Policy Directory by Glossary Terms

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Name Description
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.

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

Academic or Supervisory Responsibility

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.

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 Suspension Decision

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.

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.

Academical Village

The property bounded by University Avenue to the north, Hospital Drive to the east, McCormick Road to the west, and including the Lower 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.

Access (to data)

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

Accessible (Accessibility)

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.

Accompanying Persons

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.

Account Certification

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

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 (Receivable)

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.

Activities Affecting or Involving Human Subjects Research

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.
Activity Head

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

Actuals

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

Adjustment Period

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

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 Administrative or Professional General Faculty Members.)

Administrative Dispute Resolution

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

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.

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

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.
____________

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

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.

Administrative Supervisor

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

Adoption

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

Advanced Doctoral Student

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

Advertising

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).

Affected Person(s)

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).

Affiliated Organization Employee

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

Affiliated Persons

(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 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.

Agent

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

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.

All-Terrain Vehicle (ATV)

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.

Allegation

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.

Allowance for Doubtful Accounts

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

Alternative Dispute Resolution (ADR)

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

Alternative Work Location

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.

Alternative Work Schedule

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.

Amplified Sound

Any sound that is broadcast through electronically amplified equipment.

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.

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/or the Library of Virginia as having long-term historical value. 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 Visitors' 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.

As Low As Reasonably Achievable (ALARA)

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

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 Supervisor

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.

Assistantship–Related Terms


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.
Associated Individuals

(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.

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 Person(s)

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.

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 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.

Authorizing Official

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

Authorizing Official2

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.

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.

 

Background Check

The process used to verify that an individual’s past, especially their education, credentials, work experience, and criminal history is suitable for employment with the University.

Baked Goods

Foods like breads, cakes, pastries, and cookies that are cooked in an oven. For the purpose of this policy, baked meats, poultry, fish, and vegetable dishes are not considered “baked goods.”

Bank

The financial institutions that the University uses for commercial banking services.

Banner Ad

A typically rectangular advertisement placed on a Web site, above, below, or to the side of the site's main content area.

Basic Research

Any original investigation not having a specific commercial objective for the advancement of scientific knowledge (see IRS Rev. Proc. 2007-47). 

Bequest

Property given to the University as the beneficiary of a will, revocable living trust, other testamentary instrument, or other non-probate assets such as a retirement plan, life insurance policy, or financial account.

Bereavement Leave

Leave taken by an eligible University staff employee due to the death of a family member, loved one, or pregnancy loss.

Bicycle (Bike)

Typically, a vehicle with two wheels held in a frame one behind the other, a saddle seat, is steered with handlebars, and is propelled by pedals.

Billing Department

A school/department/unit that has been authorized to establish an accounts receivable or that is responsible for the collection of accounts receivable.

Biological Agents

This includes:

  1. Microorganisms;
  2. Human and non-human primate derived materials which may contain human pathogens (e.g. blood, fluids, tissues, organs, primary and established cell lines, etc.);
  3. Biotoxins with an LD50 of less than 100 micrograms per kilogram of body weight in vertebrates;
  4. Recombinant or Synthetic Nucleic Acid Molecule activities as described in the NIH Guidelines for Research Involving Recombinant or Synthetic Nucleic Acid Molecules (includes human gene transfer); and
  5. Select Agents or Toxins as defined by CDC (42 CFR 73) or USDA (9 CFR 121 or 7 CFR 331).
Blanket COA

A COA issued in conjunction with the University’s Exemption that permits UAS Operation within certain airspace limits as set forth in the document.

Board Policy

Policy established by the Rector and Visitors of the University as provided in the Code of Virginia (Va. Code Ann. Sections 23-9.2:3) and Section 2.4 of the Manual of the Board of Visitors.

Bonus

A one-time payment that is not a part of the employee’s base pay.

Brand Assets

Property, tangible items, programs, services, or activities owned by the University that could provide a benefit to a third party. These include, but are not limited to, University names, trademarks, service marks, logos, signage, social media channels, content platforms, websites, and University-owned property.

Building Emergency Action Plan (BEAP)

The written framework from which to facilitate emergency response actions at the building level during all-hazards emergencies.

Business Assets & Cost Recovery

The University unit that is responsible for the accurate accounting, financial reporting, and inventorying of fixed assets (which includes but is not limited to: buildings, infrastructure, equipment, software, and library books).

Business Meal

A meal that includes more than one person, has a substantive and Bona Fide Business Purpose deemed essential to the University's mission, and has departmental approval.

Note: Business meals are distinct from both daytrip and overnight "Travel Meals." Business meals may be taken while traveling, but the meal must be claimed as either "travel" or "business," not both.

Campus Community

Refers to faculty, staff, employees, students, patients, and visitors on or near campus; consisting of the administrative units and twelve Schools in Charlottesville, the Medical Center, and all Academic Centers.

Campus Security Authority (CSA)

Individuals at the University who, because of their function for the University, have an obligation under the Clery Act to notify the University of alleged Clery Crimes that are reported to them in good faith, or alleged Clery Crimes that they may personally witness. These individuals, by virtue of their position due to official job duties, ad hoc responsibilities, or volunteer engagements, are required by federal law to report crime when it has been observed by or reported to them by another individual. These individuals typically fall under one of the following categories:

  1. A member of a campus police/security department.
  2. Individuals having responsibility for campus security in some capacity, who are not members of a campus police/security department (e.g., an individual who is responsible for monitoring the entrance to University property).
  3. People or offices that are not members of a campus police/security department, but where policy directs individuals to report criminal offenses to them or their office.
  4. Officials having significant responsibility for student and campus activities, including but not limited to, student housing, student discipline, and campus judicial proceedings.

Official: Any person who has the authority and the duty to take action or respond to particular issues on behalf of the University.


Common examples of CSAs include (but are not limited to):
Police and Security personnel 
Athletic Directors 
Athletic Coaches 
Faculty advisors to student organizations 
Housing & Residence Life Staff 
Director of Emergency Management 
Medical Center Risk Management 
Directors of Women’s Center 
Coordinators of Fraternity & Sorority Life 
Title IX Coordinators 
Medical Center Employee Relations

CSA's are determined by criteria established in United States Department of Education’s The Handbook for Campus Safety and Security Reporting, pgs. 109-115 (2016 Edition).
Candidate

An individual who has applied for employment with the University or is already an employee but is applying for promotion or transfer to another position.

Capital Construction Gifts

Fully expendable funds intended by a donor to finance building construction and/or renovation of capital facilities.

Capital Equipment (Capital and Equipment Trust Fund (ETF) Equipment)

Equipment that meets ALL the University’s criteria for asset capitalization which are:

  1. A minimum cost of $5,000 ($500 if ETF funded for the College at Wise) upon acquisition or completion of a fabricated equipment asset (note: ETF funding does not allow fabrications).
  2. A useful life of greater than one year.
  3. The equipment asset is titled to the University.
  4. The equipment functions either as a standalone asset or as an integral part of a larger University asset.
Capital Projects

Represented by any project worktags with the default fund FD055 Capital Project Default; any acquisition of property, new construction; and improvements to property, plant, or equipment costing $3 million or more. (Some capital project worktags are used for capitalizable expenditures less than $3 million; these are not capital projects.)

Card Administrator (Program Administrator)

A University employee registered with the Card Provider and the Virginia Department of Accounts (DOA) as the only person authorized to make changes (e.g., add or cancel cards, change card controls, etc.) to the card program.

Cardholder

An individual who holds the University Travel and Expense Card.

Cardholder Data (CHD)

Primary cardholder account number that identifies the issuer and a particular cardholder account, which can include cardholder name, expiration date, and/or service code.

Career Conversations

A discussion between the manager and employee that focuses on the employee’s career aspiration and development goals, and the skills, capabilities and performance needed to excel in the current job or prepare for new responsibilities.

Career Development

A series of planned actions taken by an employee, with the active support of management, to successfully meet the demands of the current job environment, prepare for future work opportunities and challenges, and enhance employee career satisfaction.

Career Development Plan

An action plan for enhancing an employee’s level of skills, capabilities, and performance in order to excel in the current job or prepare for new responsibilities.

Carryforward

In-year fund surpluses or deficits which can be carried over from one fiscal year to the next.

Cash

Currency and coins.

Cash Advance

University funds provided to an employee solely for the purpose of paying for official purchases. (Referred to as a Cash Withdrawal in the University Finance System.)

Cash Balance

The amount of money available to spend in a Revenue Project. It is calculated as revenue less expense plus net change in assets and liabilities. Cash balance is not the same as and should not be confused with the budget balance available, which is a calculation of the budgeted amount minus expenditures and commitments/encumbrances.

Cashiering

The collection, recording, safekeeping, and deposit of cash and other monetary instruments.

Catering

The activity of providing food and drink for a group of people, typically with services such as setup, staffing, and cleanup included.

Central Accounts Receivable (Central AR)

A unit within UVA Finance that has the primary responsibility for generating invoices and dunning notices and managing other collection efforts of accounts receivable processed through the finance system, other than sponsored programs accounts receivable managed by the Office of Sponsored Programs.

Central Workplace

The University location where the School or Unit operates.

Centrally Managed Funds

Includes those fund sources managed by the Office of Financial Planning & Analysis, including restricted and unrestricted State, institutional Endowment Income and Gifts, and other institutional funds.

Certificate of Authorization or Waiver (COA)

The terms “certificate of authorization” or “certificate of waiver” mean a Federal Aviation Administration (FAA) grant of approval for a specific flight operation. COA is an authorization issued by the Air Traffic Organization to a public operator for a specific Unmanned Aircraft activity. After a complete application is submitted, the FAA conducts a comprehensive operational and technical review. If necessary, provisions or limitations may be imposed as part of the approval to ensure the Unmanned Aircraft can operate safely with other airspace users.

Certificate–Seeking Student

A student who is enrolled in a credit or non-credit certificate program at the University.

Certification

The process by which (i) a business is determined to be a small, women-owned, or minority-owned business or (ii) an employment services organization, for the purpose of reporting small, women-owned, and minority-owned business and employment services organization participation in state contracts and purchases pursuant to §§ 2.2-1608 and 2.2-1610.

Change Fund

A specific amount of cash kept by departments and used to make change for payments received in exchange for services rendered or goods sold by the department.

Change Fund Approver (Approver)

A full-time employee of the University who has been given authority by the department head to approve reconciliations of a Change Fund. (Approvers may not be temporary personnel or students who are not otherwise full-time employees of the University.)

Change Fund Custodian (Custodian)

A full-time employee of the University who is responsible for safeguarding, administering, and reconciling a Change Fund. (Custodians may not be temporary personnel or students who are not otherwise full-time employees of the University.)

Charitable Gift Annuity

A contractual relationship between a donor and the University of Virginia (UVA) Foundation that is created when a donor makes an outright, irrevocable gift to the UVA Foundation, and in exchange for the gift, the UVA Foundation makes fixed payments to one or two annuitants for life based on the initial value of the gift and the age(s) of the annuitant(s) at the time the gift is made. The payments are backed by the full assets of the UVA Foundation. Upon the death of the last annuitant, the remaining market value of the gift annuity is distributed for one or more University-related purposes or to a University-Associated Organization. The Office of Gift Planning, through the UVA Foundation, administers the University’s gift annuity program. Most gift annuity assets are invested in the UVA Endowment during the annuity contract term.

Charitable Gift Annuity

A contractual relationship between a donor and the University of Virginia (UVA) Foundation that is created when a donor makes an outright, irrevocable gift to the UVA Foundation, and in exchange for the gift, the UVA Foundation makes fixed payments to one or two annuitants for life based on the initial value of the gift and the age(s) of the annuitant(s) at the time the gift is made. The payments are backed by the full assets of the UVA Foundation. Upon the death of the last annuitant, the remaining market value of the gift annuity is distributed for one or more University-related purposes or to a University-Associated Organization. The Office of Gift Planning, through the UVA Foundation, administers the University’s gift annuity program. Most gift annuity assets are invested in the UVA Endowment during the annuity contract term.

Charitable Gift Annuity Contracts

Created when a donor makes a gift of cash or marketable securities to the University of Virginia Foundation (UVA Foundation). In exchange for the gift, the UVA Foundation makes fixed payments to one or two annuitants for life based on the initial value of the gift and the age(s) of the annuitant(s). The payments are backed by the full assets of the UVA Foundation. When the contract terminates, the remaining market value of the contract is distributed for one or more University-related purposes. The Office of Gift Planning, through the UVA Foundation, administers the University’s gift annuity program. All gift annuity assets are invested during the annuity contract term.

Charitable Remainder Trusts

Established when a donor makes an outright, irrevocable gift to a trust established for such purpose. Payments are made by the trust to the donor and/or other income beneficiaries in accordance with the trust’s terms and conditions. When the trust terminates, the remaining assets in the trust are directed to charitable uses. The Rector and Visitors of the University may serve as trustee of charitable remainder trusts; however, for trusts funded with real estate, the University of Virginia Foundation may serve as trustee until the real estate is liquidated. Charitable remainder trusts may also be created outside the auspices of the University with an independent trustee. Remainder assets from external trusts may be designated to benefit the University (including schools, departments, or units) or University-Associated Organizations. UVA trusteed charitable remainder trusts may be invested in the UVA Endowment under certain circumstances.

Child

A newborn biological child, child conceived through surrogacy, or a newly placed adopted, foster, or custodial child under the age of 18.

Child Abuse and Neglect

Physical abuse, physical neglect, medical neglect, sexual abuse, or emotional/mental maltreatment of a child.

Civil Aircraft

Any aircraft except a public aircraft.

Class 3B Laser

A laser system that may be hazardous under direct and specular reflection viewing conditions, but diffuse reflection is usually not a hazard. Normally not a fire hazard. Specific controls are required for Class 3B lasers.

Class 4 Laser

A laser system that is a hazard to the eye or skin from the direct beam and sometimes from a diffuse reflection and can also be a fire hazard. Significant controls are required.

Classified Data

Data whose sensitivity level falls within a hierarchical schema established by the federal government according to the degree to which unauthorized disclosure would damage national security. Access to classified data typically requires a formal security clearance level relative to the sensitivity of the classified data for which the access is requested. Ranging from most sensitive to least, those levels include Top Secret, Secret, Confidential, and Public Trust. The misuse of classified data may incur criminal penalties and significant reputational damage.

Classified Staff Employees

Those salaried, non-faculty employees hired prior to July 1, 2006, and subject to the Virginia Personnel Act (T. 2.2, Ch. 29, Code of Virginia, §§ 2.2-2900 et. seq.).

Clear Bag Protocol

The use of a bag made of clear plastic, vinyl, or PVC which does not exceed 12" x 6" x 12" or which is a clear one-gallon plastic food storage or freezer bag.

Clearing Project

A project (in the UVa account structure) used to temporarily hold transactions that are to be transferred to another account.

Clery Act Crimes (Clery Crimes)

Crimes required by the Clery Act to be reported annually to the University community, including: criminal homicide (murder and negligent/non-negligent manslaughter); sex offenses (rape, fondling, statutory rape, and incest); robbery; aggravated assault; burglary; motor vehicle theft; arson; hate crimes (including larceny-theft, simple assault, intimidation, or destruction/damage/vandalism of property that are motivated by bias); dating violence; domestic violence; stalking; and arrests and referrals for disciplinary action for any of the following: (a) liquor law violations, (b) drug law violations, and (c) carrying or possessing illegal weapons.

Clery Reportable Location

Property that is owned, leased, or controlled by the University which includes: (1) on campus, (2) on public property within or immediately adjacent to the campus, and (3) in or on non-campus buildings or property that the University owns, controls, or leases, is frequented by students and used in support of educational purposes.

Clinician Wellness Program (CWP)

A Health System program that collaborates with the Faculty and Employee Assistance Program to identify and manage matters of individual credentialed staff physical and mental health as part of a peer review process and separate from credentialed staff disciplinary functions. The Program aids credentialed staff (and non-credentialed School of Medicine faculty) in retaining or regaining optimal professional functioning, consistent with protection of patients and standards of appropriate and professional clinical behavior.

Closed Records

Records which have restricted access due to legal or administrative confidentiality but would eventually be open. (Society of American Archivists Definition: Closed.)

Commercial Driver’s License (CDL) Drug and Alcohol Clearinghouse (Clearinghouse)

The Federal Motor Carrier Safety Administration’s (FMCSA) secure, online database where (1) the FMCSA, employers, state driver licensing agencies, and law enforcement personnel can access real-time information about CDL driver drug and alcohol program violations; and (2) employers report information about CDL driver compliance with alcohol and drug testing regulations. There are two types of Clearinghouse queries:

  • Full Query: This pre-employment (or pre-assignment for a new CDL position) review allows employers who employ drivers subject to the FMCSA’s licensing and drug and alcohol requirements to query the Clearinghouse for current and prospective employees' drug and alcohol violations before permitting those employees to operate a commercial motor vehicle on public roads. Employers can also report information to the Clearinghouse. A full query allows the employer to see detailed information about any drug and alcohol program violations in a driver’s Clearinghouse record. An employer must obtain the driver’s electronic consent in the Clearinghouse prior to the release of detailed violation information during the full query.

  • Limited Query: A limited query allows an employer to determine if an individual driver’s Clearinghouse record has any information regarding resolved or unresolved drug and alcohol program violations (a violation is unresolved if the driver has not completed the return-to-duty process) but does not release any specific violation information contained in the driver’s Clearinghouse record. Limited queries require only a general driver's consent, which is obtained outside the Clearinghouse. This general consent is not required on an annual basis and may be effective for more than one year. However, the limited consent request must specify the timeframe the driver is providing consent for.
Commercial Enterprises

Revenue-generating businesses operated for the benefit of the University community and the general public, such as retail stores or restaurants, but excluding those operated by vendors under contract to the University to provide student and retail dining services.

Commercial Filming

Filming by Unaffiliated Persons, for use as, or as part of, any work intended to be disseminated to an external audience for the purpose of recognition or pecuniary gain. Examples include motion pictures; documentaries; commercial video productions such as television shows; and commercial, fine art, or stock and still photography. Commercial Filming excludes filming in connection with authorized weddings, memorial services, meetings, and special events at the University Chapel.

Committed Effort

Any part of ‘University effort’ that is quantified and included in a sponsored program proposal and the subsequent award (e.g., two summer months, 12% time, one half of a year, three person-months, etc.). This quantified effort/time is associated with a specific dollar amount based on the employee’s Institutional Base Salary (IBS). Associated effort and funding to support this devoted effort/time can be in the form of:

  • Direct Charged Effort: Any portion of ‘committed effort’ toward a sponsored program for which the sponsor pays salary/benefits.
  • Cost Shared Effort: Any portion of ‘committed effort’ toward a sponsored program for which the sponsor does not pay salary/benefits, which instead are paid using other, non-federal UVa sources.
Compensation Factors

This includes employee qualifications, experience, performance, market pay range, and organizational strategic & operational objectives.

Compensatory Leave

Managerial approved paid time off for an eligible employee having worked additional hours in a workweek, for example, an official office closing day, a holiday, or a scheduled day off; or when a holiday falls on an employee's scheduled day off.

Competencies

Behavioral characteristics critical for successful job performance.

Complainant

An individual who is reported to be the subject of conduct that could constitute a violation of the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence or the PADHR Policy.

Complainant 1

Any person who is reported to be the subject of conduct that could constitute a violation of this policy.

Complaint

Allegation(s) of discrimination, harassment and/or retaliation, filed in good faith and in accordance with EOCR's Preventing and Addressing Discrimination, Harassment and Retaliation Complaint Procedures.

Compliance Director for EOCR

The person charged with monitoring the University’s compliance with the PADHR Policy and managing resolution of PADHR complaints under the PADHR Complaint Procedures.

Component Units

A University-Associated Organization that has been determined to be significant enough under Governmental Accounting Standards Board (GASB) guidance that it must be included in the University’s financial statements.

Compostable Materials

Materials that can be accepted by a locally available industrial composting facility, such as products that are Biodegradable Products Institute (BPI) Certified.

Conditional Offer

An offer of employment made to a final candidate that is contingent on the completion of the background check inquiry and verification that the candidate is eligible for employment in the position.

Conditions of Participation and Assumption of Risk

A written statement provided to students and GME trainees in advance of international travel that explains the extent and limits of University responsibility, defines expectations for student and GME trainee behavior when undertaking travel for University related purposes, and articulates associated risks. As part of entering their information into the University Travel Registry, students and GME trainees are required to sign this statement to acknowledge that they understand the conditions of participation and their assumption of risk.

Confidential Employee

(1) Any University employee who is a licensed medical, clinical, or mental health, or other healthcare professional [e.g., physicians, nurses, physicians’ assistants, psychologists, psychiatrists, professional counselors and social workers, and those performing services under their supervision (collectively, health care providers)], when performing the duties of that professional role; (2) any University employee when performing administrative, operational and/or related support for such health care providers; (3) any University employee who is an Athletic Trainer working under the supervision of a licensed medical or healthcare professional when performing the duties of that professional role; and (4) the University Ombuds when performing the duties of that professional role.

Confined Space

A space that includes all the following:

  1. is large enough and so configured that an employee can bodily enter and perform assigned work and;
  2. has limited or restricted means for entry or exit; and
  3. is not designed for continuous employee occupancy.

Confined spaces at the University include but are not limited to manholes, electrical vaults, boilers, wells, vessels that can be bodily entered and tanks. Generally, areas that can be entered through a door and have the same atmospheric conditions as occupied spaces, would not be classified as confined spaces.

Conflict of Interest

Real or apparent interference of one person's interests with the interests of another person, where potential bias may occur due to prior or existing personal or professional relationships.

Conflict of Interest1

A situation in which a person is in a position to derive personal benefit from actions or decisions made in their official capacity.

Constituents

Members of the University community who have a record(s) in any of the University’s official databases, such as Advance, SIS, and Workday. These individuals include students, faculty, staff, retirees, parents, donors, and alumni, as well as Health System employees, staff and faculty at the College at Wise, and employees at foundations or other University-related organizations. External constituents who do not have a record in an official database may also be constituents through other relationships, for example by providing their email addresses when subscribing to listservs or purchasing tickets to athletic or cultural events.

Consulting

Professional activities for which faculty members receive compensation, including external consulting and internal overload.

Consulting Services

Advice or assistance of a purely advisory nature provided for a predetermined fee to an agency by an outside individual or entity. Individuals providing consulting services must always meet the criteria defining an Independent Contractor.

Consumer Goods

Products bought for consumption by the average consumer.

Contingent Hire

A decision to allow the selected candidate to begin work prior to the completion of a background check.

Continuity of Operations Plans (COOP)

A functional plan providing procedures to continue operations in the wake of an incident where the normal operations of the University, school, or department are severely disrupted.

Contract

Any agreement between the University and one or more parties for performing, or refraining from performing, some specified act(s) in exchange for a valuable benefit known legally as “consideration.”

Contracted Independent Organizations

Contracted Independent Organizations (CIO) are formed by University students to offer educational, service, and social opportunities. Membership is typically comprised primarily of students, faculty, staff, alumni, but limited community membership in the organizations is possible. The University does not use the concept of "recognizing" CIOs. CIOs operate independent of the University and are not agents, servants, or employees of the University. They do not have the authority to act for or commit the University to any activity, transaction, or agreement. The University does not supervise, direct, or control CIOs’ activities.

Contracted Services

Work to be performed under contract by an independent individual or entity where the service does not consist primarily of the acquisition of goods.

Contractor Employee

An individual who is an employee of a firm that has a formal contractual relationship with the University and has been assigned to work at the University for the duration of the contract.

Control

The application of procedures which isolate, substitute materials and processes or remove contaminants so that workers or the public are protected.

Controlled Activity

An activity involving the export of controlled technology or that due to its nature or the parties involved is otherwise subject to U.S. government export controls or sanctions requirements.

Controlled Substance

A drug that has been declared by federal or state law to be illegal for sale or use but may be dispensed under a physician's prescription.

Controlled Technology

For purposes of this policy, this term includes any item, component, material, software, source code, object code, or other commodity specifically identified on the Commerce Control List [Part 774 of the Export Administration Regulations (EAR)] or U.S. Munitions List [Part 121 of the International Traffic in Arms Regulations (ITAR)]. This term also includes information to the extent required in the applicable regulation.

Cooked Food

Foods that begin raw (uncooked) and are prepared by applying heat. For the purpose of this policy, any meat, poultry, fish, or vegetable dish for which the ingredients begin raw and are then cooked by any method are considered cooked food.

Coordinating Team

The appropriate parties/offices (based on the specific situation) responsible for coordinating and facilitating the fitness for duty evaluation. The coordinating team typically includes individuals from UVA Human Resources, the Faculty and Employee Assistance Program, the Office of the Provost, and UVA-WorkMed, and if applicable, the Office of Threat Assessment, the Clinician Wellness Program, and the Office of Equal Opportunity & Civil Rights.

Copyright

A form of protection provided by the laws of the United States to “original works of authorship” including literary, dramatic, musical, artistic, and certain other intellectual works, whereby copyright owners may claim, for a limited time, certain exclusive rights to specified works. This protection is available to both published and unpublished works and gives the copyright owner the exclusive right to reproduce, distribute, sell, perform, display, or prepare derivatives of the work, and to protect a copyright against infringement. Copyright protection does not extend to an idea, procedure, process, slogan, principle, or discovery.

Cord and Plug–connected Equipment

Equipment that is powered by an electrical energy source that can be shut down by removing the cord and plug from the energy source.

Corrective Action

Any intervening verbal or written counseling action taken by a supervisor or manager to address employment problems, such as unacceptable performance, behavior, or conduct.

Cost Center

A required worktag (in the UVA account structure) that denotes the area that owns a subset of revenues and/or expenses to support management decision making or accountability.

Cost Sharing or Matching

The portion of research costs that are not borne by the sponsors. Cost Sharing on a sponsored program may be comprised of one or more of the following: Mandatory Cost Sharing, Voluntary Committed Cost Sharing, and Voluntary Uncommitted Cost Sharing.

