April 29, 2015 Minutes
Meeting Minutes for 2015 ~ Quarterly Meeting
Wednesday, April 29, 2015 (2:00-3:00 pm)
UW Conference Room A
Minutes forwarded to the committee for review on April 29, 2015
Approved for posting on May 4, 2015
Committee members in attendance: Tim Michalski, Eric Mims, Dr. Teresa LeSage Clements, Genaro Cortez, Trudy Wortham, Kevin Myers, Val Walden, Carolyn Mallory, Dr. Dimitri Sobolev, Laura Smith, and Susie Motal.
Committee members absent: Dr. Sharon Bailey, Dr. Eugenia Blomstrom, Dakota Doman, Dr. Yong Glasure, Angela Hartmann, Brandon Lee, Greg Rutzen, Dr. Denee Thomas, and Ashley Walyuchow.
The meeting was called to order by Tim Michalski, UHV Compliance Officer and committee chair at 2:00pm.
REPORTS AND INTRA-QUARTER MEETING NOTES
The minutes from the January 28, 2015 meeting were previously approved by the committee and posted to the compliance website.
The committee reviewed the UHV quarterly report ending March 31st which is also posted to the website. We are waiting for the final system report.
Tim attended the UHS compliance officer’s meeting April 8th in Houston, reported the meeting was informative. The quarterly report contains several training as reported by campus and they will be working on a template to report training.
Carolyn Mallory, Financial Aid - reported working on an Internal Audit of the UHV scholarships.
Val Walden, Finance – reported Internal Audit has completed audits for the UHV Student Accounting and Receivables and Formula Funding. Also noted there are upcoming department review audits scheduled for this spring, May or June, for all departments under Administration & Finance, Student Affairs and the Provost office with the exception of the Schools. Tony Moreno and Dia Martinez will be the auditors coordinating the audit. Finance office has revised the ProCard audit review process towards more risk based.
Kevin Myers, Facilities – provided some updates as to the current and upcoming building projects.
Trudy Wortham, Registrar – reported she just completed the Formula Funding audit with the Internal Audit team. The audit went well and compliant. Formula Funding is what UHV submits to the state versus student accounts.
Genaro Cortez, Safety & Risk Management, attended the local hurricane conference and meteorologists are forecasting a calm hurricane year. There was more discussion on the West TX incident. It was noted there are several red hazardous plants in several areas of the state. Genaro will work with John Metz to present a hurricane awareness session on campus. Also preparing for another peer review, an emergency management audit, currently UHV is the only component not having a full time emergency manager.
Dr. Teresa LeSage Clements, School of Education reported the students are passing state exams. The School has strict procedures in place to study for exams and pass before completing degrees.
Eric Mims, Technology Services reported UH has revised some system administrative policies. In particular, UHV should be aware of Records Retention SAM 03.H.01 establishing responsibility on files. If the data is stored on network drives then it is protected by Technology Services on the servers. If data stored on local computer or external drive then that individual is responsible to store and safeguard data. Data Classification and Protection SAM 07.A.08 is new at state level to establish a classification on three (3) levels. Level 1 – high protection; Level 2 - protected but may become public; Level 3 - public data like the website. There is a different range of protection for the various levels. On classification of data UH has a definition of custodian and owner. The owner is responsible for the business use of the data. Custodian is Tech Services where they manage the server that house the data.
Dr. Dimitri Sobolev, Biology Lab reported in year or two UHV will add more chemistry classes and there will be a need to handle waste and various chemical in the labs.
Laura Smith, Human Resources, reported last week the President received a Dear Colleague letter dated April 24, 2015, from the U.S. Department of Education, Office for Civil Rights, advising us of Title IX compliance issues. UHS is ahead of the game. Laura and Chari Norgard are looking at ways to update our website for better visibility of the link to Title IX. UHV will need to update all recruitment and application materials with non-discrimination notices, etc.
Being no further business the meeting was adjourned at 2:50 pm. Next scheduled meeting is Wednesday, July 29 from 2-3 pm in UW Conference Room A.
Respectively submitted by: