Policy Directory by Glossary Terms

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

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

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

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).

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

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.

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

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, school, or unit in which the faculty member holds an academic appointment.

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.

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.

General Faculty Members whose primary responsibility is teaching, research, integration of professional practice, academic librarianship, or clinical service. These responsibilities do not necessarily encompass 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).

Includes, but is not limited to, teaching, grading, mentoring, advising on or evaluating research or other academic activity, participating in decisions regarding funding or other resources, clinical supervision, employment supervision, and recommending for admissions, employment, fellowships, or awards.

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

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.

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.

A decision made by an individual or committee acting in their official capacity at the University to academically suspend a student or deny a student’s request to return to the University early from a previously imposed suspension.

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.

The property bounded by the Rotunda to the north, Hospital Drive to the east, McCormick Road to the west, and including the South Lawn/Homer Flat to the south (thereby including the Rotunda, Lawn and Range rooms, hotels, gardens and pavilions) as noted on the map of the Academical Village.

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

Individuals with disabilities can independently acquire the same information, engage in the same interactions, and enjoy the same services within the same timeframe as individuals without disabilities, with substantially equivalent ease of use.

Anyone traveling with a member of University faculty, staff, senior professional research staff, postdoctoral research associates, and non-employee post-doctoral fellows (i.e., a Covered Individual) including, but not limited to, a spouse or dependent, excluding University students.

The functionality and business process within the finance system used to perform monthly reconciliations. This process includes both expenditures and revenues.

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.

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

These include, but are not limited to, the following:

• Administrative influence over the design, conduct, analysis, or reporting of research.
• The use of University resources that have an impact on or result from research activities including decisions involving expenditures, purchasing, investments, equity and technology transfer, and the execution of contracts and grants.
• The licensing of intellectual property that was discovered at or owned by the University.
• Research and development or commercialization of intellectual property under an approved exception pursuant to the Virginia State and Local Government Conflict of Interests Act at VA Code §2.2-3106 (C)(8) for an employee’s personal interest in a contract for research and development or commercialization of intellectual property between the University and a business in which the employee has an interest.
• Evaluation, promotion, and the assignment of job responsibilities in the supervision of faculty, trainees and staff engaged in research.

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

Transactions that are posted against the Actuals Ledger in the University’s Finance System.

Time frame established and noted on the UVA Finance year-end calendar.

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 Administrative or Professional General Faculty Members.)

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

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).

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:

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.

Senior-level positions 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 reporting levels of the president (such as vice presidents, deans, and positions reporting to a dean, such as department chairs and associate deans) and usually require at least 50% effort dedicated to the administrative position. Administrative positions as defined in this policy are discretionary appointments; all administrative service is at the will of the appointing authority.
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¹Consolidated Salary Authorization for Faculty Positions in Institutions of Higher Education, Commonwealth of Virginia, 2001–02.

A supplement that may be added to a faculty member’s base salary for performing work that lies outside of their regular responsibilities, such as that associated with service in an administrative position.

Supervisor (dean, vice president, or president) to whom the faculty member reports in their administrative capacity.

The act of legally and permanently assuming the responsibility of raising a child as one’s own.

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

Licensed clinicians with clinical privileges to provide care and treatment to patients of the UVA Medical Center, including but not limited to, optometrists, audiologists, certified substance abuse counselors, licensed professional counselors, licensed clinical social workers, clinical nurse specialists, genetic counselors, nurse practitioners, physician assistants, certified registered nurse anesthetists, and certified nurse midwives.

Any situation in which the University or one of its units receives payment or in-kind gifts from an external party (other than a University Associated Organization) in exchange for brand placement or promotional exposure (including an Endorsement, Promotion, or Testimonial) in University communications channels (including print, image, video/audio, digital, or social media).

Faculty, staff, or student who has been designated by their 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).

An individual who is an employee of one of the officially recognized University-Affiliated Organizations.

(1) Students who are registered or enrolled for credit-bearing coursework and who are seeking a degree and (2) University employees, consisting of all full-time and part-time faculty, University staff, Medical Center employees, classified staff, wage employees (including temps), professional research staff, and post-doctoral fellows.

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.

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.

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.

Any individual, including a director, an officer, an employee, or an independent contractor authorized to act on behalf of an organization.

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.

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

A motorized off-highway vehicle designed to travel on four low pressure or non-pneumatic tires, having a seat designed to be straddled by the operator and handlebars for steering control.

A disclosure of possible research misconduct through any means of communication. The disclosure may be by written or oral statement or other communication to an institutional or HHS official.

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

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

A work arrangement in which supervisors direct or permit employees to perform official University business remotely from approved work sites other than the central workplace.

A work arrangement in which supervisors direct or permit employees to work a schedule that differs from the standard 40-hour workweek schedule particularly with regard to starting and departure time, without altering the total number of hours worked in a workweek. This may include, but is not limited to, flextime, compressed schedules, and rotational or fixed shifts.

Any sound that is broadcast through electronically amplified equipment.

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.

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

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

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.

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.

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.

A principle of radiation safety aiming to minimize undue radiation exposure.

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.

The individual responsible for mentoring and supervising a graduate student in performing the duties associated with a graduate assistantship. For teaching assistantships this is typically the course instructor and for research assistantships this is typically a faculty member or Professional Research Staff member.

Include:

• 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 definition of “Stipend” below).
• Full Graduate Assistantship: A Graduate Assistantship equivalent to 0.5FTE, roughly twenty hours per week.
• Qualified Graduate Assistantship: A Graduate Assistantship that is at least half of a full assistantship (0.25 FTE, roughly ten hours per week), which is eligible to receive tuition remission and the health insurance subsidy and is eligible for tuition adjustment. All Full Graduate Assistantships are Qualified Assistantships.

(1) Students who are registered or enrolled for credit-bearing coursework and (2) University employees, consisting of all full-time and part-time faculty, University staff, Medical Center employees, classified staff, wage employees (including temps), professional research staff, and post-doctoral fellows.

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.

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

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.

An individual assigned to approve travel and expense card applications and changes to card limits. This individual is the applicant's or cardholder's Procurement to Pay (P2P) Approver and/or Senior Department Finance Approver in the University’s Finance system.

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

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 (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 a department chair or head, 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.

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.

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: