Policy Directory by Glossary Terms

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Definition
A Note

The definitions used in this policy mirror those in the applicable federal or state regulations.


Abandoned Property

All private property left unclaimed that is not owned by the University.

Abused or Neglected Child

As defined in the Code of Virginia §63.2-100, any child under 18 years of age whose parent or any person responsible for his or her care:

  • Causes or threatens to cause a non-accidental physical or mental injury;
  • Creates a substantial risk of death, disfigurement or impairment of bodily or mental functions;
  • Has a child present during the manufacture of a controlled substance or during the unlawful sale of such substance where such activity would constitute a felony violation;
  • Neglects or refuses to provide adequate food, clothing, shelter, emotional nurturing, or health care;
  • Abandons the child;
  • Neglects or refuses to provide adequate supervision in relation to a child’s age and level of development;
  • Knowingly leaves a child alone in the same dwelling with a person, not related by blood or marriage, who has been convicted of an offense against a minor for which registration is required as a violent sexual offender; or
  • Commits or allows to be committed any illegal sexual act upon a child, including incest, rape, indecent exposure, prostitution, or allows a child to be used in any sexually explicit visual material.
Academic Accommodation

Extension of the normative time limitations associated with a degree program.

Academic Activity or Activities (Usual)

As defined by U.S. laws and regulations (8 CFR 214.8), includes but is not limited to lecturing, consulting, attending meetings, or otherwise sharing knowledge, experience, or skills in master classes, readings, and performances (when the audience is composed of non-paying students and/or open to the general public and general admission tickets to the public have not been sold).

Academic Areas

Schools and units reporting to the executive vice president and provost.

Academic Center or Institute

An organization (other than an academic department or administrative unit) formed within a school or a unit reporting to the Office of the Executive Vice President and Provost, or as a collaborative initiative involving more than one school or unit, to enhance the educational, research, and/or service missions of the University. Organizations formed outside a school or unit reporting to the Office of the Executive Vice President and Provost are also considered an academic center or institute if their activities will involve academic faculty members and their mission is to enhance the educational, research, and/or service missions of the University.

Academic Dean (Dean)

The chief administrator of an academic school at the University and the University Librarian.

Academic Decision

A decision made by a faculty member or an individual acting in his/her official capacity at the University that affects a student’s academic standing or performance. Academic decisions include, but are not limited to, academic probation and suspension and denial of requests to return to the University before the end of the period of suspension as defined by the school. Academic decisions do not include decisions regarding admission to the University, transfer from one school to another within the University, admission to a particular major or program of study, decisions made by the Honor or Judiciary Committees, any grading decision or determination of grading criteria or course requirements (see “Grade Changes” in Related Information below), or allegations of professional misconduct unrelated to a student’s academic standing or performance.

Academic Department

Department offering academic, for-credit programs of study, usually leading to a degree. For the purposes of this policy, academic department also refers to the department or school in which the faculty member holds an academic tenured appointment.

Academic Employment

All faculty positions classified as academic, including tenured and tenure-track faculty members, as well as non-tenure-track faculty engaged primarily in teaching or research activities and faculty wage employees hired in accordance with policy PROV-026, Faculty Wage Employment.

Academic Faculty

All tenure-track and tenured faculty members, as well as non-tenure- track faculty members whose teaching or research responsibilities constitute at least 50% of their position.

Academic General Faculty Members

General Faculty Members whose primary responsibilities include teaching, research, professional practice, or clinical service without encompassing the full scope of responsibilities expected from tenure-track faculty positions (e.g., an academic general faculty member could have primary responsibilities for research with minimal or no responsibility for classroom instruction, or have primary responsibilities for teaching and/or clinical practice without research obligations).

Academic Honorarium

A gratuitous payment of money or other things of value to a person for the person’s participation in a usual academic activity or activities for which no fee is legally required (8 CFR 214.8).

Academic Program

A degree or non-degree program leading to a credential awarded by the University.

Academic Program Agreement (APA)

Any contract or expression of intent between the University and another institution or organization to establish a joint educational program, a collaborative academic relationship, or a research activity unrelated to approved sponsored research.

Academic Services

Services for which payment is required at a pre-determined rate, that are provided by a non-employee, and that are directly related to the classroom instruction of students.

