Policy Directory by Glossary Terms

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U.S. Citizen

(1) An individual born in the U.S.; (2) an individual whose parent is a U.S. Citizen; (3) a former alien who has been naturalized as a U.S. citizen; (4) an individual born in Puerto Rico; (5) an individual born in Guam; or (6) an individual born in the U.S. Virgin Islands. (USC 1401 et seq.)

U.S. National

An individual who owes his sole allegiance to the U.S. including all U.S. citizens, and including non-U.S. citizens of certain U.S. possessions including American Samoa and the Northern Mariana Islands. (8 USC 1401 et seq.)

U.S. Public Health Service (PHS)

An operating component of the Department of Health and Human Services (DHHS).

Unauthorized Cash Deficit

Any revenue project that is in deficit and either has not been authorized by Treasury Management or exceeds its authorized limit or permitted time frame.

Uncommitted Effort

Any portion of ‘University effort’ devoted to a sponsored activity that is above the amount committed in the proposal and the subsequent award. This ‘extra effort’ is neither pledged explicitly in the proposal nor included in the award documentation as a formal commitment.

  • For Principal Investigators/Project Directors and key personnel, uncommitted effort is not considered cost shared effort. However, the uncommitted effort percentage must be accounted for and documented as part of one’s 100% ‘University effort’ on the periodic effort report (See Procedure 8-31).
  • For other contributing personnel, uncommitted effort is considered cost shared effort and must be documented as such in Section I on the periodic effort report (See Procedure 8-31).

Occurs when the University employs fewer females and minorities in a particular job group than would be reasonably expected based on their availability in the relevant geographic recruiting area [per Executive Order No. 11.246 (September 28, 1965)].


As used throughout this Policy, encompasses schools, departments, and other components of the University.


As used throughout this Policy, “University” refers to the University of Virginia, including its Medical Center and the College at Wise.

University Administrative Policy

Policy established under the authority of the Executive Vice President & Chief Operating Officer. Administrative policy covers non-academic support issues. It includes both general administrative policy and area-specific administrative policy (see below).

University Airplane

A Cessna 560XLS+ jet capable of seating up to seven people. The airplane is based at the General Aviation terminal at the Charlottesville-Albemarle Airport.

University Budget Summary

The University’s annual operating budget approved by the Board of Visitors.

University Community

Includes all faculty, staff and students who are formally and officially affiliated with the University through either an employment contract or matriculation.

University Effort

The portion of ‘total professional effort’ that comprises one's professional/professorial workload at UVa, including the Medical Center and UVa at Wise, for which the employee is compensated (through UVa and/or the University Physicians Group - UPG). (See definition of Institutional Base Salary). This includes research, instruction, other sponsored activities, administration, non-sponsored/departmental research, university service, competitive proposal preparation and clinical activities. For the purpose of effort certification, ‘university effort’ totals 100%, regardless of the number of hours worked or the individual’s appointment percentage. (For activities included and excluded from ‘university effort,’ reference Appendix A of policy FIN-027, Time & Effort Certification.)

University Equipment

University owned or leased property used to assist in performing an activity or function (e.g., hand tools, power tools, audio-visual equipment, etc.). University equipment does not include University infrastructure (e.g., networks, buildings, etc.); office furnishings that remain in the location designated for their use (e.g., desks, file cabinets, bookcases, etc.); or telephone and computing resources that are covered by other specific policies.

University Facility

Any defined space of the University, including a room, lab, series of labs, building or controlled outdoor area.

University Function

Any activity that is conducted or sponsored by a University office, department or by University personnel, and is done on behalf of the University, whether the activity is conducted on or off Grounds.

University Funds

All funds appropriated, generated, awarded, donated or otherwise received by the University regardless of their source. The term University Funds does not include Agency Funds that the University maintains for legally separate external student organizations or other entities.

University Grounds

The areas where administrative functions, teaching and research facilities of the University that are used by members of the University community are located as well as athletic and recreational facilities.

University Housing

Residential living areas managed by the University’s Housing Division.

University Keyed System

Lock and Key hardware of specific manufacturer and specification that is managed by the University Facilities Management Lock Shop, and tracked and maintained through the Key Control System.

University of Virginia Employee

Is an individual:

  • Employed with the University’s academic division who is full-time or part-time and receiving employee benefits.
  • Hired as a wage employee (faculty, adjunct faculty, part-time classified, post-doc, and wage) to work 1500 hours or less per year with the University’s academic division and receiving no employee benefits.
University of Virginia Student

An individual who is enrolled in a degree program or a summer session program.

University of Virginia Web page

A page created or maintained by or on behalf of the University of Virginia or an office, department, or division of the University of Virginia and located within the University of Virginia's information technology environment, i.e., signified by the address \virginia.edu\" or within the range of Internet protocol addresses assigned to the University of Virginia. [Note: Web page and web site may be used interchangeably.]"

University Office or Department

Any office or department whose reporting line culminates with the Board of Visitors. A student organization with a Contracted Independent Organization Agreement or a Fraternal Organization Agreement, or a University foundation is not considered a University office or department.

University Payment Card Services (UPCS)

An administrative unit within UVAFinance that oversees payment card activity for the Academic Division, the College at Wise, and University-Affiliated Parties.

University Personnel

University employees who have a direct reporting relationship that culminates with the Board of Visitors or who are appointed through University Human Resources and paid through University payroll to perform services that are subject to the will and control of the University.

