Policy Administration
In accordance with IHOP policy 2.1.2 Policy Administration for Institutional Handbook of Operating Policies, the University Executive Committee holds final approval authority for new policies, significantly revised policies, and proposals to retire an existing policy.
This page will be updated regularly to reflect recent IHOP updates. A running list of policy updates can be viewed on the running List of all IHOP updates.
14.2.6 Fitness for Participation Policy
The policy identifies procedures to provide Learners access and assistance to support and resources, evaluate Learners’ fitness for participation in UT Health San Antonio (University) activities, and to establish procedures to address a Learner who is deemed not fit to participate.
The changes to IHOP policy 4.7.10 reflect the E.C. approved changes to Floating Holidays from the July 9th E.C. meeting. Effective September 1, 2024, current eligible employees on UT Health San Antonio payroll as of 8/31/24 will be granted up to three (3) floating holidays for the fiscal year. New employees hired on September 1, 2024 or after are no longer eligible for floating holidays.
14.2.5 Student Pregnancy and Parenting Nondiscrimination Policy
Revision of IHOP 14.2.5 Student Pregnancy and Parenting Nondiscrimination is necessary to comply with the THECB’s final version of the Texas Administrative Rules (19 Tex. Admin. Code § 4.370-4.376 (2024).
The following policies were retired from the IHOP. These policies were either no longer needed or will be recreated as a resource document provided by the Human Resources Department.
4.1.1 Responsibilities
4.1.2 Definitions
4.8.1 Employee Group Insurance
4.8.2 Retirement Program
4.8.3 Savings Bond Payroll Plan
4.10.5 Employee Recognition Programs
11.2.16 Preparatory to Research Uses of Protected Health Information
To define when and how Workforce Members may use Protected Health Information (PHI) for preparatory to Research purposes. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) contains a “preparatory to Research” exception to the general rule that patient Authorization must be obtained in order to use or disclose a patient’s PHI.
4.7.6 Flexible Work Arrangements
Combining policies 4.7.4 Flextime and 4.7.6 Telecommuting into a new policy, 4.7.6 Flexible Work Arrangements. This policy defines various types of Flexible Work Arrangements (FWA) and their requirements, emphasizing eligibility determined by supervisors based on position, performance, and organizational need. It also asserts the right to modify or terminate FWAs with 10 business days’ written notice and introduces the necessity for a FWA Agreement for all employees on remote or hybrid work arrangements to ensure mutual understanding between employees and supervisors.
4.7.4 Flextime
Retirement of policy as relevant sections were incorporated into the proposed revised policy 4.7.6 Flexible Work Arrangements.
7.10.5 Research Security Program
To define the scope, function, and composition of the Research Security Program to safeguard UT Health San Antonio’s research portfolio and intellectual property against internal and external threats and to ensure compliance with U.S., State of Texas, and UT System requirements. 8.3.1.
IHOP Policy “8.3.1 Emergency Closings” will be renamed “8.3.1 Inclement Weather” to better reflect the content of the policy. Policy revisions establish that UT Health will remain open and maintain normal operations to the extent it is possible during inclement weather. Instead of closing the campus, alternate operations will be enacted (e.g., work from home, classroom instruction moves online, etc.). Policy also reinforces expectations that research and scheduled clinical staff will report to work unless weather conditions prohibit safe travel. Also, establishes the responsibility of supervisors, department, or unit heads to establish unit level inclement weather protocol & procedures aligned with this policy.
10.1.8 Conflict of Interest, Conflict of Commitment, and Outside Activities
IHOP Policy “10.1.8 Conflict of Commitment and Outside Activities” will be renamed “10.1.8 Conflict of Interest, Conflict of Commitment, and Outside Activities”. Policy revisions streamline the Annual Conflict of Interest Disclosure process and remove procedural language. The sponsored travel reimbursements will no longer require Pre-Approval but do require a disclosure once the travel has been completed. The revisions also include updates and changes to definitions utilized in the policy.
2.1.1 Official Documents
Policy was incorporated into revision of 1.2.1 University Governance and Administration to create one central policy describing the governance and administrative leadership structure of UT Health San Antonio.
1.2.1 University Governance and Administration
Combining and consolidating policies 1.2.1 Organization, 1.3.1 President, 1.3.13 Selection of Administrative Officers, and 2.1.1 Official Documents to establish one central policy describing the governance and administrative leadership structure of UT Health San Antonio. Retitling of policy from 1.2.1 Organization to 1.2.1 University Governance and Administration.
Section 1.7 Standing Committees
The following polices are being relocated and renumbered to section 1.5 University Committees.
Section 1.3 Executive Officers
IHOP Section 1.3 Executive Officers was retired as the policies are position descriptions that do not always align with official descriptions in the Job Description index. The list of current executive leadership will be maintained separately on the Office of President website.
1.6.7 Presidential Distinguished Scholar Award Committee, 1.6.8 Presidential Teaching Excellence Award Committee, and 1.6.9 Presidential Clinical Excellence Award Committee
Policies for Presidential Committees were retired as they are no long necessary as committees meet once a year for specific tasks and do not serve an ongoing administrative function.
3.8.1 Termination and Reappointment of Faculty
Revision of policy to conform to UTS Policy 198, approved by the UTS Board of Regents in November 2023, based on the enactment of SB18 in Summer of 2023.
2.7.5 Definition of a Credit Contact Hour
IHOP 2.7.5 is a reiteration of the University’s academic policy titled, “Curriculum and Credit Hour Policy”. This policy remains in force but going forward, will be published solely in the academic catalog.
14.2.5 Student Pregnancy and Parenting Nondiscrimination Policy
New policy required by State Law Texas SB 412, effective 09/01/2023, which requires an institutional student pregnancy and parenting nondiscrimination policy. In accordance with the Texas Education Code, Section 51.982 and other applicable laws, this policy establishes protections for pregnant and parenting students enrolled in UT Health San Antonio.
4.3.10 Interviews of Executive Administrators and Other Senior Administrators
The policy was created to ensure compliance with UT Systems Policy 187. UT System Policy 187 was repealed, effective 09/14/2023, to meet compliance with new State Law Texas SB 17. Policy was retired to meet compliance with Texas SB 17.