Forms
State law requires that you be informed of the following:
- With few exceptions, you are entitled on request to be informed about the information the University collects about you by use of these forms;
- Under sections 552.021 and 552.023 of the Government Code, you are entitled to receive and review the information;
- Under section 559.004 of the Government Code, you are entitled to have the University correct information about you that is incorrect.
Table Of Contents
- Compliance
- Contract Administration Forms
- Parking
- Records Retention
- Safety & Risk Management
- Standards Agreements
Compliance
- BankMobile Disbursements
- Support Access Application
- Financial Aid Employee Conflict of Interest Certification
- All Financial Aid (FA) employees are to complete this certification, which supplements University Policy C-8, Employee Standards of Conduct, annually by August 31st. New FA employees are to complete within 30 days of employment.
- Phone Log for University provided communication devices
- Related Party Disclosure
- This form is to be completed by Delegated Departmental Purchasers or Cost Center Authorities on an annual basis to disclose any related party interests.
- Outside Consulting Employment Form
- Annual Notification and Approval for Outside Consulting or Other Employment (For regular faculty, all exempt staff and non-exempt staff having procurement or research responsibilities)
Contract Administration Forms
- Consultant Certification
- This certification must be printed out, signed and attached to the contract coversheet when requesting a consultant agreement.
- Contract Coversheet
- This form must be printed out and completed by the department any time the vendor's contract is being used. Forward to Business Services along with Vendor's contract. Department prepares and submits to Business Services. This form must be submitted with all contracts.
- Contract Monitoring Acknowledgment
- The department entering into a contract signs this form to acknowledge contract responsibility. The executed form becomes part of the contract file. Business Services prepares for department signoff.
- Contract Payment Record
- This payment record form is to be used to track payments made on a contract. Also attach to the voucher as documentation. Contact Business Services for assistance.
- Justification of Untimely Submittal
- This form must be printed out and completed by the department whenever a request for contract has not been submitted according to the Contract Execution Timeline.
- Bulk Mail Form
- Departmental required information for mailing of Bulk Mail. Prepare and send to Mail Services.
(Bulk Mail Worksheet)
- Departmental required information for mailing of Bulk Mail. Prepare and send to Mail Services.
- Postal Register
- Use when postage is purchased with a ProCard for department mailings. Log must be attached to ProCard transaction as supporting documentation.
Parking
- Parking Violation Appeal Form
- Parking Violation - If you receive a parking violation on the UHV campus you have 30 calendar days from the citation date to appeal. Your right to appeal is lost after 30 days. If appealing, do not pay the fine until your appeal has been considered.
- Parking Permit Request
- UHV Faculty & Staff Parking Permit Application.
- Housing Parking Permit Application
- Student must be present and supply proof of residency in order to receive a permit.
Records Retention
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- This form is to be completed by the department requesting State records be transferred to storage or destruction.
- Request for Disposal of Duplicate or Convenience Record Copies
- This form is to be completed by the department requesting duplicate or convenience records be transferred to storage or destruction.
Safety & Risk Management
- Application to Establish, Modify or Eliminate a Campus Carry Exclusion Zone
- Auto Loss Report
- This form is used to report accidents while using a fleet vehicle.
- Hot Work Permit
- This form is used when hot work is required by employees, contractors or other vendors prior to the start of work within University owned, leased, or controlled facilities.
- Incident Report 07
- This form is used to report incidents to the Safety Officer.(Interactive)
- Liability Release of Injuries
- This release of liability for injuries involves the voluntary participation in a University activity monetary compensation may be considered. (Department completes, send original to Business Services)
- Photo/Voice Release Form
- Authorization for use of an individual's photograph, image, voice, performance or likeness for purposes related to mission of the university. Approved OGC Form S-2003-2. (Department completes, send original forms to Business Services)
- Release and Indemnification Agreement
- This form to be used for any university sponsored activity or trip. Departments can prepare and send original signed documents to Business Services.
Standard Agreements
- Alternative Dispute Resolution OGC-S-1999-24
- This form is a required attachment to every contract the University enters into. Business Services prepares.
- Child Support Certification OGC-S-1999-25
- This form is a required attachment to every contract the University enters into to certify that the contractor is in compliance with state Child Support laws.
- Contract Service Agreement OGC-S-1994-04-UHV
- This agreement may be used for services offered to UHV in the form of speakers, lecturers, training or when non-employee travel related expenses are involved regardless of the dollar amount. Business Services prepares.
- Counseling Affiliation Agreement OGC-S-2008-01
- Affiliation Agreement with a facility to provide training for UHV students enrolled in programs of the School of Education and Human Development Department of Counseling.
- Facility License Agreement
- Used for agreements when the University grants a license to use or occupy a space in one of UHV’s facilities. To request an Agreement, submit contract coversheet to Business Services.
- Guest Housing Agreement
- Used for special group housing in the university resident halls. Facilities Sales Coordinator will coordinate details with guests.
- Interagency Cooperation Contract OGC-S-1998-10
- Used for contracts between two or more state agencies. Business Services prepares.
- Interlocal Cooperation Contract OGC-S-1998-22
- Used for agreements between state agencies and local governmental entities (school districts, counties, city governments, etc.) Business Services prepares.
- School of Nursing Affiliation Agreement OGC-S-2008-05
- Affiliation Agreement with a facility to provide clinical and educational experiences for UHV students enrolled in the School of Nursing programs.
- Psychology Affiliation Agreement
- Affiliation Agreement with a facility to provide training for UHV students enrolled in the programs of the School of Arts & Sciences Department of Psychology.
- Speaker Agreement OGC-S-2002-3
- Used for agreements when engaging speakers under $200. The form includes language incorporating the speaker's obligation to indemnify the University.
- Standard Purchasing Agreement OGC-S-2010-06
- This standard agreement replaces the following: Independent Contractor Agreement; Letter of Contract; Purchasing Agreement for Goods & Services, Consulting Agreement and the Independent Contractor Agreement on Service Order Basis.
- Standard Purchasing Agreement Service Order (OGC S-2010-11)
- To be used with Standard Purchasing Agreement (OGC-S-2010-06) only needed when the particular goods/services are being purchasing on a service order basis.
- Student Teacher Internship Agreement OGC-S-2005-5
- Used for agreements between the University and other entities for student intern services.