Counseling

A verbal or written intervention that consists of a dialogue between an employee and their supervisor to address and reinforce expectations of an employee’s work performance, behavior, and/or conduct.

Course Materials

Educational material(s) prepared or provided by the Instructor for use in the delivery of a course including, but not limited to, lecture notes, syllabi, quizzes and exams, problem sets, assignments, and presentations. References to Course Material(s) in this policy refer to both original and duplicate versions. Widely available resources (e.g., published articles) are exempt from this definition.

Course of Study

One or more courses the completion of which fulfills the requirements necessary to receive an educational credential granted by a school, college, or university.

Covered Accounts

A consumer account or payment plan that involves multiple payments over time.

Covered Individuals

All University Academic Division faculty (full-time, part-time, and adjunct), staff, professional research staff, post-doctoral research associates employed by the University, and non-employee post-doctoral fellows.

Covered Members

All personnel who hold certain positions wherein they make decisions for the Academic Division and the Medical Center that may affect or involve research, especially human subjects research. Covered Members include but are not limited to:

  1. Personnel who hold senior academic or administrative positions including, but not limited to: the President, Provost, Vice Presidents, Associate and Assistant Vice Presidents, Deans, Associate and Assistant Deans, Institute and Center Directors, the Chief Executive Officer of the Medical Center; and
  2. Members of research review boards (IRBs, members of the UVA Conflict of Interest Committee, and other research ethics and compliance committee members, as appropriate.

(Board Members of UVA affiliated foundations are not included as Covered Members because by virtue of their role, they are subject to conflict of interest reporting and management processes established within the Boards they represent.)

Covered Program

An organized program involving direct contact with minors that is sponsored by a University academic or administrative unit and takes place on or off University property. It also includes an organized program involving direct contact with minors conducted by a third party that takes place on University property.

Covered Program Staff

All individuals who work with or otherwise come into direct contact with minors in a covered program. This includes members of the University (faculty, staff, Medical Center employees, and students), volunteers, and all individuals employed by, contracted by, or volunteering for a third party for a covered program.

Covered Servicemember

Current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status; or is otherwise on the temporary disability retired list, for a serious injury or illness. Outpatient status means the status of a member of the Armed Forces assigned to either a military medical treatment facility as an outpatient or a unit established for the purpose of providing command and control of members of the Armed Forces receiving medical care as outpatients.

Credential and Reference Verification

The process of checking and verifying a candidate’s references, educational and employment history, and other information pursuant to the provisions of this policy.

Credentialed Staff (Provider)

Any health care professional who holds clinical privileges at a UVA Health entity.

Credit Certificate Program

An academic program offered by one of the University’s schools in which all instruction is offered on a for-credit basis and which culminates in the conferral of a certificate by the University. There are three types of credit certificate programs:

  • Undergraduate: Curriculum is composed of undergraduate-level courses and is typically pursued by students who do not possess an undergraduate degree.
  • Post-Baccalaureate: Curriculum is composed of undergraduate-level courses and is pursued by students who already possess an undergraduate degree.
  • Graduate: Curriculum is composed of graduate-level courses and is typically pursued by students who already possess an undergraduate degree. This includes post-master’s certificates which require a master’s degree as a criterion for admission.
Criminal Background Check

The process used to obtain any information pertaining to crimes for which an individual has been charged, tried, or convicted.

Criminal Charge

An arrest or indictment by law enforcement authorities against an employee for the commission of a criminal offense.

Crisis Management Plan for Education Abroad

University protocol that serves as the basis for crisis management readiness and response for UVA education abroad programs for program directors, administrators, faculty, and staff. Published and maintained by the International Studies Office, the Office of the Dean of Students, and the International Travel Risk Management Committee.

Critical Incident Management Plan (CIMP)

The plan used by the University to efficiently and effectively manage, respond to, plan, and recover from an incident or event that might affect the University. The plan and all its contents apply to all the University’s faculty, staff, and students, including UVA Health, located in Charlottesville, Virginia. The University of Virginia’s separate campuses and College at Wise maintain their own emergency plans. The CIMP is implemented when it becomes necessary to mobilize resources to save lives and protect property, infrastructure, and the environment. The CIMP is intended to address crisis that are of a finite duration, and not long-term events, such as the COVID-19 pandemic of 2020/2021.

Critical Incident Management Team (CIMT)

Designated senior University leaders and departments who are assembled and directed by the Executive Vice President and Chief Operating Officer to manage the response and recovery from an emergency event that impacts the University. The CIMT is the team identified in the University’s Critical Incident Management Plan.

Cumulative Trauma Disorder (CTD)

Wear and tear on tendons, muscles and sensitive nerve tissue caused by continuous use over an extended period of time. Keyword “cumulative.” Disorder most commonly occurs in wrists and backs. Also called RSI – Repetitive Stress Injury

Current Student

An individual who has formally enrolled in (made a financial commitment to) an academic program of the institution. See also Prospective Student below.

Custodial Care

A placement authorized by a judgment, decree, or other order of a court providing for the legal and physical custody of a child.

Dangerous Situation

A situation involving an immediate threat to the health or safety of students, faculty, staff, patients, and visitors occurring on University Grounds, at a separate campus, or surrounding areas.

Data

Text, numbers, graphics, images, sound, or video and in any format, electronic or paper. The University regards data maintained in support of a functional unit's operation as University data if they meet at least one of the following criteria: If

  1. at least two administrative operations of the University use the data and consider the data essential;
  2. integration of related information requires the data;
  3. the University needs to verify the quality of the data to comply with legal and administrative requirements for supporting statistical and historical information externally;
  4. a broad cross section of University employees refers to or maintains the data;
  5. the University needs the data to plan; or
  6. created, received, maintained, and/or transmitted in the course of meeting the University’s teaching, research, public service, and healthcare missions.

Some examples of such University-owned data include student course grades, patient records, employee salary information, research, vendor payments, and the University's annual Common Data Set.

Data Access Approvers

University (Academic Division, the Medical Center, and the College at Wise) officials who have responsibility for confirming that requests for access correctly map to what the data users need in the way of access to the specific components of a given application required to perform job duties, and for which they have appropriate training. (The Data Access Approver will be either the Data Steward, the Deputy Data Steward, or the Executive Data Steward.)

Data Domain

The entire collection of data for which a University employee assigned the role and responsibilities of a Data Trustee, Data Steward, or Deputy Data Steward is responsible. Each Data Domain (or subdomain) has a Data Trustee and a Data Steward. Deputy Data Stewards are appointed as needed by Data Stewards to complete data stewardship activities. The data domain also includes rules and processes related to the data.

Data Stewards

University officials who have operational oversight for the life cycle of a specific data domain including the definition, intake, and usage of the data. Data Stewards will oversee the development, maintenance, and enforcement of appropriate policies, standards, and procedures for the use of data in their functional areas, including defining criteria for data access authorization and have final sign-off authority for users seeking to access, retrieve, manipulate, or view data for their respective data domains.

Data Stewards are assigned by, and are accountable to, Data Trustees. Institutional data stewards help define, implement, and enforce data management policies and procedures within their specific data domain. Institutional data stewards have delegated responsibility for all aspects of how data is acquired, used, stored and protected throughout its entire lifecycle from acquisition through disposition.

Data Trustees

Senior University officials who have planning and policy-level responsibilities for a large subset of the institution’s data resources. They: (1) oversee the implementation of this policy for their data domains; (2) determine the appropriate classification of institutional data (highly sensitive, sensitive, internal use, or public) in consultation with executive management and appropriate others; and (3) appoint Data Stewards for their data domains.

Data trustees provide a broad, university-wide view of data, approve policies, resolve questions of procedure, and ensure that data plans are consistent with and in support of university strategic plans.

Data Users

Individuals who acknowledge acceptance of their responsibilities, as described in this policy, and its associated standards and procedures, to protect and appropriately use data to which they are given access; and meet all prerequisite requirements, e.g., attend training before being granted access.

Day

A calendar day.

Deciding Official

The UVA official who makes final determinations on allegations of research misconduct and any responsive institutional actions. Currently, this individual is the Vice President for Research.

Decision Brief

Decision Brief: A written summarization of any funding increase for all capital projects.

Declared Pregnant Worker

An individual who has voluntarily informed the licensee or registrant, in writing, of their pregnancy and the estimated date of conception. The declaration remains in effect until the declared pregnant worker withdraws the declaration in writing or is no longer pregnant.

Deficit

An award where expenditures and outstanding commitments have exceeded the total amount budgeted.

Degree–Seeking Student

A student enrolled in any undergraduate or graduate degree-granting program at the University. Graduate degree-seeking students include those students enrolled in one of the University’s two professional schools (Law, Medicine).

Demotion

A reduction in work level that may be voluntary, involuntary, or disciplinary.

  • Voluntary Demotion - Is initiated or requested by the employee.
  • Involuntary Demotion - Occurs when the position held by an employee is reclassified to a lower level, is due to inadequate performance, or a matter of organizational necessity (such as reductions-in-force).
  • Disciplinary Demotion - Is imposed upon the employee as a disciplinary measure.
Department

The Department of Small Business and Supplier Diversity or any division of the Department to which the Director has delegated or assigned duties and responsibilities.

Department Continuity Planner

The designated administrator of a school/department/unit having responsibility for development and execution of a Continuity of Operations Plan pursuant to this Policy.

Departmental Keys

Master Keys issued to Deans/Department Heads for the access needs of multiple users within a department subject to approval by and in accordance with the Facilities Management Lock Shop’s key control practices for secure and auditable use.

Departmental Mail

Mail/Correspondence sent out by UVa departments for delivery to addresses outside the University system.

Deputy Data Stewards

Individuals appointed as needed by Data Stewards to complete data stewardship activities, such as authorizing or rejecting access requests based upon approval criteria established by the Data Stewards who appoint them.

Derivative Instruments (Derivatives)

A financial instrument or contract whose value is derived from the performance of underlying market factors, such as interest rates. For purposes of the policy, they are used to manage the risk of interest rate fluctuations.

Designated Academic Hiring Official

Persons designated to extend conditional offers of employment to faculty members in the academic areas of the University on behalf of the University. The president, the executive vice president and provost, and academic deans and the University librarian are designated academic hiring officials. Hiring authority may be delegated in writing by one of these individuals with the written approval of the president or the executive vice president and provost.

Designated Employee

An employee whose assigned job duties and responsibilities are considered critical to maintaining the essential operations of the University when changes in operating status occur due to an emergency event. Designated employees are first responders needed to meet the immediate needs of students, patients, research programs, or general operations.

Designated Employer Representative (DER)

The University, Medical Center, or College at Wise employee authorized to determine when an individual in a safety-sensitive function may be removed from duty or cause employees to be removed from covered duties and to make required decisions in the testing and evaluation processes. The DER also receives test results and other communications for the employer, consistent with the requirements of this part. Service agents cannot act as DERs.

  • Service Agent: Any person or entity, other than an employee of the employer, who provides services specified under 49 CFR Part 40, to employers and/or employees in connection with Department of Transportation drug and alcohol testing requirements. This includes, but is not limited to, collectors, breath alcohol technicians (BATs) and screening test technicians (STTs), laboratories, medical review officers (MROs), substance abuse professionals, and consortium/third-party administrators (C/TPAs). To act as service agents, persons and organizations must meet the qualifications set forth in applicable sections of this part. Service agents are not employers for the purpose of implementing FMCSA drug and alcohol testing regulations.
Designated Hiring Official

An individual who is authorized to extend a conditional offer of employment to individuals on behalf of the University. The president, vice presidents, academic deans of the University’s schools, and the University librarian are designated hiring officials. Hiring authority may be delegated in writing by one of these individuals with the approval of the president or the appropriate vice president.

Designated Worktag

The financial data that is used for funding other than gifts and grants such as discretionary, state appropriations, Equipment Trust Fund, including earned revenue such as tuition and Facilities & Administrative costs.

Development Plan

An annual plan jointly developed by the supervisor and employee that documents the employee’s career development goals and supporting actions for the performance period.

Digital Communications Tools

Methods of digitally communicating to constituents including, but not limited to:

  • Email
  • Text
  • Social Media (Facebook, Twitter, Instagram, Snapchat)
  • Websites
  • Digital Advertising Channels
  • Marketing Automation Platforms
  • Social Listening Tools
Direct Contact

Care, guidance, control, or supervision of minors in one-to-one or group settings.

Direct Costs

Costs which can be identified specifically with a particular sponsored program or project, an instructional activity, or any other institutional activity that can be directly assigned to such activities readily with a high degree of accuracy.

Direct Deposit

A system for electronically placing an employee's earnings in a checking or savings account at the Federal Reserve affiliated bank or financial institution of the employee's choice; also known as Electronic Funds Transfer (EFT).

Directory Information

Information contained in an education record of a student that would not generally be considered harmful or an invasion of privacy if disclosed.

Disability(ies)

A mental or physical impairment that substantially limits one or more major life activities.

Disaster

As defined in Va. Code Ann. §44-146.16 means (i) any man-made disaster, including any condition following an attack by any enemy or foreign nation upon the United States resulting in substantial damage of property or injury to persons in the United States including by use of bombs, missiles, shell fire, or nuclear, radiological, chemical, or biological means or other weapons or by overt paramilitary actions; terrorism, foreign and domestic; cyber incidents; and any industrial, nuclear, or transportation accident, explosion, conflagration, power failure, resources shortage, or other condition such as sabotage, oil spills, and other injurious environmental contaminations that threaten or cause damage to property, human suffering, hardship, or loss of life and (ii) any natural disaster, including any hurricane, tornado, storm, flood, high water, wind-driven water, tidal wave, earthquake, drought, fire, communicable disease of public health threat, or other natural catastrophe resulting in damage, hardship, suffering, or possible loss of life.

Disaster 2

An occurrence of a natural catastrophe, technological accident, or human-caused event that has resulted in severe property damage, deaths, and/or multiple injuries.

Disciplinary Action

A formal action taken in response to unacceptable performance or misconduct. May take the form of written notices, suspension without pay, or reduction in salary, demotion, or termination. The specific action taken will depend on the nature of the offense, the circumstances surrounding the offense, and the employee's previous record. In all instances, both for job performance and personal conduct, the University reserves the right to take such action as appropriate and as determined by the employee’s management.

Disciplinary Review

A process that involves reviewing the facts and circumstances surrounding misconduct or unacceptable performance to determine if disciplinary action is warranted.

Discrimination

Inequitable treatment by the University of a person based on one or more of that person's protected characteristics or statuses, excepting any treatment permitted or required by law.

Disposition

Final destruction or transfer of records to the proper archival repository. 

Dispute Resolution Proceeding

Any structured process in which a neutral assists parties to a dispute in reaching a voluntary settlement by means of dispute resolution processes such as mediation, conciliation, facilitation, partnering, fact-finding, neutral evaluation, use of ombuds or any other proceeding leading to a voluntary settlement. (This does not include arbitration.)

Divestible Quasi Endowment

A quasi endowment that permits divestment of principal provided (1) it has been invested in the account for at least five years and (2) divestment is made according to the plan submitted at the time the request for the endowment creation was made.

Donor Advised Fund (DAF)

A gift account established with the University of Virginia Foundation for the benefit of the University or a University-Associated Organization (UAO), or a combination thereof. The DAF allows donors to make an immediate, irrevocable charitable contribution and receive an immediate charitable income tax deduction while maintaining the flexibility to make gift recommendations from the DAF to the University (including schools, departments, or units) or UAOs over time, according to the terms and conditions of the DAF agreement.

Driver

A person who is authorized to drive University-owned vehicles on University business. 

Drug and Alcohol Screening

Controlled substance use and alcohol screenings conducted (1) at any of the following intervals: pre-employment/pre-duty, reasonable suspicion, random, post-accident, return-to-duty, follow-up alcohol and drug testing; and (2) pre-employment and annual searches of the Federal Motor Carriers Safety Administration Drug and Alcohol Clearinghouse (CDL-holders only) of applicants for employment and current employees.

E&G Reserves

State educational and general (“E&G”) funds, generally held at the University or vice presidential level, which are set aside for contingency or one-time initiatives. Examples include vice presidential reserves, central contingency reserves, and deferred maintenance reserves. [Note: Creation of an E&G Reserve requires the approval of the University Budget Office.]

Economic Nexus

A financial connection between a state and a non-resident seller sufficient to permit the state to assert its taxing authority over the seller (as defined by the US Supreme Court). Economic nexus is established when a seller exceeds the threshold number of transactions and/or dollar amount of sales in a given state. Once economic nexus is established, the state can require the vendor to collect and remit sales tax for products shipped into that state.

Education Abroad Program

(1) A University-sponsored academic program taught abroad, enrolling both University of Virginia and non-University of Virginia students; or (2) Education that occurs outside of the participant’s home country and results in progress towards an academic degree at a student’s home institution, including academic research.1
_______________________________________________
1Based on The Forum on Education Abroad Glossary.

Education Program or Activity

All locations, events, or circumstances over which the University exercised substantial control over both the Respondent and the context in which the Title IX Prohibited Conduct occurred and any building owned or controlled by a student organization that is officially recognized by the University.

Education Record

Any record that is directly related to a student and maintained by UVA or a party acting for UVA. Exceptions to this definition include but are not limited to:

  1. Sole possession records or private notes held by a school official that are not accessible or released to another person.
  2. Law enforcement or campus security records that are solely for law enforcement purposes and maintained solely by the law enforcement unit.
  3. Records relating to the employment of students by the institution (unless the employment is contingent on their status as students).
  4. Treatment records maintained by the UVA Student Health Center or other UVA student health clinic and disclosed only to individuals providing treatment (such records become subject to FERPA if they are being disclosed to anyone for non-treatment purposes, and also are subject to other privacy laws and regulations).
  5. Records of an institution that contain information about an individual obtained only after that person is no longer a student at that institution, i.e., alumni records.
  6. Grades on peer-graded papers before they are collected and recorded by an instructor.
Electric Power-Assisted Bicycle/Bike

A vehicle that travels on not more than three wheels in contact with the ground and is equipped with (i) pedals that allow propulsion by human power and (ii) an electric motor with an input of no more than 1,000 watts that reduces the pedal effort required of the rider and ceases to provide assistance when the bicycle reaches a speed of no more than 20 miles per hour. (As defined in Virginia Code § 46.2-100.)

Electrical Equipment

Generally, electrical equipment can be disconnected from its power source with a cord and plug at a receptacle or at a disconnect box. Equipment hardwired, such as but not limited to a breaker panel, is considered part of the facility electrical system and requires shutdown by qualified personnel.

Electronic Communications

Includes telephone communications, "phone mail," or voicemail, e-mail, computer files, text files, and any data traversing the University network or stored on University IT resources.

Electronic Device

Electronic equipment, whether owned by the University or an individual, that has a processor, storage device, or persistent memory, including, but not limited to: desktop computers, laptops, tablets, cameras, audio recorders, smart phones and other mobile devices, as well as servers (including shared drives), printers, copiers, routers, switches, firewall hardware, network-aware devices with embedded electronic systems (i.e., “Internet of Things”), supervisory control and data acquisition (SCADA) and industrial control systems.

Electronic Funds Transfer (EFT)

The electronic exchange or transfer of money from one account to another, either within a single financial institution or across multiple institutions, through computer-based systems. Both Automated Clearing House and Wire Transfers are considered EFTs.

Electronic Media

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

Electronic Nicotine Delivery Systems (ENDS)

Electronic cigarettes (e-cigarettes) and vaping devices that are battery-operated devices designed to deliver nicotine and other additives to the user in an aerosol. The cartridges contained in these devices contain a mixture of liquids, which may include propylene glycol, glycerol, nicotine, and chemical flavorings.

Electronic Proposal Routing Form (EPRF)

An internal UVA document containing critical financial and non-financial data about all proposed extramurally funded activities.

Electronic System of Travel Authorization (ESTA)

The U.S. Department of Homeland Security’s Customs and Border Protection online system that is used by international travelers to request entry to the U.S. through the Visa Travel Program.

Electronically Stored Information (ESI)

Information created, manipulated, stored, or accessed in digital or electronic form.

Eligible employees

Faculty, professional research staff, classified salaried employees, University staff, salaried research assistants, and wage employees who have been employed by the University for: (1) at least 12 months within the last seven years; and (2) at least 1,250 hours during the 12 months before the start of the leave. (NOTE: The required 1,250 hours do not have to be worked during consecutive months. However, the 1,250 hours of work requirement applies to the 12 months immediately preceding the start of the leave.)

Emancipated Individual

A person less than 18 years of age who has been declared by a court to be independent of his or her parents.

Embargo

Metadata, including the electronic thesis or dissertation (ETD) author, title, and abstract, that is publicly available through the University Library but the content of the ETD is not visible to any user at the University or otherwise.

Emergency

Any incident, whether natural, technological, or human-caused, that requires responsive action to protect life or property.

Emergency Assistance Insurance

Insurance that provides: (1) medical evacuation,(2) security evacuation, (3) repatriation of remains, and (4) emergency assistance. The required aggregate minimum coverage is determined by the Office of Property & Liability Risk Management, the Risk Management Committee for Education Abroad, and the Office of University Counsel.

Emergency Event

Any event, natural or man-made, with the potential to create unsafe conditions, cause significant injuries or deaths, shut down the University, disrupt operations, or cause physical or environmental damage. Examples include:

  • Fire
  • Hazardous Materials Incident
  • Flood
  • Severe Weather
    • Winter Weather
    • Hurricane
    • Tornado
  • Earthquake
  • Utility Failure (including Communication and Technology Systems)
  • Radiological Accident
  • Civil Disturbance
  • Explosion
  • Public Health Threat (excluding flu outbreak which is covered under State policy)
  • Acts of Violence
  • Acts of Terrorism
Emergency Notification

An announcement triggered by a significant emergency event or dangerous situation involving an immediate threat to the health or safety of the University’s faculty, staff, employees, students, patients, or visitors on University Grounds or at a separate campus. This expands upon the definition of Safety Advisory to include both Clery Act crimes and other types of emergencies or events that pose an imminent threat to the campus community.

Emergency Notification System

A mechanism established for the purpose of and dedicated to enabling University officials to quickly contact or send messages to faculty, staff, employees, and students in the event of an emergency. Examples include but are not limited to, fire alarms, sirens, UVA alerts via email/text message, digital screens, etc.

Emergency Services

The preparation for and the carrying out of functions (other than functions for which military forces are primarily responsible) to prevent, minimize and repair injury and damage resulting from natural or man-made disasters, together with all other activities necessary or incidental to the preparation for and carrying out of the foregoing functions. These functions include, but are not limited to: fire-fighting services; police services; medical and health services; rescue; engineering; warning services; communications; radiological, chemical and other special weapons defense; evacuation of persons from stricken areas; emergency welfare services; emergency transportation; emergency resource management; existing or properly assigned functions of plant protection; temporary restoration of public utility services; and other functions related to civilian protection. These functions also include the administration of approved state and federal disaster recovery and assistance programs.

Emotional Support Animals (ESA)

An animal that provides comfort, and emotional or other support to ameliorate one or more identified symptoms or effects of an individual’s disability. An ESA does not qualify as a service animal under the ADA, and an ESA is not required to be trained to perform work or tasks.
(Note: ESAs also are commonly referred to as companion or assistance animals.)

Employee 1

A person appointed through UVA Human Resources and paid through University payroll to perform services through the University, who performs services that are subject to the will and control of the University -- both what is done and how it is done. The University's right to control, not the exercise of that right, is a key factor. The University can allow the employee considerable discretion, so long as the University has the legal right to control both the methods and results of the services.

Employee 2

As used in this policy, includes all faculty (teaching, research, administrative and professional), professional research staff, university and classified staff employed by the University in any capacity, whether full-time or part-time, and all those employees in a wage or temporary status.

Employee 3

The person who initiates a complaint under this policy, and who was an employee covered by this policy at the time of the event complained of.

Employee 4

Faculty, staff, and others (including students) identified as an employee in the University’s human resource management system. Also known as the initiator or worker in the finance system.

Employee 5

An individual who is an employee (2), contractor employee, medical center employee, and/or affiliated organization employee, as well anyone else to whom University IT resources have been extended. These include, but are not limited to, recently terminated employees whose access to University IT resources have not yet been terminated, deleted, or transferred, and individuals whose University IT resources continue between periods of employment. This also includes student workers, volunteers, and other individuals who may be using state-owned or University IT resources and carrying out University work.

Employee 6

University and Classified Staff employed by the University in any capacity, full-time or part-time, and all those employees in a wage or temporary status. (This definition is used only in HRM-031.)

Employee Resource Guide for Prohibited Conduct

The University’s Resource and Reporting Guide for Employees, for Reports of Prohibited Conduct provides complete information for employees about how to locate and access University and community resources for medical and healthcare assistance and support, how to obtain supportive measures, how to report Prohibited Conduct to the University and to law enforcement, and other information that may be useful to University faculty and staff who have experienced or witnessed an incident of Prohibited Conduct.

Employment Benefits

Any benefit, other than salary or wages, provided or made available to an employee by the University including, but not limited to, group life insurance, health insurance, disability insurance, sick and annual leave, educational benefits, and retirement contributions.

Employment Services Organization

An organization that provides community-based employment services to individuals with disabilities that is an approved Commission on Accreditation of Rehabilitation Facilities (CARF) accredited vendor of the Department for Aging and Rehabilitative Services.

Enabling Language

The terms that establish and define the use of endowment earnings for an endowed professorship, as stated in documentation such as the gift agreement.

Endorsement

Any action that suggests or implies the University’s public approval or support of other organizations, companies, products, services, political parties or views, or religious organizations or beliefs.

Endowed Professorship

Named professorships funded with the interest earned by invested funds. Minimum funding levels and other details are described in the policy EXT-009: Establishment of Funds from Gifts.

Endowed Professorships

Named professorships funded with the interest earned by invested funds. Minimum funding levels and other details are described in the policy EXT-009: Establishment of Funds from Gifts.

