Policy Directory by Glossary Terms

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Definition
Identifying Information

Any name or number that may be used, alone or in conjunction with any other information, to identify a specific person.

Identity Theft

A fraud committed using the identifying information of another person.

Immediate Award

An award granted at the sole discretion of the authorizing official. Immediate awards have no impact on non-exempt employees’ overtime rate.

Incentives – Exceptional Recruitment, Retention and Project–Based

Incentives which may be applied on an exception basis in order to address significant recruitment and retention needs or for mission-critical projects. Incentive options include sign-on bonus, retention bonus, project-based incentives, compensa­tory leave, and annual leave.

Incidents with PITs

Incidents include any unsafe act performed by the operator, all near misses (i.e., passerby or operator could have been injured or property has been damaged) and all accidents involving PITs.

Independent Contractor

An entity or individual who has entered into a contractual agreement to provide goods or services to the University, and meets the following criteria:

  • Is not currently an employee of the University.
  • Has no expectation of becoming an employee at the end of contractual service.
  • Did not have an official UVA appointment within the three months prior to the commencement of the contractual service.
  • Relied or will rely upon own expertise rather than following specific instructions from the department regarding performance of the required work.
  • Performed the work to the specifications of, but not under the direction of, a University employee or student.
  • Did not have the required number of work hours and/or days of the week set by the University.
Indirect aid

Any aid awarded on a student’s behalf to the University or another third party, including tuition, fees, and health insurance subsidies. 

Indirect Cost Rate

The rate the University is authorized to charge Federal sponsors to cover indirect costs for sponsored activities. The rates are set based on location (On-Grounds/On-Campus or Off-Grounds/Off-Campus) and the type of activity (organized research, instruction, or other sponsored activity). Rates are applied as a percentage of the Modified Total Direct Costs supporting the sponsored activity. The Federal agency that sets the University’s indirect cost rates is the Department of Health and Human Services.

Indirect Costs

Those costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved. The term Facilities & Administrative (F & A) costs is synonymous with indirect costs.

Individual Authorized to Approve

This individual has approval authority for local fund exceptions to state policies as well as self-approval of travel unless otherwise noted in this policy. This individual may also appoint alternate individuals who assume responsibility on his or her behalf or in his or her absence to approve certain expenditures that fall outside of University, State and Local policies.

Individual Student Travel

Includes, but is not limited to, study, research, internships, service, conferences, presentations, teaching, performances, or athletic competitions.

Individually Negotiated Contracts

An agreement between the employee and the University that sets forth employment terms and conditions. 

Individual–Use Electronic Devices

Electronic equipment, whether owned by the University or an individual, that has a storage device or persistent memory, including, but not limited to: desktop computers, laptops, tablets, smart phones and other mobile devices. For purposes of this policy, the term does not include shared purpose devices, such as servers (including shared drives), printers, copiers, routers, switches, firewall hardware, clinical workstations, medical devices (e.g., EKG machines), etc.

Individual–Use Electronic Media

All media, whether owned by the University or an individual, on which electronic data can be stored, including, but not limited to: external hard drives, magnetic tapes, diskettes, CDs, DVDs, and USB storage devices (e.g., thumb drives).

Industrial Hygiene

The science and the art of recognizing, evaluating and controlling environmental factors or stresses at the work place which may cause illness or disabilities among the workforce or community as a whole.

Information Security Incident

Any event that, regardless of accidental or malicious cause, results in:

  • disclosure of University data to someone unauthorized to access it,
  • unauthorized alteration of University data,
  • loss of data for which the University is legally or contractually bound to protect or which support critical University functions,
  • disrupted information technology service levels,
  • or otherwise is a violation of the University’s information security policies.

Examples of such incidents include but are not limited to:

  • Malicious software installations on electronic devices that store University data not routinely made available to the general public, e.g., employee evaluations, or data the University is legally or contractually bound to protect, e.g., social security numbers, credit card numbers, patient data, certain research data, etc.
  • Loss or theft of electronic devices, electronic media, or paper records that contain University data not routinely made available to the general public or data the University is legally or contractually bound to protect.
  • Defacement of a University website.
  • Unauthorized use of an individual’s computing account.
  • Use of computing resources for unethical or unlawful purposes (incidents involving pornography should be reported directly to the University Audit Department).
  • Contact from the FBI, Secret Service or other law enforcement organizations regarding a University electronic device that may have been used to commit a computer crime.

