GLOSSARY OF TERMS FOR CAMPUSWIDE POLICIES

The definitions listed here should be used in all campus-wide policies. Note: this list will grow with time, so before you complete the Glossary section of your campus-wide policy proposal, it is recommended that you come back to this resource.

DISCLAIMER: The terms and definitions in this glossary, while found in actual UVU policies and procedures, are not, in and of themselves, policy.

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

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Academic infraction: Any violation of the Student Rights and Responsibilities Code connected with the academic coursework, classroom behavior, or interactions with teachers and fellow students in class and class-related settings.

Academic year: Fall and spring semesters combined. Summer work is excluded from this policy.

ACHE (Academic Credit Hour Equivalents): ACHE is the unit of measure for academic activities as determined by the department, school, and Vice President for Academic Affairs (VPAA). ACHE establishes equivalents for activities including, but not limited to, scholarship, research, creative activities, program development, and public and community service.

Academic Service: The cumulative time since the start of the date of hire or the amount of time since the completion of the last sabbatical leave.

Account Manager: An individual who has been given approval to cultivate and solicit a donation from a prospective donor.

Acquisition Value: (1) If purchased, the invoice price less discounts plus freight and cartage in and installation costs. (2) If fabricated by the department, the material, labor and installation costs. (3)If a gift to the institution, its fair market value at time of acquisition plus freight and installation costs. (4) If surplus property, its fair market value plus freight and installation costs.

Additional Duties and/or On-going Position Assignments for Nonexempt, Salaried Employees: Payments to Nonexempt, Salaried employees for additional duties and/or on-going position assignments outside of their primary job duties as documented in the institution's official job description.

Ad Hoc or Special Project Committees: Committees established for a short-term, specific purpose and whose organization is dissolved when that purpose is accomplished.

Adjunct Faculty: A faculty member holding a part-time teaching assignment who is paid either by the contract hour for a particular term, or on an hourly wage rate.

Adjunct Faculty Positions: Faculty positions that are funded from hourly budgeted dollars and do not provide a benefit package. These positions are filled for a semester at a time.

Administrative Data: Data meeting any of the following criteria if:

  1. at least two administrative operations of the institution use the data and consider the data essential;
  2. integration of related information requires the data;
  3. the institution must ensure the integrity of the data to comply with legal and administrative requirements for supporting statistical and historical information externally;
  4. a broad cross section of users refers to or maintains the data; or
  5. the institution needs the data for strategic planning and operation.

Administrator: A UVU employee to whom, financial, administrative, or management responsibilities have been delegated, e.g. vice president, dean, department chair, director, manager, etc. Personnel who have a major responsibility for an administrative function or department of the institution, including responsibility for program, personnel, and budget management. These employees must devote at least 80 percent of their work effort to administrative/management duties. These positions must meet the executive or administrative exemption test from the wage and hour provisions of the Fair Labor Standards Act. Such titles as Associate Dean, and Director, and the equivalent are included in the administrative group.

Advertising: The opportunity provided to another party for the purpose of promoting or marketing any trade, business, service, facility or product (funds are not recognized as a donation). Advertising revenue may be subject to federal unrelated business income tax (UBIT).

Advertising Organizations: An organization that advertises in any institutional publication.

Advisory Councils or Boards: A group of volunteers that render service and resources to a particular program or school.

Appointment Date: The effective Payroll Action Form (PAF) start date of an individual in a full-time, tenure-track faculty position.

Appropriate Degree: The qualifying credential (academic degree, certification, professional qualification, expert designation, etc.) for a discipline, field, or area of specialization that will support the pursuit of academic and/or professional standards of excellence and outstanding performance. The degree must satisfy the Department Rank, Tenure, and Promotion (RTP) Committee criteria for academic rank placement or advancement. All degrees shall be from regionally accredited institutions.

Assurance: A formal written, binding commitment that is submitted to a federal agency in which an institution promises to comply with applicable regulations governing research with human subjects and stipulates the procedures through which compliance will be achieved.

Audit (Course): Auditing is the process of attending without receiving academic credit. It is often referred to as a "listening" grade. As such, and at the discretion of the instructor, auditing seniors [senior citizens] are not required and may not be allowed to take examinations, skill tests, do home assignments, and participate in field trips, off-campus seminars, and other such out-of-class activities.

Average Salaried Faculty Compensation: The average base salary for faculty at the institution with the ranks of instructor, assistant professor, associate professor, and professor (based on 1.00 Full Time Employee (FTE) salary equivalencies). When used as an index for the standard summer teaching rate, the calculation shall be made in fall semester and any cost of living adjustment for the next fiscal year shall be added to the figure to be used as the standard summer teaching rate.

Award: The term "award" should be used to describe the formal recognition of exceptional performance. Funding for travel, research, equipment, stipends, sabbaticals, etc. is not to be called an award.

Awards of Excellence Evening: Annual dinner event where recipients of institutional awards of excellence are recognized.

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Benchmarking: The process of comparing the pay for positions with comparable positions among competitors in higher education, or other markets designated for comparables.

Benchmark market data:The salary median/midpoint that is typically established through third-party survey companies' research efforts. This benchmark market data is used to establish the institution's pay for jobs. Jobs that do not have benchmarks will need to be slotted in among the benchmark jobs based upon their internal worth to the organization.

Blackboard: The alumni, donor, and prospective donor database, maintained by Institutional Advancement.

Budget: The financial plan or cost assessment for the Sponsored Program proposal, contract, or award reflecting all costs associated with implementation of the project in compliance with sponsor guidelines, government regulations, and institutional policies.