Renewable Term or Untermed Professorships: Professorships intended to be held long-term, to which faculty may be appointed for renewable terms of at least five years (or shorter if necessary due to a faculty member’s limited contract term) or without term.
Professorships not intended to be held long-term include:
Non-renewable Professorships: Chairs with terms typically ranging between one to five years, intended to recognize and encourage excellence in an academic area in general, or specifically in research, teaching, practice, or service. These chairs do not carry an expectation of renewal but may occasionally be reassigned to the same faculty member.
Visiting Professorships: Limited term chairs designated for the purpose of attracting and funding faculty visiting from another institution or organization for a short-term period.
Positional Professorships: Termed endowed professorships associated with a specific position, such as a leadership role at the University or a faculty member affiliation with an institute, center, or initiative.
Endowment

A gift of money or income-producing property given for a specific purpose, such as research or scholarships; it can also be unrestricted for discretionary use. Generally, the endowed asset is kept intact and only the income generated by it is spent. Endowment assets may be nonexpendable, expendable for donor-specified purposes, or unrestricted with regards to spending.

Endowment Gifts

Generally, restricted funds intended to support indefinitely a specific on-going purpose desired by a donor, such as a University program or a chair. The principal is normally not expendable on a current basis under the terms of the gift. The corpus or principal is instead invested for the long-run with generated income dedicated to supporting the stated purpose(s) of the endowment indefinitely.

Energized Electrical Work Permit

The energized electrical work permit is a written description of the electrical work to be done, signatures of qualified personnel designated by the department to take responsibility for the work, the results of the electrical hazard analysis, and documentation of all safety equipment and practices that will be used. Methods to restrict unauthorized personnel from the work area and the job debriefing are also included in the permit.

Energized Work

Working on or near exposed electric conductors or circuit parts that are or can become energized because electrical power to the working equipment or system has not been shutdown.

Energy

Purchased fuels and the energy and utilities derived from them.

Energy Conservation

Initiatives and efforts aimed at achieving a reduction in energy usage and waste.

Energy Efficiency

The use of equipment that requires less energy to operate.

Energy Isolation Device

A mechanical device that is part of a piece of equipment, machinery or system that physically prevents the transmission or release of energy. Some examples include manually operated electrical circuit breakers, disconnect switches, slide gates, line valves and blocks.

Energy Management

Activities that foster energy conservation, energy efficiency, sustainability, and environmental stewardship.

Engineering Controls

Processes that may include either (1) enclosure or confinement of a work process generating harmful air contaminants; (2) general dilution ventilation or local exhaust ventilation at the point of generation.

Equipment

Tangible property costing $5,000 or more per item and having a useful life greater than one year.

Equipment Assets

Includes all the following except for fixed equipment, which is part of a building structure or its systems (such equipment is part of the cost of the building and is accounted for as such):

Equipment Trust Fund (ETF)

Funds that are provided by the Commonwealth of Virginia and managed by the State Council for Higher Education of Virginia (SCHEV) for purchasing new or upgrading obsolete equipment used for instruction and research.

Ergonomic Issues

Points of concern regarding ability to fit the workplace to the worker's needs.

Essential University Operations

University operations that must be maintained at all times include but are not limited to: services basic to health care, law enforcement, safety, daily care of students, research projects including animal care, and University infrastructure (buildings and grounds, utilities, business, financial and student information systems, and electronic communications).

eVA

The Commonwealth of Virginia's electronic purchasing system.

Evaluation

Measuring and inspecting the workplace environment to describe potential exposures and make decisions regarding their seriousness.

Evaluation Panel for Prohibited Conduct

The panel that evaluates every report of Prohibited Conduct. The Evaluation Panel may include any and all members of the University’s Threat Assessment Team and shall include, at a minimum: (1) the Title IX Coordinator, (2) a representative of the University Police Division, and (3) a representative from the Division of Student Affairs. In addition, the Evaluation Panel may include a representative from Human Resources and/or the Office of the Provost, depending on the circumstances of the reported incident and the status of the Complainant and the Respondent. A detailed description of the Evaluation Panel and the threat assessment process is set forth in the Title IX Grievance Process and the Sexual and Gender-Based Misconduct Procedures.

Event or Gathering

In-person, on- or off-Grounds assembly, meeting, or convening that brings together multiple people from separate households in a single space, indoors or outdoors, at the same time for a common purpose to conduct University business or student activity. Events and gatherings may include meetings, social events, or other extracurricular activities that bring together people for in-person interaction. Events and gatherings do not include University-scheduled classes or labs. Events and gatherings do not include settings in which people are in the same general space at the same time but doing separate activities, like dorms, offices, stores, and restaurants where people may be working, shopping, or eating in the same general area but not gathering together in an organized fashion.

Excavation

Any activity where the ground is penetrated (6 inches or more) or soil is moved, removed, or compacted, including but not limited to trenching, driving, scooping, tunneling, and any hand or machine digging operations.

Executive & Senior Administrative Staff (E&SA)

University staff employees on limited term appointments having significant administrative responsibilities and duties and exercising considerable independent discretion and having the ability to commit the University to a long-term course of action. This category includes:

  • University Executive officers including Executive Vice Presidents, Vie Presidents, and the Athletic Director but excluding academic administrators (whose primary responsibility is administrative but who oversee an academic or academic-support unit of the institution) such as the Provost, Deans, University Librarian, and VP Research.
  • The President’s direct reports.
  • Senior administrative officers with a direct reporting line to any of executives named above, academic administrators, or Presidential professional staff, for example, Associate or Assistant Vice Presidents, Associate or Assistant Deans with administrative responsibilities, Vice Provosts with administrative responsibilities, Executive Directors, Directors, or other key senior staff.
  • Head and Associate Head Coaches/Coordinators on individually negotiated contracts.
Executive Data Stewards

Senior University (Academic Division, the Medical Center, and College at Wise) officials who have planning and policy-level responsibilities for a large subset of the institution’s data resources. They: (1) oversee the implementation of this policy for their data domains; (2) determine the appropriate classification of institutional data (highly sensitive, sensitive, internal use, and not sensitive) in consultation with executive management and appropriate others; and (3) appoint Data Stewards for their data domains.

Executive Review Committee (ERC)

The University administrative committee which oversees the capital program. ERC membership includes the Executive Vice President and Chief Operating Officer, the Executive Vice President and Provost, the Senior Vice President for Advancement, the Senior Vice President of Operations, the Vice President for Finance, the Chief Accounting Officer (Medical Center) as applicable, and the Architect for the University.

Exempt Employee

An employee who is not subject to the minimum wage and overtime requirements of the Fair Labor Standards Act (FLSA) based on salary and duties performed. Exempt employees receive an annual salary for work performed until the duties of their job are complete, without expectation of pay for extended hours.

Exemption

The University’s Exemption issued under Section 333 of the FAA Modernization and Reform Act of 2012, to permit the operation of a UAS as a civil aircraft under the terms and conditions set forth in the Exemption.

Expenditure Code

Either an expenditure type code in the Grants Accounting (GA) module of the Integrated System or an expenditure object code that allows transactions using it in the General Ledger (GL) module of the Integrated System.

Expenditure Credit

Incidental, non-recurring expenditure transactions that either (a) originate from a previous disbursement for University business, where some portion of the payment is returned by the original recipient, or (b) are a reimbursement to the University for expenditures originally incurred in total by the University, but for which another organization has agreed to share the cost.

Expenditure Project

A project (in the UVa account structure) used to record expenditure activity (spending money) that must be funded by an Award.

Expert Sources and Resources

Include, but are not limited to, the U.S. Department of State Resources for Travelers, U.S. Embassies and Consulates worldwide, Overseas Security Advisory Council (OSAC), Peace Corps, Centers for Disease Control (CDC), the World Health Organization (WHO), the University’s providers of international health and emergency assistance services, foreign governments, local partners and contacts, and faculty and staff with regional expertise.

Export and “Deemed Export”

An export is any shipment or transmission of controlled technology out of the U.S. The term "deemed export" is commonly used to refer to the release of controlled information (as specified in the regulations) to a foreign national in the U.S. Under the regulations, such a transfer is deemed to be an export to the individual’s home country.

Export Control Regulations (Export Controls)

Specific government-imposed restrictions and limitations on the dissemination of controlled technology and other goods (e.g., tissue samples, agricultural products, plants, and animals) or services to foreign persons or destinations. This includes the Export Administration Regulations (EAR); the International Traffic in Arms Regulations (ITAR); Assistance to Foreign Atomic Energy Activities regulations; and any other U.S. government regulations that similarly govern exports and are applicable to University activities.

Extension Cord

Any detachable/portable 110-volt or higher voltage wiring that is used to transfer power from an outlet or power source to a power consuming device. Typically, an extension cord has one male plug on one end and one to three receptacles on the other end.

External Consulting

A professional activity related to an individual's area of expertise, where that individual receives compensation from a third party and is not acting as an agent of the University. The guiding principle is that, in consulting, an individual agrees to use their professional capabilities to further the agenda of a third party in return for an immediate or prospective gain. Consulting is not considered outside employment which may or may not directly relate to an individual’s professional discipline.

Face Covering (Face Mask)

Face coverings/masks are recommended by the Centers for Disease Control & Prevention (CDC) and the Virginia Department of Health primarily to slow the spread of COVID-19 by reducing spread of the virus from the wearer to others. They are not intended to provide protection from inhalation of small particles or virus aerosols. According to CDC guidance, an effective face covering will:

  • Cover both the mouth and the nose;
  • Fit snugly but comfortably against the side of the face;
  • Include multiple layers of tightly woven fabric or multiple layers of non-woven material, e.g., 3-ply disposable masks;
  • Allow for breathing without restriction; and
  • Be one that you will wear consistently.
Facilities and Administrative (F&A) Costs (Indirect Costs)

Costs that are incurred for common or joint objectives benefiting more than one cost objective and therefore cannot be identified readily and specifically with a particular cost objective, a sponsored program, an instructional activity, or any other institutional activity.

Facilities and Administrative (F&A) Rate

The rate the University is authorized to charge Federal sponsors to cover F&A costs for sponsored programs. 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 program). For federally funded sponsored programs, rates are applied as a percentage of the Modified Total Direct Costs supporting the sponsored program. The Federal agency that sets the University’s F&A rates is the Department of Health and Human Services.

Facility Electrical System

The facilities' electrical service such as breaker panels, switchgears and transformers and electrical distribution including lighting and branch wiring.

Faculty

For this policy, refers to academic (teaching and research) faculty and administrative and professional faculty.

Faculty and Employee Assistance Program (FEAP)

University program that provides comprehensive, confidential, onsite employee assistance services (such as short-term counseling, assessment, and referral services) to University employees and their families. (For more information, see FEAP website.)

Faculty Senate (the Senate)

A representative body consisting of members elected from each of the schools.

Faculty Wage Employee

A faculty employee who is hired to complete a short-term and/or part-time academic work assignment, such as teaching one or more courses for one or two academic terms. Faculty wage employees are not eligible for leave or other benefits and are exempt from the Fair Labor Standards Act.

Fair Labor Standards Act (FLSA)

Federal law establishing overtime pay, minimum wage and child labor requirements affecting full-time and part-time employees. Overtime pay at a rate of not less than one and one-half times the regular rate of pay is required after 40 hours of work in a workweek for those employees covered by the Act (non-exempt).

Fall Arrest Equipment

The components of Fall Arrest Equipment include a full body harness, shock absorbing lanyard or self-retractable lifeline and locking snap hooks, all of which must meet Occupational Safety & Health Administration (OSHA) criteria. Anchor points must be approved for a static load of 5000 pounds or engineered to meet a 2:1 safety factor.

Fall Prevention

A structural design to limit a fall to the same level (e.g., guardrails, aerial lifts with work platforms).

Fall Protection System

A system designed to protect personnel from the risk of falls when working at heights of four feet or greater.

Family

Includes any spouse or dependent child.

Family and Medical Leave

Provides an eligible employee with up to 12 workweeks of unpaid, job-protected leave without pay (or up to 26 weeks for qualified Military Leave) during a Leave Plan Year for the specified FMLA reasons set forth in this policy in compliance with the Family and Medical Leave Act (FMLA) of 1993.

Family Medical Leave Act (FMLA)

Provides an employee up to 12 workweeks of unpaid leave during a 12-month period for family or medical leave and ensures the employee is reinstated to the same or an equivalent position following the leave period in accordance with FMLA guidelines.

Family Members

Includes spouse, partner, children, other dependent adults, and/or other relatives.

Federal Aviation Administration (FAA)

National aviation authority of the United States.  As an agency of the United States Department of Transportation, it has authority to regulate and oversee all aspects of American civil aviation.

Federal Award

A grant, contract, or cooperative agreement received directly from a Federal agency as well as federally funded sub-awards received by the University from other organizations.

Federal Classified Research

Research whose procedures and results are legally knowable only by individuals with United States government security clearance.

Federal Motor Carriers Safety Administration (FMCSA)

A division within the U.S. Department of Transportation.

Filming

Capturing still or motion imagery with or without audio whether for live broadcast or for use at a future time.

Financial Accounting Standards Board (FASB)

The independent organization that establishes standards of accounting and financial reporting for non-governmental entities (e.g., private industry, non-profit organizations). This includes University-Associated Organizations.

Financial Conflict of Interest (FCOI)

A significant financial interest that could directly and significantly affect the design, conduct, or reporting of the investigator’s research.

Financial Institution Account
Any domestic or foreign account (checking, savings, depository, brokerage, investment, custodial, asset management, petty cash, etc.) at an institution providing financial services to the University that: 
  • Carries the name “The Rector and Visitors of the University of Virginia;” and/or
  • Uses the University’s Tax Identification Number; and/or
  • Records receipts or disbursements of University funds; and/or
  • Holds financial assets for the University; and/or
  • Processes financial transactions for the University.
Financial Interests of Covered Members

Anything of monetary value held by a Covered Member or a Covered Member’s immediate family member, including, but not limited to:

  • Gifts to Covered Members from a business, government, organization.
  • Salary, wages, or payments from an outside firm or business.
  • Ownership interests in an outside firm or business.
  • License or revenue from Institutional technology.

Financial Interest does not include salary, reimbursement, or travel payment originating from UVA; or grants or contracts processed by the UVA Office of Sponsored Programs. Specific reporting thresholds are identified and may be updated from time to time in the specific financial interests reporting systems used by Covered Members.

Financial Interests of the University

Includes:

  • Gifts or pledges to the University of $100,000 or greater from any entity or person, including real estate.
  • Royalty payments to the University which exceed $100,000 (either per transaction or in the aggregate) from the licensing of University intellectual property.
  • Equity, ownership, or financial interests held by the University where such interests have: a) a value in excess of $100,000 in publicly traded companies; or b) a value of any amount in a non-publicly traded entity.
Firework

Any combination of explosives and combustibles set off to generate colored lights, smoke, or noise.

Fireworks

A device consisting of a combination of explosives and combustibles, set off to generate colored lights, smoke and noise for amusement.1
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1The American Heritage Dictionary of the English Language, Third Edition copyright © 1992 by Houghton Mifflin Company. Electronic version licensed from INSO Corporation; further reproduction and distribution restricted in accordance with the Copyright Law of the U.S. All rights reserved..
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Firsthand Knowledge

Direct evidence of work performed. One may have this knowledge of work performance by either performing the work or through supervising the individual performing the work.

Fitness for Duty (Fit for Duty, FFD)

Possessing the physical, emotional, and mental capacities to safely and effectively perform the essential functions of an employee’s job, with or without reasonable Americans with Disabilities Act accommodation, in a manner that does not present a direct threat of harm to self or others. Fitness for duty includes, but is not limited to, being free of alcohol- or drug-induced (whether or not legitimately prescribed) impairment that affects job functioning.

Fitness for Duty Evaluation (FFD Evaluation, Evaluation)

A professional assessment of an employee’s physical, emotional, or mental capacities, that is carried out by an independent, licensed healthcare provider with expertise to determine if an employee is or is not capable of effectively performing their essential job functions without posing a threat to their own safety or the safety of others.

Fixed Assets Accounting Group

The University unit in Financial Reporting and Operations that is responsible for the accurate accounting, financial reporting, and inventorying of fixed assets (which includes but is not limited to: buildings, infrastructure, equipment, software, and library books).

Flexible Work Options

Management options allowing work from alternative work locations, or on alternative work schedules, or a combination of the two.

Flexwork Agreement

The written agreement, between the unit leader and the employee, which documents the structure and approval of the flexible work option.

FM Lock Shop

The University’s solely authorized agent for lock and key control, responsible for hardware maintenance, upgrades, and modifications, and for key creation and destruction.

Foreign National

An individual not a U.S. citizen or U.S. national (8 USC 1401 et seq).

Foreign Person

A natural person who is not a U.S. citizen, lawful permanent resident (green card holder) or protected individual (formally granted asylum or refugee status). It also means any foreign corporation, business association, partnership, trust, society or any other entity or group that is not incorporated or organized to do business in the United States, as well as international organizations, foreign governments and any agency or subdivision of foreign governments (e.g., diplomatic missions). An equivalent term used by the Department of Commerce is “foreign national.”

Foreign State

Any state or territory in the United States other than the Commonwealth of Virginia.

Form I-9

A United States Citizenship and Immigration Services form mandated for use by employers in the United States to verify the identity and employment authorization of individuals hired for employment within the United States.

Formal Complaint

A written complaint signed by the Complainant or the Title IX Coordinator, alleging conduct that implicates either the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence or the PADHR Policy, and requesting the University take action.

Foster Care

The act of temporarily assuming the responsibility of daily care and supervision for a child removed from their birth family home due to issues endangering their health and/or safety.

Foundation Data Model (FDM)

The name of the UVA chart of accounts. FDM strings are comprised of required and optional worktags and are included on every transaction.

Fraternal Operating Agreement Organizations (FOA Organizations)

FOA Organizations are groups comprised of University students that are governed by the Inter-Fraternity Council (IFC), Inter-Sorority Council (ISC), Multicultural Greek Council (MGC), and National Pan Hellenic Council (NPC), and which offer educational, service and social opportunities for their members. The University does not use the concept of "recognizing" FOA Organizations. FOA Organizations operate independently of the University and are not agents, servants or employees of the University. They do not have the authority to act for or commit the University to any activity, transaction or agreement. The University does not supervise, direct or control the FOA Organizations’ activities.

Fraternal Organizations (FO)

FOs are organizations in relationship with the University through an approved agreement and are governed by the Inter-Fraternity Council (IFC), Inter-Sorority Council (ISC), Multicultural Greek Council (MGC), or National Pan Hellenic Council (NPC), and which offer educational, service, and social opportunities for their members. The University does not use the concept of "recognizing" FOs. FOs operate independently of the University and are not agents, servants, or employees of the University. They do not have the authority to act for or commit the University to any activity, transaction, or agreement. The University does not supervise, direct, or control the FOs’ activities. FOs are comprised entirely of University students.

Fraternal Organizations (FOs)

Organizations recognized by the University through an approved agreement, which are governed by the National Pan-Hellenic Council (NPHC), the Inter-Fraternity Council (IFC), the Inter-Sorority Council (ISC), or the Multicultural Greek Council (MGC).  FOs are comprised entirely of University students and offer educational, service and social opportunities to their members.

Fraud

The intentional deception perpetrated by an individual or individuals, or an organization, which could result in a tangible or intangible benefit to themselves, the University, the commonwealth, or others. Fraud includes a false representation of a matter of fact (whether by words or by conduct, by false or misleading statements, or by concealment of that which should have been disclosed) that deceives or is intended to deceive. Intentional deception may be inferred from the totality of the circumstances, including statements and conduct, and does not need to be proven with direct evidence.

Fraudulent Transactions

A transaction involving Fraud, whether committed by internal or external parties. Examples of Fraudulent Transactions include, but are not limited to the following acts:

  • Embezzlement or financial irregularity
  • Misappropriation of cash, funds, or property
  • Authorizing or receiving payment for goods not received or services not performed
  • Misrepresentation, forgery, or falsification of financial or non-financial documents and/or entries (e.g., timesheets, payroll, leave reports, invoices, travel vouchers, academic and administrative records)
  • Misrepresentation or falsification of conflict of interest or other related disclosures
  • Misrepresentation or falsification of procurement-related information, including level of delegated authority
  • Charging personal purchases to a University account or purchasing card
  • Intentional misstatement or omission of financial, accounting, or financial reporting information
  • Taking gifts or bribes or colluding with a vendor to defraud the University
  • Submitting an invoice or a claim for reimbursement that is not substantiated or has already been paid from another source
  • Unauthorized use of:
    • University property or resources, including University information
    • University employees to perform non-University business
    • Faculty or staff identification cards
  • Knowingly:
    • Certifying compliance with regulatory or sponsor requirements when such requirements have not been met
    • Preparing financial or non-financial reports that are misleading or intended to obscure actual performance
  • Any other transaction that represents a knowing and willful violation of applicable federal or state laws and regulations or University policies and procedures.
Full Shift Modification

A decision made by the President (or designee) to require only designated employees responsible for maintaining essential University operations to report to work for a specified period of time. 

Full-Time Employee

An employee who is treated as such under University standards and practices, or whose normal work schedule is 40 hours or more per week.

Full-Time Equivalent (FTE)

A unit that indicates the workload of an employee or student in a way that makes effort comparable across various contexts. An FTE of 1.0 is equivalent to a full-time employee or student, while an FTE of 0.5 signals half of a full work or academic load.

Full-Time Equivalent (FTE)1

The ratio of the total number of hours of a full-time position in comparison to the hours on a less than full-time position.

Full-Time Faculty

A faculty member employed by UVA whose workload is 1.0 Full-Time Equivalent (FTE).

Fully Vaccinated

Fully Vaccinated: Per CDC guidance, people are considered fully vaccinated:

  • 2 weeks after their second dose in a 2-dose series, such as the Pfizer, Moderna, or Novavax vaccines;
  • 2 weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine; or
  • 2 weeks after the last dose of vaccines that have been authorized for emergency use by the World Health Organization.
Fund

Pools of money differentiated by sources and constraints placed on the use of the resources. Examples include State, Local, Restricted, Unrestricted, etc. In the University Finance System, each Fund is represented by a separate Fund number (e.g., FD001).

Fund Balance

A school’s or unit’s available cumulative net position, inclusive of operating surplus/deficit and any carryforward. Fund balances appear in the general ledger and may also be referred to as "Expendable Fund Balances." Fiscal year-end fund balances only include actuals; any other time throughout the year, fund balances include all obligations and commitments (what is expendable).

Fund Deficit

Any fund balance that is in a deficit as of fiscal year-end.

Fund Source

A fund (a five-digit alpha-numeric field in the University’s financial system, but not the Medical Center’s accounting system) that represents a pool of money differentiated by sources and constraints placed on the use of the resources. Examples include state vs. local funds, restricted, restricted expendable (earnings on endowment or gifts), unrestricted, etc. The type of funds is indicated in the chart of accounts as defined in the table below:

Fund Source

Award Prefix

Definition

Agency

FDH082 Agency Funds (Local)

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

Auxiliary

FDH053 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

FD024 Restricted Endowment Income Fund, FD007 Unrestricted Endowment Income Fund, FD011 Unrestricted Medical Center Endowment Income Fund, FD012 Unrestricted Medical Center Endowment Income Fund (State 03090

Funds from the distribution on the University’s endowment.

Facilities and Administrative Cost Recoveries

FDH054 F&A

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

Gifts

All GF accounts with the exception of those in endowed funds (income and principal)

Funds provided from donors to the University.

Grants and Contracts

FDH056 Grants & Contracts

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

Local

FDH024 Local funds with the exception of those listed in other categories

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

State

FDH017 State Funds Operational, FDH020 State Funds Non-Ops

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

Funding Proposal

The proposal record in ResearchUVA Powered by Huron that consists of application materials, critical budgetary and compliance data, and required approvals and certifications from study team participants and authorized officials.

General Academic Management Policy

Policy established under the President's authority that significantly affects activities under the authority of two or more schools.

General Administrative Policy

Policy established under the President’s or the Executive Vice President & Chief Operating Officer’s authority that significantly affects activities under the authority of two or more vice presidents or equivalent University officers, except for Area-specific Administrative Policy.

General Assets

This includes furniture, appliances, vehicles, vessels, fixtures, fittings, collections, and equipment unrelated to information technology.

General Faculty

The term “general faculty” came into use around the start of the 20th century to refer to all faculty members at the University, each of whom held tenure or were eligible for tenure in one of the University’s schools. Today, the General Faculty encompasses all academic faculty at the University and convenes once each academic year to approve the conferral of degrees in each school of the University. In the 1970’s, the University began to hire faculty members who would not be eligible for tenure. They were called “general faculty members” because they were members of the General Faculty but did not hold tenure in a school.

General Faculty Members

Tenure-ineligible salaried faculty positions that focus on teaching, research, professional practice in an academic discipline, academic librarianship, or clinical service, or provide high-level administrative or professional services in support of the institution’s academic mission.

General Funds

General tax revenues that are appropriated by the Virginia General Assembly for the use of the institution.

General Public

The general public includes all visitors to the University who are not officially affiliated with the institution.

Generally Accepted Accounting Principles (GAAP)

Widely accepted set of rules, conventions, standards, and procedures for reporting financial information.

Gift Worktag

The financial data that is used for pledges, outright contributions received from private sources, or activities supported by an external party (i.e., donor).

Gifts

Pledges, outright contributions received from private sources, or activities supported by an external party (i.e., donor) in exchange for which no goods or services are expected, implied or forthcoming to the donor, and in which no proprietary interests are to be retained by the donor.

Gifts or Other Special Benefits

Money, meals, loans, entertainment, advances, favors, special discounts, certificates, coupons, services, free merchandise or any other thing of value other than frequent flyer miles, hotel points, and rental car points.

Good Faith Allegation

Allegation made with the honest belief that research misconduct may have occurred. An allegation is not in good faith if it is made with knowing or reckless disregard for information that would negate the allegation.

Goods

Tangible property for sale, lease, or rental (i.e., merchandise, commodity, etc.).

