Policy Directory by Glossary Terms

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Identifying Information

Any name or number that may be used, alone or in conjunction with any other information, to identify a specific person.

Identity Theft

A fraud committed using the identifying information of another person.

Immediate Award

An award granted at the sole discretion of the authorizing official. Immediate awards have no impact on non-exempt employees’ overtime rate.

Incentives – Exceptional Recruitment, Retention and Project–Based

Incentives which may be applied on an exception basis in order to address significant recruitment and retention needs or for mission-critical projects. Incentive options include sign-on bonus, retention bonus, project-based incentives, compensa­tory leave, and annual leave.


Any unsafe act performed by an operator or near misses that could have resulted in injury or property damage.

Independent Contractor

An entity or individual who has entered into a contractual agreement to provide goods or services to the University, and meets the following criteria:

  • Is not currently an employee of the University.
  • Has no expectation of becoming an employee at the end of contractual service.
  • Did not have an official UVA appointment within the three months prior to the commencement of the contractual service.
  • Relied or will rely upon own expertise rather than following specific instructions from the department regarding performance of the required work.
  • Performed the work to the specifications of, but not under the direction of, a University employee or student.
  • Did not have the required number of work hours and/or days of the week set by the University.
Indirect aid

Any aid awarded on a student’s behalf to the University or another third party, including tuition, fees, and health insurance subsidies. 

Individual Authorized to Approve

This individual has approval authority for local fund exceptions to state policies as well as self-approval of travel unless otherwise noted in this policy. This individual may also appoint alternate individuals who assume responsibility on his or her behalf or in his or her absence to approve certain expenditures that fall outside of University, State and Local policies.

Individual Student Travel

Includes, but is not limited to, study, research, internships, service, conferences, presentations, teaching, performances, or athletic competitions.

Individually Negotiated Contracts

An agreement between the employee and the University that sets forth employment terms and conditions. 

Individual–Use Electronic Devices

Electronic equipment, whether owned by the University or an individual, that has a storage device or persistent memory, including, but not limited to: desktop computers, laptops, tablets, smart phones and other mobile devices. For purposes of this policy, the term does not include shared purpose devices, such as servers (including shared drives), printers, copiers, routers, switches, firewall hardware, clinical workstations, medical devices (e.g., EKG machines), etc.

Individual–Use 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 any externally attached storage devices (e.g., thumb drives).

Industrial Hygiene

The science and the art of recognizing, evaluating and controlling environmental factors or stresses at the work place which may cause illness or disabilities among the workforce or community as a whole.

Information Security Incident

Any event that, regardless of accidental or malicious cause, results in:

  • disclosure of University data to someone unauthorized to access it,
  • unauthorized alteration of University data,
  • loss of data which the University is legally or contractually bound to protect or which support critical University functions,
  • disrupted information technology service, or
  • a violation of the University’s information security policies.

Examples of such incidents include, but are not limited to:

  • Malicious software installations on electronic devices that store University data not routinely made available to the general public, e.g., employee evaluations, or data the University is legally or contractually bound to protect, e.g., social security numbers, credit card numbers, Protected Health Information (PHI), research data, etc.
  • Loss or theft of electronic devices, electronic media, or paper records that contain University data not routinely made available to the general public or data the University is legally or contractually bound to protect.
  • Defacement of a University website.
  • Unauthorized use of a computing account.
  • Use of information technology resources for unethical or unlawful purposes [incidents involving employees and pornography should be reported directly to Employee Relations (UVA HR)].
  • Contact from the FBI, Secret Service, Department of Homeland Security or other law enforcement organizations regarding a University electronic device that may have been used to commit a crime.
Information Technology (IT) Resources

All resources owned, leased, managed, controlled, or contracted by the University involving networking, computing, electronic communication, and the management and storage of electronic data regardless of the source of funds including, but not limited to:

  • Networks (virtual and physical), networking equipment, and associated wiring including, but not limited to: gateways, routers, switches, wireless access points, concentrators, firewalls, and Internet-protocol telephony devices;
  • Electronic devices containing computer processors including, but not limited to: computers, laptops, desktops, servers (virtual or physical), smart phones, tablets, digital assistants, printers, copiers, network-aware devices with embedded electronic systems (i.e., “Internet of things”), and supervisory control and data acquisition (SCADA) and industrial control systems;
  • Electronic data storage devices including, but not limited to: hard drives, solid state drives, optical disks (e.g., CDs, DVDs), thumb drives, and magnetic tape;
  • Software including, but not limited to: applications, databases, content management systems, web services, and print services;
  • Electronic data in transmission and at rest;
  • Network and communications access and associated privileges; and
  • Account access and associated privileges to any other IT resource.
Information Technology–Related Assets

Electronic equipment and devices that have previously or currently contain University data.