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Campus: Any location of the institution (i.e. satellite campuses, branch campuses, Wasatch Campus).

Campus Activities: Any activity held at UVU by UVU or held by UVU off campus.

Campus Awards Committee: A committee comprised of a voting representative from each of the following: Professional Association of Campus Employees (PACE), Faculty Senate, each Vice Presidential division, and Executive division, with a non-voting representative from Human Resource Services. Representatives will be appointed by the executive of the division or entity.

Campus Community: Full and part-time faculty and staff, visiting faculty members and researchers, full and part-time students. All faculty, staff, and students of UVU.

Campus Unit: A department, office, program, institute, center, project, or other academic or administrative entity that is part of Utah Valley University.

Campus-wide Policy: A set of principles and procedures intended to govern actions affecting a broad range of the campus community. A policy is considered campus-wide if it has an impact on individuals in control units beyond that of the responsible executive or is of broad campus interest. Policies restricted to department or unit operations are not considered campus-wide policies.

Cash and cash equivalent gift certificates: An item which is easily converted to cash.

Cash Management Pool: Funds invested in the Utah Public Treasurer's Investment Fund, sweep accounts, and other easily liquidable funds.

Catalogue: The official institutional Course Catalogue currently in force.

Center: A special purpose organizational unit which may extend beyond any one department but usually remains within a single School or Division. Buildings and physical locations which contain the word Center are not affected by this policy (i.e. McKay Center or Digital Learning Center).

Charitable Contributions: Cash, stocks, pledges, planned gifts, real estate and gifts-in-kind given to the institution with Foundation guidelines.

Checklist: contain one or more statements dictating how to accomplish a task. The items are applicable to an immediate circumstance and mandatory in that situation. The sequence is always important. Flowcharts are also used as a method for conveying similar information.

Conflict of Interest: The entanglement of an individual's private interests with professional obligations, such that an independent observer might reasonably question whether the individual's professional actions or decisions are improperly influenced by considerations of personal financial impact.

Consulting: Consultation and professional services contracted to an outside entity or to the institution in an area not covered by the employee's primary assignment by an individual requiring released time from the institution.

Contact: The name, email address, and/or telephone number of the individual most capable of answering questions about a matter in question.

Contract: For purposes of this document, a contract is an agreement to acquire services that primarily benefit the sponsor. For an award to be considered a contract, it normally must contain all of the following elements: (1) Detailed financial and legal requirements must be included with a specific statement of work to be performed; (2) A specific set of deliverables and/or reports to the sponsor is required; (3) Legally binding contract clauses must be included; (4) Benefits of the project accrue first to the sponsor, then to the university, then to the nation.

Copyright: Protection provided for intellectual works by current federal and other applicable statutes. The owner of a copyright retains and controls various rights, including but not limited to the following: to print and reprint copies of the work; to sell or distribute copies of the work; to transform or revise the work; and to perform or display the work to the public.

Copyrighted Works: Include, without limitation, literary works; musical works including accompanying words; dramatic works including accompanying music; pantomimes and choreographic works; pictorial, graphic, and sculptural works; motion pictures and audiovisual works; sound recordings; and computer programs and documentation. Both published and unpublished works are under statutory protection. Most works (except those authored by the United States Government) should be presumed to be copyright protected, unless further information from the copyright holder or express notice reveals that the copyright holder intends the work to be in the public domain. Works published prior to March 1, 1989, generally require a copyright notice to be protected. Copyright notice is not required for copyright protection of works published on or after March 1, 1989.

Corporate Sponsorship: A contribution from an external business or commercial enterprise in exchange for acknowledgement that is limited by the IRS to the business name, logo, address, telephone, and internet address.

Courtesy Car: A vehicle supplied by entities other than the institution for the business and personal use of an institution employee.

Creators: Individuals or groups of individuals who make a significant original, creative contribution to the conception and/or development of Intellectual Property.

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Data: Factual material or information.

Data Custodian: 1. An individual or department responsible for the implementation of data systems and the technical management of data resources. 2. An individual directly responsible for creating, maintaining, and using data to support the university's operation and its information needs.

Data of Record: Data recognized by the campus as containing official information about a certain data type to which data users must reconcile when producing official or external to the department reports. Data of record normally resides within a system of record, which may or may not be the place in which the data originated

Data Steward: 1. An individual or department with primary responsibility for determining the purpose and function of a data resource. 2. A senior university official who has planning and policy-level responsibility for data within their functional areas.

Debt Service Reserves: Funds held by the institution as required by bonds or other indebtedness as a requirement of the financial obligation.

Deceased employee: A Full Time Benefits Eligible (FTBE) employee who dies while actively employed at the institution.

Department head: Administrator(s) that reports directly to the divisional vice president or academic dean.

Department Rank Policy: The set of criteria and procedures unique to each Department by which academic rank is determined.

Dependent: Employee's children (including stepchildren, legally placed for adoption, and legally adopted children) to their 26th birthday, who are not married and are chiefly dependent on the insured for support and maintenance, and the employee's legal spouse. A child is considered a dependent beyond the 25th year if the child is incapable of self-sustaining employment due to a mental or physical disability, and is chiefly dependent on the insured for support and maintenance. This does not include children that have been previously married and are now divorced. Dependent status ends if the child is removed from placement prior to being legally adopted.

Development: Fundraising through donations to the campus.

Development Officers: Employees of UVU assigned responsibilities of fund raising for entities they represent.

Disaster Recovery Plan: A written plan for the resumption of campus business after a disaster.

Digital Copyrighted Works: Include digital material, software and other technologies used to support the electronic capture, storage, retrieval, transformation and presentation of digital data and information or to interface between digital forms and other communications and information media.

Direct Costs: All costs that can be directly attributed to the conduct of the Sponsored Program and that are specified in the budget. This does not include Facilities and Administrative costs (indirect costs) or other operating overhead.

Disabled employee: A Full Time Benefits Eligible (FTBE) employee disabled while actively employed at the institution. Disability is based on approval of disability benefits under the institution's Long Term Disability or Worker's Compensation plans.

Distance Education "Per Head" Student Enrollment Payments: Payments made to Distance Education faculty on a "per head" student enrollment basis.

Distance Education Royalties Payments: Distance Education Royalty payments as per agreement.

Division: A group of functional units organized under a vice president.

Domicile: To be physically present within the state of Utah and concurrently have the intent to establish permanent residence in Utah.

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Early Retiree: A former employee who has retired and who may be qualified for a 20% of base salary stipend for up to 5 years under UVU's Early Retirement Policy (see UVU Policy C-8.1).

Electronic Network: A group of two or more computerized communications devices linked together.

Encryption: The process of encoding a message so it can be read only by the sender and the intended recipient (American Heritage New Dictionary of Cultural Literacy, 3rd Edition, 2005, Houghton Mifflin Company).

Endowed and Restricted Funds: Funds from gift, devise, bequest, or by federal or private grant that are restricted by the source to how the funds may be expended.

Endowed Chair: A position that is a permanently funded faculty position, which provides full salary and benefits, plus financial support for teaching and scholarly activities. An endowed chair requires an endowment of sufficient magnitude to provide the financial requirements of the chair in perpetuity.

Endowed Professorship: A stipend given to a faculty member to supplement the basic salary and provide financial support for professional and scholarly.

Enterprise Application Committee (EAC):The management group for enterprise data and data systems which includes all of the data stewards or their designee.

Enterprise Application Management Team (EAMT): A team made up of data custodians.

Executive Levels: A Vice President, Executive Director on the President's Staff or a Vice President's staff, Dean, Associate Vice President, or Assistant Vice President or others designated to this classification.

Executives: Strategic, top-level personnel who report to the President of the institution and are official members of the "President's Staff", as well as deans, associate vice presidents, and assistant vice presidents who report directly to a vice president.

Exemplary: A consistently high level of professional work in the areas of teaching, scholarship, and service over and above competency. Exemplary denotes performance that has achieved distinction clearly above that of Associate Professor. Evaluations of teaching, scholarship, and service shall be made in comparison to other UVU faculty in the same discipline, field, or area of specialization.

Exempt Employee(s): (1) Any employee exempt from the wage and hour provisions (overtime pay) of the Fair Labor Standards Act; (2) the classification of employees, excluding Faculty and Executives, who are "exempt" from the requirements of the Fair Labor Standards Act (FLSA); (3) assistants to administrators and other non-faculty employees whose positions require a high level of skill and advanced knowledge in a highly technical or professional field.

External Advertisers: Non-campus businesses or commercial enterprises that want to promote items across campus.

Externally-Funded Activity: Any activity, program or project of the institution that is funded from sources external to the institution or funded through awards or agreements (e.g. grants, contracts, cooperative agreements, congressional appropriations, etc.).

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Facility and facilities: Any building, structure, room, plaza, open space, landscaped area or other physical improvement or natural feature of the institution's campus or of other property under the administrative control of the institution.

Faculty Athletic Representative (FAR): Faculty member appointed by the President to act as a liaison between the Athletic Department and Faculty with responsibilities regarding academic welfare of student-athletes.

Faculty Overload Payments: Payments to regular, salaried, benefit-eligible faculty on a temporary semester basis for faculty assignments beyond their regular, salaried teaching/work load requirement.

Faculty Scholarly Activities Payments: Payments to regular, salaried, benefit-eligible faculty for scholarly activities outside their regular, salaried teaching/work load requirement, as approved by the appropriate administrator.

Faculty Summer "Administrative" Duties Payments: Payments to regular, salaried, benefit-eligible faculty with Summer "Administrative" duties, as approved by the appropriate administrator.

Faculty Summer Teaching Payments: Payments to regular, salaried, benefit-eligible or adjunct faculty with temporary summer semester assignments for specific faculty duties, primarily instruction, course development, and/or concurrent enrollment.

Fair Use: Use for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, Fair use is determined in each particular case by the following four factors: (1) the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes; (2) the nature of the copyrighted work; (3) the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and (4) the effect of the use upon potential market for or value of the copyrighted work.

Fees: Fee waiver extends only to official general student fees published in the class schedule. Fees do not include: concurrent, off-campus, off-budget, lab, course, global aviation, study abroad, distance education, late, add, online and other miscellaneous fees.

Fee Waiver: Fee waiver extends only to official student fees published in the class schedule. Fees do not include: concurrent, off-campus, off-budget, lab, course, late, add, and other miscellaneous fees.

Financial Audit: A systematic process of objectively obtaining and evaluating evidence regarding assertions about economic actions and events to ascertain the degree of correspondence between those assertions and established criteria and to communicate the result to interested users.

Flag:Flags are the official flag of the United States of America, Utah State flag and the institutional flag as approved by the President's Council.

FLSA: The acronym for the "Federal Labor Standards Act" which establishes minimum wage rates, over-time pay, equal pay, record keeping and child labor standards for workers who are covered by and not exempt from the act .

Follow-On Agreement: A contract or other financial agreement stemming directly from a previous contract or financial agreement.

Full-Time Employee: One who is employed at least 75% of full-time equivalent on an annual basis.

Full-time benefits-eligible employee (FTBE): Salaried employee who works greater than 75% FTE annually.

Fund Raising Events: Activities within and outside the State of Utah that include golf tournaments, auctions, open houses for parents of prospective or current students, potential donors, alumni, and friends of the institution.

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General infraction: Any violation of the Student Rights and Responsibilities Code dealing with general behavior, outside class-related settings.

Gift: A contribution to the institution that is intended as a donation and is bestowed voluntarily and without expectation of tangible compensation. Normally gifts are awarded irrevocably. See Restricted Gifts.

Gift agreement: A legal document, signed by a donor and an officer of the institution, confirming the mutual promises, commitments, undertakings, restrictions and agreements of the involved parties pertaining to the naming of a gift to the institution.

Good Standing: A student that is a) not under disciplinary or probationary action by the institution and b) adhering to institutional policies and procedures.

GCHE (Governance Credit Hour Equivalents): GCHE is the unit of measure for participating in academic and institutional governance as defined by the VPAA and in accord with institutional and Regents' guidelines. GCHE establishes equivalents for activities including, but not limited to, serving as a program coordinator, department chair, or senate officer and specific types of committee work.

Grade appeals: Student appeals of course grades associated with disciplinary actions.

Guideline: Contain information about how to accomplish some task or reach a specific goal. They are provided as suggestions. They may also contain an element of "best practice." Shortcut, user-friendly versions of procedures, usually presented in a pamphlet, newsletter, or Web site.

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Health Care Provider: Doctor of medicine or osteopathy authorized to practice medicine or surgery by the state in which the doctor practices. The following state-licensed professionals: podiatrist, dentists, clinical psychologists, clinical social workers, optometrists, chiropractors (limited to manual manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist), nurse practitioners, and nurse-midwives authorized to practice, and perform within the scope of their practice, as defined under state law. Christian Science practitioners listed with the First Church of Christ, Scientist in Boston, Massachusetts. Any health care provider recognized by the institution's group health plan.

Highly Paid Employees: The most highly paid 10 percent of salaried eligible employees.

Honorary Names: An honorary name acknowledges an individual or entity who is distinguished through unique service to the institution. (e.g. Wilson W. Sorensen Student Center).

Hourly employee: Regular employee paid from the exempt/non-exempt salary schedule. Not included: students, work-study, and temporary employees whose position is expected to last fewer than six months.

Hourly Positions: Non-faculty positions categorized as less than .75 FTE that can be reasonably expected to last six consecutive months or longer. These positions are funded from hourly budgeted dollars and do not provide a benefit package.

Human subject: A living individual about whom an investigator (whether professional or student) conducting research obtains:

  1. Data through intervention or interactions with the individual, or
  2. Identifiable private information (45 CFR 46.102 Definitions (f)).

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Incident: A confirmed or suspected security breach.

Incident Response Team:Directed by the Information Security Officer (ISO) and made up of campus personnel, the Incident Response Team is responsible for immediate response to any breach of security. The Incident Response Team is also responsible for determining and disseminating remedies and preventative measures that develop as a result of responding to and resolving security breaches.

Independent Consultant: An individual or entity who is not an institution employee and who provides a service for which neither the results nor the manner of performance are controlled by the institution.

Independent Contractor: an individual or entity who is not an employee of the institution and who provides specified goods or services in a self-determined manner.

Indirect Costs: Costs incurred by an institution in supporting projects funded by monies or resources from outside sponsors and/or agencies. These costs include, but are not limited to, general and departmental support and use of institutional services such as: libraries, laboratories, classroom facilities, computer centers, and utilities. They also include services provided through the offices designated to develop and administer Sponsored Programs and essential administrative services including: accounting, personnel, payroll, accounts payable, accounts receivable, specialized insurance coverage, compliance and regulatory monitoring, independent audits, and legal services that are related to the administration of Sponsored Programs.

Information Security Officer: A senior university official, assigned by the president, to oversee the security of the institution's electronic data.

Informed consent: "Informed" means that the subject knows what a reasonable person in the same situation would want to know before giving consent. "Consent" means explicit agreement to participate and requires the subject's signature. Informed consent must comply with the required elements as outlined in the Code of Federal Regulations (45 CFR 45.116).

Institute: Special purpose organizational unit of complex structure which crosses disciplinary, department, and School or Divisional boundaries. Institutes often have a public or community component.

Institutional Awards of Excellence: Awards given as a way of recognizing exceptional employee performance at the institutional level based on specific criteria and categories. Institutional awards of excellence are the most prestigious awards given at the institution for each officer, division, or entity. Institutional awards of excellence are the only awards recognized at the annual awards of excellence evening.

Institutional Effectiveness: Measures the progress toward goals and reports the outcomes.

Institutional Entity: Shall be defined as President's Council, Dean's Council, Faculty Senate, PACE, and ASUVU Student Council.

Institutional Policies and Procedures Approval Process: Refers to a transparent and collaborative communication of interests resulting in the institution-wide development and approval of policies and procedures.

Institutional Property: Utah Valley University ("UVU") property including, but not limited to, administrative offices, academic building, outdoor campus space, and all satellite locations whether owned, leased, operated, or maintained by UVU, but specifically excluding the institutional residence of the institution President.

ICHE (Instructional Credit Hour Equivalents): ICHE is the unit of measure for instructional activity as defined by institutional policy, Regents' policy, and Regents' reporting guidelines. ICHE incorporates credit, lecture, and lab hours, plus factors including, but not limited to, mode of instructional delivery, class size, and individualized instruction.

Intangible Property: Intangible properties are properties, including but not restricted to, contracts, claims, debts, chooses in action, demands of every kind that refer to public funds.

