Policy Directory by Glossary Terms

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. Once economic nexus is established, the state can require the collection of sales tax for products shipped into that state.

(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
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¹Based on The Forum on Education Abroad Glossary.

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.

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:

• Sole possession records or private notes held by a school official that are not accessible or released to another person.
• Law enforcement or campus security records that are solely for law enforcement purposes and maintained solely by the law enforcement unit.
• Records relating to the employment of students by the institution (unless the employment is contingent on their status as students).
• 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).
• 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.
• Grades on peer-graded papers before they are collected and recorded by an instructor.

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; (ii) a seat for the use of the rider; and (iii) an electric motor with an input of no more than 750 watts. (As defined in Virginia Code § 46.2-100.)

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 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.

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.

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 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.

The software solution (RUVA also known as Research UVA) used for pre-award grants management including, but not limited to, proposal development and submission, contract management, and award documentation. Regardless, the University’s electronic research administration system is the system currently in use for the purpose as described.

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.

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

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

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.

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

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
• Acts of Violence
• Acts of Terrorism

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.

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.

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.

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.)

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.

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.

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.

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

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.

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.

Includes a full- and part-time faculty member, a University staff member, a UVA Medical Center staff member, a classified staff member, a professional research staff member, a wage employee, a temporary employee, or a student staff member when they are performing the duties of that role.

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.

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

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.

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.

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.

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.

Purchased fuels and the energy and utilities derived from them.

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

The use of operational strategies and equipment that requires less energy to achieve the desired energy service (e.g., lighting).

Activities that foster energy conservation, energy efficiency, sustainability, life cycle/operational cost savings, and environmental stewardship.

Any student officially registered in a full or part-time capacity for courses at the University of Virginia and charged fees for use of on-Grounds services. It does not include students in certain special session courses or off-Grounds courses.

Tangible property costing $10,000 or more per item and having a useful life greater than one year.

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):

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.

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).

The Commonwealth of Virginia's electronic purchasing system.

A set of documents comprising all materials to be used for tenure or promotion evaluation.

Any operation in which earth, rock, or other material in the ground is moved, removed, or otherwise displaced by means of any tools, equipment, or explosives and includes, without limitation, grading, trenching, digging, ditching, dredging, drilling, augering, tunneling, scraping, cable or pipe plowing and driving, wrecking, razing, rendering, moving, or removing any structure or mass of material.

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 and vice presidents 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 the vice president for 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.

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.

A review for tenure or promotion done outside the normal annual review cycle.

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.

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.

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.

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.

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.

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.

Any organization or entity that is legally distinct from the Rector and Visitors of the University of Virginia. This definition includes organizations that are closely associated with, owned by, or supportive of the University, but are still external parties. Examples include, but are not limited to, University-Associated Organizations (UAOs), UVA Community Health, Inc., Contracted Independent Organizations (CIOs), Fraternal Organizations, vendors, grant sponsors, donors, municipalities, professional organizations, non-profit organizations, and individuals providing services as independent contractors. Contracts between the University and any external party must be signed by an authorized signatory.

Information belonging to an outside party (i.e., separate legal entity) for which the University is contractually obligated to maintain confidentiality.