Policy Directory by Glossary Terms

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Camera Monitoring

Viewing camera feeds in real-time.

Camera Oversight Group

The University group charged with the oversight of the camera requests and approvals. It shall be composed of directors/managers of The Office of the Provost, Health System Environment of Care, Information Technology Services, University Police Department and University Office of Safety and Emergency Preparedness.

Camera Recording

A recording of an analog video signal or recording a digital video stream from an IP camera.

Campus Community

Refers to faculty, staff, employees, students, patients, and visitors on or near campus; consisting of the administrative units and eleven 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. 74-81 (Feb. 28, 2011).

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) upon acquisition or completion of a fabricated equipment asset (note: ETF funding doesn’t allow fabrications);
  2. A useful life of greater than one year;
  3. The equipment asset is titled to the University; and
  4. The equipment functions either as a standalone asset or as an integral part of a larger University asset.
Capital Projects

Represented by the award prefix SP (State Plant), any acquisition of property, new construction, and improvements to property, plant or equipment costing $1 million or more. [Some SP awards are used for capitalizable expenditures less than $1 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.


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 in order 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.


Currency and coins.

Cash Advance

An advance of funds to an employee solely for the purpose of paying for official purchases.

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.


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

Catered Meal

A meal supplied by either an internal or external vendor and requires both planning and forethought on the part of the purchaser, including a pre-established menu.


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 Financial Reporting and Operations that has the primary responsibility for generating invoices and dunning notices, and managing other collection efforts of accounts receivable processed through the Oracle Accounts Receivable module (OAR), 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 funds sources managed by the Office of Financial Planning & Analysis, including State General, State Restricted, Local General, State Auxiliary, Local Auxiliary, Endowment Institutional, Gift Institutional, and F&A Institutional awards.

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.


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 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 a gift to a legal entity (trust) with certain conditions. Payments are made to the donor and/or other income beneficiaries in accordance with the trust terms. 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. Charitable remainder trusts may also be created outside the auspices of the University with an independent trustee. Remainder assets from external trusts may also be designated to benefit the University (including schools or units) or related foundations.


A newborn biological child or a newly-placed adopted, foster, or custodial child under the age of eighteen.

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 1M Laser

Considered to be incapable of producing hazardous exposure conditions during normal operation unless the beam is viewed with collecting optics (e.g., telescope, microscope) and is exempt from any control measures other than to prevent potentially hazardous optically aided viewing.

Class 2M Laser

Emits in the visible portion of the spectrum [400-700 nanometer (nm)] and eye protection is normally afforded by the aversion response for unaided viewing. However, Class 2M is potentially hazardous if viewed with collection optics (e.g., telescope, microscope).

Class 3 Laser

Has two subclasses, 3R and 3B 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 recommended 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.

Clinical Staff

Licensed physicians, dentists, podiatrists, Ph.D. clinical psychologists, or Ph.D. clinical pathologists who may practice independently and granted clinical privileges to provide care and treatment to patients of the UVA Medical Center and affiliated practices.

Clinician Wellness Program (CWP)

A Health System program that collaborates with the Faculty and Employee Assistance Program to identify and manage matters of individual clinician physical and mental health that is part of the peer review process and separate from clinical staff disciplinary functions. The Program aids clinicians in retaining or regaining optimal professional functioning, consistent with protection of patients and standards of appropriate and professional clinical behavior.

Closed Circuit Television (CCTV) Camera

Any camera and associated device or process, used with or without a network, for the purpose of gathering, monitoring, recording or storing an image or images of University facilities or properties and/or people in those areas for the purpose of identification or investigation. It should be noted that CCTV cameras used for alternative purposes such as broadcasting athletic events, determining whether parking lots are full, maintaining appropriate medical bed levels, and other usages, at times, temporarily may become security cameras because of the incidents occurring within their view. Images captured by CCTV cameras may be real-time or preserved for review at a later date. [Note: Cameras used for research and patient monitoring for medical purposes are not considered CCTV cameras while being used for those purposes.]

Closed Circuit Television (CCTV) Monitoring or Recording

The process of using a closed circuit television camera to observe, review or store visual images for purposes of identifying, investigating, deterring crime and protecting safety and security.

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.
Common Carrier

A licensed commercial moving company.


An individual accompanying a University employee on University-related business and incurring travel or meals expenses reimbursable to the University employee under this policy.

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.


Behavioral characteristics critical for successful job performance.

Competitive Starting Pay

The base pay offered to candidates accepting a University staff position. The competitive starting pay is determined by review of several factors including relevant market-based pay range, employee skills, competencies, and other factors as appropriate to the situation. 


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.


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-Related Foundation that has been determined to be significant enough under GASB guidance that it must be included in the University’s financial statements.

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 of 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.


Alumni, parents of alumni, parents of enrolled students, friends of the University and current or prospective donors.


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.


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.

Contingent Hire

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


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 common. 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.


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 Data

Data that is a public record available to anyone in accordance with the Virginia Freedom of Information Act but is also not intentionally made public (see the definition of public data). Examples include salary information, employee name & title, meeting minutes, specific e-mail messages. (For a complete list, see The Virginia Freedom of Information Act).

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 University Human Resources, the Faculty and Employee Assistance Program, the Office of the Provost, and UVA-WorkMed. If applicable, representatives from departmental human resources and the Clincian Wellness Program shall be included on the team.


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.

Core Time

Hours of operation during which staff may be required to be present or accessible. Core time may also include the requirement for staff to be present during a particular day of the week. Core time may be necessary in any of the alternative work scheduling arrangements.

Corporate 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.

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.

Cost Transfers

A journal entry to transfer an expense altering the original recorded transaction in the financial system. More specifically, a labor adjustment is a salary cost transfer, where adjustments are made in the Oracle Labor Distribution module to transfer payroll expenses.

Course Materials

Outlines, slides, Powerpoints, readings, or other content made available to students by the instructor or through UVaCollab (the centrally-supported online collaboration and learning environment at the University of Virginia) or other course reserves system.

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.

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.
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 Risk Management Committee for Education Abroad.

Critical Incident Management Team (CIMT)

Designated senior University leaders assembled and directed by the Executive Vice President and Chief Operating Officer to plan for, guide, respond to, and recover from a crisis. 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

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.