Intellectual Property: Work created through intellectual and/or discovery efforts of a creator that are generally protected under patent (US Code), trademark (as recognized by federal and state laws), copyright (as defined in US Code), trade secret (as defined by the Uniform Trade Secrets Act), or other state and/or federal law. Intellectual property includes, but is not limited to, inventions, discoveries, trade secrets, trade and service marks, writings, art works, musical compositions and performances, copyrightable software, data and mask works, literary works and architecture. Works through intellectual and/or discover efforts of a creator in other areas, including but not limited to multimedia works, and various other forms of electronic communications, are also considered Intellectual Property.

Intercollegiate Athletic Team: Men's Baseball, Women's Softball, Men's Basketball, Women's Basketball, Women's Volleyball, Men's Golf, Women's Golf, Women's Soccer, Men's Wrestling, Men's & Women's Cross Country, Men's & Women's Track & Field, (As of 4-12-2005.)

Interim, Position-based Assignment for Salaried, Benefits-eligible Employee: An employee serving in an interim position who retains his/her existing employment classification.

Intermittent Leave: Leave that is not taken consecutively.

Internal Controls: The plan of organization and all of the coordinate methods and measures adopted within an organization to safeguard its assets, check the accuracy and reliability of its accounting data, promote operational efficiency, and encourage adherence to prescribed managerial policies.

Investment Committee: A committee established by the Vice President for Administration and Legislative Affairs to review and recommend investment guidelines, procedures, objectives, and strategies for institutional investments.

Investment of Reserves: Interest earnings or investments in stocks, bonds, mutual funds options, real estate, etc., made with the expectation of future income and capital gains and are in compliance with the State Money Management Act of 1974, 51-7-1, et. seq., Utah Code Annotated, 1953, as amended, and the UVU Policy and Procedure, B-3.1 Investments.

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Job Slotting Committee : Individual employees who are appointed by division leaders, PACE and Faculty Senate, and approved by the President, to serve on a committee that recommends job placement.

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Laboratory: Special purpose organizational unit usually equipped to support specialized research, experimentation, testing, and/or analysis. Laboratories produce new knowledge, develop solutions to specified problems, or provide training or instruction in advanced techniques or technologies.

Lateral Transfer: Transfer of an employee from one department to another without a change in employment status or compensation.

Listserv: An email distribution list. The list of email recipients can be compiled from an existing database, by asking people to sign up, or both.

Lump Sum: Payments made in a single, one-time payment.

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Malware (also known as Malicious Software): Software designed to infiltrate or damage a computer system without the owner's informed consent.

Marketing Agreements: An agreements that allow a product to be marketed and sold on campus (e.g., Pepsi, Cellular).

Minor: Any person under 18 years of age.

Moving Expenses: The reasonable costs incurred by an eligible employee when moving household goods and personal effects to a new residence. Such expenses also include the cost of travel to the institution's location for the individual and his or her immediate family.

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Named Gifts: A named gift honors individuals, families and organizations who are distinguished through financial support to the institution. (e.g., The Gunther Trades Building). These naming opportunities include scholarships, chairs, professorships, rooms and other interior space, athletic fields, buildings, and schools.

Negotiable (marketable, transferable, and unregistered) Securities: Securities that can be easily transferred from one party to another party, provided all the proper documents are provided; e.g., certificates of deposit.

Networked Device: A computer, printer, wireless appliance, or other piece of equipment that can connect to and communicate over an electronic network.

Non-competition with Auxiliary Enterprises: Funds which are derived from OAF sales shall not supplement or replace instructional funds provided by the state appropriations. The Organized Activities Fund shall not compete in any manner with institution's existing auxiliary enterprises (i.e., Bookstore, Food Service, and Student Center) for the sale of goods, services, or supplies to students, employees or the general public.

Non-Exempt (Classified) Employees: The classification of employees, excluding Faculty and Executives, who are paid either by a wage rate or by a salary that is based on a per hour wage rate and who receive time and a half for hours worked beyond 40 hours a week in compliance with the FLSA.

Non-Negotiable (registered, non-marketable, or non-transferable) Securities: Securities and products that are considered non-negotiable cannot be transferred from one party to another and are not liquid; e.g. government savings bonds.

Notification of Intent: A form notifying Sponsored Programs of an individual's or unit's intention to seek external sponsorship.

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Office of Record: The office having responsibility for responding to information requests, meeting reporting requirements, responding to audits, and retaining records for specific types of data.

Office of Sponsored Programs: The office of the institution designated to provide facilitation and oversight of the Sponsored Program proposal development and submission process.

Official Publication: Includes, but is not limited to, the catalog, employee newsletter, program and general

brochures, class schedules, policies and procedures manuals, advertising, and press releases. Ombudsman: One who investigates complaints, and assists in achieving fair settlement.

Organizational Model: The management structure for a Special Unit based on its size and scope.

Organized Activities Fund (OAF): A series of accounts which parallel the operational budgets of the instructional departments and are created as required to handle the sale of materials and services incidentally related to instruction, research, and public service, or which provide an educational and laboratory experience for students, and incidentally create goods and/or services that may be sold to students, employees, and the general public.

Originator(s): Individual(s) who write the proposal to establish a special unit.

Other Awards: Those awards given by officers, divisions, or entities of the institution which are less prestigious than institutional awards of excellence and are compensated at a lower level than institutional awards of excellence. Other awards may recognize employees, students, alumni, or community members.

Overload: That portion of a salaried faculty member's workload greater than 30 WCHE (see H below) for an academic year. Only ICHE can be reported and compensated as overload.

