Policy Directory by Glossary Terms

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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; and
  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, so-called "phone mail," or voicemail, e-mail, computer files, text files, and any data traversing the University network or stored on University equipment.

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, etc.

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 ACH 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: external hard drives, magnetic tapes, diskettes, CDs, DVDs, and USB storage devices (e.g., thumb drives).

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 (DHS) Customs and Border Protection (CBP) online system that is used by international travelers to request entry to the U.S. through the Visa Travel Program (VTP).

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.


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.


A “high risk” occurrence, expected or unexpected, that threatens the health or safety of the University’s students, faculty, or staff and requires immediate action.

Emergency Alerts

Notifications regarding critical incidents that pose an imminent threat to the health or safety of the University community. Examples of such emergency incidents include, but are not limited to severe weather, hazardous materials incidents, and acts of criminal violence that broadly threaten the safety of the University community.

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
  • Communication Systems Failure
  • Technology Systems Failure
  • Utility Failure
  • Radiological Accident
  • Civil Disturbance
  • Explosion
  • Biological or Chemical Release
  • 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. This expands upon the definition of “Timely Warning” 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, local TV/Radio, 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 University 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 system. Also known as the Expense Owner.

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 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

All benefits provided by the University to salaried employees including group life insurance, health insurance, annual and sick 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.

End User License Agreement (EULA)

A legal contract between the software licensor and purchaser which establishes the purchaser’s right to use the software. Many EULAs are digital documents where the purchasers must “accept” terms and conditions by way of a “click-through” agreement.


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.


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

Activites 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.


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

Equipment Assets

Includes all of the following with the exception of 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. The threshold for ETF equipment to be capitalized is $500.

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 includes, but is 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.


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

Evaluation Panel

The panel that evaluates every report of alleged 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 Department, and (3) a representative from the Division of Student Affairs. In addition, the Evaluation Panel may include a representative from Human Resources 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 Student Procedures.

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 Department, 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.


Any incident that is not consistent with the ordinary course or expected outcomes of operations involving the use of radioactive materials or radiation producing equipment.  An injury does not have to occur.  Events include, but are not limited to:

  • A medical event or misadministration as defined by the Virginia Radiation Protection and Nuclear Regulatory Commission regulations;
  • Events in which a dose is delivered to the patient that is not in accordance with the prescribed treatment plan (plan as prescribed prior to start of treatment);
  • Physical harm to patients or third parties such as visitors;
  • Equipment malfunctions that could potentially cause unexpected radiation exposures to patients or employees;
  • Unsafe radiological situations or working conditions;
  • Violations of the license or registration terms and conditions; or
  • Loss of radioactive material.
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.


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 Vice 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;
  • Members of the President’s professional staff (e.g. Chief of Staff, Chief Audit Executive; Director, Equal Opportunity Programs; etc.); and
  • Senior administrative officers with a direct reporting line to any of the above-named executives, 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; and
  • 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 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.


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.

Expense Approver

The individual who has fiduciary responsibility and is designated as the “Approver” in the Recon@ System for a Project. The selected individual is one who has the appropriate knowledge and authority to authorize expense reports. The Expense Approver certifies that expenses are reasonable and necessary and within budget for the PTAO combination(s).

Expense Report

An expense report is either a request for reimbursement of business expenses incurred on behalf of the University or the allocation of Travel and Expense Card transactions to the appropriate University accounts.


The University’s electronic expense management system used for reimbursing employees for out-of-pocket travel and non-travel business expenses and reconciling Travel and Expense Card transactions.

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.

Export Denial Lists
Expressive Activity

A non-commercial activity in which a person intends to convey a lawful message through speech or conduct that is likely to be perceived as such by an observer of the speech or conduct, and includes any lawful public gathering, demonstration, procession, or parade in which the primary purpose is to exercise the rights of free speech or peaceable assembly.

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, a person agrees to use his or her 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.