Policy Directory by Glossary Terms

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Name Description
U.S. Citizen

(1) An individual born in the U.S.; (2) an individual whose parent is a U.S. Citizen; (3) a former alien who has been naturalized as a U.S. citizen; (4) an individual born in Puerto Rico; (5) an individual born in Guam; or (6) an individual born in the U.S. Virgin Islands. (USC 1401 et seq.)

U.S. National

An individual who owes his sole allegiance to the U.S. including all U.S. citizens and including non-U.S. citizens of certain U.S. possessions including American Samoa and the Northern Mariana Islands. (8 USC 1401 et seq.)

U.S. Public Health Service (PHS)

An operating component of the Department of Health and Human Services (HHS).

Unaffiliated Persons

Any person or party who is not an affiliated person (e.g., businesses, non-profit organizations, independent contractors).

Unauthorized Cash Deficit

Any project that is in deficit and either has not been authorized by Treasury Management or exceeds its authorized limit or permitted time frame.

Uncommitted Effort

Any portion of ‘University effort’ devoted to a sponsored program that is not charged to the sponsor and that is above the amount committed in the proposal and the subsequent award. This ‘extra effort’ is neither pledged explicitly in the proposal nor included in the award documentation as a formal commitment. Principal Investigators/Project Directors and key personnel do no need to track uncommitted effort as cost shared effort.

Underutilization

Occurs when the University employs fewer females and minorities in a particular job group than would be reasonably expected based on their availability in the relevant geographic recruiting area [per Executive Order No. 11.246 (September 28, 1965)].

Uniform Guidance

A publication from the federal Office of Management and Budget entitled “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards” (2 CFR 200).

Unit

As used throughout this Policy, encompasses schools, departments, and other components of the University.

United States

The physical geography of the United States of America and its territories.

University

As used throughout this policy, “University” refers to the University of Virginia, including its Medical Center and the College at Wise.

University Administrative Policy

Policy established under the authority of the Executive Vice President & Chief Operating Officer. Administrative policy covers non-academic support issues. It includes both general administrative policy and area-specific administrative policy.

University Airplane

A Cessna 560XLS+ jet capable of seating up to seven people. The airplane is based at the General Aviation terminal at the Charlottesville-Albemarle Airport.

University and Medical Center Budget Summary

The University’s and Medical Center's annual operating budget approved by the Board of Visitors.

University and Medical Center Fund Summary

The University’s and Medical Center's annual operating funds approved by the Board of Visitors.

University Business Intelligence (UBI)

The University’s enterprise reporting environment.

University Community

Includes all faculty, staff and students who are formally and officially affiliated with the University through either an employment contract or matriculation.

University Effort

All activities that comprise one’s professional/professorial workload at UVA, including the Medical Center and the College at Wise, for which the employee is compensated (through UVA and/or the University Physicians Group – UPG). (See definition of Institutional Base Salary). This includes research, instruction, other sponsored programs, administration, non-sponsored/departmental research, University service, competitive proposal preparation, and clinical activities. For payroll allocation confirmation, compensation for ‘University effort’ totals 100%, regardless of the number of hours worked or the individual’s appointment percentage. (For activities included and excluded from ‘University effort,’ reference Appendix A of policy FIN-027: Time & Effort Certification.)

University Equipment

University owned or leased property used to assist in performing an activity or function (e.g., hand tools, power tools, audio-visual equipment). University equipment does not include University infrastructure (e.g., networks, buildings); office furnishings that remain in the location designated for their use (e.g., desks, file cabinets, bookcases); or telephone and computing resources that are covered by other specific policies.

University Facility

Any defined space of the University, including a room, lab, series of labs, building, or controlled outdoor area.

University Finance System

The integrated modules and associated sub-systems used to process the University’s transactions that collectively serve as the University’s official system of financial record. This includes but is not limited to: General Ledger, Grants, Gifts, Endowments, Student Information System (SIS), Human Resources, Payroll, Travel, Expense, and Banking and Settlement.

University Function

Any activity that is conducted or sponsored by a University office, department, or by University personnel, and is done on behalf of the University, whether the activity is conducted on or off Grounds.

University Funds

All funds appropriated, generated, awarded, donated, or otherwise received by the University regardless of their source. The term University Funds does not include Agency Funds that the University maintains for legally separate external student organizations or other entities.

University Grounds

The areas where administrative functions, teaching, and research facilities, as well as athletic and recreational facilities of the University that are used by members of the University community are located.