Overload Assignment: Additional work assignment which is not part of a full-time employee's primary assignment and for which that employee receives additional compensation from the institution. This additional assignment is performed for a separate department, except in rare circumstances, such as an emergency situation or where the specific expertise of the employee is required.

Overload Compensation: Payment for services rendered in addition to a full-time, primary assignment. Overload may not exceed eight (8) hours per week averaged over the contract period.

Overload Teaching Rate: Compensation for summer teaching at the institutional overload rate per ICHE.

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PAF: The acronym for "Payroll Action Form" used by Human Resources and Payroll for documenting and for authorizing all labor cost payments, with the exception of overload and adjunct temporary faculty duty assignments, which are documented and authorized on a Semester Appointment Form (SAF).

Partially Self-Funded: An insurance funding model wherein the institution assumes the financial risk for funding health benefits for its employees by paying actual incurred claim costs and administrative fees instead of premiums fixed by an insurance carrier. Risk to the institution is mitigated through the purchase of Reinsurance/Stop-Loss insurance.

Performance Audit: A systematic process of 1) examining the faithfulness of administrative adherence to constitutions, statutes, institutional policies and procedures, and other requirements; 2) determining the degree of efficiency of an auditee by measuring the extent to which the resources (i.e. people, facilities, equipment, supplies, funds) have been efficiently planned, allocated, controlled, and employed to generate output; and 3) determining the extent to which an auditee accomplishes its objectives and ultimately its goals.

Personal Property: Equipment (whether purchased, received as a gift, or on permanent loan from an agency of government), books, collections, etc. Personal property should be classified as equipment if the following criteria are met: (1) the property has an acquisition value of at least $5,000 per unit. (2) The property is of a permanent character with an expected useful life of at least two years. (3) The property has an identity that is not altered materially through age.

Personally Identifiable Information: Information that identifies or describes an individual, including but not limited to name, address, telephone number, social security number, credit card number, and personal characteristics that would make the individual's identity easily discoverable.

Pet: An animal kept for pleasure, companionship, or curiosity.

Plan: The institution's employee health benefits plans, including but not limited to medical and dental plans.

Policy: A guiding or governing principle. A set of principles intended to govern actions. It can represent the strategic direction or operating philosophy of an organization. Institutional policy is defined using all of the following criteria:

  • 1. It is a governing principle that mandates or constrains actions
  • 2. It has institution-wide application.
  • 3. It will change infrequently and sets a course for the foreseeable future.
  • 4. It helps ensure compliance, enhances the University's mission or reduces institutional risk.
  • 5. It is approved at the senior levels of the institution.

Policy: A set of principles intended to govern actions. Policy and Procedure Development Committee: Representatives of institutional entities (or others as needed) who participate by invitation of the sponsor and steward in the development or revision of policies and procedures. Policy Process - The institutional statement and set of procedures about how policies are formatted, who develops them, and how they get approved (see UVU Policy A-1.1. Policy Governing Policies and Procedures at http://www.uvsc.edu/policies/admin/a-1_1.html

Policy Task Force: A standing committee with broad campus representation responsible for assisting in the formulation and review of campus-wide policies and procedures.

Position-based Payments for Exempt Salaried, Benefits-eligible Employees: A payment made to an exempt, salaried benefit-eligible employee for an on-going assignment (additional duties) outside of the employee's primary job duties as documented in the institution's official job description (e.g., department chairs, program coordinators, assistant deans, and directors).

Post-Award Compliance: Facilitation to ensure that the terms and conditions of an award are met as dictated by the funding sponsor and other regulatory requirements. Post-award compliance is primarily the responsibility of the Principal Investigator or project director, with assistance from the offices of Institutional Compliance, Sponsored Programs, Financial Accounting, and Auditing.

Principal Investigator (PI): An individual faculty, staff, student or administrator (also referred to as the Project Director) who has primary responsibility for technical compliance, completion of programmatic work, and spending of a sponsor's funds. 2).A principal investigator is the person(s) designated as the individual(s) responsible for the administrative and programmatic aspects of the proposed project. The principal investigator must have the technical competence and substantive capabilities (scientific, administrative, and otherwise) to carry out a sponsored project. A faculty, staff, or a faculty sponsored student may be a principal investigator.

Private Sensitive Information (PSI):Private sensitive information includes social security numbers, credit card information, health and medical records, financial records, that give specific information about an individual that is considered private or sensitive and can lead to adverse consequences if disclosed such as identity theft, financial lose, or invasion of privacy. Access to such data is governed by state and federal laws, both in terms of protection of the data, and requirements for disclosing the data to the individual to whom it pertains. It does not include "public information" as defined by GRAMA or directory information as defined by FERPA.

Probationary Period: An initial period of employment that allows the institution to evaluate an employees' abilities to perform the duties and responsibilities of his or her positions and allows the employee an opportunity to become adjusted to his or her positions, the institution, and the people with whom he or she works. Probationary employees have no assurance of continued employment and may be dismissed without a statement of cause and without the right to appeal, except for reason of discrimination. The length and terms of employment during the probationary period vary by job category, as specified elsewhere in this procedures statement. Supervisors have the responsibility to inform their employees of the nature and purpose of the probationary period and the status and rights of probationary employees.

Procedure: The actions necessary to carry out a policy. Procedure typically describes a chronological series of interrelated steps to follow in order to comply with policy and clearly identifies options, cautions or warnings. Procedures may be subject to frequent revisions in order to meet operational and organizational constraints. Procedure shall refer to new institutional procedures or the modification of existing institutional procedures.

