.A.05 - Employee Relations, Grievance, and Appeal SAM 02.A.05 was submitted for its scheduled review. Position titles and the responsible party were updated. These changes were proposed by the chief human resources officers.    
02.A.08 - Consulting and Other Outside Employment The subject title of SAM 02.A.08 was updated to "Consulting and Paid Professional Service" and the policy was edited for Board policy alignment. Executive management employees are no longer eligible for exemption from this policy through employment agreements. Section 2.2.7 was edited for clarity, and time reporting information was removed as this is covered in another policy. Section 5.0 was updated to require Board approval before any officer may hold other non-elective state or federal office/position. The language was updated to be consistent with other SAMs, and the responsible party was revised. These changes were proposed by University Policies and Procedures and the chief human resources officers. Suggestion: Reject the changes to the last sentence of Section 2.2.6, and keep what was originally written.
Response: Changes applied

 

SAM 02.A.13 - Recruitment, Job Posting and Selection of Staff Employees Section 2.2 of SAM 02.A.13 was updated to require a minimum posting of 5 days for all regular staff positions. The chief human resources officer was given the authority to waive this requirement. Section 6.1 was edited to require all applicants to submit an application for employment and any other required paperwork before they may be considered for a position. References to merit and ability were removed from Section 6.2, as the employment section screens applicants for minimum requirements only. The responsible party was also updated.
These changes were proposed by the chief human resources officers.  
SAM 02.A.14 - Promotion and Transfer of Staff An appraisal of job performance was removed from the requirements for eligibility for promotion and transfer in SAM 02.A.14. Employees must complete their probationary period for eligibility, and exceptions must be granted by both transferring departments. The language was updated to be consistent with other SAMs, and the responsible party was revised. These changes proposed by the chief human resources officers.  
SAM 02.A.24 - Employees and Independent Contractors SAM 02.A.24 was submitted for its scheduled review. The language was updated to be consistent with other SAMs, and the EEO/AA statement was updated to reflect current policy. The responsible party also was revised. These changes were proposed by University Policies and Procedures and the chief human resources officers.  
SAM 02.A.40 - Staff Attendance and Punctuality SAM 02.A.40 was submitted for its scheduled review. The language was updated to be consistent with other SAMs, and the EEO/AA statement was updated to reflect current policy. The responsible party was also revised. These changes were proposed by the chief human resources officers.  
SAM 02.B.01 - Classification of Staff Jobs SAM 02.B.01 was submitted for its scheduled review. The language was updated to be consistent with other SAMs, and the EEO/AA statement was updated to reflect current policy. The responsible party was also revised. These changes were proposed by the chief human resources officers.  
SAM 02.E.07 - Staff Service Awards The maximum cost per staff award when purchased with state funds was increased from $50 to $100 in SAM 02.E.07. The responsible party was also revised. These changes were proposed by the chief human resources officers.  
SAM 02.E.08 - Employee Health Fitness and Education Section 2.2 was removed from SAM 02.E.08, as this plan and the related approval are no longer required by the state. This section was replaced with an outline of acceptable uses of state funds for related fitness programs. The responsible party was also revised. These changes were proposed by the chief human resources officers.  
SAM 03.A.02 - Entertainment Expenditures Entertainment expenses were identified as ineligible charges to all designated tuition funds, unless the event primarily involves students, in SAM 03.A.02. A definition for entertainment expenses was included, and Section 4.3 was added to clarify the use of designated tuition funds for non-entertainment expenses associated with conferences, workshops, and meetings. These changes were proposed by Internal Audit and the Office of Finance.  
SAM 03.A.04 - University Credit Cards Telephone charge cards were removed from the list of direct pay credit cards in Section 2.3 of SAM 03.A.04, and executive corporate credit cards were added with the requirement that local funds be used for payment.  Reference to the exceptions to the SAM were removed throughout. These changes were proposed by the Office of Finance.  
SAM 03.D.03 - Employee Time and Effort Reporting SAM 03.D.03 was updated to align the policy with the current practice of reporting exempt leave electronically. Section 2.8 was also updated to remove the retention requirements of non-benefits eligible adjunct faculty at the unit level. These changes were proposed by the chief human resources officers.  
SAM 03.E.07 - Fleet Management Plan Related offices were corrected in SAM 03.E.07. Reviewing the auto insurance program and distributing the cards were added to the responsibilities of the fleet manager in Section 3.3. These changes were proposed by the
System Office of Risk Management and the Office of Facilities Management.
Update: Responsible party has been changed to the Executive Director of Facilities Management.
Response: Changes applied.
SAM 06.A.01 - Off-Campus Resident Credit Course Instruction Section 3.1 was updated to require notification rather than approval of the Texas Higher Education Coordinating Board for new off-campus programs and courses in SAM 06.A.01. Section 3.3 was edited for clarification of "significant expansion" and a business pro forma was added to the list of considerations made by the Provost's Council for the establishment or addition of off-campus sites or programs. The responsible party was also updated. These changes were proposed by the Office of Planning and University Outreach. Recommenation from Executive Review: This has already been folded into the workings of the Provost's Council, since UHS is just mirroring State policy. The other parts about cooperation and coordination are OK with us.
SAM 06.B.02 - Administration of Scholarships and Financial Aid SAM 06.A.12 was submitted for its scheduled review by Academic Affairs. The language was updated to be consistent with other SAMs, and the responsible party and approval sections were revised. These changes were proposed by University Policies and Procedures. Recommendation from 06/02/2011: Applied revised SAM template and added new Revision Log. Revised SAM number from 06.A.12 to 06.B.02 to fit Tuition and Fees structure in Academic Affairs' SAM web site. Minor redlines provided to reflect current operating practices. Changed responsible party. Changed review period from odd numbered years before May 1st to every three years on or before September 1st. Removed Index terms. These changes were proposed by Internal Audit and Academic Affairs.
SAM 09.A.01 – Governmental Relations Communications and Appearances SAM 09.A.01 received a housekeeping change to remove the title of “Internal Auditor” and replace it with “Chief Audit Executive” to reflect current operating practices. This change was proposed by the University Policies and Procedures.  

*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.uh.edu/policyservices/sam/





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Policies and Procedures Coordinator
Kathleen Milford
713-743-6885

uhpolicies@uh.edu