University Grounds or Separate Campus (based on Clery Act definition)

The areas where administrative functions, teaching, and research facilities of the University that are used by members of the University community are located as well as athletic and recreational facilities. This includes (i) any building or property owned or controlled by the University within the same reasonably contiguous geographic area and used by the institution in direct support of, or in a manner related to, the institution’s educational purposes, including residence halls; and (ii) any building or property that is within or reasonably contiguous to the area described in clause (i) that is owned by the University but controlled by another person, is frequently used by students, and supports institutional purposes, such as a food or other retail vendor. This also includes Clery Act “separate campus” locations as identified by the assistant vice president for clery compliance.

University Housing

Residential living areas managed by the University’s Housing & Residence Life.

University Keyed System

Lock and Key hardware of specific manufacturer and specification that is managed by the University Facilities Management Lock Shop and tracked and maintained through the Key Control System.

University Marks

All the trademarks or service marks used by the University of Virginia.

University Medical Center (Medical Center)

The hospital and buildings that are University Property in which health care, research, administrative support, and ancillary services are provided that are owned or leased by the University. (Also referred to as the Health System.)

University of Virginia Employee

Is an individual:

  • Employed with the University’s academic division who is full-time or part-time and receiving employee benefits.
  • Hired as a wage employee (faculty, adjunct faculty, part-time classified, post-doc, and wage) to work 1500 hours or less per year with the University’s academic division and receiving no employee benefits.
University of Virginia Student

An individual who is enrolled in a degree program or a summer session program.

University of Virginia Web page

A page created or maintained by or on behalf of the University of Virginia or an office, department, or division of the University of Virginia and located within the University of Virginia's information technology environment, i.e., signified by the address "\virginia.edu\" or within the range of Internet protocol addresses assigned to the University of Virginia. (Note: Web page and web site may be used interchangeably.)

University Office or Department

Any office or department whose reporting line culminates with the Board of Visitors. A student organization with a Contracted Independent Organization Agreement or a Fraternal Organization Agreement, or a University-Associated Organization (UAO) is not considered a University office or department.

University Payment Card Services (UPCS)

An administrative unit within Financial Operations that oversees payment card activity for the Academic Division, the College at Wise, and under certain conditions, designated University-affiliated parties.

University Personnel

University employees who have a direct reporting relationship that culminates with the Board of Visitors or who are appointed through University Human Resources and paid through University payroll to perform services that are subject to the will and control of the University.

University Professor

A distinguished professorship at the University of Virginia established to facilitate cross-university collaboration and recognize excellence in a broad field of study.

University Professorship

A distinguished professorship at the University of Virginia established to facilitate cross-university collaboration and recognize excellence in a broad field of study.

University Professorship
University Property

Land or buildings that the University owns or leases and that is under the control of the Board of Visitors. University property also includes premises the University uses for activities of its offices, departments, personnel, or students.

University Purchasing Card

A credit card issued to an authorized individual to make official purchases of small dollar goods and services (that do not require competitive bidding) quickly and directly. (Also referred to as the “P-Card,” the “Procurement Card.”)

University Record

Recorded information that documents a transaction or activity by or with any appointed board member, officer, or employee of the University. Regardless of physical form or characteristic, the recorded information is a University record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of university business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a University record. University records include but are not limited to: personnel records, student records, research records, financial records, patient records, and administrative records. Record formats/media include but are not limited to: email, electronic databases, electronic files, paper, audio, video, and images (photographs).

University Records

Recorded information that documents a transaction or activity by or with any appointed board member, officer, or employee of the University. Regardless of physical form or characteristic, the recorded information is a University record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of university business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a University record. University records include but are not limited to: personnel records, student records, research records, financial records, patient records, and administrative records. Record formats/media include but are not limited to: email, electronic databases, electronic files, paper, audio, video, and images (photographs).

University Research

Research and related activities by any person, which are related in any way to duties or responsibilities for which he/she has been compensated either by or through the University; or for which facilities owned, operated, or controlled by the University are used. Products of research eligible for copyright protection are excluded from this definition. Modification of this definition of University research may be effected by the terms of a contract between the University and another public or private agency or, in exceptional circumstances, in the patent agreement with an individual University researcher.

University Staff Employees (University Staff)

Those salaried, non-faculty employees hired on or after July 1, 2006, and those salaried non-faculty employees and administrative and professional faculty electing to participate in the UVA Human Resources System established by the Board of Visitors under the authority granted by the Restructuring Act and the Management Agreement. (The term “University Staff Employee” includes all three categories of University staff employees - Operational & Administrative, Managerial & Professional, and Executive & Senior Administrative.)

University Telephone System

Official name of the University’s telephone system.

University Travel and Expense Card (T&E Card)

A University credit card issued to an authorized individual to make official purchases of goods and services (that do not require competitive bidding), travel, meals, and entertainment quickly and directly.