Governmental Accounting Standards Board (GASB)

The independent organization that establishes standards of accounting and financial reporting for U.S. state and local governments, including public institutions of higher education.

Governmental Function

An activity undertaken by a government, such as national defense, intelligence missions, firefighting, search and rescue, law enforcement (including transport of prisoners, detainees, and illegal aliens), aeronautical research, or biological or geological resource management.

Government–Furnished Equipment (GFE)

Equipment provided by a federal sponsor where title remains with the federal government and does not become University property.

Grace Period

A maximum of up to two hours past the start of the normal shift to report to work.

Graduate Assistantship

A form of graduate student employment that involves a supervised educational experience, wages, and tuition aid (see Section 6: “Qualified Assistantships and Tuition Remission” below). Graduate assistantships at the University include graduate teaching assistants (GTAs) and graduate research assistants (GRAs). (For further detail see Section 1: “Types of Assistantships” below.)

Graduate Medical Education (GME) Trainee

An individual who is employed by the University of Virginia Medical Center as a trainee in an Accreditation Council for Graduate Medical Education (ACGME) accredited or non-ACGME accredited post-graduate training program.

Graduate Teaching Assistants (GTAs)

Graduate students who have instructional assignments in classrooms or laboratories.

Grant Worktag

The financial data that is used for activity that meets the University’s policy definition of a sponsored program (e.g., federal, state, local, and private).

Greenhouse Gas Emissions

Emissions which occur during the combustion of fossil fuels such as natural gas, fuel oil, diesel, gasoline, kerosene, propane, and coal. These are typically calculated based on metric tons of equivalent carbon dioxide (MTeCO2).

Grievance

An unresolved complaint concerning the application of University policy, practice, or procedure that is communicated in writing by a University staff employee to an appropriate University official, usually the employee’s supervisor.

Group Travel Involving Students

UVA faculty-led study abroad programs and travel of groups for University-related purposes led/organized by UVA faculty, staff, or students.

Harassment

Unwelcome conduct directed against a person based on one or more of that person’s protected characteristics or statuses, which conduct is so severe or pervasive that it interferes with an individual’s employment, academic performance or participation in University programs or activities, and creates a working, learning, program or activity environment that a reasonable person would find intimidating, hostile or offensive.

Harmful Air Contaminants

Includes, but is not limited to, dusts, fibers, smoke, sprays, aerosols (including biologically-derived), gases, fumes and vapors.

Hazard Assessment Survey (HAS)

A walk-through survey of work areas for the purpose of identifying sources of hazards to faculty, staff, or students. Basic categories that should be considered include but are not limited to: impact from flying objects, moving machinery or falling objects; penetration from sharp objects that can pierce the feet or cut hands; compression (roll-over of loads or heavy materials); exposure to harmful dust or chemicals; exposure to high heat or temperature extremes; exposure to light (optical) radiation from welding operations or work with lasers and electrical hazards; and exposure to noise.

Hazardous (Chemical) Waste

According to the Environmental Protection Agency and the Virginia Department of Environmental Quality, any waste or combination of wastes which pose a substantial, present or potential, hazard to human health or living organisms because such wastes are non-degradable or persistent in nature or because they can be biologically magnified, or because they can be lethal, or because they may otherwise cause or tend to cause detrimental cumulative effects.

Hazardous (Chemical) Waste at the University of Virginia may include but is not limited to the following:

  • Unwanted and expired chemicals.
  • Waste from laboratory processes.
  • Waste from maintenance processes.
  • Waste from landscaping and turf management processes (e.g. fertilizers and pesticides).
  • Waste from construction processes.
  • Aerosol cans, fluorescent light bulbs, and ballasts.
  • Damaged/defective batteries (e.g., lithium, lithium-ion).
Hazardous Chemical

Any chemical that can cause a physical and/or a health hazard. Hazardous chemicals include but are not limited to: cancer- causing agents (carcinogens), reproductive toxins (teratogen, mutagen), acute toxins, corrosives, irritants, sensitizers, and flammables.

Hazardous Equipment

Powerful equipment which presents risk of injury through mechanical or physical forces such as but not limited to: high speed cutting blades, drills, lathes, computer numerical control milling and routing machines, plasma cutters, systems involving high pressure or vacuum, etc.

Hazardous Materials

Agents, whether solid, liquid or gas, that can harm persons or other living organisms, property or the environment. These would include materials which are radioactive, biological, flammable, explosive, corrosive, or toxic.

Hazardous Materials1

Hazardous chemical, biological, or radiological materials. A hazardous chemical is any chemical that can cause a physical and/or a health hazard. Hazardous chemicals include, but are not limited to, cancer- causing agents (carcinogens), reproductive toxins (teratogen, mutagen), acute toxins, corrosives, irritants, sensitizers, and flammables.

Hazing

Any action or situation created by one or more members, advisors, or coaches of a student organization (including athletic teams) toward other organization members or prospective members that intentionally or recklessly threatens or produces mental or physical harassment, humiliation, fatigue, degradation, ridicule, shock, or injury. The action or situation is in connection with initiation, admission, affiliation, or ongoing membership in the organization, may occur with or without the consent of the participants, and may occur on or off University Property.

Examples of actions and situations that may constitute hazing include, but are not limited to, the following*:

  • Paddling;
  • Kidnapping;
  • All forms of physical activity which are used to harass, punish, or harm an individual;
  • Forced excursions or road trips;
  • Confinement;
  • Spraying, painting, or pelting with any substance;
  • Burying in any substance;
  • Nudity with the intent to cause embarrassment;
  • Servitude;
  • Exposure to uncomfortable elements;
  • Verbal abuse;
  • Wearing of apparel that is conspicuous and/or indecent;
  • Coerced consumption of alcohol or any other substance, legal or illegal;
  • Being forced or coerced to engage in any kind of sexual activity;
  • Depriving students of sufficient sleep (six consecutive hours per day is normally considered to be a minimum);
  • Coerced burning, branding, or tattooing any part of the body;
  • Psychological hazing, defined as any act which is likely to:
    • Compromise an individual’s dignity;
    • Cause an individual embarrassment or shame;
    • Cause an individual to be the object of malicious amusement or ridicule; or
    • Cause an individual emotional distress;
  • Interrogating an individual in an intimidating or threatening manner;
  • Misleading prospective members in an effort to convince them that they will not become members unless they complete tasks, follow instructions, change class/personal schedules, or act in a certain way;
  • Misleading prospective members into believing that they will be hurt during induction or initiation;
  • Carrying any items (shields, paddles, bricks, hammers, etc.) that serve no constructive purpose or that are designed to punish or embarrass the carrier;
  • Blindfolding and parading individuals in public areas, blindfolding and transporting in a motor vehicle, or privately conducting blindfolding activities that serve no constructive purpose;
  • Binding or restricting an individual in any way that would prohibit them from moving on their own;
  • Requiring or suggesting that an individual obtain or possess items or complete tasks in an unlawful manner (e.g., for a scavenger hunt); and
  • Prohibiting an individual from social contact or from associating with other individuals or groups.

Note: *Examples included in the list have been adapted from the Commonwealth of Virginia’s model hazing prevention policy as developed by the State Council of Higher Education for Virginia.

Health

Freedom from physical pain or disease.

Healthcare Provider

A doctor of medicine or osteopathy who is authorized to practice medicine or surgery (as appropriate) by the state in which the doctor practices or any other person determined by the Secretary of Labor or person designated by the Secretary to be capable of providing health care services. Others capable of providing health care services include only podiatrists, dentists, clinical psychologists, optometrists, chiropractors, nurse practitioners and nurse-midwives authorized to practice in the state and performing within the scope of their practice as defined under state law. This includes Christian Scientist Practitioners listed with the First Church of Christ, Scientist in Boston, Massachusetts. Where an employee or family member is receiving treatment from a Christian Science Practitioner, such employee may not object to any requirement from an employer that the employee or family member submit to examination (though not treatment) to obtain a second or third certification from a health care provider other than a Christian Science Practitioner except as otherwise provided under applicable state or local law.

Highly Sensitive Data

Data that require restrictions on access under the law or that may be protected from release in accordance with all applicable laws or regulations, such as Virginia Code § 18.2-186.6. Breach of Personal Information Notification. Highly Sensitive data (HSD) currently include personal information that can lead to identity theft. HSD also includes health information that reveals an individual’s health condition and/or medical history.

Specific examples include, but are not limited to:

  • Any store or file of passwords or user-ids and passwords on any multi-user system or computer.
  • Personal information that, if exposed, can lead to identity theft. This may include a personal identifier (e.g., name, date of birth) as well as one of the following elements:
    • Social security number;
    • Driver’s license number or state identification card number issued in lieu of a driver’s license number;
    • Passport number;
    • Financial account number in combination with any required security code, access code, or password that would permit access to a financial account;
    • Credit card or debit card number, including any cardholder data in any form on a payment card; or
    • Military Identification Number.
  • Health information, which is any information that, if exposed, can reveal an individual’s health condition and/or history of health services use, including information defined by Health Insurance Portability and Accountability Act (HIPAA) as protected health information (PHI).
  • Cardholder Data (CHD): Primary cardholder account number that identifies the issuer and a particular cardholder account, which can include cardholder name, expiration date and/or service code.

Note: Credit card numbers must never be stored either alone or in combination with any other identifiers.

Also considered HSD are any form of personally identifying information in combination with social security number (SSN), driver’s license number, passport number, financial account number and required security code, and/or military ID number. For example, computing ID and driver’s license number, or home address and SSN.

Hispanic American

A person having origins in any of the Spanish-speaking peoples of Mexico, South or Central America, the Caribbean Islands, or other Spanish or Portuguese cultures and who is regarded as such by the community of which this person claims to be a part.

Historically Black College or University (HCBU)

Includes any college or university established prior to 1964 whose principal mission was, and is, the education of black Americans; accredited by a nationally recognized accrediting agency or association determined by the Secretary of Education.

Honorarium

A token of appreciation paid to an individual for services performed for which payment is not required. The services involved vary but are generally associated with oral presentations made at University sponsored functions. The arrangement between the individual and the University is informal. It does not involve a contract, and invoicing is not required. An employee may not receive an honorarium from the University.

Hoos Involved

A web-based content submission interface that provides the platform for content uploading, queuing, review, and approval prior to the content being added to a playlist (https://virginia.presence.io/form/hooview-submission-form).

HooView Network

A network of video display screens mounted in buildings on the University of Virginia Grounds which are connected to a cloud-based Content Management System (Visix hosted) maintained by Information Technology Services.

Host State

U.S. state or territory outside of the Commonwealth of Virginia in which an out-of-state educational activity occurs. All U.S. states and territories maintain the authority to define what educational activities require authorization in their jurisdiction. The University must ascertain and comply with all applicable authorization and reporting requirements.

Hoteling

A work arrangement where the employee works from an alternate work location at a state agency site that is closer to the residence of the employee than their University work site. The alternate work site may be any state agency work site that provides broadband internet access. 

Hours Worked

The Fair Labor Standards Act currently defines “hours worked” as “all time spent in physical or mental exertion controlled or required by the employer and pursued necessarily and primarily for the benefit of the employer or his business.” Hours worked include all time the employee in a non-exempt position is performing work for the employer. Paid time off, paid holidays, and other University special paid event times do not qualify as “hours worked.”

Household Goods

Furniture, appliances, and other items used for furnishing and maintaining a residence.

Human Resources Management System (HRMS)

The current human resources management system or human resources information system used for tracking and maintaining an electronic record of employee time and attendance, leave, benefits administration, pay details, performance management, and related human resources documentation.

Human Subject

An individual, including that individual’s data and biospecimens, who meets the definition of “human subject” in 45_CFR_46 and/or 21_CFR_56 and/or “subject” in 21_CFR_812.

Human Subjects Research

All research meeting the definition of ‘research’ performed with ‘human subjects’ as defined in the Federal Common Rule (45CFR, Part 46 and 21CFR Part 56), regardless of the source of research funding or whether the research is otherwise subject to federal regulation. In the event that the Common rule definitions of ‘human subject’ or ‘research’ are modified through rulemaking, any such revisions shall apply for the purposes of this policy.

Human Trafficking

The use of force, fraud, or coercion to obtain some type of labor or commercial sex act (refer to 22 U.S. Code Chapter 78 – Trafficking Victims Protection).

Hyperlink or hypertext link

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 without compensation.

Identification Document

A University- or government-issued document stating the individual’s name and containing their photograph.

Identifying Information

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

Identifying Information2

Any data that could potentially identify a specific individual, including but not limited to: (i) name; (ii) date of birth; (iii) social security number; (iv) driver's license number; (v) bank account numbers; (vi) credit or debit card numbers; (vii) personal identification numbers (PIN); (viii) electronic identification codes; (ix) automated or electronic signatures; (x) biometric data; (xi) fingerprints; (xii) passwords; or (xiii) any other numbers or information that can be used to access a person's financial resources, obtain identification, act as identification, or obtain money, credit, loans, goods, or services.

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.

Incident

Any unsafe act performed by an operator or near misses that could have resulted in injury or property damage.

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.
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 any externally attached storage devices (e.g., thumb drives).

Industrial Hygiene

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

Ineligible for Rehire

University employees terminated for serious misconduct or behavior or policy violations may be deemed Ineligible for Rehire in any type of University employment.

Ineligible for Rehire Period

Ineligible for Rehire periods are based on the reason or reasons for the involuntary termination or separation. The recommended time frames that employees shall be ineligible for rehire range from one to five years and may include permanent disqualification from University employment.

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 which the University is legally or contractually bound to protect or which support critical University functions,
  • disrupted information technology service, or
  • a violation of the University’s information security policies, standards, or procedures.

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, Protected Health Information (PHI), research data.
  • 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 a computing account or system.
  • Use of information technology resources for unethical or unlawful purposes [incidents involving employees and pornography should be reported directly to Employee Relations (UVA HR)].
  • Contact from the FBI, Secret Service, Department of Homeland Security or other law enforcement organizations regarding a University electronic device that may have been used to commit a crime.
Information Technology (IT)

Includes any equipment or interconnected system or subsystem of equipment that is used in the acquisition, creation, conversion, display, duplication, exchange, interchange, manipulation, management, movement, processing, reception, storage, or transmission of data or information. It includes, but is not limited to: (1) the internet and intranet websites, content delivered in digital format, electronic books and electronic book reading systems, search engines and databases, learning management systems, classroom technology and multimedia, personal response systems (clickers), and office equipment such as audio/digital classroom podiums, copiers, and fax machines; and (2) telecommunications products (such as telephones), information kiosks, automated teller machines (ATMs), transaction machines, computers, ancillary equipment, software, firmware and similar procedures, services (including support services), and related resources.

Information Technology (IT) Resources

All resources owned, leased, managed, controlled, or contracted by the University involving networking, computing, electronic communication, and the management and storage of electronic data regardless of the source of funds including, but not limited to:

  • Networks (virtual and physical), networking equipment, and associated wiring including, but not limited to: gateways, routers, switches, wireless access points, concentrators, firewalls, and Internet-protocol telephony devices.
  • Electronic devices containing computer processors including, but not limited to: computers, laptops, desktops, servers (virtual or physical), smart phones, tablets, digital assistants, printers, copiers, network-aware devices with embedded electronic systems (i.e., “Internet of things”), and supervisory control and data acquisition (SCADA) and industrial control systems.
  • Electronic data storage devices including, but not limited to: internal and external storage devices (e.g., solid state and hard drives, USB thumb drives, Bluetooth connected storage devices), magnetic tapes, diskettes, CDs, DVDs.
  • Artificial intelligence tools, including generative AI tools such as UVA Copilot and UVAChat+.
  • Software including, but not limited to: applications, databases, content management systems, web services, and print services.
  • Electronic data in transmission and at rest.
  • Network and communications access and associated privilege.
  • Account access and associated privileges to any other IT resource.
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 day of the month following the new Staff Wage Employee’s hire date. For example, a new Staff 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 that the University and/or University Physicians Group (UPG) pays for an individual’s appointment, whether that individual’s time is spent on research, instruction, administration, or other activities (e.g., patient care or proposals preparation).

Institutional Compliance Program

A formal program that supports the University’s commitment to following policies and standards of conduct to assist in its compliance with applicable federal, state, and other regulations.

Institutional Conflict of Interest (ICOI)

A situation in which the Financial Interests of the University or Financial Interests of Covered Members might affect or reasonably appear to affect Institutional Activities Affecting or Involving Research.

Institutional Official

The Vice President for Research or their 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

Shops, studios, makerspaces, fabrication shops, laboratories, classrooms, or other areas where education, hands-on instruction, training, research, or student-supported activities are conducted, in both on- and off-grounds locations.

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 rank of Instructor as defined in policy PROV-029: Faculty Appointment Types and Titles.

Intangible Personal Property

Property other than real property, whose value stems from intangible elements rather than physical or tangible elements. Examples of intangible personal property include patents, copyrights, licenses, and royalties.

Intermittent Leave

Leave taken in separate periods of time due to a single illness or injury, rather than for one continuous period, and may include leave of periods from an hour or more to several weeks. Examples of Intermittent Leave include leave taken on an occasional basis for medical appointments or leave taken several days at a time, spread over a period of six months, such as for chemotherapy.

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 commercial banking services.

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.

Internal Use Data

Data that is typically a public record available to anyone by the Virginia Freedom of Information Act (FOIA) but is also not intentionally made public (see the definition of public data). Examples may include salary information, contracts, and specific email correspondence not otherwise protected by a FOIA exemption. For a complete list, see Code of Virginia § 2.2-3700 Virginia Freedom of Information Act.

International Health and Emergency Assistance Insurance

Healthcare, medical evacuation, security evacuation, repatriation of remains, and emergency assistance insurance coverage for individuals on University-related international travel.

International Travel

Travel to outside of the 50 United States and the District of Columbia. NB: travel to U.S. territories and other possessions of the U.S. is considered international travel and is thus subject to the requirements of this policy.

International Travel Registry

A confidential and secure database maintained by the University’s International Studies Office for tracking travel itinerary and contact information for persons on University-related international travel.

International Travel Risk Management Committee

Advises the vice provost for global affairs on matters related to international faculty, staff, and student travel. Membership comprises representatives from the Offices of University Counsel (non-voting, advisory role), Property & Liability Risk Management, Executive Vice President and Chief Operating Officer, International Studies, Student Health and Wellness, Dean of Students, Vice President for Research, Graduate and Postdoctoral Affairs, and Emergency Management. The Committee also includes at least three faculty members from schools with a particularly high level of student travel abroad programs, each of whom serves a three-year term.

Investigation

The formal development of a factual record and the examination and evaluation of that record 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).

Ionizing Radiation

Alpha particles, beta particles, electrons, protons, gamma rays, x-rays, neutrons, and other particles capable of ionizing materials.

IT Project

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

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.

Job Family

A group of job titles based on similar types of work and expertise. Job titles are grouped into Job Families based on a common focus (for example, Student Services, Trades, or Finance).

Just Report It

The University’s online reporting tool for members of the University community to report of alleged Prohibited Conduct and PADHR Conduct, as well as bias and other forms of misconduct.

Justification

The process to justify exceptions to shutting down electrical energy sources prior to doing the work. The department designee(s) must document the justification to do the work with equipment or systems still energized. Energized work on facility electrical systems including equipment permanently connected (hard-wired) to the facilities’ electrical systems will require an Energized Electrical Work Permit.

Key Control System

The University’s official database of lock and key hardware as well as authorized users.

Key Employee

A salaried employee, eligible under the provisions of the Family Medical Leave Act of 1993, who is among the highest paid 10 percent of all the employees employed by the employer within 75 miles of the employee’s worksite.

Key Position

A position within the highest paid 10 percent of all the University's employees, working within 75 miles of the University’s facility.

Laboratory Notebook

The logbook of all processes and procedures performed in the course of research which shall be kept in such a manner as to enable an investigator to reproduce the steps taken.

Law Enforcement Officer

Any sworn law-enforcement officer who has the duty and obligation to enforce the penal or traffic laws of the Commonwealth of Virginia, or any portion thereof, as certified by his appointing authority and including, but not limited to, any person appointed pursuant to §§ 4.1-100, 9.1-101, 15.2-1609, 15.2-1700, 23.1-809, 29.1-200, 30-34.2:1, 52-1, 53.1-1, 53.1-143, and 66-25.3 of the Code of Virginia; any attorney for the Commonwealth as provided in § 18.2-308 B 9 of the Code of Virginia; any conservator of the peace exempt from § 18.2-308 A of the Code of Virginia pursuant to § 18.2-308 C 4 of the Code of Virginia; and any sworn federal law-enforcement officer or agent and any law-enforcement agent of the armed forces of the United States who is authorized to carry a weapon by federal law and who is within his territorial jurisdiction or who is contracted with the university to provide services within the university's territorial jurisdiction and who is on duty or providing services to the university.

LBP Management Activity

Any activity that involves the incidental disturbance of LBP, including repair, surface preparation or repainting of surfaces that contain LBP, or the removal/disturbance of building components containing LBP. This does not require State-Licensed Contractors, Workers or Supervisors, but does require OSHA and EPA compliance.

LBP Risk Assessment

An assessment performed by a State Licensed LBP Inspector/Risk Assessor of the condition of LBP and the relative hazard potential resulting from its presence. This assessment includes a combination of visual inspection of painted surfaces, settled dust testing, soil testing and a report detailing the results and plans for proper in-place management to insure the safety of building residents, occupants, visitors and maintenance/custodial personnel, until such paints are properly removed.

Learning in Action at UVa

A web-based content submission interface that provides the platform for content uploading, queuing, review and approval prior to the content being added to a playlist (www.atuva.net).

Leased or Rented Vehicle

A vehicle that is licensed for road use which by agreement has been leased or rented by the University from a third party for University business use and is not owned by the University.

Leave

An authorized absence from work for various reasons such as vacation, personal illnesses, family illnesses, bereavement, attend to personal business, etc. Most types of leave are paid. However, unpaid leave time may be granted under some circumstances.

Leave Plan Year

Begins with the first day of the pay period which includes January 1 (known as pay period 1) and ends on the last day of the pay period preceding pay period 1 of the following year.

Leave With Partial Pay

Approved temporary reduction of a faculty member’s workload accompanied by a commensurate reduction in salary (for example, a faculty member who is approved for half-time leave retains approximately half of his/her regular responsibilities for a specified period of time, during which he/she receives 50% of his/her salary). A faculty member on leave with partial pay usually retains full-time benefits, including health insurance, although the employer’s retirement contribution during the period of leave will vary depending on the type of leave. For most types of leave with partial pay, the faculty member’s reduced salary must be sufficient to allow for deduction of the employee’s share of the health insurance premium.

Leave With Partial Pay1

Approved temporary reduction of a Professional Research Staff member’s workload accompanied by a commensurate reduction in salary (for example, a Professional Research Staff member who is approved for half-time leave retains approximately half of their regular responsibilities for a specified period of time, during which the Professional Research Staff member will receive 50% of their salary).

Leave Without Pay

Approved absence of up to two consecutive years from the University during which a faculty member does not receive salary; availability of benefits during a leave without pay depends on the type of leave.

Leave Without Pay1

Approved absence of up to two consecutive years from the University during which a Professional Research Staff member does not receive salary.

Leave Year

For the purposes of tracking unpaid leave taken by faculty under the federal government’s Family and Medical Leave Act, the leave year begins each year on the first day of the pay period that includes January 1. Otherwise, faculty leave periods that reset annually (i.e., annual leave) do so at the start of each fiscal year.

Leave Year 1

For the purposes of tracking unpaid leave taken by professional research staff under the federal government’s Family and Medical Leave Act, the leave year begins each year on the first day of the pay period that includes January 1. Otherwise, Professional Research Staff leave periods that reset annually (i.e., annual leave) do so at the start of each fiscal year.

Lecture Notes

Verbatim or summary notes of classroom lectures in/for courses at the University of Virginia.

Licensee

The University as a recipient of a Commonwealth of Virginia Radioactive Materials license issued under the regulations in the Virginia Administrative Code (VAC) 12 VAC5-481.

Life Income Gift

A charitable remainder trust, charitable gift annuity, or pooled income fund contribution.

Life Insurance

Any term or permanent insurance policy including whole life, universal life, variable life, and variable universal life, for which the University or a University-Associated Organization may be named as owner and beneficiary or simply named as beneficiary.

Limited Access

Metadata, including the electronic thesis or dissertation (ETD) author, title, and abstract, that is publicly available through the University Library but the full content of the ETD is restricted to UVA users who possess valid network access, as well as any member of the public accessing the UVA network on Grounds.

Limited Term Appointment

A University Executive & Senior Administrative staff position having a defined term renewable for successive terms, usually ranging from one to three years.

Limited Term Appointment

A University Executive & Senior Administrative staff position having a defined term renewable for successive terms, usually ranging from one to three years.

Local Funds

Restricted and unrestricted resources composed of gifts, endowments, and endowment income. Some exceptions to State and Sponsored Program limits can be processed using these funds.

Location Agreement

A contract between a filmmaker and a property owner permitting use of the property in a specified work. Location agreements allow the filmmaker to enter University property for the purpose of filming and address the filmmaker’s right to use the recording, insurance and liability requirements, and restrictions on use of the University’s trademarks.

Lock Out

The placement of a Lock Out Device including a padlock on the Energy Isolating Device of a piece of equipment, machinery, or system. The placement is done in accordance with the department’s established procedures to ensure the energy isolation device and equipment being controlled cannot be operated until the lock out device is removed. Only the Authorized Person who placed the lock on can remove it at the completion of the job. Procedures must include those conditions when personnel other than the Authorized Person can also be affected by accidental release of hazardous energy. An example would be multiple personnel performing work activities in a controlled space (e.g., electrical power has been secured to a work area, equipment, machinery, or system). During Lock Outs by multiple personnel, the equipment, machinery, or system must remain secured until the last Authorized or Affected personnel has completed their work task and has removed their lock.