Note: To avoid inadvertent violations of state or federal law, neither individuals nor departments may release University information, electronic devices or electronic media to any outside entity, including law enforcement organizations, before making the notifications required by policy IRM-012, Information Security Incident Reporting.

Information Technology–Related Assets

Electronic equipment and devices that have previously or currently contain University data.

Initial Measurement Period (IMP)

The initial retroactive measurement or “look back” period established by the University for newly hired staff wage employees as required by the Patient Protection and Affordable Care Act. The University’s IMP is established as 12 months from the 1st of the month following the new staff wage employee’s hire date. For example, a new wage employee hired on January 15th will have an Initial Measurement Period of February 1 to January 31.

Inquiry

Gathering information and initial fact-finding to determine whether an allegation or apparent instance of research misconduct warrants an investigation.

Institutional Base Salary (IBS)

The annual compensation rate, as determined by the University, for an employee’s appointment (‘University effort’) devoted toward University-related activities as defined above. Institutional base salary includes both compensation for University-related effort, and compensation from the University Physicians Group (UPG) for clinical effort. However, some specific types of compensation are not included for the purposes of effort reporting. These types include bonuses, reward/recognition compensation, etc.

Institutional Official

The Vice President for Research or his/her designee.

Institutional Responsibilities

An investigator’s professional responsibilities on behalf of the University which may include, for example, activities such as research, research consultation, teaching, clinical or other professional practice, institutional committee memberships, and service on panels such as Institutional Review Boards or Data and Safety Monitoring Boards.

Instructional Environments

Include, but are not limited to, classrooms, laboratories, shops and other on- and off-Grounds facilities where instructional or research activities are conducted.

Instructor

The individual listed in the University’s student information system (SIS) as the instructor for a course (or a discussion section or lab affiliated with a course), not to be confused with the tenure-ineligible title of Instructor as defined in policy PROV-029, Faculty Appointment Types and Titles.

Internal Bank

Mechanism established by the Office of Treasury Management through which treasury services are provided to the University’s units. These services include loans, investments, and cash balance management.

Internal Control
Organizational plans and procedures which are designed to:
  • Safeguard assets;
  • Verify the accuracy and reliability of accounting data and other management information;
  • Promote operational efficiency; and
  • Adhere to prescribed policies and compliance with federal and state regulations. 
Internal Overload

A University-approved agreement between a unit that is part of the University and a full-time University faculty member, under which, due to exceptional circumstances, the faculty member receives a payment, in addition to his/her salary for duties beyond those normally assigned and which occur in a time interval during which the faculty member is receiving salary from the University.

Internal Overload Compensation

Compensation for approved Internal Overload activities.

International Student

A student who enters the United States on a F-1 or J-1 visa; international students are considered out-of-state students for the purposes of calculating tuition and are subject to a special international fee.

International Travel

Travel outside the United States. For reimbursement rates, this would also include travel to Alaska, Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and possessions of the United States.

Investigation

The formal examination and evaluation of all relevant facts to determine if misconduct has occurred, and, if so, to determine the responsible person and the seriousness of the misconduct.

Investigator

The project director or principal investigator and any other person, regardless of title or position: (1) who is responsible for the design, conduct, or reporting of research or proposed research, which may include, for example, senior research staff, collaborators or consultants;and (2) whose research is supported by extramural funding (not internal funds or gifts).

IT Continuity Planning

The development of a plan for restoration of IT resources identified in the impact analysis and for interim manual processes for continuing critical departmental functions during the restoration process.

IT Impact Analysis

The identification of information, computing hardware and software, and associated personnel that require protection against unavailability, unauthorized access, modification, disclosure or other security breaches.

IT Project

A project having as its primary purpose the creation of a unique information technology product or service.

IT Risk Assessment

The determination and evaluation of threats to IT resources and the development of a plan to address any unacceptable risks.

I–9 Specialist

An employee designated by a hiring unit within a school or department who is authorized to complete the online I-9 form on behalf of the hiring department. This individual is authorized upon satisfactory completion of training provided by University Human Resources.