SAMs in Component Executive Review for the 1st Quarter, Fiscal Year 2016

The following SAMs have been recommended by University of Houston System subject matter experts for Executive Review.  To review the proposed changes, please select each policy name to view the linked document and send comments/suggestions, if any, to
uhpolicies@uh.edu by November 13, 2015 (Friday).

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.
SAM Number and Name Proposed Changes
SAM 01.B.02 - Selection of Architectural and Engineering Firms Added new Revision Log. Added Texas Government Code 2254.004 for selection of architect, engineers and other professional services in Section 2.2. Changed responsibility for project delivery rules and procedures from the Associate Vice Chancellor for Plant Operations to the Associate Vice Chancellor for Administration in Section 2.3. Changed responsible party from Associate Vice Chancellor for Plant Operations to Associate Vice Chancellor for Administration.

SAM 01.B.03 - Temporary Buildings Applied revised SAM template and added new Revision Log. Added Section 2.4 with requirement of all temporary structures must be in accordance with all local, state and federal laws. Revised Section 2.5.e to add deposit of funding identified for care and maintenance of the temporary structure. Revised Section 2.5.f to add requirement for appropriate project funding before installation of the temporary structure, which will also be used for removal of the structure at the end of the installation term. Revised responsible party from Associate Vice Chancellor for Plant Operations to Associate Vice Chancellor for Administration.

SAM 01.D.08 - Sexual Misconduct Policy SAM 01.D.08 was approved by the Board of Regents on August 20, 2015, and signed by Chancellor Khator on August 25, 2015. Revisions from BOR approval on August 20, 2015 include all current information regarding sexual misconduct policy guidelines from Texas Penal Code Title 5, Offenses Against the Person, specifically Section 21 on Sexual Offenses and Section 22 on Assaultive Offenses.

SAM 01.D.09 - Student Academic Adjustments/ Auxiliary Aids Policy This SAM is being submitted for review and approval to remove the Interim designation. Revised Section 2.1, 2.2, 2.3, and 2.4 definitions to reflect current operating requirements. Added Section 2.5 definition regarding Fundamental Alteration, Section 2.8 definition of Student Disability Services Office, and Section 2.9 definition of Student Disability Services Director/Manager. Capitalized Student Disability Services Office throughout text. Changed Section 4 to Instructor Responsibilities. Added Student Disability Services Office Director/Manager or their designee to Section 4.1, and removed AAEC and ADA/504 Coordinator as contact for instructor questions. Revised course syllabi statement in Section 4.2. Indicated use of the component's student disability services web site regarding documentation in Section 5.1.2. Changed Academic Adjustments/Auxiliary Aids Request Form to an Accommodations Form in Section 5.2 and throughout text. Updated process for signature to either electronic online system or on printed form in Section 5.2.3. Added Director/Manager of Student Disability Services Office as a voting member on the AAEC in Section 5.3.2. Added Section 5.3.4 on the process regarding alternative accommodation for students. Updated Section 5.4.1 regarding process for receiving instructor's signature on student submission in Section 5.4.1, and removed Section 5.4.2. Updated process in Section 5.5.1 regarding actions taken after seven business days, and also updated process for denying a recommendation accommodation in Section 5.5.2. Added recommendation in Section 5.5.3 for instructor's supervisor to provide a requested accommodation. Added process for ADA/504 Coordinator to notification of final decisions in Section 5.5.4. Added Section 5.5.6 on review if accommodation is not deemed feasible, and recommendation of an alternative accommodation. Removed Section 5.6 on Appeals.

SAM 02.A.29 - Ethical Conduct of Employees Applied revised SAM template and added new Revision Log. Provided minor redlines to Section 1. Changed "College" to "University" in Section 2.2. Updated title for SAM 02.A.08 throughout document. Changed title to Interim Vice Chancellor for Administration and Finance in Sections 2.3, 5.3, and 7.0. Fixed information to reflect current documentation in Exhibit A.

SAM 02.B.02 - Overtime
and Compensatory Time
Applied revised SAM template and added new Revision Log. Modified Section 2.2 to remove Chief Executive Officer authorization, and include information on supervisory responsibility on authorized overtime for non-exempt employees. Removed Sections 2.3, 2.4, 2.5, and 2.6. Added links to documentation as applicable. Added web site for schedule of standard workweeks to Section 3.5.a. Added information on weighted average hourly rate to Section 4.1.b. Changed title in Section 6 to Interim Vice Chancellor for Administration and Finance.

SAM 02.B.04 - Salary Guidelines for Non-Faculty Personnel Changed "mid year" to "midyear" throughout text. Removed Section 4.2, Changed review period from even numbered years on or before May 1st to every five years on or before May 1st. Added Interim Vice Chancellor for Administration and Finance to Sections 5 and 6.

SAM 02.F.03 - Employee Time Reporting Changed SAM number from 03.D.03 to SAM 02.F.03 to move Payroll information to Human Resources' area. Revised Section 2.5 to remove hard copy timesheets and include new electronic timesheet for non-exempt employees. Documented new electronic timesheet process for benefits-eligible exempt employees in Section 2.6. Outlined new process for reviewing and approving electronic timesheets in Section 2.7. Changed title in Section 4 to Interim Vice Chancellor for Administration and Finance.