Lock Out Device

A device that uses a positive means such as a lock to hold an Energy Isolation Device safely and prevent the start up of a machine or equipment. Lock Out devices include valve wheel covers, ball valve locks, locks for circuit breakers, and plug and switch plate locks.

Locks

An individually keyed padlock personally assigned to an Authorized Person or Affected Person that is used with a lock out device to control and isolate energy sources.

Logo

A graphic representation or symbol of the University’s name, trademark, abbreviation, etc., often uniquely designed for ready recognition.

Long–Term Pool

An investment pool managed by the University of Virginia Investment Management Company which invests the commingled assets of the University, Medical Center, and University-Associated Organizations to maximize long-term returns commensurate with the risk tolerance of its investors.

Major Capital Projects Program

The capital project plan, updated annually and approved by the Board of Visitors.

Major Disaster

As defined in the Stafford Act, a major disaster means any natural catastrophe (including any hurricane, tornado, storm, high water, wind-driven water, tidal wave, tsunami, earthquake, volcanic eruption, landslide, mudslide, snowstorm, or drought), or, regardless of cause, any fire, flood, or explosion, in any part of the United States, which in the determination of the President causes damage of sufficient severity and magnitude to warrant major disaster assistance under this Act to supplement the efforts and available resources of States, local governments, and disaster relief organizations in alleviating the damage, loss, hardship, or suffering caused thereby.

Major Life Activities

Include, but are not limited to, caring for oneself, performing manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, and working. A major life activity also includes the operation of a major bodily function, including but not limited to, functions of the immune system, normal cell growth, digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine, and reproductive functions.

Management Agreement

The agreement between the University and the Commonwealth required by Subsection D of § 23.1-1004 of the Restructuring Act.

Management Plan

For this policy, an action plan to address a financial conflict of interest, which can include reducing or eliminating the financial conflict of interest, to ensure, to the extent possible, that the design, conduct, and reporting of research will be free from bias.

Managerial & Professional Staff Employee (M&P)

University staff employees who manage a division or subdivision of a major academic or administrative unit and/or exercise significant knowledge, discretion and independent judgment gained through advanced education or experience. This category includes coaches, other than Head or Associate Head Coaches/Coordinators, on individually negotiated contracts. M&P Staff are typically exempt employees under the provisions of the Fair Labor Standards Act (FLSA), and therefore not subject to the FLSA provisions governing the payment of overtime.

Mandatory Cost Sharing

Cost sharing required by the sponsor as a condition of obtaining an award. Such requirements are generally incorporated in the funding opportunity announcements or solicitations or required by legislation and will be considered as an award requirement by the sponsor.

Man–made Disaster

An event caused by the action of one or more persons that imperils life and property and produces danger or the imminent threat of danger through exposure to biological, chemical, or radiological hazards, as defined in Va. Code §44-146.16. Examples include large spills resulting from transportation or industrial accidents, and effects of terrorist acts. Some man-made disasters may also be called technological disasters.

Mark

A trademark or service mark.

Marketable Security

Any security, stock, debenture, share or other interest capable of being sold in a liquid market or readily converted to cash.

Mass Digital Communication

A digital communication to 500 or more constituents, whether in total or segmented at the individual level or in small groups, and regardless of whether from a single sender or grouped senders, that use data from a University database and a digital communications tool.

Mass Transit Standards

A passenger transportation system in which the vehicle capacity for transporting passengers is greater than 18 passengers with a passenger count of 30 passengers per hour or more.

Master Key

By distinction of its unique “cut,” this is a key capable of unlocking multiple uniquely pinned locks, therefore performing as multiple keys.

Medical Center Employees

Individuals employed by the University of Virginia Medical Center in any capacity.

Medical Review Officer (MRO)

A licensed physician trained and certified to review the lab results and validate whether a test is positive. MROs receive laboratory confirmed urine drug test results; determine whether there is a legitimate medical explanation for a laboratory confirmed positive, adulterated, or substituted result; and review and report a verified result to the Designated Employer Representative in a timely and confidential manner.

Merchant

A University unit that accepts payment cards (MasterCard, Visa, Discover, and American Express) as payment for goods or services. Merchant also includes any University-affiliated party that directly or indirectly accepts funds from payment cards under the University’s merchant account managed by University Payment Card Services and has agreed to abide by applicable policies and associated procedures.

Merchant Account

A unique identification number assigned to a merchant by MasterCard/Visa/Discover and American Express that binds the merchant to Payment Card Rules and Regulations.

Messenger Mail
Mail/Correspondence sent out by UVa departments for delivery to addresses within the University system.
Metal Detection Equipment

An instrument which detects the presence of metal, including a handheld unit used to scan individuals or a standing structure which a person passes through.

Micro Business

Certified small business that has no more than 25 employees and no more than $3 million in average annual revenue over the three-year period prior to their certification.

Military Service Marks

Those emblems, coats of arms, initials, symbols and other military identifiers used by the Department of Defense and Military Departments for official purposes, including the marks displayed below:

Military service marks
Minor (child)

An individual under the age of 18.

Minority Individual

An individual who is a citizen of the United States or a legal resident alien and who satisfies one or more of the following definitions:

Minority-owned Business Enterprise

A business that is at least 51 percent owned by one or more minority individuals who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more minority individuals, or any historically black college or university, regardless of the percentage ownership by minority individuals or, in the case of a corporation, partnership, or limited liability company or other entity, the equity ownership interest in the corporation, partnership, or limited liability company or other entity.

Misrepresentation

Any false, erroneous, or misleading statement made directly or indirectly, in writing, visually, orally, or through other means, including any statement that has the likelihood or tendency to deceive.

Mission Essential Function

Department and agency level functions that must be continued throughout or resumed rapidly after a disruption of normal activities. These include but are not limited to services basic to maintaining the safety and well-being of the University’s faculty, staff, students, patients, contractors, and visitors; maintaining health services; preserving critical research; and delivering academic programs to students.

Model Aircraft

An unmanned aircraft that is: (1) capable of sustained flight in the atmosphere; (2) flown within visual line of sight of the person operating the aircraft; and (3) flown for hobby or recreational purposes.

Modified Schedule

A decision made by the President (or designee) to modify normal University operating hours for non-designated employees for a specified period of time as a result of an emergency event and to require only designated employees responsible for maintaining essential University operations to report to work for a specified period of time.

Modified Total Direct Costs (MTDC)

All direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in excess of $25,000.

Monetary Awards
  • Those paid by any negotiable instrument (cash, check, money order and direct deposit).
  • Any item that can be readily converted to cash, such as savings bonds or refundable gift certificates.
  • Gift cards/certificates for any amount.
Motorized Scooter

Every vehicle, regardless of the number of its wheels in contact with the ground, that (i) is designed to allow an operator to sit or stand, (ii) has no manufacturer-issued vehicle identification number, (iii) is powered in whole or in part by an electric motor, (iv) weighs less than 100 pounds, and (iv) has a speed of no more than 20 miles per hour on a paved level surface when powered solely by the electric motor. "Motorized scooter" includes vehicles with or without handlebars but does not include "electric personal assistive mobility devices." (As defined in Virginia Code § 46.2-100.)

Motorized Utility Vehicle (MUV)

A vehicle that is either rented or owned by the University and powered by an electric motor or internal combustion engine that is not intended for road use, nor licensed under the laws of the Commonwealth of Virginia. Examples include, but are not limited to: golf carts, Cushman vans, Kubotas, Bobcats, utility vehicles, Gators, Rough Terrain Vehicles, All Terrain Vehicles, and other similar vehicles.

Moving and Relocation Assistance

Payment(s) made as a taxable benefit to or on behalf of an incoming employee to assist with their personal moving, relocation, and employment costs. This is intended to cover house-hunting costs; packing and transporting household goods, furnishings, and personal effects of the employee and members of the employee’s household; and transportation and lodging for the employee and members of the employee’s household while moving. The Moving and Relocation Assistance is the total amount authorized to be paid for the employee's relocation costs.

Musculoskeletal Conditions

Circumstances that cause muscle aches and pains usually due to working in awkward positions.

Named Professorship

Endowed chairs and eminent scholars chairs established by private donors, by the alumni association, or by the Commonwealth of Virginia.

National Airspace System

The National Airspace System (NAS) is the airspace, navigation facilities and airports of the United States along with their associated information, services, rules, regulations, policies, procedures, personnel, and equipment.

National Council for State Authorization Reciprocity Agreement (NC-SARA)

A voluntary reciprocity agreement that provides a uniform process to obtain authorizations from participating U.S. states and territories to operate educational activities within their jurisdiction. The Agreement sets thresholds, which if exceeded, require additional approvals from the host state. The District of Columbia, Puerto Rico, and all states except California are members of NC-SARA. The University’s participation in NC-SARA is managed by the Office of Institutional Research and Analytics.

National Fire Protection Association 70E Standard (NFPA, NFPA 70E)

The leading consensus standard and best work practices for electrical safety. This Standard is generally revised every 3 years by professionals in the electrical industry to stay up to date with best work practices in electrical safety.

Native American

A person having origins in any of the original peoples of North America and who is regarded as such by the community of which this person claims to be a part or who is recognized by a tribal organization.

Natural Disaster

An event of nature that causes extensive and/or severe threat to or destruction of life and/or property, as defined in Va. Code § 44-146.16. Typically, such situations are the result of wind, earth­quake, blizzard, ice storm, widespread fire, or flood.

Networked Camera

A camera used or potentially used for monitoring and recording public areas to enhance the safety and security of people and property, discourage criminal activity, and investigate incidents of alleged policy or criminal violations.

Networked Camera Monitoring

Viewing camera feeds in real-time.

Networked Camera Oversight Group

The University group charged with oversight of the Networked Camera System and hearing appeals related to camera requests, composed of representatives from these areas: Safety and Security (including the Director of Safety & Security Systems and Technology as an ex-officio member); Executive Vice President & Provost; Student Affairs; either the Law School, Darden School, or the Medical School; Information Technology Services; University Architect; Facilities Management; and Medical Center Facilities and Safety.

Networked Camera Recording

A digital or analog recording of a feed from a networked camera.

Networked Camera System

Video management software, network recorders, network switches, fiber, and category cable that create a system to view, record, and retrieve video from attached cameras.

Neutral

Neutral: An individual who is trained or experienced in conducting dispute resolution proceedings and in providing dispute resolution services. This person has no stake in the dispute other than to assist the parties in reaching an agreement or resolution.

Non-Employee

An individual that is not paid through the University’s human resource management system, such as a contractor, student, visiting scholar, guest, and prospective employee.

Non-Exempt Employee

An employee who, based on salary and duties performed, is not exempt from the minimum wage and overtime provisions of the Fair Labor Standards Act and must be compensated at a rate of one and one-half times their regular rate of pay for hours worked in excess of 40 in a workweek.

Non-Federal Award

A Sponsored Award of non-federal funds, as well as non-federally funded Subawards received by the University from other organizations.

Non-Master Key

By distinction of its unique “cut,” this is a key capable of unlocking only one specific pinned keyway.

Non-Recorded Course Materials

Course-related educational materials including, but not limited to, lectures, syllabi, lecture notes, exams, problem sets, and presentations.

Non-Student Users

All users except for those whose sole affiliation with the University is student or applicant.

Noncommercial Filming

Filming for non-commercial, scholarly or academic use, personal use, or use to promote a recognized University unit, group or organization (including a University-Associated Organization) or its activities and programs.

Nonresident Alien

A foreign national temporarily present in the United States who is not a resident alien. Nonresident aliens are taxed according to special rules contained in certain parts of the Internal Revenue Code. A “nonresident alien” will become a “resident alien” in one of two ways: (1) by being admitted to the U.S. as, or changing status to, a Lawful Permanent Resident under the Immigration Laws (the Green Card test); or (2) by passing the Substantial Presence Test (a numerical formula which measures days of presence in the U.S.). (26 USC 7701(b).)

Non–Degree–Seeking Student

A student who has received permission to enroll and is registered for coursework at the University but is not enrolled in one of the University’s degree-granting programs.

Non–Designated Employee

An employee whose assigned job duties and responsibilities are not immediately critical to maintaining the essential services of the University when normal University operations are disrupted as a result of an emergency event. 

Non–Exempt Employee

An employee who is subject to the minimum wage and overtime requirements of the Fair Labor Standards Act based on duties performed for time worked and recorded. Non-exempt employees are compensated at a rate of one and one-half times the employee's regular rate of pay for time worked in excess of 40 in a workweek.

Non–General Funds

Resources which are earned or generated by the University such as tuition, F&A recoveries, grants and contracts, auxiliaries, or private resources.

Non–Governmental Person

Any person, firm, corporation, partnership, or entity (including the federal government and its agencies) that is not a state or local governmental unit. University-Associated Organizations (UAOs) are considered Non-Governmental Persons except where tax-exempt bonds have been issued by the University specifically for the benefit of the UAO (such bonds commonly referred to as “501(c)(3) bonds” or “qualified private activity bonds”).

Non–Immigrant Alien

An alien (foreign national) whose reason for coming to the United States involves a temporary stay that will end when its purpose has been accomplished.

Non–Monetary Awards
  • Meals, trips, plaques, trophies, desk items, cups, and mugs.
  • Personal items of clothing such as caps, shirts, and sweatshirts.
  • Other items such as tools, electronics, radios, sports equipment, and time pieces.
Observer

A high school student at least 16 years of age, a post-secondary student or adult, including but not limited to a friend and/or relative of a current employee, with a bona fide educational interest in using University and Medical Center facilities, programs, and services for observation and/or career exploration opportunities, the duration of which does not exceed a 30-day calendar period within one calendar year. An observer does not provide patient care or other services within or for the benefit of the University or the Medical Center.

Occupational Safety and Health Administration (OSHA)

A regulatory agency that is part of the United States Department of Labor that enforces safety and health regulations.

Off-Grounds Rate

The University’s approved F&A rate for sponsored programs on which >50% of professional effort will be conducted in or on land, buildings or other space not owned by the University (state agency 207 or state agency 246) where all operation and maintenance expenses are directly incurred by the cost objective specifically benefited or are initially incurred by a Revenue Generating Activity (recharge center/service center) and then allocated to the cost objectives specifically benefitted based on an allocation plan approved by the Office of Business Assets and Cost Recovery. Off-Grounds locations may be privately rented/leased, government-owned, or owned by another university.

Office for Equal Opportunity and Civil Rights (EOCR)

The Office for Equal Opportunity and Civil Rights is an administrative office within the University’s Division for Diversity, Equity, and Inclusion, that includes the staff responsible for administering the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and the PADHR Policy.

Office of Research Integrity (ORI)

The office within the U.S. Department of Health and Human Services (HHS) that is responsible for the research misconduct and research integrity activities of the U.S. Public Health Service.

Office of Threat Assessment (OTA)

The OTA provides threat assessment expertise to the University’s Violence Prevention Committee and Threat Assessment Team. OTA also oversees the assessment, intervention, and action protocol of threatening behavior, in accordance with University Policy and the Virginia Code §23.1-805.

Official Communication

Communications that include content related to a student’s enrollment, financial responsibilities, and compliance with University policies and procedures, including the policies and procedures of the University's Honor and Judiciary committees.

Official Purchase

All purchases of goods, services, and travel expenses made with University funds which are necessary, reasonable, and directly related to the goals and mission of the University.

On-Grounds Rate

The University’s approved F&A rate for sponsored programs on which >50% of professional effort is conducted in or on land, buildings or other space owned by the University (state agency 207 or state agency 246) and land, buildings or other space leased by the University where the operation and maintenance expenses are incurred by non-sponsored University funding sources, e.g., state or local award types, and cannot be readily and specifically assigned to a particular project or cost objective. For the purposes of this policy, On-Grounds locations do not include leased land, buildings, or other space where all operation and maintenance expenses are initially incurred by a Revenue Generating Activity (recharge center/service center) and then allocated to the projects or cost objectives specifically benefitted based on an allocation plan approved by the Office of Business Assets and Cost Recovery.

Open Burning

The burning of materials wherein products of combustion are emitted directly into the ambient air without passing through a stack or chimney from an enclosed chamber. Examples include but are not limited to: campfires, bonfires, and fire pits.

Open Flame and Open Flame Devices

For the purpose of this policy, Open Flame and Open Flame Devices shall include but are not limited to candles, tiki torches and oil lanterns. (Note: Users of cutting torches and welding equipment must satisfy requirements outlined under separate fire code regulations. For information on these regulations, contact the Office of Environmental Health & Safety.)

Operating Plan

A submission required by the Commonwealth of Virginia’s Department of Planning and Budget that outlines the University’s plan for expending appropriated state funds.

Operational & Administrative Staff Employee (O&A)

University staff employees performing office, laboratory, student, and library support; building construction and maintenance; equipment services; public safety; and other operational responsibilities. O&A Staff are typically non-exempt employees under the provisions of the Fair Labor Standards Act (FLSA), and therefore are subject to the FLSA provisions governing the payment of overtime.

Organized Program

An academic, athletic, or recreational activity offered to minor participants. This includes, but is not limited to: summer camps, sports camps, academic camps, theater camps, music camps, workshops, conferences, competitions, group experiential learning opportunities, and other enrichment programs. Organized programs can be residential or non-residential.

Out-of-State Educational Activities

Institutional pursuits involving either: 1) a current student who is physically located in a U.S. state or territory outside of Virginia; or 2) an academic or business activity, or learning placement that is undertaken, entirely or in part, in a U.S. state or territory outside of Virginia. When either criterion is met, the activity may require host state authorization and mandatory federal and state reporting.

  • Academic Activity: Instruction or other educational engagement which is undertaken in a U.S. state or territory outside of Virginia, including but not limited to:

    • Full-term course (course offered during an established academic term, i.e., Fall Term, J-Term, Spring Term, Summer Sessions) involving 3 or more physical class meetings, or any number of meetings totaling over 6 hours.
    • Short course or seminar involving more than 20 classroom hours in one 6-month period.
    • Field trip of more than 1 night (e.g., conference travel, scholarly visits, post-graduate placements).
    • Field study or field research located at a field station, research station, or other physical site, at which a faculty member (or other institutional employee or contractor) supervises or otherwise directs 2 or more students in an activity that is offered for credit or required as part of the student’s program of study and requires more than 20 contact hours in one 6-month period.

    The thresholds above apply (are calculated) by individual state/territory. As an example, a short course that meets for 15 hours in Maryland and 15 hours in Washington, D.C. (total of 30 hours outside the Commonwealth) does not meet the ‘more than 20 classroom hours’ threshold because the course does not exceed 20 hours in either state.

  • Business Activity: Activity undertaken in a U.S. state or territory outside of Virginia in support of an academic program, including but not limited to establishing or maintaining:

    • A physical location for students to receive synchronous or asynchronous instruction, whether leased, rented, donated, or owned.
    • An administrative office or office space for instructional or other staff.
    • A mailing address or phone exchange.
  • Learning Placement: A student learning experience undertaken, entirely or in part, in a U.S. state or territory outside of Virginia, which is comprised primarily of the practical application of previously studied theories and skills, and which meets any one of the following criteria:

    • Offered for academic credit;
    • Requires a fee payable to the institution;
    • Required as part of a program of study;
    • Required for professional certification or licensure.

    Examples include clinical placements/rotations, internships, externships, labs, practica, student teaching, workshops, full-scale residency programs such as a summer session at a field station, and similar. Independent off-campus study by an individual student is exempt, e.g., thesis or dissertation research. Placements of more than 10 students at a single site may require prior authorization (see II. Roles and Responsibilities below).

Outside Employment

Self-employment and other work for another employer in which the employee receives compensation beyond that paid by the University. Outside Employment does not include Professional Service. 

Overload Activity

That which is in excess of the normal for the individual, for which supplemental compensation is paid by the University. For purposes of time and effort reporting, such activities are excluded from effort certifications, provided that such activities are separately identified and documented in the University’s financial system. In general these activities are not related to sponsored programs and are not routine or regular in their occurrence.

Overtime

Time worked by non-exempt employees that exceeds 40 hours in a workweek.

Paid Leave

There are two types of paid leave available to University staff employees:

  1. Leave time determined at a variable rate that is based on an employee’s years of service, the use of which usually is approved in advance by the employee’s supervisor and may be used for any purpose including but not limited to vacation, personal and family illness, bereavement, attend to personal business, etc., but requiring no specific justification or explanation by the employee. This is referred to throughout the policy as paid leave.
  2. Leave time provided at a predetermined rate, the use of which is approved in advance by the employee’s supervisor and must be used for the specific purpose for which it was intended (e.g., Civil and Work-Related Leave, School Assistance and Volunteer Service Leave, etc.).
Parent

Biological, adoptive, step, or foster parent or an individual who stood loco parentis to the employee when the employee was a child. (Note: loco parentis refers to a relationship in which a person puts themselves in the situation of a parent by assuming and discharging the obligation of a parent to a child.)

Parent1

A natural parent or a new adoptive parent who is the legally recognized biological, adoptive, foster, or custodial parent.

Parental Accommodation

Provision of continued financial support during a temporary absence related to a Parental Accommodation Event.

Parental Accommodation Event

Either the birth, adoption, or placement of a child, or the assumption of legal guardianship for a child under 18 years of age.

Part-Time Faculty

A faculty member employed by UVA for less than 1.0 Full-Time Equivalent (FTE).

Partial Shift Modification

A decision made by the President (or designee) to modify normal University operating hours for non-designated employees for a specified period of time as a result of an emergency event.

Pass-through Entity (PTE)

A non-federal entity (such as the University) that receives a Sponsored Award from which it subsequently issues a Subaward. The University acts as a PTE each time it issues a Subaward.

Past Due (Delinquent) Accounts Receivables

Receivables for which payment has not been received by the payment due date.

Pavilion

Ten structures on the Lawn originally used as homes for faculty and their families and as classroom space. Currently, nine provide faculty or senior administrator housing. Pavilion VII, the Colonnade Club, serves as the faculty club.

Payment Card

Credit cards and debit cards linked to the cardholder’s account at a financial institution, e.g., an individual or an employer’s business account.

Payment Card Industry (PCI) Data Security Standards (DSS)

A robust security framework consisting of 12 baseline requirements for technical and operational controls pertaining to the protection of cardholder data. An annual attestation of compliance with the PCI-DSS is required for all entities involved in payment card processing.

Payroll Allocation Confirmation (PAC) Reports

Personnel expense allocation reports for faculty and principal investigators to review and confirm distribution of salary or wages paid on federal and non-federal funding sources and based on specific activities, not exceeding 100% of the employee’s Institutional Base Salary. There are two types of Payroll Allocation Confirmation reports: Payroll Allocation Confirmation Report for Faculty and Payroll Allocation Confirmation-Grant Statement Reports for all other personnel.

Performance Management

A management process for ensuring that employees’ work efforts, skills, and behavior are in alignment with the University’s mission, goals, and objectives. It consists of three major components: (1) performance and development planning; (2) ongoing discussions and feedback between the employee and supervisor to keep performance and development on track throughout the performance cycle; and (3) evaluation of employee performance.

Periodic Effort Reports

The official and approved documents used in the certification of effort devoted toward Sponsored, University and Clinical activities. Sections of the effort report are separated by types of activities included in one’s 100% ‘University Effort’ as follows:
Section I – Sponsored Activities (All report types): Certification requirement = recording of effort by each specific sponsored project.
Section II – Other University Activities (All report types) (e.g., Instruction, Administration, Non-Sponsored Research, University Service, Competitive Proposal Preparation): Certification requirement = recording of effort as a subtotal of these activities toward one’s 100% ‘University Effort’.
Section III – Clinical Care and Medical Center-Related Activities – Time Allotment for Medicare Cost Reporting (ONLY Clinical Faculty report type): Certification requirement = recording an average number of hours worked during a week in addition to recording specific effort devoted in: 1) Direct Patient Care; 2) Instruction for Residents/Fellows/Trainees; 3) Administration of Residency/Fellowship Programs; and 4) Medical Center-Related Clinical Administration and Management.

Permanent Wiring

Wiring that is used for more than 8 hours in a day and is left connected at all times.

Perpetual Quasi Endowment

A quasi endowment that does not permit the divestment of principal and is intended to exist in perpetuity. Units may choose to receive distributions on the account as determined by the University’s spending policy.

Personal Effects

Privately owned personal property such as vehicles, clothing, household goods, books, etc., that are movable.

Petty Cash Approver (Approver)

A full-time employee of the University who has been given authority by the department head to approve reimbursement requisitions and reconciliations of a petty cash account. This person shall not have the authority to disburse cash. (Approvers may not be temporary personnel or students who are not otherwise full-time employees of the University.)

Petty Cash Custodian (Custodian)

A full-time employee of the University who is responsible for disbursing, safeguarding, administering, and reconciling their department’s petty cash fund. (Custodians may not be temporary personnel or students who are not otherwise full-time employees of the University.)

Petty Cash Fund

A limited dollar fund used to purchase goods when use of the University’s procurement system is impractical or cannot be used. Petty cash may be in the form of petty cash, traveler’s checks, money orders, or debit cards. The combination of cash and petty cash receipts must equal the authorized amount of the fund at all times.

Petty Checking Account

A draft account at a financial institution that is administered by another University department outside of Procurement and Supplier Diversity Services’ Accounts Payable Division and is used for specific disbursement needs where payment through the University’s general checking account is impractical or cannot be used. 

Petty Checking Approver (Approver)

A full-time employee of the University who has been given authority by the department head to approve reimbursements to and reconciliations of a Petty Checking Account. This person shall not have the authority to sign checks. (Approvers may not be temporary personnel or students who are not otherwise full-time employees of the University.)

Petty Checking Custodian (Custodian)

A full-time employee of the University who is responsible for disbursing, safeguarding, administering, and reconciling their department’s petty checking account. (Custodians may not be temporary personnel or students who are not otherwise full-time employees of the University.) 

Petty Checking Signer (Signer)

A full-time employee of the University who has the authority to act as a signer of checks on the Petty Checking Account for disbursements. (Signers may not be temporary personnel or students who are not otherwise full-time employees of the University.)

