Policy Directory by Glossary Terms

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 face covering will:

• Cover both the mouth and the nose;
• Fit snugly but comfortably against the side of the face;
• Include multiple layers of tightly woven fabric or multiple layers of non-woven material, e.g., 3-ply disposable masks;
• Allow for breathing without restriction; and
• Be one that you will wear consistently.

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.

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). For federally funded sponsored programs, 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.

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.

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.)

A representative body consisting of members elected from each of the schools.

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.

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).

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.

A structural design to limit a fall to the same level (e.g., guardrails, aerial lifts with work platforms).

A system designed to protect personnel from the risk of falls when working at heights of four feet or greater.

Includes any spouse or dependent child.

Provides an eligible employee with up to 12 workweeks of unpaid, job-protected leave without pay (or up to 26 weeks for qualified Military Leave) during a Leave Plan Year for the specified FMLA reasons set forth in this policy in compliance with the Family and Medical Leave Act (FMLA) of 1993.

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

Includes spouse, partner, children, other dependent adults, and/or other relatives.

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.

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.

Research whose procedures and results are legally knowable only by individuals with United States government security clearance.

A division within the U.S. Department of Transportation.

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

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-Associated Organizations.

A significant financial interest that could directly and significantly affect the design, conduct, or reporting of the investigator’s research.

• 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.

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.
• 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.

Includes:

• 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.
• 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
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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..
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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.

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.

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.

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).

Management options allowing work from alternative work locations, or on alternative work schedules, or a combination of the two.

The written agreement, between the unit leader and the employee, which documents the structure and approval of the flexible work option.

The University’s solely authorized agent for lock and key control, responsible for hardware maintenance, upgrades, and modifications, and for key creation and destruction.

An individual not a U.S. citizen or U.S. national (8 USC 1401 et seq).

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.”

Any state or territory in the United States other than the Commonwealth of Virginia.

A United States Citizenship and Immigration Services form mandated for use by employers in the United States to verify the identity and employment authorization of individuals hired for employment within the United States.

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.

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

The name of the UVA chart of accounts. FDM strings are comprised of required and optional worktags and are included on every transaction.

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.

FOs are organizations in relationship with the University through an approved agreement and are governed by the Inter-Fraternity Council (IFC), Inter-Sorority Council (ISC), Multicultural Greek Council (MGC), or 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" FOs. FOs 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 FOs’ activities. FOs are comprised entirely of University students.

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.

The intentional deception perpetrated by an individual or individuals, or an organization, which could result in a tangible or intangible benefit to themselves, the University, the commonwealth, or others. Fraud includes a false representation of a matter of fact (whether by words or by conduct, by false or misleading statements, or by concealment of that which should have been disclosed) that deceives or is intended to deceive. Intentional deception may be inferred from the totality of the circumstances, including statements and conduct, and does not need to be proven with direct evidence.

A transaction involving Fraud. Examples of Fraudulent Transactions include, but are not limited to the following acts:

• Embezzlement or financial irregularity
• Misappropriation of cash, funds, or property
• Misrepresentation or falsification of financial or non-financial documents and/or entries (e.g., timesheets, payroll, leave reports, travel vouchers, academic and administrative records)
• Misrepresentation or falsification of conflict of interest or other related disclosures
• Misrepresentation or falsification of procurement-related information, including level of delegated authority
• Charging personal purchases to a University account or purchasing card
• Intentional misstatement or omission of financial, accounting, or financial reporting information
• Taking gifts or bribes or colluding with a vendor to defraud the University

• Unauthorized use of:
  • University property or resources, including University information
  • University employees to perform non-University business
  • Faculty or staff identification cards
• Knowingly:
  • Certifying compliance with regulatory or sponsor requirements when such requirements have not been met
  • Preparing financial or non-financial reports that are misleading or intended to obscure actual performance

• Any other transaction that represents a knowing and willful violation of applicable federal or state laws and regulations or University policies and procedures.

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. 

An employee who is treated as such under University standards and practices, or whose normal work schedule is 40 hours or more per week.

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.

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: Per CDC guidance, people are considered fully vaccinated:

• 2 weeks after their second dose in a 2-dose series, such as the Pfizer, Moderna, or Novavax 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.

Pools of money differentiated by sources and constraints placed on the use of the resources. Examples include State, Local, Restricted, Unrestricted, etc. In the University Finance System, each Fund is represented by a separate Fund number (e.g., FD001).

A school’s or unit’s available cumulative net position, inclusive of operating surplus/deficit and any carryforward. Fund balances appear in the general ledger and may also be referred to as "Expendable Fund Balances." Fiscal year-end fund balances only include actuals; any other time throughout the year, fund balances include all obligations and commitments (what is expendable).

Any fund balance that is in a deficit as of fiscal year-end.

A fund (a five-digit alpha-numeric field in the University’s financial system, but not the Medical Center’s accounting system) that represents a pool of money differentiated by sources and constraints placed on the use of the resources. Examples include state vs. local funds, restricted, restricted expendable (earnings on endowment or gifts), unrestricted, etc. The type of funds is indicated in the chart of accounts as defined in the table below:

The proposal record in ResearchUVA Powered by Huron that consists of application materials, critical budgetary and compliance data, and required approvals and certifications from study team participants and authorized officials.