SAM 02.F.05 - Payroll Deductions Changed SAM number from 03.D.05 to 02.F.05, and changed Section from Fiscal Affairs to Human Resources. Added new Revision Log. Changed title in Sections 2 and 6 to Interim Vice Chancellor for Administration and Finance. Added electronic signature on electronic forms for voluntary deduction to Section 3.0.

SAM 02.F.06 - Taxable Fringe Benefits Changed SAM number from 03.D.06 to 02.F.06, and Section from Fiscal Affairs to Human Resources. Spelled out FIT and FICA in Section 2.3. Revised "Accounts Payable" to "applicable department" in Section 3.1. Changed gift certificates to gift cards in Section 3.3.b. Added temporary housing to Section 3.3.i., for Taxable Non-Direct Expenses. Changed 180 days to 120 days after the trip ends to account for travel Advance in Section 3.3.m. Changed title in Section 6 to Interim Vice Chancellor for Administration and Finance. Removed Social Security Number field from Exhibit B. Changed PS Account Numbers and Payroll Earning Codes in Exhibit B as applicable. Also changed phone number for System Tax Department in Exhibit B. Added redlines to Exhibit C, including five (5) descriptions of payment, and changes to PS Account, Payroll Earnings Code, and Taxable Benefit to Individual as applicable.

SAM 03.A.05 - Contract Administration This document is submitted for review and approval cycle to remove Interim 2 designation.

SAM 03.A.25 - Representation Allowance Removed Section 1.1 formatting. Added "payable" to reimbursable expense in Section 2.1.b. In Section 3.1, removed the President's Business Office from allocation of allowance; also removed the information on the beginning balance being allocated by the Chancellor. Added the Foundation Payment Request Form as part of the method for requesting reimbursements in Section 4.3, including link to form. Added requirement for itemized receipts, cancelled checks or credit card statements being accepted as support documentation in Section 4.4. Removed Section 4.4.a. on faxed reports. Removed Section 7, Indexing Terms, and added Section 7, References.

SAM 03.A.29 - Tuition, Fees and Charges
(New SAM)
This new SAM document provides the requirements for approval of tuition, fees and charges and requires that roles and responsibilities of persons involved in the request, review, approval, implementation and record retention process be defined by policy.

SAM 03.B.01 - Purchasing Guidelines Resubmitted to remove "Interim" designation. Changed title in Section 6 to Interim Vice Chancellor for Administration and Finance.

SAM 03.E.02 - Property Management Added examples of controlled assets to Section 3.2.

SAM 03.F.05 - Sale, Lease, Purchase or Conveyance
of Real Property
Applied revised SAM template and added new Revision Log. Changed title from Conyeyance of Real Property to Sale, Lease, Purchase or Conveyance or Real Property. Added information to Section 1 about the responsibilities of the Office of Real Estate Services (ORES). Added lease of real property to Section 2.3. Added Section 3.7 on leases including options to renew and termination rights. Removed original Section 3.8, and added Section 3.8 on requirement for ORES to review and approve leases. Added Section 4.0, Additional Information. Added Section 4.1 on involving ORES early in negotiation of all leases, and Section 4.2 on possible requirement for General Counsel to review and approve documentation and contract for Board approval. Updated Section 4.3 with information on deviation from Chancellor executing Board approved contracts unless noted by the Chancellor's Delegation of Authority.

SAM 03.F.08 - Requests for Services from the Office of Real Estate Services
(New SAM)
The purpose of this new SAM document is to prescribe policies and procedures related to the roles and responsibilities of the UHS Office of Real Estate Services. In concert with these responsibilities, UHS component universities shall be responsible for timely notification of potential real estate transactions to the UHS Office of Real Estate Services.

SAM 05.C.01 - Campus Programs For Minors
["ON HOLD" due to UCC Non-Vetted Process.]
Revised Section 3.7 to remove requirement for background checks for component university students. Updated responsible party information to current operating requirements.

SAM 06.A.11 - Procedures for the Operation of International Partnerships

(Will be part of Quarter 2,
FY 2016 Review Cycle)
Applied revised SAM template and added new Revision Log. Changed SAM title from "Programs" to "Partnerships," and revised all text to meet current operating practices. Revised Section 1 to emphasize the standards of portfolios. Updated Section 2.3 to emphasize areas to be assessed for international partnerships. Signed agreements will be for a period of five years per redlines to Section 2.4. Changed the responsible party from AVC for International Studies and Programs to Vice Provost, Global Strategies and Studies.
This document was removed from "On Hold" status by the Provost's Office on 11/04/2015, after being placed "On Hold" on 10/19/2015. Since this document missed most of the Executive Review cycle, it will be brought forward in Quarter 2, FY 2016 for a full review cycle.

SAM 08.A.04 - Naming Opportunities Applied revised SAM template and added new Revision Log. Changed System Office of Stewardship to System Office of Gift Compliance throughout text. Updated Section 2.6 to have Naming Opportunities Committee Chair notified before discussing donations with donors. Removed all subsections in Section 2.6 except gifts of new facilities and landscaping. Added Section 2.11 that naming opportunities are not established for gifts in-kind. Changed web site location for Naming Opportunity Request form in Section 3.3.


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





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Peggy Levy
713-743-6636

uhpolicies@uh.edu