PHS Awarding Component

The organizational unit of the Public Health service (PHS) within Health and Human Services (HHS) which funds the investigator’s research.

PHS Regulation

The Public Health Service regulation establishing standards for institutional inquiries and investigations into allegations of research misconduct, which is set forth at 42 C.F.R. Part 93, Subpart A, entitled "Public Health Service Policies on Research Misconduct."

PHS Support

PHS funding, or applications or proposals therefore, for biomedical or behavioral research, biomedical or behavioral research training, or activities related to that research or training, that may be provided through: Funding for PHS intramural research; PHS grants, cooperative agreements, or contracts or subgrants or sub contracts under those PHS funding instruments; or salary or other payments under PHS grants, cooperative agreements or contracts.

Physical Violence

Exerting control over another person using physical force, including hitting, punching, slapping, kicking, restraining, choking, and brandishing or using any weapon.

Planned Award

Awards announced to employees where the employer agrees or promises to reward an employee after a specified time period for greater efficiency or productivity, better attendance, or safety, to remain in the employ of the University, or to improve the quality or accuracy of work produced. Planned awards are non-discretionary and will affect a non-exempt employee’s overtime rate under the Federal Fair Labor Standards Act.

Playlist

A collection of electronic content stored on the vendor-hosted content management system in a format to be displayed on video display screens connected to the HooView network.

Policy

A system of principles that guide the management of the University's affairs. University leaders set policy by selecting courses of action from alternatives in a context of well-understood goals and of appropriate strategies that will be effective in pursuing those goals. They record their selections in policy statements that communicate to the University community how its members can comply with policy.

Pooled Income Fund (PIF)

The University maintains a PIF, to which donors can make outright, irrevocable gifts of cash or securities in return for an income stream. However, the University does not advertise the PIF to donors and does not currently encourage giving to the PIF. If a donor is interested in contributing to the PIF, please contact the Office of Gift Planning for further guidance.

Postdoctoral Fellow

A postdoctoral appointee who, because of the source of funding (e.g., training grant, foreign government, individual fellowship, etc.), is not considered an employee of the University (see http://postdoc.virginia.edu/postdoc-resources/policies). Postdoctoral fellows are distinguished from postdoctoral research associates, who are typically funded through a sponsored research program, are employees of the University, and are included in this policy. Postdoctoral fellows are not governed by this policy.

Posthumous Degree

A degree conferred by the University to a deceased individual.

Post–Issuance Debt Compliance

The activities undertaken following the issuance of tax-exempt debt to comply with federal guidelines. Failure to comply with federal guidelines could potentially render the interest of debt as taxable to investors.

Powered Industrial Truck (PIT)

Any mobile power-propelled (e.g., electric or fuel) truck used to carry, push, pull, lift, stack, or tier materials. PITs can be ridden or controlled by a walking operator. Earth-moving and over-the-road haulage trucks are not included in this definition. Examples of PITs include forklift trucks, narrow aisle rider trucks, straddle stackers, and walking pallet trucks.

Pre-disciplinary Leave

Leave with pay which is applicable when disciplinary action is being considered and the employee’s removal from the workplace is necessary or prudent to allow for the completion of a disciplinary review or pre-disciplinary investigation.

Pre-existing Relationship

A romantic or sexual relationship, including between spouses, that predates the conflicts addressed in this policy, e.g., the enrollment of an individual in courses or the appointment of an individual as a faculty member, or a romantic or sexual relationship that predates and was not prohibited prior to the adoption of this policy.

Preparer

The employee who performs the monthly detailed reconciliation and prepares documentation for approval.

Presidential Policy

Policy established under the authority of the President as defined in the Section 4.2 of the Manual of the Board of Visitors. It excludes academic policy related to the conferring of degrees but includes academic management policy.

Preventing and Addressing Discrimination, Harassment, and Retaliation Complaint Procedures

The University’s Preventing and Addressing Discrimination, Harassment, and Retaliation (PADHR) Complaint Procedures set forth the procedures for investigating and resolving reports of alleged PADHR Conduct under the PADHR Policy.

Pre–Packaged Goods/Food

Foods that are commercially prepared, sealed, and then packaged for sale by a retail distributor.

Primary Email Address

The address to which the University sends official email notifications. These addresses are created for students within a few days of the University receiving their admission deposits. They are formatted as UVa computing ID @virginia.edu (e.g., [email protected]).

Primary Personal Residence

The home or apartment in which the faculty, staff, or professional research staff member resides most of the time. This does not include vacation or second homes, nor property owned but not occupied by the individual. Normally, this location will bear the official address as recorded by the city or county where the dwelling is located.

Principal Investigator (PI)

The individual(s) designated by the applicant organization/recipient to have the appropriate level of authority and responsibility to direct the project or program to be supported by the award. The applicant organization may designate multiple individuals as program directors/principal investigators (PD/PIs) who share the authority and responsibility for leading and directing the project, intellectually and logistically.

Principal Investigators/Project Directors and Other Key Personnel

Individuals whose effort is absolutely essential to the success of the proposed activity, either because of their critical leadership positions within the proposal (and consequently their intellectual guidance) or because of the uniqueness of the expertise they are contributing relative to the proposed scope of activity. ‘Key personnel’ typically include research scientists, principal scientists, and senior scientists, depending on their intellectual contribution to the proposed scope of activity. Typically, replacement of any of these individuals requires approval from the sponsor. Importantly, the status of ‘Principal Investigator/Project Director’ and ‘key personnel’ does not necessarily imply salary support from the sponsor.

Private Areas

Areas including but not limited to non-common areas of residence halls, bathrooms, shower areas, locker and changing rooms, and other areas where a reasonable person might change clothes. Additionally, areas dedicated to medical, physical, or mental health therapy or treatment are considered private areas unless regulatory requirements mandate otherwise.

Private Business Use

Use in a Trade or Business carried on by or for the benefit of any Non-Governmental Person. Private Business Use does not include use of a facility by a member of the general public where the facility is open to the public and the user has no special legal entitlement to use of the facility.

Probationary Period

The period of initial employment (typically12 months), that provides the employee and the University the opportunity to assess whether the employee is suited for the position.

Professional (Non–Credit) Certificate Program

A professional certification credential offered by one of the University’s schools in which all instruction is offered on a non-credit basis and which culminates in the conferral of a professional certificate by the University and recognized by a relevant professional organization.

Professional Certification or Licensure

A formal recognition based on standards set forth by a state or other governing entity that gives legal permission to an individual to practice a profession. Professional licensure laws and regulations vary by state.

Professional Effort

Work performed by key/senior personnel (e.g., faculty) on a specific sponsored program.

Professional Employee

An employee whose work: (a) requires knowledge of an advanced type in a field of science or learning; (b) requires the consistent exercise of discretion and judgment; and (c) is predominantly intellectual and varied in character (based on Revenue Procedure 2005-11).

Professional Faculty Members

Perform work requiring advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience and are normally limited to professional positions serving education, research, medical, student affairs, and other such activities.

Professional Research Staff

Professional staff principally engaged in research and appointed to limited terms of employment at the University. Positions include postdoctoral research associates, research scientists, senior scientists, and principal scientists.

Professional Service

Activities related to University or public service including service on national commissions, governmental agencies and advisory boards, granting agency peer-group review panels, philanthropic organizations or charities, visiting committees or advisory groups to other universities, professional associations, and analogous bodies. The fundamental difference between these activities and consulting is that they are public or University service. Although an honorarium or equivalent may be received, these Professional Service activities are not undertaken for personal financial gain. Professional Service does not qualify as Consulting.

Program Staff

University faculty and staff who have an official role as agents of the University with Education Abroad Programs, including directors, instructors, assistants, Teaching Assistants (TAs), and approved volunteers.

Prohibited Items during an Occurrence - Limited

Any weapon (see definition) and any electronic control weapon (e.g., taser), stun gun, heavy gauge metal chain, length of lumber or wood, brick, rock, metal beverage or food can or container, glass bottle, axe, axe handle, hatchet, ice pick, acidic or caustic substance or material, hazardous or flammable or combustible substance, skateboard, sword, knife (regardless of size), dagger, razor blade or other sharp instrument or item, pipe, pepper or bear spray, mace, aerosol spray, catapult, wrist rocket, bat, pole, stick, club, explosive, firework, unmanned aircraft system (a/k/a “UAS” or “Drone”)*, open fire or open flame**, and any other item considered an “implement of riot.”
Note: Glass bottles; metal beverage and food cans or containers; and personal toiletries are prohibited items unless used exclusively for their intended purpose.
*Unless approved in accordance with SEC-040: Use of Unmanned Aircraft Systems ("UAS" or "Drones").
**Unless approved in accordance with SEC-032: Open Burn and Open Flame Operations.

Prohibited Items during an Occurrence – Expanded

Any weapon (see definition); any prohibited items during an occurrence - limited (see definition); and any artificial noisemaker*; laser pointer; frisbee; outside ball, bat, stick or other sports equipment (excluding baseball or softball gloves); outside container (including plastic or glass bottle, cup, can, cooler, or flask); outside food and beverage; tent; stroller (except umbrella stroller) (prohibited at Scott Stadium & John Paul Jones Arena only); umbrella (prohibited at Scott Stadium only); animal (except service animal under control); and any bag larger than 12" x 6" x 12" including but not limited to a purse larger than a clutch bag, briefcase, backpack, fanny pack, cinch bag, luggage, computer bag, or camera bag.
Note: Seat cushions and seat backs are permitted as long as they do not have pockets and are not in a carrying bag.
*For men's and women's soccer matches only, artificial noisemakers are allowed; however, air horns, whistles, bullhorns or devices that amplify electric sound, including battery-operated devices, are prohibited.

Project

A temporary endeavor undertaken to create a unique product, service, or result (PMBOK Guide - Sixth Edition).

Project Management

The application of knowledge, skills, tools, and techniques to mitigate risk, control budget, and manage scope of tasks.

Project Manager

A University representative who may be the Facilities Management Project Manager or Construction Manager, or any other University employee who arranges for a renovation, maintenance, or demolition project that could disturb building materials within a University facility.

Promotion (or Publicity)

The act of raising public awareness of an organization, company, product, service, political party or view, or religious organization or belief.

Property

Land, including land improvements, structures, and appurtenances thereto, as well as equipment and supplies.

Prospective Student

An individual who has contacted the University requesting information concerning admission to an academic program but has not yet formally enrolled in (made a financial commitment to) the institution.

Protected Characteristics/Statuses

Age, color, disability, family medical or genetic information, gender identity or expression, marital status, military status (which includes active duty service members, reserve service members, and dependents), national or ethnic origin, political affiliation, pregnancy, race, religion, sex, sexual orientation, and veteran status.

Protected Information

Refers to information that is linked to a person’s identity, such as Social Security Number (SSN), driver’s license number, financial information, and/or protected health information (PHI).

PTAEO

The five-segment account structure to which expenses are charged that allows for enhanced reporting. (P = Project, T = Task, A = Award, E = Expenditure, O = Organization.)

Public Access

Full electronic thesis or dissertation (ETD) content that is publicly available online through the University Library.

Public Aircraft

An aircraft owned and operated by the United States Government, government of a State, the District of Columbia, or a territory or possession of the United States or a political subdivision of one of these governments in furtherance of a governmental function, and that is not used for commercial purposes.

Public COA

A COA issued by the FAA permitting a UAS to be operated as a public aircraft in furtherance of a governmental function.

Public Data

Data intentionally made public and are therefore classified as not sensitive. Any data that are published and broadly available are, of course, included in this classification. University policy holds that the volume of data classified as not sensitive should be as large as possible because the widespread availability of such information will enable others to make creative contributions in pursuit of the University's mission.

Public Information Technology (IT) Resources

IT resources that are available to broad groups of users within the University community. They include but are not limited to: public-access computer facilities, shared multi-user computing systems, and the network services that Information Technology Services (ITS) and all other University schools and departments manage. The word “public,” in this context, describes a resource that is available broadly to members of the University community. It does not imply that these resources are available to persons from outside the University community.

Public Place

As defined in the Code of Virginia § 4.1-100, any place, building, or conveyance to which the public has, or is permitted to have, access, including restaurants, soda fountains, hotel dining areas, lobbies and corridors of hotels, and any park, place of public resort or amusement, highway, street, lane, or sidewalk adjoining any highway, street, or lane.

The term shall not include (i) hotel or restaurant dining areas or ballrooms while in use for private meetings or private parties limited in attendance to members and guests of a particular group, association or organization; (ii) restaurants licensed by the Commonwealth of Virginia Alcohol Beverage Control Board in office buildings or industrial or similar facilities while such restaurant is closed to the public and in use for private meetings or parties limited in attendance to employees and nonpaying guests of the owner or a lessee of all or part of such building or facility; (iii) offices, office buildings or industrial facilities while closed to the public and in use for private meetings or parties limited in attendance to employees and nonpaying guests of the owner or a lessee of all or part of such building or facility; or (iv) private recreational or chartered boats which are not licensed by the Board and on which alcoholic beverages are not sold.

Public Record

Any writing or recording — regardless of whether it is a paper record, an electronic file, an audio or video recording or any other format — that is prepared or owned by, in possession of a public body or its officers, employees, or agents in the transaction of public business. Freedom of Information Act. All public records are presumed to be open and may be withheld only if a statutory exemption applies.

Public Speaking

Speech or expressive activity directed to a general audience or non-specific persons.

Purchase Order (PO)

A commercial document issued by the University to a supplier, indicating types, quantities, terms and agreed prices for products or services that the supplier will provide to the University.

Purchase Requisition

The procedural method by which University departments may request the purchase of Goods and/or Services that require processing by Procurement and Supplier Diversity Services (PSDS). Purchase requisitions are generally used for situations including, but not limited to: high dollar value purchases; vendor documents requiring University signature; or restricted goods and/or services where a purchase order is not automatically created by the University department.

Pyrotechnics

1. The art of manufacturing or setting off fireworks. 2. A fireworks display.2
____________
2The American Heritage Dictionary of the English Language, Fourth Edition copyright © 2002 by Houghton Mifflin Company. All rights reserved..
____________

Qualified Exigency Leave

Military leave which may be used for such pressing or urgent situations as:

  • Short-notice deployment (defined as notice of an impending call or order to active duty within seven days of the date of deployment).
  • Military events and related activities, such as informational briefings, family assistance programs, or official ceremonies and events).
  • Childcare and school activities, including arranging alternative childcare, caring for children on an immediate, urgent basis, and attending school meetings).
  • Making financial and legal arrangements, such as executing powers of attorney, obtaining military identification cards, or preparing a will or trust).
  • Counseling.
  • Rest and recuperation (that is, to spend time with a military family member who is on short term rest and recuperation leave).
  • Post-deployment activities, including arrival ceremonies, reintegration events, and issues relating to the death of a military family member.
  • Other events arising out of a family member's service may qualify, if the employer and employee agree that it qualifies and agree on the timing and duration of the leave.
Qualified Personnel

Qualified personnel must be knowledgeable of the electrical equipment or systems that they work on, the inherent electrical hazards and how to avoid them. OSHA 1910 Subpart S-Electrical and NFPA 70E (8) hour training, including refresher training, is required for personnel assigned to facility maintenance and service responsibilities related to electrical equipment and facility electrical systems. Training shall include electrical safety work practices and the protective measures necessary to avoid shock and burn injury hazards.

Qualified Scholarship

Any amount received by an individual who is a candidate for a degree at an educational organization used to pay for tuition and any fees, books, supplies, or equipment required for courses of instruction at such educational organization. (IRC 117.) Payments deemed "qualified scholarships" are not includable in the gross income of the recipient, are not subject to withholding, and are not reportable by the educational institution.

Qualified Security Assessor (QSA)

An individual who has been certified by the Payment Card Industry Security Standards Council to validate a merchant’s or service provider’s adherence to the Payment Card Industry Data Security Standards.

Qualified Sponsorship

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 to acknowledge donation of services, products, or financial or research support to the University of Virginia or an office, unit, center, department, or division of the University of Virginia. The IRS defines sponsorship as "a payment for which there is no expectation that the sponsor will receive a 'substantial return benefit,' the income received by the sponsored organization is not subject to tax as unrelated business income."

Quasi Endowment

Funds established to function like an endowment, but which may be expended at the discretion of the entity’s governing board. The principal is typically preserved while expenditures to support the purpose may be made from quasi endowment distributions. Distributions are determined in accordance with the entity’s spending policy.

Radiation Producing Equipment (RPE)

Any machine or system that, when energized, is designed to emit ionizing radiation as a result of its operation.

Radiation Safety Officer (RSO)

The individual identified by the University to oversee the Environmental Health & Safety-Radiation Safety Program.

Radiation Worker

An individual engaged in work under a license or registration issued by the Virginia Department of Health (VDH).

Radioactive Materials (RAM)

Any solid, liquid, or gas which emits radiation spontaneously as defined in the Virginia Administrative Code (VAC) 12VAC5-481.

Real Estate Loan

Funds advanced by the University to the University of Virginia Foundation to acquire strategic real estate assets that serve the financial and programmatic needs of the University.

Real Property

Real estate, including residential, commercial, industrial, and undeveloped land.

Real Property Asset

Land and any improvements to the land such as buildings or parking lots.

Receipt

Documentation that shows payor, amount, purpose, and date.

Receiving

The process of documenting the receipt of goods and services.

Receiving Unit

A unit of the University which proposes to accept the transfer of a real property asset and ongoing responsibility for such real property asset from a responsible property management unit.

Recognition

Requires extensive knowledge of potential workplace exposures to hazardous materials, chemicals, or agents.

Recognition Leave

Additional day(s) of leave provided that may be used for personal purposes.

Reconciliation

A systematic review of accounts against source documents to (1) verify that all charges are accurate, appropriate, and charged to the correct Foundation Data Model string; and (2) identify expected charges that have not yet occurred.

Record

Any document, file, computer program, database, image, recording, or other means of expressing information in either electronic or non-electronic form.

Recording(s)

An audio/visual documentation of a class session (or parts thereof) or related activity. Recordings can include traditional audio and video recordings, still photography, screenshots, and recordings produced by new communications technologies.

Records Officer

An appointed official designated by the state agency who is responsible for providing standards, procedures, training and guidance to meet requirements for the proper management of University records. Appointments of agency records officers must be filed with the Library of Virginia per state code § 42.1-85 C.

Records Retention and Disposition Schedule

A listing of records series, approved by the Library of Virginia, that provides retention and disposition instructions for University records.

Recovery

Amounts collected on accounts that were previously written off the accounting records of the University.

Recyclable, Recoverable, or Reusable Materials

Materials that can be diverted from disposal in a landfill and accepted by the University’s Recycling Program.

Red Flag

Suspicious information or activities that suggest the possibility of identity thieves using someone else’s identifying information at the University to commit fraud. Red flags fall into several categories including but not limited to:

  • Suspicious documents such as altered or forged identification cards.
  • Suspicious personal identifying information such as fictitious addresses or telephone numbers.
  • Suspicious activity related to accounts such as mail that is repeatedly sent and returned as undeliverable.
Registrant

A person who has registered radiation producing equipment with the Virginia Department of Health.

Regular Semester

Fall or spring academic terms. All references to “semester” in this policy refer to a regular semester.

Regulated Hazardous Materials (RHM)

Chemicals, biological agents, and radioactive materials subject to Virginia or federal regulations.

Regulated Medical Waste

Any waste materials capable of producing a disease by an organism likely to be pathogenic to healthy humans, such as the following:

  1. Discarded cultures and stocks of microorganisms, specimens, vaccines and associated items containing organisms likely to be pathogenic to healthy humans.
  2. Human blood and certain body fluids as defined by the Occupational Safety and Health Administration.
  3. Items saturated or caked with human blood or body fluids that would release blood/body fluid in a liquid or semi liquid state if compressed or would flake if handled.
  4. Human tissue or anatomical wastes.
  5. Sharps (needles, syringes with attached needles, and scalpel blades: Needles, syringes with attached needles, scalpels, scissors lancets, guide wires and glass pasture pipettes, etc.).
  6. Animal carcasses, body parts, bedding and related wastes when intentionally infected with organisms likely to be pathogenic to healthy humans.
  7. Any residue or contaminated soil, water, or other debris resulting from the clean-up of a spill of infectious waste.
  8. Any solid waste contaminated by or mixed with infectious waste.
  9. Products of recombinant DNA or synthetic nucleic acid experiments as defined by the National Institutes of Health Guidelines for Research Involving Recombinant or Synthetic Nucleic Acid Molecules.
Reimbursement

Repayment to an employee, non-employee, or student using personal funds for expenses incurred on behalf of the University.

Release Time

Time during the regular workday which an employee is released from normal work duties. 

Relinquishing Statement

On rare occasions, when an active award is relinquished by the awarded organization and transferred to another institution, a relinquishing statement has to be submitted by the awarded organization, which is reviewed and approved by the sponsoring agency. This statement includes equipment intended to be transferred to the new institution. Specific relinquishing statement requirements and similar documentation may vary based on sponsor.

rem (Sv)

Units used to quantify radiation dose equivalent.

Remote Deposit

The process of using a desktop scanner or any mobile device that creates images of checks deposited to a bank account without physically depositing at a bank branch or the UVA Cashier’s Office.

Remote Pilot Certificate with a Small UAS Rating

A Certificate issued under the Code of Federal Regulations (14 C.F.R. Part 107) to permit a person to operate a UAS weighing under 55 pounds as a civil aircraft.

Remote Pilot in Command

The Remote Pilot in Command is directly responsible for and is the final authority as to the operation of the small, unmanned aircraft system.

Report on Compliance (ROC)

A survey tool used annually by eligible merchants and service providers to evaluate their compliance with the Payment Card Industry Data Security Standards.

Reporter

Any person, including students, faculty, staff, and third parties, who discloses an incident of alleged Prohibited Conduct or PADHR Conduct to the Title IX Coordinator, Deputy Title IX Coordinator, Compliance Director for EOCR, or a Responsible Employee. Reporters include any individuals who disclose such information, whether as Complainants, Respondents, or witnesses.

Reporter1

Any person, including students, faculty, staff, and third parties, who discloses an incident of alleged Prohibited Conduct to the Title IX Coordinator, Deputy Title IX Coordinator, or a Responsible Employee. Reporters include any individuals who disclose such information.

Research

A systematic investigation designed to develop or contribute to generalizable knowledge. The term encompasses both basic and applied research and includes all research meeting the definition of “research” in the Code of Federal Regulations, Section 45_CFR_46 and/or “clinical investigation” in the Code of Federal Regulations, Section 21_CFR_56. The term includes but is not limited to any such activity for which research funding is available from a Public Health Service (PHS) Awarding Component through a grant or cooperative agreement, whether authorized under the Public Health Services Act (42 U.S.C 6A) or other statutory authority, including but not limited to a research grant, career development award, center grant, individual fellowship award, infrastructure award, institutional training grant, program project, or research resources award.

Research Credits

Credits that have been classified as research-only for tuition purposes (see PROV-015: Criteria for Establishing Research-Only Courses).

Research Integrity Officer (RIO)

UVA official responsible for assessing allegations of research misconduct and determining when such allegations warrant inquiries and for overseeing inquiries and investigations. The RIO is appointed by the Vice President for Research.

Research Misconduct or Misconduct in Research

Fabrication, falsification, plagiarism, in proposing, performing, or reviewing research or in reporting research results. It does not include honest error or honest differences in interpretations or judgments of data.

Research Record

One type of University record that includes, but is not limited to: grant or contract applications, whether funded or unfunded; grant or contract progress and other reports; laboratory notebooks; notes; correspondence; videos; photographs; X-ray film; slides; biological materials; computer files and printouts; manuscripts and publications; equipment use logs; laboratory procurement records; animal facility records; human and animal subject protocols; consent forms; medical charts; and patient research files.  In addition, research records include any data, document, computer file, computer diskette, or any other written or non-written account or object that reasonably may be expected to provide evidence or information regarding the proposed, conducted, or reported research that constitutes the subject of an allegation of research misconduct.

Researcher

Any person who may be engaged in University research.

Resident Alien

A foreign national temporarily or permanently present in the U.S. Resident aliens are taxed in the same manner as U.S. citizens on their worldwide income. (26 USC 7701(b).)

Respondent

The person against whom an allegation of research misconduct is directed or the person whose actions are the subject of the inquiry or investigation. There can be more than one respondent in any inquiry or investigation.

Respondent1

Any person who has been reported to be the perpetrator of conduct that could constitute Prohibited Conduct or PADHR Conduct.

Respondent2

Any person who has been reported to be the perpetrator of conduct that could constitute Prohibited Conduct under this policy.

Responsible Administrator

The faculty member or administrator responsible for a decision(s) affecting a graduate student’s assistantship. Responsible administrators are typically the student’s Assistantship Supervisor, director of graduate studies, department chair, or dean.

Responsible Employee

Any employee of the University who is not a Confidential Employee.

  1. For purposes of a reporter disclosing alleged acts of Prohibited Conduct and/or PADHR Conduct involving only University employees, Responsible Employees are: (1) any employee of the University who is not a Confidential Employee; and (2) is a supervisor, manager, human resources professional, or any University employee who has authority to institute corrective measures.

  2. For purposes of a reporter disclosing alleged acts of Prohibited Conduct and/or PADHR Conduct involving a student at the University, Responsible Employees are any employee of the University who is not a Confidential Employee.

  3. Responsible Employees include Teaching Assistants (TAs), Resident Advisors (RAs), and all other student-employees when disclosures are made to any of them when performing the duties of their employment/professional role.

Responsible Officer

The position or role in each division that is responsible for oversight and administration of this policy. The Vice President for Finance/Chief Financial Officer (or designee) for the Academic Division, the Chief Financial Officer for the Medical Center, and the Vice Chancellor for Finance Administration/Chief Operating Officer for the College at Wise are the responsible officers.

Responsible Party

Organization (department) chair, dean/vice president, or Principal Investigator (PI) who controls the use of capital equipment.

