SAMs in Component Executive Review for the 1st Quarter, Fiscal Year 2018

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 by November 17, 2017 (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.

Note: SAM 01.B.07 and SAM 07.A.09 have been placed "ON HOLD" by various personnel for a different review cycle to submit additional redlines to meet current operating requirements.

SAM Number and Name Proposed Changes Review Comments
SAM 01.B.07 - Facilities Acquisition, Construction,
or Renovation
Updated Plant Operations to Facility Management organizations throughout text. Corrected Project Delivery Processes web site in Section 2.2 and 2.10. Added Section 2.7 in recording and tracking capital and renovation projects. Added Section 2.8 on funding of construction and renovation projects. Changed responsible party to Associate Vice Chancellor for Facilities and Construction Management.

Campus/Executive Review Comment:
This document has been placed "ON HOLD" pending additional redlines from Facilities/Construction Management personnel.

SAM 01.D.07 - Anti-Discrimination Policy Changed the title from "Discrimination and Harassment Policy" to "Anti-Discrimination Policy." Reworked content and wording to reflect guidelines in SAM 01.D.08, Sexual Misconduct Policy.
SAM 01.D.07 was originally in the
Quarter 3, FY 2017 review cycle. Additional changes were made to this document after the review cycle was completed.

Campus/Executive Review Comment: (From UH Law School): Section 4.1(C) uses the term "Responsible Employees," but that term is not defined. This led to some confusion on my part as I read the document. It is not insurmountable, but it is unnecessary. Just define the term.
Response: Changed all references to "responsible employee" to the term "supervisor."
Comment: (From Faculty Affairs): See Section 10.13. Step Thirteen (p. 19): Final Appeal to Appropriate Administrator. F. Insert a phrase at the beginning of the sentence to make the context clear following the preceding statement in item E. (referring to the finality of a decision): "If an appeal is filed, the Appropriate Administrator will review the record on appeal which may include the case file, appeal documentation, and hearing recording, and will render a decision within fifteen (15) business days from the date that the appeal is filed."
Response: Change incorporated.

SAM 01.D.08 - Sexual Misconduct Policy Revised and rearranged entire document for easier readability and updated standards to reflect current operating requirement.
SAM 01.D.08 was originally in the
Quarter 3, FY 2017 review cycle. Additional changes were made to this document after the review cycle was completed.

Campus/Executive Review Comment: (From Faculty Affairs): See Section 10. Confidentiality, Section 10.2. "University staff of(what does of refer to? Does it mean university staff employed by these units?) campus counseling or health centers, individuals operating in the role of a pastoral counselor or a confidential advisor, and other University employees whose job is to provide medical and mental health care are exempt from required reporting."
Response: Changed sentence to start "University staff working in . . ."
Comment: (From Faculty Affairs): See
Section 12.6, Resolution Agreement....(last sentence) "The Resolution Agreement is not an admission a (this should read 'of") guilt or responsibility by the Respondent, and neither party has the right to appeal."
Response: Changes incorporated.
Comment: (From Faculty Affairs): See
Section 15.4, Step Four: EOS Investigation ... D. "The investigator(s) will also gather and review any information they deems (this should read deem without the s) pertinent, as well as any information submitted by the Complainant, the Respondent(s), and/or any witnesses."
Response: Changes incorporated.

SAM 03.A.30 - Establishment of Bank Accounts
(New SAM)

This policy describes the authority and process for establishing a System bank account.

Campus/Executive Review Comment: Additional redlines completed by the System Office of General Counsel per Board Policy 55.01.3.

SAM 07.A.04 - Digital Millennium Copyright Act Replaced submitting paper designation with submitting designation online in Section 4.1. Changed "CIO or component university designate" to "component university designated agent" throughout policy. Added requirement to Section 4.5 regarding reporting use of university networks for copyright infringement activities to affected user.

Campus/Executive Review Comment: UIT and the System Office of General Counsel removed the second sentence on
Section 2.4, and added the word "affected" to Section 4.6.
SAM 07.A.08 - Data Classification and Protection Added research data in the definition of mission-critical information in Section 4.3. Included encryption of data at rest when technically and feasibly possible to Data Protection Requirements (Level 1) in Section 6.1.E.

Campus/Executive Review Comment: (From Faculty Senate, Undergraduate Committee): Section 3.2: "Information Custodian: An information custodian is a person (or department/unit) providing operational support for an information resource (e.g., server administrators)." Could we add "or department/unit," since some Information Custodians in the colleges are more than one person?
Response: Change incorporated.
Comment: Section 4.3: "Mission-critical information (Level 1 data): Information defined by the university or information owner to be essential to the continued performance of the mission of the University or department/unit. Mission-critical information includes all research data in the event information and results must be produced to satisfy grant-funding requirements. An event causing the unavailability of mission-critical information would result in consequences such as significant financial loss, institutional embarrassment, failure to comply with regulations or legal obligations, or closure of the University or department/unit." Could we add "or department/unit" to these sentences?
Response: Change incorporated.
Comment: Section 6.1.G: "Should not be stored on non-university devices. If a valid business need requires Level 1 data to be stored on a non-university device, specific permission must be obtained in advance from the department/unit head or component university Information Security Officer.” Could we add "the department/unit" in the indicated area?
Response: Change incorporated.
Comment: System Office of General Counsel added the following sentence to Section 4.3, Mission-critical information (Level 1 data): "Mission-critical information includes all research data obtained from third parties pursuant to an agreement or grant and/or other data necessary to substantiate research results or to satisfy grant-funding requirements, regardless of whether such data was developed by the university or obtained from third parties."

SAM 07.A.09 - Electronic and Information Resources Accessibility Policy
This document is in a full review cycle due to Interim designation.
Per SAM 01.A.01, Section 7.8, this document is in a complete review cycle to remove "Interim" designation.

Campus/Executive Review Comment:
This document has been placed "ON HOLD" pending additional redlines from University Information Technology (UIT) and Equal Opportunity Services (EOS) personnel, plus relocation of the policy location.

SAM 08.A.04 - Naming Opportunities Exchanged the word "Scholarship" with "Landscaping" throughout text. Updated links throughout text. Revised Section 2.4 with information regarding extensive renovation, location, or change of facility require notification to the donors, and updating office to the System Office of Gift Compliance. Removed Section 2.6.d through Section 2.6.r, since information is duplicated in SAM 03.F.02. Added Sections 2.11 and 2.12. Updated the responsible party to the Vice Chancellor for University Advancement.

Campus/Executive Review Comment: University Advancement (UA) has added updated information in Section 2.6.d to change the minimum gift range for building and major facility from one-third to one-fifth.
Comment: General Counsel added information to Section 2.4 on donor notification before any contract for construction is executed and begins. Also added Section 2.13 on naming opportunities being formalized in a document reviewed by the Office of General Counsel.
Comment: "Naming Opportunity Committee" has been renamed "University of Houston System Naming Opportunities Committee" in Section 2.4 and Section 2.12.

*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

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