SAMs in Component Campus Review, Quarter 2, Fiscal Year 2019

The following SAMs have been recommended for review by University of Houston System Subject Matter Experts (SME). To review the proposed changes, please select each policy name to view the linked document and send your comments, if any, to uhpolicies@uh.edu by December 21, 2018 (Friday)
.

The column titled "Proposed Changes" briefly explains the updates that have been submitted by the SME for Component Campus Review.

SAM Number and Name
Review Initiated By
Proposed Changes
SAM 01.D.03 - Trademark Management
System Office of University Marketing, Communication and Media Relations/ System Office of
Legal Affairs and General Counsel
Updated links and titles as applicable. Updated Section 2.4 to indicate the Vice Chancellor for University Marketing, Communication and Media Relations will manage the net revenues from licensing and direct the funds to the Athletics Department. Changed Section 6.1 for standards of non-productive use to be approved by the Vice Chancellor for University Marketing, Communication and Media Relations. Revised the process in Section 7 for approval to register or use a Mark is submitted Vice Chancellor for University Marketing, Communication and Media Relations, and the request forwarded to the Office of General Counsel for registering the Mark. The Vice Chancellor for Marketing, Communication and Media Relations will be responsible for maintaining and licensing the Marks of the university; the responsibility for protection and/or enforcement of Marks is with the Vice Chancellor for Marketing, Communication and Media Relations and the Vice Chancellor for Legal Affairs and General Counsel. Removed Section 8.1.c regarding the Division of Research and Technology Transfer as the contact for royalty, licensing, and product standards. Changed responsible party to Vice Chancellor for Legal Affairs and General Counsel. Changed review period from every two years to every five years on or before December 1. Changed Approval to Vice Chancellor for Legal Affairs and General Counsel and Vice Chancellor for Marketing, Communication and Media Relations.

SAM 01.D.10 - Consensual Relationship Policy
System Office of
Legal Affairs and General Counsel/ System Office of
Equal Opportunity Services (EOS)

Updated Section 3.5, Changes in Reporting Structure, for the employee with responsibilities under Section 2.1.b to consult with the University’s Title IX Coordinator, who informs the AVC/AVP for Equal Opportunity Services in order to determine appropriate action. Changed review period from every two years to every five years on or before August 1.

SAM 01.D.11 - Emotional Support Animal Policy (New SAM)
System Office of
Legal Affairs and General Counsel/ System Office of
Equal Opportunity Services (EOS)
The System is committed to allowing Emotional Support Animals necessary to provide individuals with disabilities an equal opportunity to use and enjoy University Housing Residence Halls. This Policy does not permit Emotional Support Animals in other areas of the University; for example, dining halls, libraries, academic buildings, athletic buildings, classrooms, labs, or other residents' rooms, even if invited. This Policy explains the specific requirements applicable to an individual's use of an Emotional Support Animal in University Residence Halls.

SAM 01.D.12 - Service Animal Policy (New SAM)
System Office of
Legal Affairs and General Counsel/ System Office of
Equal Opportunity Services (EOS)
The System has developed this Service Animal Policy to illustrate the System's commitment to ensuring equal access by allowing Service Animals on campus for people with disabilities who require their assistance. This Policy applies to individuals within each of the five units (the System and the four universities) who have a disability and require the use of a Service Animal.
This Policy does not address emotional support animals whose sole purpose is to provide comfort or emotional support. Please see the University's Emotional Support Animal Policy,
SAM 01.D.11, which explains the specific requirements applicable to an individual's use of an Emotional Support Animal.

SAM 01.D.13 - Electronic and Information Resources Accessibility Policy
(Relocated SAM from
Section 7)
System Office of
Legal Affairs and General Counsel/ System Office of
Equal Opportunity Services (EOS)
Changed SAM 07.A.09 (Information Technology) to SAM 01.D.13 (Legal Affairs). Changed one Responsible party to Assistant Vice Chancellor for Equal Opportunity Services. Changed review period from every three years to every five years on or before February 1. Added Section 7, References. Full Review cycle to remove Interim Designation.

SAM 01.E.01 - Office of Technology Transfer and Innovation
System Division of
Research and Technology Transfer
Changed title of SAM from "Office of Intellectual Property Management" to "Office of Technology Transfer and Innovation." Changed Section 4 to Office of Technology Transfer and Innovation (OTTI). Removed the "3" from Board Policy 21.08 in Sections 1 and 4.1. Changed the review period from every two years to every five years on or before
December 1. No additional changes were indicated by the Subject Matter Experts (SMEs).

This is a Housekeeping Change.

SAM 03.A.05 - Contract Administration
System Office of
Contract Administration/ Associate Vice Chancellor of Administration
Added language to Section 3.1 which describes the process for appropriate oversight of UH System-wide contracts, including acknowledgment of responsibilities by component university representatives and requirements for monitoring these contracts. Additionally, this revision adds a statement that in the case of System-wide contracts, the person assuming responsibility for the contract shall also ensure that standardized contract monitoring mechanisms are in place at all component universities. These additions comply with Recommendation 1 in Internal Audit Action Plan AR2018-25, which requires these modifications to this System Administrative Memorandum. Changed review period from every three years to every five years on or before May 1st. Replaced link for Signature Authority Table in Section 10. Removed
Addendum A.