Examples of Academic Services:

Academic Consulting:
An individual serving in an advisory or consulting capacity with a University professor or employee for purposes directly relating to the instruction of students, such as research or course design. (This arrangement should be distinguished from one in which an individual performs services for a University professor or employee while the University professor or employee acts in a supervisory capacity. Such an individual should be paid as an employee, not as an independent contractor.)

Short-term Instruction:

  • Provides a course in duration of no greater than seven calendar days.
  • The course is a one-time presentation only.
  • Students will not receive University credit for attending the course/presentation.
  • The course is offered by the same provider to other agencies or institutions.

Non-Teaching Assistance:
Services such as grading papers or academic testing. Activities must relate directly to the instruction of students, and the same or similar services must be offered by the service provider to the other entities or the general public as part of a trade or business.

Translation:
Must be for the translation of material used in research or classroom instruction. Translation may be into or from a foreign language or to provide access to hearing or sight impaired students or employees.

Academic Work

Student effort that includes, but is not limited to: lectures, seminars, course assignments, laboratory sections, research, group meetings, independent study, internships, practica, studio work, recitals, and rehearsals.

Access (to data)

The capacity for data users to enter, modify, delete, view, copy, or download data.

Accessibility

The University objective that everyone within the University community, regardless of physical disability, will have the opportunity for appropriate access to information technology.

Accident Investigation

An investigation of an accident involving a PIT in order to determine the facts that caused or may have caused the accident and subsequent recommendations for appropriate action to prevent a similar accident from occurring.

Accounting System

The integrated modules used to process the University’s transactions that collectively serve as the University’s official system of financial record. This includes the following modules: General Ledger (GL), Grants Accounting (GA), Student Information System (SIS), Fixed Assets, Accounts Receivable (AR), and HR/Payroll.

Accounts Receivable

Monies owed to the University that have not yet been received. This can include, but is not limited to, tuition and fees, student loans, notes receivable, amounts owed for goods or services provided, grants and contracts, cash advances, library fines, parking and transportation fees, and payroll overpayments.

ACM Abatement Project

The removal of ACM by a State Licensed Asbestos Abatement Contractor with Licensed Abatement Workers and Supervisors using methods specified by a State Licensed Asbestos Abatement Project Designer.

ACM Abatement Project Monitoring

Daily inspections of asbestos abatement activities conducted by a State Licensed Abatement Project Monitor, that include confirming integrity of work site enclosures, abatement equipment, worker credentials, regulatory and specifications compliance, and taking air samples during and after abatement to ensure a healthy environment for University of Virginia faculty, staff and students and/or future occupants of the area(s) involved.

ACM Inspection

Inspection of a building or portion of a building by a State Licensed Asbestos Inspector for ACM, which includes taking samples of suspected ACM, the analysis of these samples by a State Licensed Asbestos Analytical Laboratory using PLM, and a report summarizing the types and locations of identified ACM.

ACM Management Plan

Plan developed by a State Licensed Asbestos Management Planner which describes how ACM will be properly managed in-place, while ensuring the safety of building occupants, visitors and maintenance/custodial personnel, until such materials can be properly removed.

Activity Head

The individual responsible for a University unit or department that performs a service.

Administrative and Professional (A & P) Faculty

Those positions that provide services to faculty, students and staff in order to support the institution’s primary missions of instruction, research and public service.

Administrative and Professional Non–Tenure–Track Faculty

Those positions that provide services to faculty, students and staff in order to support the institution’s primary missions of instruction, research and public service. Administrative faculty require the performance of work directly related to the management of the education and general activities of the institution, department or subdivision thereof, and are normally within three reporting steps of the president. Professional faculty require advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience and are normally limited to librarians, counselors and other professional positions serving education, research, medical, student affairs and other such activities. See policy HRM-003, Employment of Non-Tenure-Track Faculty.

Administrative Dispute Resolution

The use of alternative, non-adversarial processes to address stakeholder concerns generally using a neutral third party.

Administrative Faculty

Those positions that perform work directly related to the management of the education and general activities of the institution, department or subdivision thereof, and are normally within three reporting steps of the president.

Administrative Faculty Members

Perform work directly related to the management of the educational mission and general activities of the institution, department, or subdivision thereof, and are normally within three reporting steps of the president (e.g. the dean of a school).