Responsible Person

For purposes of confirmation of payroll allocation on sponsored programs, an individual having firsthand knowledge or using a suitable means of verification of the work performed toward specific sponsored activities. Normally, this is the employee or Principal Investigator who is responsible for overall performance of the sponsored program. If the employee/Principal Investigator is unable to confirm the payroll allocation reports, a surrogate with firsthand knowledge or using a suitable means of verification of the work performed may confirm the report (e.g., the Department Chair, a Co-Investigator).

Responsible Person1

The individual who is authorized to receive a key and to whom the key was originally issued.

Responsible Property Management Unit

A unit of the University with financial and operating responsibility for a real property asset. Units with this responsibility are:

  • Facilities Management, for Educational and General real property (except Darden and Law)
  • Darden School of Business
  • School of Law
  • Auxiliaries (Athletics, Business Operations, Student Affairs, etc.)
  • Medical Center
  • College at Wise
Restricted Position

A University staff employee position that is either:

  1. Created to complete a specific function or project within a defined period of time and has a required system end date established at the time of hire or as subsequently extended.
  2. Funded wholly or in part from non-continuous or non-recurring funding sources (e.g., grants, donations, contracts) and contingent on the continued availability of funding, the cessation of which for any reason results in the abolition of the position.
Restructuring Act

The Restructured Higher Education Financial and Administrative Operations Act, Chapter 10 of Title 23.1 of the Code of Virginia.

Retaliation

Adverse action, including but not limited to reprisal, interference, restraint, penalty, discrimination, intimidation, or harassment.

Retaliation1

Any action that adversely affects the employment or other institutional status of an individual that is taken by an institution or an employee because the individual has in good faith, made an allegation of research misconduct or of inadequate institutional response thereto or has cooperated in good faith with an investigation of such allegation.

Retention

The length of time records should be kept in a certain location for administrative, legal, fiscal, historical, or other purposes.

Revenue Generating Activities (RGAs)

All operations that produce income or recover costs on a recurring basis by providing goods or services to the University community or, in some cases, to the general public.

Revenue Parent

A combination of Revenue Projects used to pool revenue from multiple sources (e.g., tuition or ticket sales) which can then be used to fund one or more expenditure projects. A Revenue Parent begins with the characters “RP” in the integrated System.

Revenue Project

A Project used to record revenue in the General Ledger. A Sponsored Program is not permitted to be a Revenue Project.

Risk Assessment

The overall process or method whereby hazards and risk factors that have the potential to cause harm are identified and the risk associated with those hazards are analyzed and evaluated.

Risk Management

The process to identify, control and manage the impact of potential harmful events, commensurate with the value of the protected assets. Risk management includes impact analysis, risk assessment, and continuity planning.

Risk Management Committee for Education Abroad

Members include the vice provost for global affairs and representatives from the Office of University Counsel (non-voting, advisory role), Office of Property & Liability Risk Management, Office of the Executive Vice President and Chief Operating Officer, International Studies Office, Elson Student Health Center, Office of the Dean of Students, Office of the Vice President for Research, and at least three members of the faculty from schools with a particularly high level of student travel abroad programs, who each serve three-year terms.

Rolling 12-Month Period

The 12-month period measured backward from the date an employee uses any Family and Medical Leave (FMLA). Under the rolling 12-month period, each time an employee takes FMLA leave, the remaining leave entitlement would be the balance of the 12 weeks which has not been used during the immediately preceding 12 months.

Romantic or Sexual Relationship

Broadly defined, it includes any intimate, sexual, or other type of romantic or amorous encounter or association, whether casual or serious, short- or long-term. A single sexual encounter is considered a sexual relationship. Conversely, the relationship does not have to include physical intimacy if a romantic association exists that is beyond the reasonable boundaries of a collegial or professional relationship.

Sabbatical Leave

A program of academic leave awarded on a competitive basis. 

Safe Harbor

A provision that shields a party from liability under the law provided that certain conditions are met. IRS revenue procedures contain several Safe Harbors relating to activities which could generate Private Business Use, the most important of which pertain to management contracts and research contracts.

Safety

Condition of being safe from undergoing or causing hurt, injury, or loss (Webster's Dictionary).

Safety Advisory

A notification triggered when the University determines that a crime which has already been committed but presents a serious or continuous threat (e.g., a homicide, sex offense or robbery) must be reported to the campus community. (Previously referred to as a Community Alert.)

Sale (Sell)

As defined in the Code of Virginia § 4.1-100, includes soliciting or receiving an order for; keeping, offering or exposing for sale; peddling, exchanging or bartering; or delivering otherwise than gratuitously, by any means, alcoholic beverages.

Sanction Regulations (Sanctions)

Includes all the embargoes and trade sanction regulations administered by the Office of Foreign Assets Control (OFAC), U.S. Department of the Treasury. Sanctions programs are typically country-based (e.g., those imposed against the governments of Iran, Cuba, and North Korea) or list-based (e.g., Counter Terrorism and Counter Narcotics).

Scheduled Workweek

An employee’s scheduled workweek includes the hours of the day and the days of the week the employee is regularly scheduled to work.

Scholarship

For tax purposes, an amount given to aid in the pursuit of study or training for which there is no obligation to perform services by the recipient as a condition of receiving the funds. "Scholarships," "Fellowships," or "Stipends" have interchangeable meaning in this policy. Any payments paid to or on behalf of foreign nationals requiring the performance of services past, present, or future, in exchange for the payments, are taxable wages subject to withholding regulations.

School Designated Official(s)

An individual or committee designated by the dean of a school to receive and adjudicate student academic suspension grievances. A school may have multiple Designated Officials.

School–specific Academic Management Policy

Policy established under the President’s authority, typically delegated through the Executive Vice President and Provost to the dean of the individual school that involves the activities of only one school. The dean obtains approval for such policy from the Executive Vice President and Provost.

Security

An instrument which allows the holder to claim an ownership position or interest in a corporation; a creditor relationship or interest in a corporation, a government, or its agency; or other rights to ownership or interest as stipulated in specific contracts.

Security Administrator

Employee with the responsibility of granting electronic funds transfer entitlements within a banking system to users of that system.

See and Avoid

The duty of the Remote Pilot in Command to exercise vigilance to avoid interference with other aircraft and obstacles that would affect the safe operation of the aircraft.

Segregation of Duties

The process of safeguarding assets by assigning the authorizing, recording, and reconciling of transactions to different individuals. This practice assists in detecting errors, deterring improper activities, and mitigating collusion opportunities.

Select Monetary Instruments

Personal checks, commercial checks, certified checks, cashier’s checks, and money orders.

Selected Candidate

The finalist for a position who will be or has been offered the position or volunteer role, contingent upon the successful completion and results of the background check inquiry and verification that the Candidate is eligible for employment in the position.

Self-Assessment Questionnaire (SAQ)

A survey tool used annually by eligible merchants and service providers to evaluate their compliance with the Payment Card Industry Data Security Standards.

Self–Balancing Electric Wheeled Board (Hoverboard)

A type of portable, rechargeable personal mobility device that uses gyroscopic technology to allow an operator to balance on a small-wheeled platform. These devices are commonly referred to as “Hoverboards,” but may also be referred to as Swagboards and self-balancing scooters.

Senior Administrators

Positions that report to a dean, vice president, director of intercollegiate athletics, or executive vice president (including, but not limited to, department chairs, associate deans, associate vice presidents, division chiefs, or vice provosts) that have significant responsibility for overseeing one or more functions of a school or unit.

Sensitive Data

Data that is a University record that is not highly sensitive data and may be withheld from release under the Virginia Freedom of Information Act (FOIA).

Examples include information concerning the prevention of or response to cyber-attacks, or information that describes a security system used to control access to or use of an automated data processing or telecommunications system; or research records that do not contain Highly Sensitive Data; University ID numbers, i.e., those printed on University ID cards; and/or Family Educational Rights and Privacy Act-protected data not covered under the definition of “Highly Sensitive” data. This category of data also includes any data or record covered by the exemptions listed in the Commonwealth of Virginia Freedom of Information Act.

Sensitive Equipment

Non-capital equipment (less than $5,000) deemed sensitive by the sponsoring agency. Sensitive equipment may include cameras, computers, camcorders, small instruments, tools, and unique or custom items.

Serious Health Condition

An illness, injury, impairment, or physical/mental condition that meets any one of the following: a) inpatient care in a hospital, hospice, or residential medical care facility, including any period of incapacity or any subsequent treatment in connection with such impatient care; b) continuing treatment by a health care provider which includes a period of incapacity for more than three full consecutive days and also involves treatment two or more times within a 30 day period by a health care provider, absent extenuating circumstances or treatment at least once by a health care provider which results in a regimen of continuing treatment. An employee eligible under the provisions of the Family Medical Leave Act of 1993, must have an in person visit to the health care provider within seven days of the first day of incapacity; c) periods of incapacity due to pregnancy and childbirth, including prenatal care; d) chronic conditions which require visits for treatment by a health care provider at least twice a year, continues over an extended period of time (including recurring episodes of a condition), and may cause episodic periods of incapacity (e.g. diabetes, epilepsy), permanent/long-term conditions (e.g. Alzheimer’s, terminal cancer), or multiple treatments (e.g. chemotherapy, dialysis).

Serious Health Condition/Illness

A period of incapacity of more than three consecutive days that involves: (1) Treatment 2 or more times; or (2) Treatment by a Health Care Professional (HCP) on at least one occasion which results in continuing treatment. The first visit must occur within 7 days. The second visit must occur within 30 days, unless there are extenuating circumstances. If the condition is “chronic”, there must be at least 2 visits to the HCP per year in connection with the chronic medical condition.

Serious Injury or Illness (to a Servicemember)

An injury or illness that is incurred by a servicemember in the line of duty on active duty that may cause the servicemember to be medically unfit to perform the duties of their office, grade, rank, or rating. An injury or illness that existed before the beginning of the member’s active duty and was aggravated by service in the line of duty on active duty in the Armed Forces.

Service

An activity in which labor is the major factor and not merely incidental to the production, acquisition, and/or delivery of a good.

Service Animals

Under the Americans with Disabilities Act (ADA), a service animal is a dog that is individually trained to do work or perform tasks for an individual with a disability. The work or tasks performed by the service animal must be directly related to the individual’s disability. Examples of work or tasks include, but are not limited to:

  • Assisting individuals who are blind or have low vision with navigation and other tasks.
  • Alerting individuals who are D/deaf or hard of hearing to the presence of people or sounds.
  • Pulling a wheelchair.
  • Assisting an individual during a seizure or change in blood sugar.
  • Alerting individuals to the presence of allergens.
  • Retrieving items such as medicine or the telephone.
  • Providing physical support and assistance with balance and stability to individuals with mobility-related disabilities.

[Note: See Title II of the Americans with Disabilities Act of 1990, as amended, 28 Code of Federal Regulations (CFR) Section 35.104. See also ada.gov for more information on service animals at Frequently Asked Questions About Service Animals and the ADA.]

Service Mark

Any word, name, symbol, device, or any combination thereof (including colors, logos, or trade dress), used by the University to designate the University’s services and to distinguish them from those manufactured or sold by others.

Service Provider

An entity, other than a card brand, that is directly involved in the processing, storage, or transmission of cardholder data on behalf of another entity. This includes entities that provide services that could impact the security of cardholder data.

Servicing or Maintenance Activities

Workplace activities that include but are not limited to: installing, setting up, inspecting or maintaining equipment; and lubrication, cleaning and making tool changes where the employee may be exposed to the unexpected energization of the equipment or release of hazardous energy.

Sexual and Gender-Based Misconduct Procedures

The University’s Procedures for Investigating and Resolving Reports of Sexual and Gender-Based Misconduct setting forth the procedures for investigating and resolving reports of alleged Sexual or Gender-Based Misconduct under the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence.

Sexual and Gender-Based Prohibited Conduct

All of the conduct defined as “Sexual and Gender-Based Prohibited Conduct” in the University’s Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence, which includes Non-Consensual Sexual Contact, Non-Consensual Sexual Intercourse, Sexual Exploitation, Intimate Partner Violence, Stalking, Quid Pro Quo Harassment, Sexual and Gender-Based Hostile Environment Harassment, Retaliation, and Complicity.

Short–Term Project

Work assignments not to exceed an average of 29 hours per week or 1500 hours in an annual Standard Measurement Period.

Shutdown

The action of cutting off electrical power to electrical facility systems or equipment and securing the electrical energy from accidental startup until the work has been completed.

Signatory Authority

The legal authority to bind the University (including any school, department, or business unit thereof) in a contract.

Significant Financial Interest

For this policy:

  1. A financial interest consisting of one or more of the following interests of the investigator and those of the investigator’s immediate family (spouse, dependent children), that reasonably appears to be related to: (a) the investigator’s institutional responsibilities if the research will be PHS-funded, or (b) the study sponsor or an entity that would have an interest in the work and/or the outcome of the research project if the research will not be PHS-funded.
    1. With regard to any publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure combined with the value of any equity interest held in the entity as of the date of disclosure, when aggregated, exceeds $5,000. For purposes of this definition, remuneration includes salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship); equity interest includes any stock, stock option, or other ownership interest, as determined through reference to public prices or other reasonable measures of fair market value.
    2. With regard to any non-publicly traded entity, a significant financial interest exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure, when aggregated, exceeds $5,000, or when the investigator or his immediate family member holds any equity interest (e.g., stock, stock option, or other ownership interest).
    3. Intellectual property rights and interests (e.g., patents, copyrights), upon receipt of income related to such rights and interests.
  2. The term significant financial interest also includes any reimbursed or sponsored travel related to their institutional responsibilities, including travel paid on behalf of the investigator and not reimbursed to the investigator (so that the exact monetary value may not be readily available); except for travel reimbursed or sponsored by a federal, state, or local government agency, an institution of higher education located in the United States, as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute affiliated with a United States institution of higher education as defined at 20 U.S.C. 1001(a). The disclosure will include the purpose of the trip, the identity of the sponsor/organizer, the destination and the duration. The Institutional Official or designee will determine if further information is needed, including monetary value, in order to determine whether the travel constitutes a financial conflict of interest with sponsored research.

  3. The term significant financial interest does not include the following types of financial interests: salary, royalties, or other remuneration paid by or on behalf of the University to the investigator, including intellectual property rights assigned to the University and agreements to share in royalties related to such rights; income from investment vehicles, such as mutual funds and retirement accounts, as long as the investigator does not directly control the investment decisions made in these vehicles; and, income from seminars, lectures, or teaching engagements sponsored by, or income from service on advisory committees or review panels for a federal, state, or local government agency, an institution of higher education, an academic teaching hospital, a medical center, or a research institute affiliated with an institution of higher education.

Significant University Resources

The use of University resources is “significant” when it entails substantial and dedicated use of University equipment, facilities, or personnel. The use of a computer in a faculty office, incidental supplies, and occasional use of University personnel or shared facilities would typically not be considered significant use. In contrast, utilization of University laboratories or specialized research resources (e.g., special instrumentation, equipment, or software), dedicated assistance by University employees, special financial assistance, or extensive use of shared facilities would constitute significant use.

Single-Use Plastics

Plastic products that are typically used once, or for a short period of time, before being discarded.

Site and Itinerary Review

Review for alignment with the University’s health, safety, and security standards that may lead to requirements for further planning, limits on, or, in some cases, deferral or cancellation of travel.

Six Year Capital Outlay Plan

The capital outlay plan required by the Department of Planning and Budget. This is a subset of the Major Capital Projects Program.

Six Year Plan

A plan required by the Virginia Higher Education Opportunity Act of 2011 and the Restructured Higher Education Financial and Administrative Operations Act of 2005 addressing the University’s academic, financial, and enrollment plans.

Small Business Enterprise

A business that is at least 51 percent independently owned and controlled by one or more individuals who are U.S. citizens or legal resident aliens and, together with affiliates, has 250 or fewer employees or average annual gross receipts of $10 million or less averaged over the previous three years. One or more of the individual owners shall control both the management and daily business operations of the small business.

Small Unmanned Aircraft

An Unmanned Aircraft weighing less than 55 pounds.

Smart Traveler Enrollment Program (STEP)

A travel registry administered by the U.S. Department of State that automatically distributes country-specific information, Travel Alerts, fact sheets, and emergency messages to registrants. STEP also helps the Department of State better assist travelers in the event of an emergency.

Smoking

The carrying or holding of any lighted pipe, cigar, or cigarette of any kind or any lighted smoking equipment or the lighting, inhaling, or exhaling of smoke from a pipe, cigar, or cigarette of any kind.

Solicitation

Selling, promoting for the purpose of sales, commercial advertising, canvassing, and/or fundraising.

Solid Waste

Materials which are typically disposed of in a landfill. This does not include hazardous, bio-hazardous, or other regulated waste.

Source Reduction

Programs that target the elimination of waste at its source and prior to it entering the waste stream. Examples include working with manufacturers and suppliers to use less packaging or ordering materials and supplies in bulk.

Special Pay

Payments that apply to specific positions designed to address unique needs of the University (e.g., shift differential). Special pay is not included as part of the employee’s base pay.

Special Program Participant

An individual who is enrolled in a special program sponsored by a University department.

Special Status Organizations

Special status student organizations act as agents of the University in carrying out a University function(s) through authority delegated by an authorized University official. The manner in which the function(s) is conducted is subject to the supervision and control of the University. The special status student organization is solely responsible for activities conducted by the organization that have not been officially delegated to it by the University. When conducting non-University authorized activities, the student organization is considered by the University to be non-special status and, therefore, not acting as an agent of the University.

Specialized Skills or Training

Specific, definable skills or training that enables an individual to provide certain identified emergency services requested by public officials during a disaster. These skills and training may or may not be related to the qualifications used in the individual’s University job.

Specialty Vehicle

A vehicle designed to transport 10 or more passengers.

Spend Category

Provides a lower level of detail from the Ledger Account needed for operational reporting. Used to identify and categorize the different types of expenditures reported by the entity (i.e., Academic Division, Medical Center, College at Wise, etc.).

Spending Authority

The permission to make expenditures from a particular fund source for a specific period of time up to an established level, provided with the management of fund balances.

Splitting Purchases

Separating transactions to circumvent established procurement and expenditure guidelines.

Sponsor

An individual or group that provides support financially or through the provision of products or services for an event, activity, person or organization.

Sponsor Salary Caps–National Institutes of Health (NIH)

Salary caps are limitations, sponsor-imposed ceilings, on the amount of an individual’s salary that a sponsor will directly support. When an employee’s institutional base salary (IBS) exceeds the effective salary cap the University must fund the difference from non-federal sources. This difference is considered cost share (this cost share is solely for purposes related to the Indirect/Facilities and Administrative – F&A- cost rate calculations and is not to be counted/claimed/reported toward mandatory or voluntary cost share commitments) to that sponsored activity. The associated effort is expected to be captured on the effort report for certification purposes (toward 100% ‘University effort’). Annual salary caps can be found at the NIH website.

Sponsor-Owned Equipment

Equipment purchased using sponsored program funds for which the title is retained by the Sponsor.

Sponsored Program

Any externally funded research, public service, or scholarly activity (including hosting or attending conferences) at the University that has a defined scope of work often including a set of specific programmatic objectives and/or deliverables, and line-item-based budget, providing the basis for sponsor expectations and awardee accountability (i.e., a reciprocal transfer of something of value). Sponsored programs are funded through agreements that usually include terms and conditions for the disposition of tangible properties and outcomes (e.g., equipment, records, specified technical reports, theses, or dissertations) or intangible properties and outcomes (e.g., rights in data, copyrights, and inventions). Note: The terms sponsored program, sponsored project, and/or sponsored activity are often used interchangeably.

Sponsoring Manager

The individual employed by the University of Virginia with overall responsibility for identifying, screening, placing, training, and supervising a volunteer.

Sponsoring Unit

An academic or administrative unit that is responsible for the coordination of space usage and/or for conducting the covered program activity.

Sponsor–Owned Equipment

Equipment purchased using sponsored program funds for which the title is retained by the Sponsor.

Sponsor–Provided Resources

Funds and facilities provided by governmental, commercial, industrial, or other private organizations which are administered and controlled by the University shall be considered University resources.

Spouse

Husband or wife as recognized under the laws of the Commonwealth for the purpose of marriage.

Staff Employees

Classified employees who are:

  1. Employment Category:
    Salaried or Wage

  2. Payment Type:
    Restricted (positions with limited funding where funding has an expiration/stop date) or Unrestricted

  3. Full Time Equivalency:
    Full-time or Part-time

  4. Exemption Status:
    Exempt: Not subject to (i.e., they are exempt from) the federal Fair Labor Standards Act (FLSA) minimum wage and overtime provisions. Employees are typically paid on a salaried basis; or
    Non-Exempt: Subject to the minimum wage and overtime pay provisions of the federal Fair Labor Standards Act (FLSA).

Staff Wage Employee

A staff employee who is hired to perform a short-term work assignment and is ineligible for leave or other benefits, except for pre- and post-tax savings plans, and the Wage Health Plan when requisite criteria are met. These employees are not covered by the Virginia Personnel Act and may be compensated in one of two ways:

  1. Hourly: The terms and conditions of employment stipulate an hourly rate of pay rather than a fixed salary and paid on an hourly basis for actual hours worked. Positions paid on an hourly basis are, in most cases, non-exempt.
  2. Period Activity Pay (PAP): The pay structure used to pay employees a lump-sum over a period of time for fixed-term activities. It is administered outside of the formal Compensation Package. The lump sum payment will be equally distributed over the pay cycles included in the payment timeframe.
Standard Measurement Period (SMP)

The retroactive measurement or “look back” period established by the University as October 3 to October 2 as required by the Patient Protection and Affordable Care Act.

Standard Workweek

The University standard workweek (for payroll purposes) is seven consecutive days commencing at 12:01 a.m. Monday and ending at 12:00 midnight the following Sunday.

Standards of Conduct

Rules of personal and professional conduct, standards of acceptable work performance, and procedures for corrective discipline.

State Agency

Any authority, board, department, instrumentality, institution, agency, or other unit of state government. "State agency" does not include any county, city, or town.

State Funds

Restricted and unrestricted financial resources generated from tuition and fee revenues, Facilities and Administrative (F&A) cost recoveries, state tax dollars, sales and services activities, grants and contracts, and auxiliary activities.

State of Emergency

As defined in Va. Code Ann. §44-146.16,means the condition declared by the Governor when in his judgment the threat or actual occurrence of an emergency or a disaster in any part of the Commonwealth is of sufficient severity and magnitude to warrant disaster assistance by the Commonwealth to supplement the efforts and available resources of the several localities and relief organizations in preventing or alleviating the damage, loss, hardship, or suffering threatened or caused thereby and is so declared by him.

Status

A student may be enrolled or affiliated.

Enrolled students pay tuition and fees and may register for credits. An enrolled student may be enrolled full-time, three-quarter time, half-time, or less than half-time.

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 this policy.

Straight-Time Pay

The total earnings of an employee for time worked and authorized paid time off in a service week (pay period) excluding overtime, special, or premium pay. Straight-time pay is calculated based upon the employee’s hourly rate of pay.

Student (1)

A person enrolled in one or more courses at the University of Virginia.

Student Financial Services (SFS)

The University department with the responsibility for billing, management, collection, and reporting of student receivables. SFS is also responsible to act as the University’s agent for receivables assigned to collection agencies or credit reporting bureaus.

Student Groups or Organizations (Student Groups/Organizations)

Student groups or organizations that have an active Contracted Independent Organization Agreement, Fraternal Organization Agreement, or Special Status Organization Agreement with the University.

Student Information System (SIS)

An internal system that is the source for admission, academic, and financial information.

Student Location

A student’s physical location (address) which forms the basis for state protection. The term “location” is used in place of the term “residence” because a person may be a legal resident of one state for purposes of voting, driver’s license, etc., but be physically “located” in another state, as is commonly the case for University students. For a prospective student, the student location is the address they provide prior to enrollment. For enrolled students, the student location is the student’s mailing address in the Student Information System.

Student Organization

A general term that refers to all Contracted Independent Organizations (CIOs), Fraternal Organizations (FOs), Special Status Organizations, and Agency groups.

Student Resource Guide for Prohibited Conduct

The University’s Resource and Reporting Guide for Students, providing complete information for students about how to locate and access University and community resources for medical and mental-health assistance and support, how to obtain supportive measures, how to report Prohibited Conduct to the University and to law enforcement, and other information that may be useful to University students who have experienced or witnessed an incident of Prohibited Conduct.

Student(s)

An individual who either has been admitted to a degree or certificate program at the University or has received permission to enroll and is registered for coursework (including credit or non-credit) at the University during any given academic session (including fall or spring semesters, Summer Session, or January Term).

Subaward

An enforceable agreement, issued under a Federal Award or a Non-Federal Award between a Pass-through Entity and a Subrecipient for the performance of a substantive portion of the program. (Note: These terms do NOT apply to the procurement of goods or services from a Vendor.)

Subcontract

Any contract entered into by a third party to furnish supplies or services related to a discreet portion of a University contract, grant, or award.

Subcontractor

Any supplier, distributor, vendor, or firm that is party to a subcontract.

Subrecipient

A non-Federal entity that receives a Subaward from a Pass-through Entity to carry out part of a federal or non-federal program as opposed to providing goods and services but does not include an individual that is a beneficiary of such a program. Subrecipients have responsibility for programmatic decision-making and for adherence to applicable program compliance responsibilities.

Substance Abuse Professional

The individual who evaluates employees who have violated a Department of Transportation drug and alcohol program regulation and makes recommendations concerning prescribed educations, rehabilitative treatment, follow-up testing, and aftercare.

Substantial Misrepresentation

Any misrepresentation on which the person to whom it was made could reasonably be expected to rely, or has reasonably relied, to that person's detriment concerning the nature of an institution’s educational programs, financial charges, or the employability of its graduates.