SAM 03.A.10 - Request for Funds from UH Foundation
System Office of
the Chancellor
Changes titles and links as applicable. Changes review period from every three years to every five years on or before March 1. No additional changes were indicated by the Subject Matter Expert (SME).
This is a Housekeeping Change.

SAM 03.A.28 - Tax-Exempt Bond Post-Issuance Compliance
System Office of Finance
Updated titles and links as applicable. Updated name of
IRS Form 8038-G in Section 5.1. Changed review period from every three years to every five years on or before December 1. No additional changes were indicated for the document per the Subject Matter Expert (SME).

This is a Housekeeping Change.

SAM 03.A.29 - Tuition, Fees and Charges
System Office of Finance
Updated links and titles as applicable. Changed review period from every three years to every five years on or before
August 31. No additional changes were indicated by the Subject Matter Expert (SME).

This is a Housekeeping Change.

SAM 03.F.05 - Sale, Lease, Purchase or Conveyance of Real Property
System Office of University Advancement/
System Office of Real Estate Services/System Office of
Legal Affairs and General Counsel

Changes titles and links as applicable. Updated Section 3.1 for two designated appraisals on real property if the property is over $50,000.00. Changed the Office in Section 4.5 from the System Office of Stewardship to the System Office of Gift Compliance. Changed the review period from every three years to every five years on or before December 1.

SAM 06.A.01 - Off-Campus Resident Credit Course Instruction
System Office of Academic Affairs
Updated links as applicable. Revised Section 3.1 to indicate the THECB must be notified about any new off-campus resident credit courses and/or program offerings, the rules are codified in Chapter 5, Section D of the "Rules Applying to Public Universities, Health-Related Institutions, and/or Selected Public Colleges of Higher Education in Texas;" each System university is responsible for adhering to these guidelines. Also in
Section 3.1, new program offering may be subject to institutional substantive change policies as indicated in the procedure. In Section 3.3, reinforced the requirement for a new program (on or off-campus) to have a submitted proposal to be reviewed and recommended by the Provosts' Council prior to go to the Board of Regents and THECB for approval. Changed the review period to be from every three years to every five years on or before September 1.

SAM 06.B.01 - Students Called to Active Duty
System Office of Academic Affairs
Added "System" to Financial Aid Office for Section 2.2. Changed responsible party to Senior Vice Chancellor for Academic Affairs. Changed review period from every three years to every five years on or before September 1. No additional changes were made by the Subject Matter Experts (SMEs).
This SAM is presented for a full review cycle due to the age of the document (8 Years since last review/revision).

SAM 06.B.02 - Administration of Scholarships and
Financial Aid
System Office of Academic Affairs/
System Office of Student Affairs and Enrollment Services
Added students meeting program-specific eligibility to
Section 1.2. Changed "Component" to "System" throughout text. In Section 3.1, scholarship recipients may also be chosen by staff from the System Office of Scholarships and Financial Aid. Added the "System university" for grant programs funded and regulated by the federal government and the state of Texas. Removed loan availability on a short- or long-term basis and may extend for as long as ten years in Section 3.3. Added information on repayment periods for loans in Section 3.3. Also added to verify with the specific System Office if emergency or short-term loans from university funds are available. Added a sentence to Section 3.5 on waivers administered as applicable on System campuses, and the amount of a waiver is considered a resource in calculation of a student's other financial aid eligibility. Changed the responsible party from the Executive Associate Vice Chancellor for Academic Affairs to the Senior Vice Chancellor for Academic Affairs, and added the Vice Chancellor for Student Affairs and Enrollment Services. Changed the review period from every three years to every five years on or before September 1.

SAM 07.A.03 - Responsibilities for Information Technology Resources
System Office of Information Security
Throughout policy, changed System to UH System and component university to university. In Section 2.2 (a), updated the ISO title. In Section 2.2 (b), updated the reporting structure. In Section 2.2 (c), revised information on implementation on a comprehensive information security program for UHS. Added Section 2.3 on details regarding the UHS Information Security Program Advisory Council. Changed the review period from every three years to every five years on or before March 1.

SAM 07.A.10 - Information Security Program
(New SAM)
System Office of
Information Security
Information resources of the University of Houston System (UH System) are vital academic and administrative assets which require appropriate safeguards. Effective information security controls must be employed to appropriately eliminate or mitigate the risks posed by potential threats to the university's information resources. Measures must be taken to protect these resources against unauthorized access, disclosure, modification or destruction, whether accidental or deliberate.

SAM 07.A.11 - Information Security Incident Reporting and Investigation
(New SAM)
System Office of
Information Security
This policy provides an overview of official University of Houston System (UH System) directives and guidelines in the event a potential information security incident involving information resources is identified, and the associated reporting obligations and investigative process. Illegal activities involving university information resources are considered to be information security incidents for the purposes of this policy.



Please note that the policies contained in this section are not official. These changes have been submitted to the University Policies and Procedures and are currently under review. To view official System Administrative Memoranda, go to
http://www.uh.edu/af/universityservices/policies/sam/index.htm.





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Policies and Procedures Coordinator
Peggy Levy
713-743-6636

uhpolicies@uh.edu