Policy Directory by Glossary Terms

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z View All
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 cloth face covering will:

  • Cover both the mouth and the nose;
  • Fit snugly but comfortably against the side of the face;
  • Include multiple layers of fabric;
  • Allow for breathing without restriction; and
  • Be able to be laundered and machine-dried without damage or change to shape.
Facilities and Administrative (F&A) Costs

Those costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved. The term indirect costs is synonymous with F&A costs.

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). 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.


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 (1)

Includes spouse or dependent who resides in the household and moves to the new location.

Family (2)

Includes any spouse or dependent child.

Family and Medical Leave

A job-protected leave without pay (or use of an employee's accrued leave with pay) for up to 12 workweeks (or up to 26 weeks for qualified Military leave) during a Leave Plan Year for the reasons specified in this policy in conformance with the federal Family and Medical Leave Act (FMLA) of 1993.

Family Medical Leave Act (FMLA)

Provides an employee up to twelve (12) workweeks of unpaid leave during a twelve (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.


Unearned aid (no work or repayment requirement) awarded to graduate students, other than those in the Darden School of Business, the McIntire School of Commerce, the School of Law, or the School of Medicine (see “Scholarship”). Fellowships may consist of both direct and indirect forms of aid.


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

Financial Accommodation

Provision of continued financial support during a temporary absence.

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-Related Foundations.

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; or
  • 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


  • 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; and

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.


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


A device consisting of a combination of explosives and combustibles, set off to generate colored lights, smoke and noise for amusement.1

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.

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.

Fiscal Approver

The individual who has fiduciary responsibility and is designated as the “Preparer” in the Recon@ System for a Project. The selected individual is one who has the appropriate knowledge and authority to authorize expense reports. The Fiscal Approver certifies that expenses are charged to the correct PTAO combination(s), expenses adhere to University and/or Departmental policy, and required supporting documentation is attached to the expense report.

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.

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.

Forms of Financial Aid


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).

Foster Care

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


As defined for purposes of this Policy, is one which uses the University's name, consumes University resources, occupies University space, or enters into transactions with the University which require the concurrence of the University.

Foundation Employee

An individual who is an employee of one of the officially recognized University-related foundations.

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 (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.

Fraudulent Transactions

Such transactions ordinarily involve a willful or deliberate action with the intent to obtain an unauthorized benefit. Fraudulent transactions can include but are not limited to:

  • Misappropriation of cash or property;
  • Falsification of time and attendance records;
  • Unauthorized use of University property or the telephone system for long distance personal calls;
  • Unauthorized use of University employees to perform non-University business;
  • Unauthorized use of faculty/staff identification cards; or
  • Any other act that represents a knowing and willful violation of University, state, or applicable federal laws, regulations, policies and/or procedures.
Friable ACM

ACM that can be crumbled, pulverized or reduced to a powder by hand pressure, and when disturbed, readily releases asbestos fibers into the air.

Full graduate assistantship

A full graduate assistantship is equivalent to one-half of a full-time appointment or roughly twenty hours per week. 

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 Enrollment

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).

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.

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 or Moderna 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.