Policy Directory by Glossary Terms

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Dangerous Situation

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


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 Stewards

University (Academic Division, the Medical Center, and the College at Wise) officials who have responsibility for determining the purpose and function of data within their assigned data domains. They (1) work to protect the accuracy, integrity, and (as appropriate) confidentiality of data; (2) have final sign-off authority for users seeking to access, retrieve, manipulate, or view data for their respective data domains. May delegate final sign-off authority to Deputy Data Stewards they appoint but retain accountability for decisions; and (3) work to make certain users have an understanding of the data to which they have access.

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.


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

A required written summary, developed by the respective Facilities Management project manager, reviewed by the project sponsor, and approved by senior administration, which explains capital project budget increases. Required approvals include:


Approval Required:

Executive Vice President and Chief Operating Officer

All decision briefs

Vice President for Finance and/or Chief Accounting (Medical Center) as applicable

All decision briefs

Executive Vice President and Provost

Academic-related projects

Vice President for Finance and/or Chief Accounting (Medical Center) as applicable

Debt-funded budget increases

Sr Vice President for Advancement

Gift-funded budget increases

Declared Pregnant Worker

An individual who has voluntarily informed the licensee, 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.


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).


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.

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 who authorize or reject 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 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.


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


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.


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.


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 ombudsmen or any other proceeding leading to a voluntary settlement. (This does not include arbitration.)
View more information on these processes.

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.

Domain (of data)

The entire collection of data for which a University employee assigned the role and responsibilities of an Executive Data Steward, Data Steward, or Deputy Data Steward is responsible. The data domain also includes rules and processes related to the data.


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