University Travel Restrictions

A restriction on student or Graduate Medical Education (GME) trainee travel for university related purposes issued by the International Studies Office (ISO) under direction of the International Travel Risk Management Committee and the vice provost for global affairs and published on the ISO website. A University Travel Restriction may limit student or GME trainee travel to a region or prohibit student or GME trainee travel to the region. See the policy statement below for a list of the types of situations that could result in the issuance of a University Travel Restriction.

University Units

Schools and departments within the University.

University Vehicle

A Leased or Rented Vehicle, a Motorized Utility Vehicle, or a University-Owned Vehicle that is operated for University business.

University-Affiliated Party

An entity other than a unit of the Academic Division, the Medical Center, or the College at Wise authorized to collect funds under the University's merchant account network to support the University’s activities, units, or mission and that has agreed to comply with applicable University policy(ies). This may include but is not limited to University-Associated Organizations authorized to collect funds on behalf of the University.

University-Associated Organization (UAO)

An independent and separately incorporated legal entity, officially recognized by the University, subject to an executed UAO- Memorandum of Understanding (MOU), and meeting all the following criteria:

  • Organized and exists under Virginia law and in good standing with the State Corporation Commission.
  • Qualifies as a tax-exempt organization.
  • Exists and operates for the benefit of the University or one or more of its units by providing one or more of the following support functions: fundraising, asset management, programs, and services.
  • Not an agency, organization, corporation, or unit of the University or the Commonwealth of Virginia.
University-Associated Organization Function

Any activity that is conducted or sponsored by a University-Associated Organization office, department, or by University-Associated Organization personnel, and is done on behalf of the University, whether the activity is conducted on or off Grounds.

University-Associated Organization Office or Department

Any office or department whose reporting line culminates with a University-Associated Organization board.

University-Related International Travel

Travel that (1) utilizes University resources; (2) draws on funds disbursed through the University; (3) involves University faculty and staff acting in an academic or professional capacity relevant to the person’s area of responsibility, activities (including co-curricular and extracurricular), course of research, teaching, or study at UVA or is undertaken with or organized by any University school/unit/department or other organization, even when that travel is not for an academic or professional purpose; (4) is required and/or approved by the traveler’s department or unit; or (5) is funded by a third party or paid with personal funds, provided the purpose of the travel is related to the individual’s position at the University.

University–Owned Vehicle

A vehicle that is licensed for road use and is owned by the University as evidenced by the vehicle’s title, registration, and license plate (normally light blue in color with an S as the last digit), regardless of the source of the funding the University used to purchase the vehicle, or whether the vehicle was acquired through donation in accordance with University Policy EXT-006: Solicitation and Acceptance of Gifts of Real Property, Life Insurance, Tangible Personal Property (Including Fine Art), and Intangible Personal Property.

Unmanned Aircraft

An aircraft that is operated without direct human intervention from within or on the aircraft.

Unmanned Aircraft System (UAS)

An unmanned aircraft and associated elements (including communication links and the components that control the unmanned aircraft) that are required for the Remote Pilot in Command to operate safely and efficiently in the national airspace system.

Unmanned Aircraft Systems (UAS) Operations Manager

Individual designated by the University with responsibility for coordination of flights, submission of reports, and management of all UAS operations.

Unpaid Faculty Appointment

Appointments that do not involve payment of salary or other compensation but do provide an academic rank.

User

Everyone who uses University IT resources. This includes all account holders and users of University IT resources including, but not limited to: students, applicants, faculty, staff, medical center employees, contractors, University-Associated Organization employees, guests, and affiliates of any kind.

UVA Health

Refers to the UVA School of Medicine, UVA School of Nursing, the Claude Moore Health Sciences Library, the Health System Development Office, UVA Medical Center, and UVA Medical Center Affiliates.

UVA Job Profile Structure

A standardized set of approved UVA job profiles for use across Grounds. Based on a position’s job responsibilities, profiles are grouped by job families, divided into sub-families, and broken down by title. Each profile has key information associated with each title, including duties and responsibilities, education and experience, expertise, pay range, and the compliance coding.

UVA Job Title

The descriptive title assigned to a group of positions whose duties and responsibilities are the same kind of work, at a similar skill and responsibility level, requiring substantially the same qualifications. A single pay range, based on market data, is assigned to each UVA Job Title.

UVA Medical Center Affiliates

Refers to any operating entity or affiliated or subsidiary organization, whether now existing or hereafter created or acquired, that is/are an owned and controlled affiliate of the Rector and Visitors of the University of Virginia on behalf of its Medical Center (“UVA Medical Center”), including, without limitation, UVA Community Health, Inc., and its controlled affiliates and the Monticello Community Surgery Center.

UVA–WorkMed

A comprehensive occupational health and employee wellness program.