Program or programs: Include, but are not limited to, any college, department, division, center, or institute under the administrative control of the institution.

Project-based Assignment Payments for Exempt, Salaried, Benefit-eligible Employees: Payments to an exempt, salaried, benefit-eligible employee for a temporary, clearly defined, short-term projects outside the normal scope of the employee's primary duties as documented in the institution's official job description.

Project-based Assignment Payments for Nonexempt, Salaried, Benefit-eligible Employees: Payments to non-exempt, salaried, benefit-eligible employees for a temporary, clearly defined, short-term projects outside the normal scope and work hours of the employee's primary duties. Payments must be made at time and a half in compliance with the requirements of the FLSA.

Professorship: Regular, salaried, benefit-eligible faculty identified annually by the appropriate administrator; the professorship may be renewable or non-renewable.

Proposal: A written description of a request for a Sponsored Program establishing the need, objectives, projected outcomes, methodology(ies), qualifications of investigator(s), budget plan, and/or any combination of these.

Public Funds: Funds held by the Institution that include, but not limited, to State Tax Funds, Uniform School Funds, and other dedicated credits as defined by the Board of Regents and/or State legislature.

Public Treasurer: High-level management employees experienced and qualified in cash and investment management and has full authority for the investment of those institutional funds which are within the scope of this policy.

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Real Property: Land, buildings (including permanent attachments) and other improvements.

Record: Any information recorded in any way, including, but not limited to, handwriting, print, computer media, video or audio tap, film, microfilm, and microfiche.

Reduced Leave Schedule: A leave schedule that reduces the usual number of hours per workweek or hours per workday.

Regularly Enrolled Student: A student legally enrolled in credit-bearing classes at Utah Valley University.

Reimbursement: Payment for expenses or losses incurred.

Reinsurance/Stop-Loss Insurance: Specific and Aggregate Insurance purchased on a premium basis to protect the institution against catastrophic claims thus containing risk and facilitating financial solvency of the partially self-funded plan.

Relative: For the purpose of this policy, a relative is defined as father, mother, husband, wife, grandparent, son, daughter, sister, brother, uncle, aunt, nephew, niece, first cousin, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandchild, and step or foster relative.

Research (Scholarly): investigation intended to extend the limits of human knowledge. 2). A systematic investigation, including research development, testing and evaluation, designed to develop or contribute to generalizable knowledge (45 CFR part 46.102 Definitions (d)).

Reserves: Funds generated and held by the institution as a cushion in the event that claims (through utilization or cost increases) exceed expected projections; expenses change as a result of revisions to laws, rules or regulations governing health plan; or the Plan terminates or changes funding mechanisms.

Resident: As determined by reference to the general law on the subject of domicile, except as otherwise set forth in this policy.

Responsible Office: The Office(s) that develops and administers a particular campus-wide policy, and which is accountable for the policy's accuracy, interpretation, and updating.

Restricted Data: Data whose use is restricted by law or by institution policy; or data that a Data Steward chooses to protect from general access or modification, even if such access may not be prohibited by law or institution policy. Types of restricted data include, but are not limited to, data that identifies or describes an individual and data to which unauthorized access, modification, or loss could seriously or adversely affect UVU, its partners, or the public

Restricted Funds: Funds held by the Institution from gifts, devise, bequest, and/or federal/private grants that the expenditure of such funds is governed by the requirement of the donor, source, or purpose.

Restricted Gifts: Gifts that come with conditions attached, usually requiring that the gift go to a specific campus program or project. Unrestricted gifts come with no conditions attached.

Restricted or non-negotiable gift certificates: An item that can only be redeemed with the issuer and cannot be cashed out, sold to another person, or used to reduce an outstanding account balance with the issuer of the certificate.

Retired employee: An employee is considered to have official institutional retirement status when the employee discontinues FTBE employment as a faculty or staff employee of the institution with a minimum of 10 years of service, and is:

  1. At least age 57 with a combined age and years of service that equals 75 or greater, or
  2. Any age with at least 30 years of service, or
  3. Age 62.

 

Revenue-Generating Activity: a sale or service provided by a campus unit to an external customer at a price exceeding cost.

Review: A systematic process of inquiries and analytical procedures which are designed to detect material weaknesses and/or nonconformance to generally accepted auditing principles. A review is not an audit since a review would not include the study and evaluation of internal control and other prescribed audit procedures. Consequently, a review may disclose certain important matters, but not necessarily all matters that would be disclosed by an audit.

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Sabbatical Leave: A paid leave of absence for one or two semesters, as approved by the Board of Trustees, for professional development and improvement of a faculty member.

SAF: The acronym for "Semester Appointment Form" which is the form used on a semester basis for documenting and authorizing payments for temporary faculty duties, primarily instruction (overload and adjunct faculty), course development, and concurrent enrollment.

Salaried Faculty Member: A faculty member in a position categorized as .75 - 1.00 FTE that can reasonably be expected to last six consecutive months or longer, funded from salaried budgeted dollars, and provided a benefit package. In this policy the term "faculty" means a salaried faculty member (Salaried Faculty Workload - Academic Year, institution Policy 641)

Salaried positions: Faculty and non-faculty positions categorized as .75 - 1.00 FTE that can be reasonably expected to last six consecutive months or longer. These positions are funded from salaried budgeted dollars and provide a benefit package paid for by the institution.

School: a group of academic departments and/or academic functional units organized under a Dean.

Scholarship: Research and other creative work unique to each discipline which adds to that discipline in knowledge or skills.