Administrative or Professional Faculty Members

Salaried, tenure-ineligible faculty positions whose primary responsibilities (at least 50%) are to provide services to faculty, students, and staff in order to support the institution’s primary missions of instruction, research, and public service:

Administrative or Professional General Faculty Members

General Faculty Members whose primary responsibilities (at least 50%) are to provide services to faculty, students, and staff in order to support the institution’s primary missions of instruction, research, and public service (see policy HRM-003, Employment of Administrative or Professional General Faculty Members). Effective January 3, 2017, the University no longer hires Administrative or Professional General Faculty Members. Although tenured faculty holding administrative positions are classified as “Administrative Faculty” for HR purposes for the duration of their administrative assignment, they are not hired as A/P faculty and will not retain that status once their administrative assignment ends.

Administrative General Faculty Members who perform work directly related to the management of the educational mission and general activities of the institution, department, or subdivision thereof, and whose position is normally within three reporting steps of the president (e.g. the dean of a school).

Professional General Faculty Members who perform work requiring advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience, normally limited to professional positions serving education, research, medical, student affairs, and other such activities.

Administrative Position

Positions at a senior level of the University that require “the performance of work directly related to the management of the educational and general activities of the institution, department, or subdivision thereof.”1 These positions are within three or four reporting levels of the president (such as vice presidents, deans, and positions reporting to a dean or division chief, such as department chairs, associate deans, or section heads). Administrative positions as defined in this policy are discretionary appointments; all administrative service is at the will of the appointing authority.


1Consolidated Salary Authorization for Faculty Positions in Institutions of Higher Education, Commonwealth of Virginia, 2001–02.


Administrative Salary Supplement

The supplement that may be added to a faculty member’s salary during his or her service in an administrative position.

Administrative Supervisor

Supervisor (division chief, dean, vice president, or president) to whom the faculty member reports in his or her administrative capacity.

Advanced Doctoral Student

A student enrolled in a doctoral degree program who has completed all degree requirements except the dissertation.

Advancement Activities

Contacts with University Constituencies for the purpose of advancing a Constituent's level of engagement with the University or its programs.

Advertising

A logo, text, or other identifier incorporating a link to a Web site external to the University of Virginia, placed on a UVA Web page in exchange for remuneration or gifts in kind, where that placement is intended to promote or market a service, facility or product offered by the entity's Web site for a commercial purpose. Advertising includes messages containing qualitative or comparative language, price information or other indications of savings or value, an endorsement, or an inducement to purchase, sell, or use any company, service, facility or product.

Affected Person(s)

Faculty, staff or student who has been designated by his or her department to operate equipment, machinery or systems that can be affected during shutdowns for service and/or maintenance. Shutdowns are performed by Authorized Persons using Lock Out procedures. In addition, personnel may be affected by shutdowns and Lock Out procedures when they are working in controlled spaces (e.g., electrical power to work area is secured during renovation, demolition activities or abatement of hazardous materials).

Affiliated Status

Affiliated students are absent temporarily from the University for educational purposes and expect to complete their degree. Affiliated students are not enrolled, pay the affiliated status fee, and may not register for credits. Affiliated status must be approved by a student’s dean and may be used only for the purposes defined in policy PROV-011, Student Enrollment.

African American

A person having origins in any of the original peoples of Africa and who is regarded as such by the community of which this person claims to be a part.

After–the–Fact Review Method

Method used by the University to certify the distribution of salaries and wages based upon a percentage distribution to various activities, supported by the generation of periodic activity reports. These reports should reasonably reflect the employee’s activities associated with each sponsored agreement as well as to each category of other University activities. Such reports require certification.

Air Traffic Organization COA

A COA issued by the FAA’s Air Traffic Organization (ATO) permitting operation of an Unmanned Aircraft System (UAS) pursuant to the University’s Exemption under circumstances not permitted by the Blanket COA.

Aircraft

Any contrivance invented, used, or designed to navigate, or fly in the air.

Allegation

Any written or oral statement or other indication of possible research misconduct made to an institutional official.

Allied Health Professionals

Optometrists, audiologists, substance abuse counselors, professional counselors, clinical social workers, nurse practitioners, physician assistants and certified registered nurse anesthetists granted clinical privileges to provide care and treatment to patients of the UVA Medical Center. 

Allowance for Doubtful Accounts

Management’s estimate of the amount of gross receivables that will become uncollectible.

