Policy Directory by Glossary Terms

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Definition
Observer

A high school student at least 16 years of age, a post-secondary student or adult, including but not limited to a friend and/or relative of a current employee, with a bona fide educational interest in using University and Medical Center facilities, programs, and services for observation and/or career exploration opportunities, the duration of which does not exceed a 30-day calendar period within one calendar year. An observer does not provide patient care or other services within or for the benefit of the University or the Medical Center.

Occupational Safety and Health Administration (OSHA)

A regulatory agency that is part of the United States Department of Labor that enforces safety and health regulations.

Off-Grounds Rate

The University’s approved F&A rate for sponsored programs on which >50% of professional effort will be conducted in or on land, buildings or other space not owned by the University (state agency 207 or state agency 246) where all operation and maintenance expenses are directly incurred by the cost objective specifically benefited or are initially incurred by a Revenue Generating Activity (recharge center/service center) and then allocated to the cost objectives specifically benefitted based on an allocation plan approved by the Office of Business Assets and Cost Recovery. Off-Grounds locations may be privately rented/leased, government-owned, or owned by another university.

Office for Equal Opportunity and Civil Rights (EOCR)

The Office for Equal Opportunity and Civil Rights is an administrative office within the University’s Division for Diversity, Equity, and Inclusion, that includes the staff responsible for administering the Policy on Sexual and Gender-Based Harassment and Other Forms of Interpersonal Violence and the PADHR Policy.

Office of Research Integrity (ORI)

The office within the U.S. Department of Health and Human Services (HHS) that is responsible for the research misconduct and research integrity activities of the U.S. Public Health Service.

Official Communication

Communications that include content related to a student’s enrollment, financial responsibilities, and compliance with University policies and procedures, including the policies and procedures of the University's Honor and Judiciary committees.

Official Purchase

All purchases of goods, services, and travel expenses made with University funds which are necessary, reasonable, and directly related to the goals and mission of the University.

On-Grounds Rate

The University’s approved F&A rate for sponsored programs on which >50% of professional effort is conducted in or on land, buildings or other space owned by the University (state agency 207 or state agency 246) and land, buildings or other space leased by the University where the operation and maintenance expenses are incurred by non-sponsored University funding sources, e.g., state or local award types, and cannot be readily and specifically assigned to a particular project or cost objective. For the purposes of this policy, On-Grounds locations do not include leased land, buildings, or other space where all operation and maintenance expenses are initially incurred by a Revenue Generating Activity (recharge center/ service center) and then allocated to the projects or cost objectives specifically benefitted based on an allocation plan approved by the Office of Business Assets and Cost Recovery.

Open Burning

The burning of materials wherein products of combustion are emitted directly into the ambient air without passing through a stack or chimney from an enclosed chamber. Examples include but are not limited to: campfires, bon fires, and fire pits.

Open Flame and Open Flame Devices

For the purpose of this policy, Open Flame and Open Flame Devices shall include but are not limited to candles, tiki torches and oil lanterns. (Note: Users of cutting torches and welding equipment must satisfy requirements outlined under separate fire code regulations. For information on these regulations, contact the Office of Environmental Health & Safety.)

Operating Plan

A submission required by the Commonwealth of Virginia’s Department of Planning and Budget that outlines the University’s plan for expending appropriated state funds.

Operational & Administrative Staff Employee (O&A)

University Staff employees performing office, laboratory, student, and library support; building construction and maintenance; equipment services; public safety; and other operational responsibilities. O&A Staff are typically non-exempt employees under the provisions of the Fair Labor Standards Act (FLSA), and therefore are subject to the FLSA provisions governing the payment of overtime.

Organized Program

An academic, athletic, or recreational activity offered to minor participants. This includes, but is not limited to: summer camps, sports camps, academic camps, theater camps, music camps, workshops, conferences, competitions, group experiential learning opportunities, and other enrichment programs. Organized programs can be residential or non-residential.

Out-of-State Educational Activities

Institutional pursuits involving either: 1) a current student who is physically located in a U.S. state or territory outside of Virginia; or 2) an academic or business activity, or learning placement that is undertaken, entirely or in part, in a U.S. state or territory outside of Virginia. When either criterion is met, the activity may require host state authorization and mandatory federal and state reporting.

  • Academic Activity: Instruction or other educational engagement which is undertaken in a U.S. state or territory outside of Virginia, including but not limited to:

    • Full-term course (course offered during an established academic term, i.e., Fall Term, J-Term, Spring Term, Summer Sessions) involving 3 or more physical class meetings, or any number of meetings totaling over 6 hours.
    • Short course or seminar involving more than 20 classroom hours in one 6-month period.
    • Field trip of more than 1 night (e.g., conference travel, scholarly visits, post-graduate placements).
    • Field study or field research located at a field station, research station, or other physical site, at which a faculty member (or other institutional employee or contractor) supervises or otherwise directs 2 or more students in an activity that is offered for credit or required as part of the student’s program of study and requires more than 20 contact hours in one 6-month period.

    The thresholds above apply (are calculated) by individual state/territory. As an example, a short course that meets for 15 hours in Maryland and 15 hours in Washington, D.C. (total of 30 hours outside the Commonwealth) does not meet the ‘more than 20 classroom hours’ threshold because the course does not exceed 20 hours in either state.

  • Business Activity: Activity undertaken in a U.S. state or territory outside of Virginia in support of an academic program, including but not limited to establishing or maintaining:

    • A physical location for students to receive synchronous or asynchronous instruction, whether leased, rented, donated, or owned.
    • An administrative office or office space for instructional or other staff.
    • A mailing address or phone exchange.
  • Learning Placement: A student learning experience undertaken, entirely or in part, in a U.S. state or territory outside of Virginia, which is comprised primarily of the practical application of previously studied theories and skills, and which meets any one of the following criteria:

    • Offered for academic credit;
    • Requires a fee payable to the institution;
    • Required as part of a program of study;
    • Required for professional certification or licensure.

    Examples include clinical placements/rotations, internships, externships, labs, practica, student teaching, workshops, full-scale residency programs such as a summer session at a field station, and similar. Independent off-campus study by an individual student is exempt, e.g., thesis or dissertation research. Placements of more than 10 students at a single site may require prior authorization (see II. Roles and Responsibilities below).

Outside Employment

Self-employment and other work for another employer in which the employee receives compensation beyond that paid by the University. Outside Employment does not include Professional Service. 

Overload Activity

That which is in excess of the normal for the individual, for which supplemental compensation is paid by the University. For purposes of time and effort reporting, such activities are excluded from effort certifications, provided that such activities are separately identified and documented in the University’s financial system. In general these activities are not related to sponsored programs and are not routine or regular in their occurrence.

Overtime

Time worked by non-exempt employees that exceeds 40 hours in a workweek.