SAMs in Component Executive Review for the 4th Quarter, Fiscal Year 2012

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
palevy@central.uh.edu by November 14, 2012.

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, Campus Review, and the System Executive Review of the policies listed below.

SAM Number and Name Proposed Changes Review Comments
SAM 01.C.01 - Risk Management Policy Added new Revision Log. Made revisions to Section 2.2.1 on the Texas Tort Claims Act providing a limited waiver on use of motorized vehicles on component university property. Added "Designee" to Section 3. Removed requirements on competitive bids in Section 4.1. Executive Review Comment:
SAM 01.C.08 - Environmental Review for Acquisition of Real Property Applied new SAM template and revision log. Changed title from "Receiving Gifts of Real Property" to "Environmental Review for Acquisition of Real Property." Plant Operations' responsibilities changed to Risk Management in Sections 3.1 and 3.2. Added hyperlinks to documents as needed. Added Real Estate Services to the process. Added Section 3.3 on donor providing a current appraisal of the property, and the System providing a second appraisal using BOR policy 53.02. Added
Section 3.5 on environmental assessments during the gift acceptance process. Removed Sections 3.6, 3.8, 3.9, and 3.12. Added Section 6, References. Updated responsible parties.
Campus Review Comment: Should the title subheading be changed to reflect redlines to SAM 01.C.08?
Response: Over 50% of the contents in SAM 01.C.08 reflect the possible mitigation of environmental hazards by the Risk Management office. Therefore, this document is in the correct area.

Campus Review Changes: The review period was changed from annually on or before May 1st to every three years on or before May 1st. The Vice Chancellor for Legal Affairs and General Counsel was added to responsible parties and the approval cycle.

After Beginning Approval Cycle: Changed Board of Regents policy citation in Section 3.3 to 51.01.

SAM 01.C.10 - Return-To-Work Program On-The-Job Injuries Added new Revision Log. Revised
Section 3.1 to address full versus temporary duty and the process for approving a temporary position or modified regular position. Removed the supervisor's request for return-to-work from Section 4.2. Documented income benefit reduction by the State Office of Risk Management, who administers the Worker's Compensation program. Added "and all applicable laws" to the end of Section 5.3.
Executive Review Comment:
SAM 02.A.18 - Probationary Period for Regular Staff Employees Applied revised SAM template and added new Revision Log. Added "Benefits-eligible" in Section 2.1, and added information on police officers serving a 12-month probationary period. Changed consultation responsibilities in Section 3.5 for dismissal of employees and grievance process. Executive Review Comment:
SAM 03.A.02 - Entertainment Expenditures Added the new Revision Log. Removed Section 3.6 on entertainment expenses for the Office of Government Relations. Campus Review Comment: Why is the UH Main Campus Hotel, Continuing Education Center and UH-Victoria documented in Section 4.6 on Club Memberships?
Response: All three areas have been removed from the text in Section 4.6, and the title of Section 4.6 only references "Club Memberships."

SAM 03.G.03 - Financial System Verification of Cost Center Transactions Added information on length of time between cost center verifications in
Section 2.2. Added Section 2.3.e on alternative verification procedures. Added information on unit administrators verifying cost center verification reports in Section 2.4. Added Sections 2.5 and 2.6 on the process of verifications, including reviews and approvals at least twice each Fiscal Year. Additional documentation to retain was included in Section 2.7. Removed Section 5, Indexing Terms.
Redlines After Executive Review: The following redlines were approved by the CDAs and System Office of Finance on 09/18/2013: Added Section 2.3.e on alternative verification procedures. Added information on unit administrators verifying cost center verification reports in Section 2.4. Added Sections 2.5 and 2.6 on the process of verifications, including reviews and approvals. Additional documentation to retain was included in Section 2.6. Removed Section 5, Indexing Terms.
Response: Redlines incorporated. Sent forward for approval cycle on 09/19/2013.

**Note: SAM 03.F.01, Gift Acceptance, was removed from this 4th Quarter Fiscal Year 2012 review cycle. Additional work is needed on this document within the broader context for future fundraising efforts.


*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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