Alternate Approver

An individual designated by the faculty member’s/employee’s supervisor or the supervisor’s supervisor to approve reimbursements related to cash advances, purchases, travel, etc. The selected individual is one who has the appropriate knowledge and authority to do so.

Alternates

These individuals have been designated by the Individual Authorized to Approve, as an alternate to approve on his or her behalf. The Alternate cannot approve their own travel reimbursement. 

Alternative Dispute Resolution (ADR)

The use of alternative, non-adversarial processes to address stakeholder concerns generally using a neutral third party. 

Alternative Work Location

Approved work sites other than the University’s central workplace where official University business is performed. Such locations may include employees’ homes and other state agency work sites.

Alternative Work Schedule

A schedule that differs from the standard 40-hour workweek schedule particularly with regard to starting and departure time, but without altering the total number of hours worked in a workweek.  Alternative work schedules may include, but are not limited to, flextime, compressed schedules, and rotational or fixed shifts. Alternative work schedules may also be associated with job sharing and telecommuting.

Alternative Work Schedule Plan

A written work plan developed by the employee and supervisor, outlining the details of the schedule that differs from the standard hours of work.

Annual Renovation and Infrastructure Plan

A plan presented to the Board of Visitors annually through the University’s Annual Budget Summary; this provides an expedited approval process for interior renovation projects that will cost less than $5 million and will be funded from non-general fund cash.

Applications and Data Services

A division within ITC that develops and maintains applications such as the Integrated Student Information System (ISIS), University Calendars, Course Offering Directory (COD), etc.

Appointing Official

Dean, vice president, director of intercollegiate athletics programs, or executive vice president who is appointing an individual as a senior school or University administrator.

Approver

The employee who has the authority and knowledge to approve transactions on the account.

Archival/Historical Records

University records that document transactions or activities of the University designated by the University Archives and/or designated historical records repository, the agency’s designated records officer and the Library of Virginia as having long-term historical value in the Records Retention and Disposition Schedules. Records with historical value may include documentation of decisions, activities, and products of the University. Examples of historical records include but are not limited to: Board of Visitor meeting minutes, President’s correspondence, research final reports and accreditation records.

Area–specific Administrative Policy

Policy established under the President's or the Executive Vice President & Chief Operating Officer's authority that does not apply institution-wide, but significantly affects activities under the authority of only one vice president, equivalent University officer, or the chair of the Faculty Senate. Exception: When a policy significantly affects only activities under the joint authority of the Vice President/Dean of the School of Medicine and the Chief Executive Officer & Vice President of the Medical Center, it will be classified as an area-specific policy.

Arms–Length Letters

Letters from outside references who do not have a relationship with the candidate. Examples of such relationships would be a former PhD advisor, a collaborator or co-worker.

Asbestos–Containing Materials (ACM)

Materials that contain greater than 1% asbestos by laboratory polarized light microscopy (PLM) analysis.

Asian American

A person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the Pacific Islands, including but not limited to Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Mariana Islands, the Philippines, a U.S. territory of the Pacific, India, Pakistan, Bangladesh, or Sri Lanka, and who is regarded as such by the community of which this person claims to be a part.

Assistantship Wages

Funds paid to a student in exchange for instructional, administrative, or research services in a graduate assistantship; wages are not a form of stipend (see definition of “Stipend” below).

Assistantship–Related Terms

Includes:

Assistantship Wages: Funds paid to a student in exchange for instructional or research services in a graduate assistantship; wages are not a form of stipend (see the defintion of  “Stipend” below).

Full Graduate Assistantship: A full graduate assistantship is equivalent to one-half of a full-time appointment or roughly twenty hours per week.

Qualified Graduate Assistantship: A graduate assistantship that is at least half of a full assistantship (that is, a quarter-time appointment, roughly equivalent to ten hours per week) is qualified to receive tuition remission and the health insurance subsidy and is eligible for tuition adjustment.

Attestation of Compliance (AOC)

Forms a merchant, service provider, or Qualified Security Assessor (QSA) may use to attest to the results of an annual Payment Card Industry Data Security Standards self-assessment.

Authorized Approver
A University official who:
  • Has authorization over the account being charged;
  • Can only approve reimbursements within their transaction authorization limits;
  • Should be the spender’s direct supervisor;
  • Is not the individual seeking reimbursement, unless documented by the dean or vice president; and
  • Should not approve expenses for an individual to whom they report.
Authorized Cash Deficit

Cash deficits that are within the dollar and time limits authorized in writing by Treasury Management.