Substantive Change

A significant modification or expansion of the nature and scope of an accredited institution. Substantive changes can impact the quality of educational programs and services (see Code of Federal Regulations § 602.22 Substantive changes and other reporting requirements). Actions that fall under substantive change include:

  • Substantially changing the established mission or objectives of an institution or its programs.
  • Changing the legal status, form of control, or ownership of an institution.
  • Changing the governance of an institution.
  • Merging / consolidating two or more institutions or entities.
  • Acquiring another institution or any program or location of another institution.
  • Relocating an institution or an off-campus instructional site of an institution (including a branch campus).
  • Offering courses or programs at a higher or lower degree level than currently authorized.
  • Adding graduate programs at an institution previously offering only undergraduate programs (including degrees, diplomas, certificates, and other for-credit credential).
  • Changing the way an institution measures student progress, whether in clock hours or credit-hours; semesters, trimesters, or quarters; or time-based or non–time-based methods or measures.
  • Adding a program that is a significant departure from the existing programs, or method of delivery, from those offered when the institution was last evaluated.
  • Initiating programs by distance education or correspondence courses.
  • Adding an additional method of delivery to a currently offered program.
  • Entering into a cooperative academic arrangement.
  • Entering into a written arrangement under 34 C.F.R. § 668.5 under which an institution or organization not certified to participate in the title IV Higher Education Act (HEA) programs offers less than 25% (notification) or 25-50% (approval) of one or more of the accredited institution's educational programs. An agreement offering more than 50% of one or more of an institution’s programs is prohibited by federal regulation.
  • Substantially increase or decreasing the number of clock hours or credit hours awarded or competencies demonstrated, or an increase in the level of credential awarded, for successful completion of one or more programs.
  • Adding competency-based education programs.
  • Adding each competency-based education program by direct assessment.
  • Adding programs with completion pathways that recognize and accommodate a student’s prior or existing knowledge or competency.
  • Awarding dual or joint academic awards.
  • Re-opening a previously closed program or off-campus instructional site.
  • Adding a new off-campus instructional site/additional location including a branch campus.
  • Adding a permanent location at a site at which an institution is conducting a teach-out program for students of another institution that has ceased operating before all students have completed their program of study.
  • Closing an institution, a program, a method of delivery, an off-campus instructional site, or a program at an off-campus instructional site.
  • Participating in the federal Prison Education Program providing Pell Grant access to confined or incarcerated students.
Suitable Means of Verification

The process through which one receives assurance that work was performed so as to provide a certification of effort on the periodic effort reports. This process must take into consideration other university records and provide for the documented review of such records in support of work performed. Some examples of these records might include: calendars, teaching schedules, logbooks, or sponsor budgets. Other means of verification may also suffice, including e-mails attesting to effort devoted based upon firsthand knowledge. Oral verification from the employee/Principal Investigator or others fulfilling the role of a responsible person to an administrator will not suffice as a suitable means of verification.

Supervisor

Any person who has authority to undertake or recommend tangible employment decisions affecting an employee or academic decisions affecting a student; or to direct an employee’s work activities or a student’s academic activities. Examples include faculty members to whom work-study students report and team lead workers who, from time to time, monitor other employees’ performance or direct their work.

Supervisor1

A University employee charged with responsibility for managing another employee’s performance, including conducting performance evaluations.

Supplier

Any entity that provides goods or services. (Previously referred to as a vendor.) For credit card transactions, commonly referred to as a merchant.

Supplier Invoice Request

A task in the finance system used to submit payment requests for suppliers and non-employee individuals for transactions not required on a Purchase Order or Travel and Expense Card (previously referred to as Payment Voucher.)

Surplus Property

All University General Assets, Electronic Devices, and Electronic Media that are moveable from one location to another, including abandoned property, that is unwanted, worn-out, obsolete, excess to the University’s needs, or otherwise unsuitable for intended use.

Suspension

An employee’s absence from work without pay that is imposed as part of a disciplinary action.

Sustainability
The ability to meet the needs of the present without compromising the ability of future generations to meet their own needs. ¹

¹From the United Nations World Commission on Environment and Development (WCED), now known as the Brundtland Commission.
Tag Out

Posting a prominent warning tag with durable string onto the energy isolation device and/or lock out device of the piece of equipment, machinery, or system being controlled. This tag documents the Authorized Person taking the equipment out of operation and the date. It is a warning to others that the equipment cannot be put back into operation until the tag and lock have been removed by the Authorized Person.

Tangible Personal Property

Property, other than real property, whose value is derived from its physical existence. Tangible personal property includes, but is not limited to, artwork, antiques, automobiles, books, maps, archival material, technology hardware, furnishings, appliances, office and other equipment and personal items.

Tangible Personal Property1

Property, other than real property, which may be seen, weighed, measured, felt, or touched, or is in any other manner perceptible to the senses. Under Virginia law, the term "tangible personal property" does not include stocks, bonds, notes, insurance, or other obligations or securities (as defined in VA Code § 58.1-602).

Tax Identification Number

The number used to identify the University of Virginia for Federal and State tax matters. The Tax Identification Number may also be referred to as the Employer Identification Number (EIN) or Federal Employer Identification Number (FEIN). 

Tax–Exempt Debt (Bonds) Issued by the University

Debt issued and managed (1) by the University; or (2) by a State authority at the request of the University and for which the University pays its pro-rata share of the debt service.

Tax–Exempt Debt Compliance (TEDC) Information Dashboard

A data repository and reporting tool developed in-house for Tax Exempt Debt Compliance to assist with post-issuance debt compliance requirements.

Technology Control Plan (TCP)

A document that sets forth the specific physical, electronic, and procedural controls that will be taken to prevent unauthorized access to or export of controlled technology. (A template TCP is available on the forms page of the Office of Export Controls website.)

Tent

A structure, enclosure, or shelter, with or without side-walls or drops, constructed of fabric or pliable material supported by any manner except by air or the contents that it protects.

Tenure or "Without Term" Election

An appointment to the faculty of indefinite duration.

Terms

There are no terms that require definition.

Terms Related to Financial Aid


Includes:

  • Direct Aid: Any aid provided directly to a student, such as a stipend.

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

  • Fellowship/Scholarship: Unearned aid (no work or repayment requirement) awarded to students. Fellowships and scholarships may consist of direct and indirect forms of aid.

  • Stipend: An amount given directly to a student to support the pursuit of study or training. Students receiving a stipend are under no obligation to perform services as a condition of receiving the funds. Such support typically is provided over a period of time, e.g., ten monthly deposits of $500 each.

  • Tuition Remission: The in-state tuition and all required fees paid on behalf of a student serving in a qualified graduate assistantship. Tuition remission pays only the in-state portion of an out-of-state student’s tuition charges, but pays all required fees, including the comprehensive fee, the University activity fee, the school activity fee, and, where applicable, the international student fee.

  • Tuition Adjustment: The amount of tuition above in-state tuition paid on behalf of an out-of-state student serving in a qualified graduate assistantship. An out-of-state student who serves in a qualified graduate assistantship receives tuition remission (in-state tuition and all required fees) and may receive tuition adjustment (difference between in-state and out-of-state tuition; all required fees are covered as part of tuition remission).

Testimonial

A formal, public statement testifying to the qualifications of a third-party organization or the efficacy of the organization’s products, goods, services, views, or beliefs.

Text Messages

Brief, direct notifications received on a cellular phone or similar text-communication handheld device.

Third Party

An organization or individual or external program from outside of the University that uses University facilities to conduct a covered program pursuant to an approved contract or other use agreement with a sponsoring University academic or administrative unit. For example, athletic camp or academic camp.

Third Party Cost Sharing

Occurs when commitments or contributions are offered from an entity external to UVa which may be in the form of cash or in-kind contributions, such as compensation, materials, equipment, etc.

Timely Warning

An alert triggered when the University determines that a crime which has already been committed but presents a serious or continuous threat (e.g., a homicide, sex offense or robbery) must be reported to the campus community.

Title IX Coordinator

The person charged with monitoring the University’s compliance with Title IX and the University’s Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence.

Title IX Grievance Process

The University’s Grievance Process for Investigating and Resolving Reports of Title IX Prohibited Conduct setting forth the procedures for investigating and resolving reports of alleged Title IX Prohibited Conduct under the Policy.

Title IX Prohibited Conduct

All of the conduct as defined by the Department of Education Title IX regulations and defined in the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence as “Title IX Prohibited Conduct” in the University’s Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence, which includes: (1) Quid Pro Quo Harassment (by an employee); (2) Sexual Harassment; (3) Sexual Assault; (4) Dating Violence; (5) Domestic Violence; and (6) Stalking.

To Provide

(Concerning transmitting a document) to place in the mail or to deliver.

Total Professional Effort

All activities performed by a faculty or staff member regardless of how (or whether) the individual receives compensation. All such activities are comprised of both inclusions and exclusions in defining 100% ‘University effort.’ [Reference Appendix A of this policy for further details.]

Trade or Business

Any activity carried on by a Non-Governmental Person other than an individual acting as a member of the general public.

Trademark

Any word, name, symbol, device, or any combination thereof (including colors, logos, or trade dress) used by the University to designate the University’s goods and to distinguish them from those manufactured or sold by others.

Train the Trainer (TtT)

The designated department trainer who has the knowledge, classroom training certification, and experience to train others on how to safely operate the powered industrial truck (PIT) used in the department. The TtT oversees day-to-day safe operations, investigates incidents that may occur with the department’s PIT, and resolves how to prevent any future reoccurrence.

Transfer of Equipment Assets

Refers to the permanent release of equipment assets from one institution to another. This usually occurs when a Principal Investigator (PI) leaves employment at one institution to work at another institution and continue their research. This may also include the transference of active awards with the PI and the equipment purchased on such awards.

Travel Abroad Health and Emergency Assistance Insurance

Insurance that provides coverage for health care costs incurred overseas and that provides: (1) medical evacuation, (2) security evacuation, (3) repatriation of remains, and (4) emergency assistance. The required aggregate minimum coverage is determined by the Office of Property & Liability Risk Management, the Risk Management Committee for Education Abroad, and the Office of University Counsel.

Travel Registry

A confidential and secure database for maintaining key travel information about students traveling for University-related purposes. The travel registry is the official and authoritative source of traveler information that forms the basis for the University’s emergency response protocols and communications strategy (e.g., advisories, alerts, emergency messages, evacuation notices) when responding to an emergency or critical incident abroad. The International Studies Office is responsible for the overall management of the travel registry, though other offices have input and access to the registry for rapid response purposes.

Trespass Warning

A written notice issued by the University of Virginia Police Division, the UVA Medical Center, the Division of Student Affairs, or Office for Equal Opportunity and Civil Rights that warns a person that they are not permitted to enter or remain upon the University or UVA Medical Center property described in the Trespass Warning.

Types of Affiliation

Include:

Doctoral Completion: Advanced doctoral students who have fulfilled all residency and credit requirements for their degree, do not require access to University resources; (including labs) or student services, and are completing or defending their dissertation.

External Internship/Study: Students who are participating in an approved professional internship or educational program outside the University.

Degree Conferral in Absentia: Students who are not taking new courses or pursuing research, but who need to be affiliated at the University for certain administrative reasons before receiving their degree, including finishing incompletes, paying an outstanding University financial obligation, or receiving official transcripts of approved transfer credit.

Types of Enrollment

Include:

Certificate-Seeking: A student who is enrolled in a credit or non-credit certificate program at the University.

Degree-Seeking: A student enrolled in any undergraduate or graduate degree-granting program at the University. Graduate degree-seeking students include those students enrolled in one of the University’s two professional schools (Law, Medicine).

Full-Time: A student who is enrolled for at least twelve (12) credits in a fall or spring term, six (6) credits in summer term, three (3) credits in January term, or a student who is enrolled in the School of Medicine and has been identified by the school as full-time (Medicine does not award credit for its courses).

Part-Time: A student who is enrolled at half-time or less than half-time. Students enrolled for three-quarter time must be approved for a reduced course load by their dean’s office and pay full-time tuition. References in this policy to part-time enrollment do not include three-quarter time enrollment.

Non-Degree-Seeking: A student who has received permission to enroll and is registered for coursework at the University but is not enrolled in one of the University’s degree-granting programs.

Research: A student who is enrolled for graduate research credits only. Research graduate students may be degree-seeking or non-degree-seeking.

Visiting: A non-degree-seeking student who is enrolled in a degree-granting program at another institution.

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 (HHS).

Unaffiliated Persons

Any person or party who is not an affiliated person (e.g., businesses, non-profit organizations, independent contractors).

Unauthorized Cash Deficit

Any 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 program that is not charged to the sponsor and 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. Principal Investigators/Project Directors and key personnel do no need to track uncommitted effort as cost shared effort.

Underutilization

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)].

Uniform Guidance

A publication from the federal Office of Management and Budget entitled “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards” (2 CFR 200).

Unit

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

United States

The physical geography of the United States of America and its territories.

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.

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 and Medical Center Budget Summary

The University’s and Medical Center's annual operating budget approved by the Board of Visitors.

University and Medical Center Fund Summary

The University’s and Medical Center's annual operating funds approved by the Board of Visitors.

University Business Intelligence (UBI)

The University’s enterprise reporting environment.

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

All activities that comprise one’s professional/professorial workload at UVA, including the Medical Center and the College 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 programs, administration, non-sponsored/departmental research, University service, competitive proposal preparation, and clinical activities. For payroll allocation confirmation, compensation for ‘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). University equipment does not include University infrastructure (e.g., networks, buildings); office furnishings that remain in the location designated for their use (e.g., desks, file cabinets, bookcases); or telephone and computing resources that are covered by other specific policies.

University Facility

Any defined space of the University, including but not limited to a room, lab, series of labs, building, or controlled outdoor area (which includes the Academical Village).

University Finance System

The integrated modules and associated sub-systems used to process the University’s transactions that collectively serve as the University’s official system of financial record. This includes but is not limited to: General Ledger, Grants, Gifts, Endowments, Student Information System (SIS), Human Resources, Payroll, Travel, Expense, and Banking and Settlement.

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, as well as athletic and recreational facilities of the University that are used by members of the University community are located.

University Grounds or Separate Campus (based on Clery Act definition)

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. This includes (i) any building or property owned or controlled by the University within the same reasonably contiguous geographic area and used by the institution in direct support of, or in a manner related to, the institution’s educational purposes, including residence halls; and (ii) any building or property that is within or reasonably contiguous to the area described in clause (i) that is owned by the University but controlled by another person, is frequently used by students, and supports institutional purposes, such as a food or other retail vendor. This also includes Clery Act “separate campus” locations as identified by the assistant vice president for clery compliance.

University Housing

Residential living areas managed by the University’s Housing & Residence Life.

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 Marks

All the trademarks or service marks used by the University of Virginia.

University Medical Center (Medical Center)

The hospital and buildings that are University Property in which health care, research, administrative support, and ancillary services are provided that are owned or leased by the University. (Also referred to as the Health 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-Associated Organization (UAO) is not considered a University office or department.

University Payment Card Services (UPCS)

An administrative unit within Financial Operations that oversees payment card activity for the Academic Division, the College at Wise, and under certain conditions, designated 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 Professor

A distinguished professorship at the University of Virginia established to facilitate cross-university collaboration and recognize excellence in a broad field of study.

University Professorship

A distinguished professorship at the University of Virginia established to facilitate cross-university collaboration and recognize excellence in a broad field of study.

University Professorship
University Property

Land or buildings that the University owns or leases and that is under the 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 Record

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 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, messaging (texts, instant messaging, etc.), posts (social media or collaboration software), databases, electronic files, paper, audio, video, and images (digital and printed).

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 UVA 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 Telephone System

Official name of the University’s telephone system.

University Travel and Expense Card (T&E Card)

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

University Travel Restrictions

A restriction on student or Graduate Medical Education (GME) trainee travel for university related purposes issued by the International Studies Office (ISO) under direction of the International Travel Risk Management Committee and 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.

University Vehicle

A Leased or Rented Vehicle, a Motorized Utility Vehicle, or a University-Owned Vehicle that is operated for University business.

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 under the University's merchant account network to support the University’s activities, units, or mission and that has agreed to comply with applicable University policy(ies). This may include but is not limited to University-Associated Organizations authorized to collect funds on behalf of the University.

University-Associated Organization (UAO)

An independent and separately incorporated legal entity, officially recognized by the University, subject to an executed UAO- Memorandum of Understanding (MOU), and meeting all the following criteria:

  • Organized and exists under Virginia law and in good standing with the State Corporation Commission.
  • Qualifies as a tax-exempt organization.
  • Exists and operates for the benefit of the University or one or more of its units by providing one or more of the following support functions: fundraising, asset management, programs, and services.
  • Not an agency, organization, corporation, or unit of the University or the Commonwealth of Virginia.
University-Associated Organization Function

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

University-Associated Organization Office or Department

Any office or department whose reporting line culminates with a University-Associated Organization board.

University-Related International Travel

Travel that (1) utilizes University resources; (2) draws on funds disbursed through the University; (3) involves University faculty and staff acting in an academic or professional capacity relevant to the person’s area of responsibility, activities (including co-curricular and extracurricular), course of research, teaching, or study at UVA or is undertaken with or organized by any University school/unit/department or other organization, even when that travel is not for an academic or professional purpose; (4) is required and/or approved by the traveler’s department or unit; or (5) is funded by a third party or paid with personal funds, provided the purpose of the travel is related to the individual’s position at the University.

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 EXT-006: Solicitation and Acceptance of Gifts of Real Property, Life Insurance, Tangible Personal Property (Including Fine Art), and Intangible Personal Property.

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.

User

Everyone who uses University IT resources. This includes all account holders and users of University IT resources including, but not limited to: students, applicants, faculty, staff, medical center employees, contractors, University-Associated Organization employees, guests, and affiliates of any kind.

UVA Health

Refers to the UVA School of Medicine, UVA School of Nursing, the Claude Moore Health Sciences Library, the Health System Development Office, UVA Medical Center, and UVA Medical Center Affiliates.

UVA Job Profile Structure

A standardized set of approved UVA job profiles for use across Grounds. Based on a position’s job responsibilities, profiles are grouped by job families, divided into sub-families, and broken down by title. Each profile has key information associated with each title, including duties and responsibilities, education and experience, expertise, 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 Medical Center Affiliates

Refers to any operating entity or affiliated or subsidiary organization, whether now existing or hereafter created or acquired, that is/are an owned and controlled affiliate of the Rector and Visitors of the University of Virginia on behalf of its Medical Center (“UVA Medical Center”), including, without limitation, UVA Community Health, Inc., and its controlled affiliates and the Monticello Community Surgery Center.

UVA–WorkMed

A comprehensive occupational health and employee wellness program.

Vaping

Drawing in and exhaling an aerosol, commonly called vapor; the act of using an electronic cigarette.

Vendor

Any entity that supplies goods or services.

Visa

A document that allows a non-immigrant alien from a foreign country to travel to a U.S. port-of entry, and request permission of the U.S. immigration inspector to enter the U.S. Issuance of a visa does not guarantee entry to the U.S. The Customs and Border Protection Officer at the port-of-entry determines whether the non-immigrant alien can be admitted and decides how long the non-immigrant alien may stay for any particular visit.

  • B-1 and B-2 Visas: The most common non-immigrant visa also known as the “visa for temporary visitors for business or pleasure” is used for persons desiring to enter the U. S. temporarily for Business (B-1) or for pleasure, tourism, or medical treatment (B-2). Business reasons include “usual academic activity or activities” such as lecturing; attending meetings; and sharing knowledge, experience, or skills in master classes, readings, and performances.

  • J-1 Visa: Non-immigrant visa issued by the U.S. to exchange visitors participating in programs that promote cultural exchange, especially to obtain medical, scientific, or educational training within the U.S. J-1 visitors may remain in the U.S. until the end of their exchange program, as specified on form DS-2019.

Visa Waiver Program (VWP)

Enables citizens of participating countries meeting the Visa Waiver Program requirements to travel to the U. S. for business or tourism (visitor [B] visa purposes only) for stays of 90 days or less without obtaining a visa. Non-immigrant alien visitors cannot extend their stay.

Visiting Appointment

An appointment at another institution or organization for a short term, usually one year or less, during which time the faculty member is on leave from the University.

Visiting Faculty

Visiting faculty receive academic appointments at the University to participate in teaching, research, or clinical work in a sponsoring department or school while maintaining affiliation with their primary place of employment. They may serve as the instructor of record for courses offered for credit at the University.

Visiting Faculty and Staff

An individual working on a temporary basis at the University and not receiving compensation from the University's academic division.  (Examples of visiting faculty and staff include, but are not limited to: visiting research assistants, visiting scholars and ROTC.)

Visiting Graduate Researcher (VGR)

Status for a non-degree-seeking and non-credit earning graduate student that is determined by their continued enrollment as a student in good standing in a graduate-level degree-seeking program at another institution of higher education, while in residence at UVA for the purposes of conducting research, often for short and irregular periods. VGRs are not enrolled as students at UVA.

Visiting Graduate Researcher Term

A monthly course in the non-credit career of the University’s Student Information System.

Visiting Scholar

Visiting scholars receive appointments at the University to participate in scholarly or research activities in a sponsoring department or school while maintaining affiliation with their primary place of employment. They are not considered faculty, and thus may not serve as the instructor of record for any course offered for credit at the University.

Visiting Student

A non-degree-seeking student who is enrolled in a degree-granting program at another institution.

Visual Line of Sight

The ability of the Remote Pilot in Command to see the aircraft at all times when in flight using the unaided eye with sufficient clarity to determine the aircraft’s location, attitude, altitude, and direction of flight, and to avoid other aircraft or hazards.

Visual Observer

A person who has been designated to assist the Remote Pilot in Command in complying with his or her See and Avoid duties and maintain a lookout for other aircraft or hazards that may affect the safety of flight.

Voluntary Committed Cost Sharing

Sharing costs of a sponsored program when it is not required by the sponsor but offered by the Principal Investigator in the proposal budget or budget justification as a commitment to the project. When the proposal is awarded by the sponsor, the voluntary cost sharing commitment becomes part of a binding agreement and an award condition. Voluntary committed cost sharing must be tracked, documented, and reported (when required) to sponsors.

Voluntary Uncommitted Cost Sharing

Sharing costs of a sponsored program which are over and above proposed and awarded commitments. Such cost sharing does not need to be tracked, documented, or reported to sponsors. For example, key personnel committed to and charged 25% of the Institutional Base Salary to the project but spent 35% of his/her research effort on the project. The additional 10% is voluntary uncommitted cost sharing.

Volunteer

An individual permitted under specific conditions to perform agreed upon activities on behalf of the University, but not in an employment capacity and therefore is not entitled to compensation and employment benefits.

VWB and VWT

VWB (Visa Waiver for Business) and VWT (Visa Waiver for Tourism) travelers are required to have a valid authorization through the Electronic System for Travel prior to travel to a U.S. port-of-entry.

Wage Employee

An employee whose terms and conditions of employment stipulate an hourly rate of pay rather than a fixed salary and is paid on an hourly basis for actual hours worked. Wage employees are not eligible for leave or other benefits. These employees are not covered by the Virginia Personnel Act and are non-exempt for purposes of overtime compensation as defined by the Fair Labor Standards Act.

Waste Stream

Waste materials generated in UVA facilities that can be recovered to be reused, recycled, composted, or disposed in a landfill.

Weapon

Any (i) firearm including any pistol, revolver, rifle, shotgun, air-pistol, paintball gun, or other instrument designed or intended to propel a bullet, cartridge, or other missile of any kind including a bow or cross-bow; (ii) ammunition for any firearm; (iii) dirk, bowie knife, switchblade knife, ballistic knife, butterfly knife, sword, machete, or other bladed weapon with a blade longer than four inches in length; (iv) razor slingshot, spring stick, metal or lexan knucks, or blackjack; (v) flailing instrument consisting of two or more rigid parts connected in such manner as to allow them to swing freely, which may be known as nun chahka, nun chuck, nunchaku, shuriken, or fighting chain; or (vi) disc, of whatever configuration, having at least two points or pointed blades that is designed to be thrown or propelled and that may be known as throwing star or oriental dart.

Whistleblower

Person who makes an allegation of research misconduct.

Wire Transfer

The direct, electronic transfer of funds from one bank account to another, using the Federal Reserve Bank’s FedWire System as an intermediary.

With Term

An appointment of a defined duration and end date.

Women-owned Business Enterprise

A business that is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest is owned by one or more women who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more women.

Work Area

A work area includes, but is not limited to the following: a laboratory, laboratory support room, makerspace, shop or studio where work with any hazardous material could contaminate work surfaces, release airborne particles, mists or vapors or other means by which materials could spread with or without the knowledge of personnel or others in the area.

Working Capital

The operating liquidity available to an organization to meet financial obligations.

Working Time

The hours during which an employee is expected to be performing their University-related job responsibilities.

Worksite Evaluations

Assessment of the workplace in order to improve the fit between the worker and the work environment.

Worktags

The financial data required to submit a financial transaction in the finance system, such as Cost Center, Project, Fund, Grant, and Spend category.

Work–for–Hire Rule

The “work-for-hire” rule, defined in the Copyright Act, provides that when an employee produces a copyrightable work within the scope of employment, the copyright to that work belongs to the employer and not to the author.

Write-off

A transaction that removes from the University’s financial accounting records a receivable that management has determined to be uncollectible. Writing off the receivable does not relieve the debt; it remains owed to the University but is no longer reported in the University’s accounting system as a receivable.

Write-off Committee

This committee meets on a quarterly basis to review receivable balances proposed for write-off by billing departments, Central Accounts Receivable, and Student Financial Services to verify that due diligence procedures have been completed. The Write-off Committee approves or disapproves write-offs based on the facts and circumstances of each account. The Write-off Committee is comprised of representatives from UVA Finance and Student Financial Services.

Zero Mechanical State

The mechanical potential energy of all portions of the equipment or machine is set so that the opening of pipes, tubes, hoses or actuation of any valve, lever, or button, will not produce a movement which could cause injury.

Zero Waste Event

An event that produces 10% or less waste, meaning at least 90% of waste generated is diverted from landfills through reuse, recycling, or composting.