University Property

Land or buildings that the University owns or leases and that is under the direct control of the Board of Visitors. University property also includes premises the University uses for activities of its offices, departments, personnel or students.

University Purchasing Card

A credit card issued to an authorized individual to make official purchases of small dollar goods and services (that do not require competitive bidding) quickly and directly. (Also referred to as the “P-Card,” the “Procurement Card.”)

University Records

Recorded information that documents a transaction or activity by or with any appointed board member, officer, or employee of the University. Regardless of physical form or characteristic, the recorded information is a University record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of university business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a University record. University records include but are not limited to: personnel records, student records, research records, financial records, patient records and administrative records. Record formats/media include but are not limited to: email, electronic databases, electronic files, paper, audio, video and images (photographs).

University Research

Research and related activities by any person, which are related in any way to duties or responsibilities for which he/she has been compensated either by or through the University; or for which facilities owned, operated, or controlled by the University are used. Products of research eligible for copyright protection are excluded from this definition. Modification of this definition of University research may be effected by the terms of a contract between the University and another public or private agency or, in exceptional circumstances, in the patent agreement with an individual University researcher.

University Staff Employees (University Staff)

Those salaried, non-faculty employees hired on or after July 1, 2006, and those salaried non-faculty employees and administrative and professional faculty electing to participate in the University Human Resources System established by the Board of Visitors under the authority granted by the Restructuring Act and the Management Agreement. (The term “University Staff Employee” includes all three categories of University Staff Employees - Operational & Administrative, Managerial & Professional, and Executive & Senior Administrative.)

University Travel and Expense Card
University Travel and Expense Card (T&E Card)

A credit card issued to an authorized individual to make official purchases of small dollar goods and services, travel, meals, and entertainment (that do not require competitive bidding) quickly and directly.

University Travel Restrictions

A restriction on student or GME trainee travel issued by ISO under direction of the vice provost for global affairs and published on the ISO website. A University Travel Restriction may limit student or GME trainee travel to a region or prohibit student or GME trainee travel to the region. See the policy statement below for a list of the types of situations that could result in the issuance of a University Travel Restriction.

University Units

Schools and departments within the University, typically represented by a five digit numeric code (i.e., organization code) in the University’s Integrated System.

University's Standard Hours of Work and Workweek

The standard hours of work are 8:00 a.m. to 5:00 p.m., including a one-hour lunch period each Monday through Friday. The standard workweek begins at 12:01 a.m. Monday and ends at 12:00 midnight the following Sunday.

University-Affiliated Party

An entity other than a unit of the Academic Division, the Medical Center, or the College at Wise authorized to collect funds to support the University’s activities, units, or mission and that has agreed to comply with the terms of this policy. This may include but is not limited to University-Related Foundations, contract vendors, and student organizations.

University-Related Foundation (Foundation)

An organization that is created and operated exclusively to benefit the University or one or more of the University's units. It is a separate legal entity that has been approved and designated by the Board of Visitors as a Foundation and is subject to this policy. (All references in this Policy of the Board of Visitors shall include subsidiaries and affiliates of University-Related Foundations as well as the Foundations themselves.)

University–Owned Vehicle

A vehicle that is licensed for road use and is owned by the University as evidenced by the vehicle’s title, registration, and license plate (normally light blue in color with an S as the last digit), regardless of the source of the funding the University used to purchase the vehicle, or whether the vehicle was acquired through donation in accordance with University Policy IX.A.11 Gift in Kind Policies.

University–Related Foundation Function

Any activity that is conducted or sponsored by a University-Related Foundation office, department or by University-Related Foundation personnel, and is done on behalf of the University, whether the activity is conducted on or off Grounds.

University–Related Foundation Office or Department

Any office or department whose reporting line culminates with a University-Related Foundation board.

University’s Standard Hours of Work and Workweek

The standard hours of work are 8:00 a.m. to 5:00 p.m., including a one-hour lunch period each Monday through Friday. The standard workweek begins at 12:01 a.m. Monday and ends at 12:00 midnight the following Sunday.

Unmanned Aircraft

An aircraft that is operated without direct human intervention from within or on the aircraft.

Unmanned Aircraft System (UAS)

An unmanned aircraft and associated elements (including communication links and the components that control the unmanned aircraft) that are required for the Remote Pilot in Command to operate safely and efficiently in the national airspace system.

Unmanned Aircraft Systems (UAS) Operations Manager

Individual designated by the University with responsibility for coordination of flights, submission of reports, and management of all UAS operations.

Unpaid Faculty Appointment

Appointments that do not involve payment of salary or other compensation but do provide an academic rank.

UVa Job Structure

A standardized set of approved UVa job titles for use across Grounds. Titles are grouped by job families, divided into sub-families, and broken down by title. Each title has a summary sheet that defines the key information associated with each title, including typical work, typical education and experience, typical expertise, market matches, pay range, and the compliance coding.

UVa Job Title

The descriptive title assigned to a group of positions whose duties and responsibilities are the same kind of work, at a similar skill and responsibility level, requiring substantially the same qualifications. A single pay range, based on market data, is assigned to each UVa Job Title.

UVA Market Place

The University’s primary purchasing system for entering electronic catalog and non-catalog orders and creating requisitions for purchase by Procurement and Supplier Diversity Services (PSDS).


A comprehensive occupational health and employee wellness program.