Authorized PersonS(s)

Faculty, staff or student who has been designated by his or her department to perform maintenance or service on a piece(s) of equipment, machinery or system and is qualified to perform the work.

Authorized Signatory

An individual authorized pursuant to the Board of Visitor’s Signatory Authority policy to sign contracts with external parties on behalf of the Rector and Visitors of the University of Virginia.

Authorizer

An individual assigned to approve travel and expense card applications, changes to card limits and restrictions, and cardholder purchases. This individual is the applicant's or cardholder's supervisor; for non-employees, this is a University department sponsor. A supervisor can designate someone else to approve on his/her behalf. The individual should not be the cardholder and, in general, should not be asked to approve for an individual to whom they report.

Authorizing Official

A manager, supervisor, department head or vice president approving the award.

Authorizing Official (2)

An individual at the University who is authorized to grant a request to access Electronically Stored Information (ESI). This may include an individual who has been designated, either permanently or temporarily, by another individual to serve in the role of authorizing official on their behalf. The authorizing official (a.k.a approver) typically would be from within the same department, business unit, or reporting area, and must be at least two levels above the affected individual(s) on an organizational chart (except where the affected individual is the president or vice-president). The authorizing official is a person in a higher-level position of authority who is able to determine appropriateness and reasonableness after reviewing the applicable policies and standards related to the request. For most situations, the authorizing official will be either the department chairs or heads or their assigned designee, or the President or delegated representative, such as the Vice-Presidents and Deans or their assigned designee, depending on the affected user and requested access.

Automated Clearing House (ACH)

An electronic network for financial transactions in the United States. ACH processes large volumes of credit and debit transactions in batches. ACH credit transfers include direct deposit payroll and vendor payments.

Automated Clearing House (ACH)

An electronic network for financial transactions in the United States. ACH processes large volumes of credit and debit transactions in batches. ACH credit transfers include direct deposit payroll and vendor payments.

Award Installment

An award (a seven digit alpha-numeric field in the University’s Integrated System, but not the Medical Center’s accounting system) represents a source of funds owned by a responsible unit. Spending authority is established, for a specific period of time, through an installment on the award. The type of funds is indicated by the first two characters as defined in the table below: 

Fund Source

Award Prefix

Definition

Agency

YY (Agency), YA (Agency-Direct Loans)

Funds on deposit with the University by outside agencies/organizations that are not a part of the University, but have a close relationship.

Auxiliary

SA (State Auxiliary), LA (Local Auxiliary)

Funds generated by an entity which exists to furnish goods or services to students, faculty or staff and which charges a fee that is directly related, although not necessarily equal, to the cost of the service. Examples are housing, dining, and athletics.

Endowment Income

ER (Endowment-Restricted), EU (Endowment-Unrestricted), EI (Endowment-Institutional)

Funds from the distribution on the University’s endowment.

Facilities and Administrative Cost Recov.

FA (F&A Recoveries), FI (F&A Recoveries-Institutional)

Funds derived from recovery of facility and administrative indirect costs from external research sponsors.

Gifts

DR (Gift-Restricted), DU (Gift-Unrestricted), DI (Gift-Institutional)

Funds provided from donors to the University.

Grants and Contracts

G* (Grants). The second letter of the prefix indicates the external agency funding the grant (for example, GA is used for NSF grants).

Funds derived from external sponsors who provide funds in response to a proposal for specific instruction, research, or public service activities.

Local General

LG (Local General)

Funds derived from distributions on the unrestricted endowment, earnings on short-term investments, and other (licensing, affinity card, etc.) revenues.

Sales and Service

SS (State Sales and Services), LS (Local Sales and Services)

Funds derived through other (non-auxiliary) services established to support instruction and research efforts, usually at the school or department level. Examples include self-supporting academic programs (Law and Darden), copy centers, conferences, etc.

State General

SG (State General)

Funds derived from the state general fund appropriation, tuition revenues (of non-self-supporting programs), and other activities.

State Restricted Awards

SR (State Restricted)

Funds derived from specific state general fund restricted appropriations, such as financial aid, research initiatives, and the eminent scholar match.