Initial Measurement Period (IMP)

The initial retroactive measurement or “look back” period established by the University for newly hired staff wage employees as required by the Patient Protection and Affordable Care Act. The University’s IMP is established as 12 months from the 1st of the month following the new staff wage employee’s hire date. For example, a new wage employee hired on January 15th will have an Initial Measurement Period of February 1 to January 31.


Gathering information and initial fact-finding to determine whether an allegation or apparent instance of research misconduct warrants an investigation.

Institutional Base Salary (IBS)

The annual compensation that the University and/or University Physicians Group (UPG) pays for an individual’s appointment, whether that individual’s time is spent on research, instruction, administration, or other activities (e.g., patient care or proposals preparation).

Institutional Conflict of Interest (ICOI)

A situation in which the Financial Interests of the University or Financial Interests of Covered Members might affect or reasonably appear to affect Institutional Activities Affecting or Involving Research.

Institutional Official

The Vice President for Research or his/her designee.

Institutional Responsibilities

An investigator’s professional responsibilities on behalf of the University which may include, for example, activities such as research, research consultation, teaching, clinical or other professional practice, institutional committee memberships, and service on panels such as Institutional Review Boards or Data and Safety Monitoring Boards.

Instructional Environments

Shops, studios, makerspaces, laboratories, classrooms or other areas where education, hands-on instruction, training, research or student-supported activities are conducted, in both on- and off-grounds facilities.


The individual listed in the University’s student information system (SIS) as the instructor for a course (or a discussion section or lab affiliated with a course), not to be confused with the tenure-ineligible title of Instructor as defined in policy PROV-029: Faculty Appointment Types and Titles.

Intangible Personal Property

Property other than real property, whose value stems from intangible elements rather than physical or tangible elements. Examples of intangible personal property include patents, copyrights, licenses, and royalties.

Internal Bank

Mechanism established by the Office of Treasury Management through which treasury services are provided to the University’s units. These services include loans, investments, and cash balance management.

Internal Control
Organizational plans and procedures which are designed to:
  • Safeguard assets;
  • Verify the accuracy and reliability of accounting data and other management information;
  • Promote operational efficiency; and
  • Adhere to prescribed policies and compliance with federal and state regulations. 
Internal Overload

A University-approved agreement between a unit that is part of the University and a full-time University faculty member, under which, due to exceptional circumstances, the faculty member receives a payment, in addition to his/her salary for duties beyond those normally assigned and which occur in a time interval during which the faculty member is receiving salary from the University.

Internal Overload Compensation

Compensation for approved Internal Overload activities.

Internal Use Data

Data that is a public record available to anyone in accordance with the Virginia Freedom of Information Act (FOIA) but is also not intentionally made public (see the definition of public data). Examples may include salary information, contracts, and specific email correspondence not otherwise protected by a FOIA exemption. For a complete list, see Code of Virginia § 2.2-3700 Virginia Freedom of Information Act.

International Health and Emergency Assistance Insurance

Healthcare, medical evacuation, security evacuation, repatriation of remains, and emergency assistance insurance coverage for individuals on University-related international travel.

International Student

A student who enters the United States on a F-1 or J-1 visa; international students are considered out-of-state students for the purposes of calculating tuition and are subject to a special international fee.

International Travel

Travel to outside of the 50 United States and the District of Columbia. NB: travel to U.S. territories and other possessions of the U.S. is considered international travel and is thus subject to the requirements of this policy.

International Travel Registry

A confidential and secure database maintained by the University’s International Studies Office for tracking travel itinerary and contact information for persons on University-related international travel.


The formal development of a factual record and the examination and evaluation of that record to determine if misconduct has occurred, and, if so, to determine the responsible person and the seriousness of the misconduct.


The project director or principal investigator and any other person, regardless of title or position: (1) who is responsible for the design, conduct, or reporting of research or proposed research, which may include, for example, senior research staff, collaborators or consultants; and (2) whose research is supported by extramural funding (not internal funds or gifts).

Ionizing Radiation

Alpha particles, beta particles, electrons, protons, gamma rays, x-rays, neutrons, and other particles capable of ionizing materials.

IT Continuity Planning

The development of a plan for restoration of IT resources identified in the impact analysis and for interim manual processes for continuing critical departmental functions during the restoration process.

IT Impact Analysis

The identification of information, computing hardware and software, and associated personnel that require protection against unavailability, unauthorized access, modification, disclosure or other security breaches.

IT Project

A project having as its primary purpose the creation of a unique information technology product or service.

IT Risk Assessment

The determination and evaluation of threats to IT resources and the development of a plan to address any unacceptable risks.

I–9 Specialist

An employee designated by a hiring unit within a school or department who is authorized to complete the online I-9 form on behalf of the hiring department. This individual is authorized upon satisfactory completion of training provided by University Human Resources.