SAMs in Component Executive Review for the 2nd 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 March 11, 2016 (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. 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.A.01 - Administrative Memoranda System Added electronic access to SAMs in Section 2.2, and electronic archival set of all SAMs in Section 8.1. Updated position titles and areas as applicable throughout document. Added Vice Chancellor for University Marketing, Communication and Media Relations as Executive Officer in Section 4.2. Added Section 6.10 for "References" section to be added to a SAM document at the Subject Matter Expert's discretion. Added Note to Section 7.2 and Section 7.6 on SAM Housekeeping Change process. Updated Section 7.5.c on documenting additional changes to SAMs for the System Executive Review cycle on the appropriate web site. Updated process in Section 7.5.h on approval cycle responsibility. Revised links throughout document. Added note on justification information for rescissions to Section 10.1. Added Section 10.2 on responsibility of system personnel generating rescission to communicate justification to areas impacted by the potential removal of the SAM documentation before rescission processing by University Policies and Procedures. Added Associate Vice Chancellor for Finance to Responsible Party listing.

Campus/Executive Review Comment: Additional changes made to document after meeting with General Counsel/Legal Affairs and UCC regarding current process.
Comment: Under the Policy area section in Section 4.4.2 for the Vice Chancellor for Research, add an additional line with "Industrial Partnerships" below the Intellectual Property Management line.
Response: Changes incorporated.
SAM 03.A.10 - Requests for Funds from UH Foundation Updated Section 1.2 for expenditures being paid for or reimbursed are consistent with System objectives. Added Foundation Payment Request Form in Sections 2.2 and 2.7. Added travel requests to support documentation in Section 2.3, and indicated requirement to have all approvals completed. Completed payment requests will be faxed or e-mailed to the UH Foundation per update in Section 2.4.

Campus/Executive Review Comment:
General Counsel Edit: In the last sentence of Paragraph 1.2, replace the word "construed" with the word "used."
Response: Change incorporated.

SAM 03.E.08 - Student Travel Changed title of SAM to "Student Travel." Revised Section I to define component university student travel criteria, and use "Universities" in place of "component university." Added Section 2.3 on motor vehicle record evaluations required for anyone authorized to operate a vehicle owned or leased by a component university. Added Section 7.0 on High Profile Vehicles. Updated the title of AVP for Student Affairs and Dean of Students.

Campus/Executive Review Comment: Section 7c is a practical problem as we typically get 15-passenger vans substituting for lease orders of 12-passenger vans. We may have 30-50 vans rented and no vendors carry this many 12-passenger vans. Putting this in the policy is a liability for the [University], faculty, and drivers.
In addition, I have reviewed the data and SUVS have a higher roll over rate than 15-passenger vehicles, yet they are not forbidden and pick-ups are high too, but not forbidden. In addition to the data being old, lack of seat belts and speed are the biggest problems in all in the latest reports. Seat belt requirements and speed controls quite spectaculary limit fatality rates and are in line with passenger cars and these should be the things emphasized in the policy, but restricting 15-passenger vans versus more dangerous SUVs (or pick-ups - the [University] owns many), seems impractical and if we get leased substitutes, it puts the instructor and drivers in a liability position. There should be cautionary words in the policy, but not restriction on all these vehicles. Seat belts, no overloading, and speed are what to emphasize in the policy. A limit of 10 passengers in 15-passenger van are what we do, so this limit is also a safety factor as observed in the data. Please take this into consideration when updating the SAM 03.A.08 policy. We have 10-20 field trips per academic year in addition to 150+ students traveling each summer. If we cannot use 15-passenger vans any longer, we may not be able to find enough 12-passenger vans to continue these academic and research pursuits.
Response: After feedback and confirmation from other Texas universities as well as multiple opinions from the University Risk Management and Insurance Assocation (URMIA) members a year ago, 15-passenger vans will not be used.
Question: Do we need to disclose that MVR evaluations last for one year after Risk Management approves it?
Response: This information was added to Section 2.3, along with the fact that MVR evaluations must be updated and approved annually.
Question: Please clarify as related to high profile vehicles whether the high profile safety course is required when driving personal vehicles, whether student or employee, for a work-related trip or university-sponsored student activity.
Response: This information has been added to Section 7.B.

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

Campus/Executive Review Comment:
Question: In Section 2.2.3, should "other courses of funding" be rephrased as "other sources of funding?"
Response: Changes incorporated.
Question: In Section 2.4, Line 5, should "international programs" be changed to "international partnerships?"
Response: Changes incorporated.
Question: We recommend a language change to Page 2, Section 2.4: "to be reviewed every five years" instead of "Partnerships will be a period up to five years."
Response: Changes incorporated.

NOTE: Additional redlines incorporated after review by Legal Affairs/General Counsel.


*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
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uhpolicies@uh.edu