Self-support credit courses: Courses offered for credit which:

  1. Are creditable toward a Board of Regents approved degree/award program,
  2. Waive Board of Regents approved regular tuition and fees,
  3. Assess a special tuition rate, and
  4. Rely on special tuition rates for revenue

Senior Citizen: For purposes of this program, a senior citizen is a Utah resident age 62 or over with photo identification showing date of birth and requesting non-credit audit registration.

Serious Health Condition: An illness, injury, impairment, or physical or mental condition that involves one of the following: (1) Inpatient Care, any condition that requires an overnight stay in a hospital, hospice, or residential care facility (2) Pregnancy, conditions related to pregnancy (3) More than three days of incapacitation, a health condition that last for more than three consecutive days that includes two or more treatments by a health care provider; or one treatment by a health care provider with a continuing regimen of treatment (4) Chronic health condition, requires periodic visits for treatment by a health care provider and continues over an extended period of time (5) Permanent or long-term condition, conditions for which treatment may not be effective, and supervision by a health care provider, not treatment, is required (6) Treatment to prevent incapacitation or for restorative surgery, multiple treatment for reconstructive surgery or for a condition that would likely result in a period of incapacity of more than three consecutive calendar days if not treated.

Service Animal: Any guide dog or signal dog or other service dog individually trained to do work or perform tasks for the benefit of an individual with a disability, including, but not limited to, guiding individuals with impaired vision, alerting individuals with impaired hearing to intruders or sounds, providing minimal protection or rescue work, pulling a wheelchair, or fetching dropped items. Note: It is the presumption of UVU that all Service Animals are dogs. This presumption can be rebutted by any individual upon presentation of clear and convincing evidence to UVCS's ADA Coordinator that a particular animal other than a dog is also individually trained to do work or perform tasks for the benefit of an individual with a disability.

Service Recognition Payment: Payments for service recognition; (e.g., PACE President and PACE secretary, etc).

"Shredding" of electronic documents/data: A process or device that physically demolishes the platters of a hard disk to ensure that the contents can never be recovered. Hard drive shredding services may be offered by service companies that shred paper and microfilm. These procedures require that the data are "shredded" (meaning over-written with meaningless data) or the device/IT resource storing the data is physically destroyed.

Slotting: When a position does not have a benchmark in the market, it will be slotted among benchmark jobs based on internal worth.

Spam: Unsolicited bulk e-mail, usually advertising, sent to large numbers of people. Special Unit: A special purpose organizational unit which provides a conceptual focus and brings together resources. Special Units focus on specific problems; promote research and scholarly works; creative activities; or specialized services for defined organizational or community challenges. Special Units include, but are not limited to, Laboratories, Centers or Institutes. Laboratory, center, institute or other unit designated through Special Unit Policy.

Special unit: A special purpose organizational unit which provides a conceptual focus and brings together resources. Special units focus on specific problems; promote research and scholarly works; creative activities; or specialized services for defined organizational or community challenges. Special units include, but are not limited to, laboratories, centers or institutes.

Sponsor: Shall be a member of the President's Council; specifically, the institutional president; a vice president; or the presidents of the faculty senate, PACE, or student government.

Sponsored Program: Contracts, agreements, or gifts to support research, scholarly or creative activities; programs of service; or projects involving funds, materials, other forms of compensation, or exchanges of in-kind items or efforts from government and private or corporate foundation sources external to the institution (not to include state appropriations, donations from individuals, or donations from corporate entities that are not corporate foundations). Typical funding mechanisms include, but are not limited to: awards, contracts, cooperative agreements, or congressional appropriations, from federal, state, or local government entities, or from private or corporate foundations.

Sponsoring Unit: Department, school, or division to which the supervisor of the Special Unit will report.

Sponsorships: An individual or organization that contributes to UVU, consistent with foundation standards for supporting fund raising and other campus events.

Standards: Are statements dictating the state of affairs or action in a particular circumstance. Something established by authority, custom, or general consent as a model or example.

Standard Summer Teaching Rate: Compensation for summer at 3% of the Average Salaried Faculty Compensation rate per ICHE.

Standing Committee(s): Committee(s) established for the purpose of advising or conducting decision-making activities of the institution which are convened on a regular long-term basis until or unless they are suspended or disbanded by the President.

Steward: Appointed by the sponsor, the steward shall lead the development and modification of institutional policies and procedures through the institutional policies and procedures approval process.

Stipend: A series of payments made over a specified period of time having a regular fixed payment (such as a salary or an allowance).

Student: An individual for whom UVU maintains student records and who: (a) is enrolled in or registered with a UVU academic program; (b) has completed the immediately preceding term, is not presently enrolled, and is eligible for re-enrollment; or (c) is on an approved educational leave or other approved leave status.

Student Positions: An employee who performs services in the employ of the institution "incident" to and for the purpose of pursuing a course of study at the institution (U. S. Treasury Regulations Section 31.3131(b) (10)-2).

Student Record: Any document, data, or information pertaining to a student's education. Records that contain information directly related to a student and that are maintained by the institution or any organization authorized to act on behalf of the institution. Student records include, but are not limited to, academic evaluations, including student examination papers, transcripts, test scores and other academic records; general counseling and advising records; disciplinary records; and financial aid records, including student loan collection records.

Summer Teaching Assignment: A Salaried Faculty Member's total summer teaching load which may include teaching that is paid at the standard summer teaching rate and the overload teaching rate.

Summer Term: Any session or combination of sessions between the end of spring semester and the beginning of fall semester. Fall and spring semesters are excluded from this policy.

Supervisor: A person appointed to supervise the Special Unit by the Sponsoring Unit. Head of the unit.

Supplemental Revenue: Additional revenue received from donors and business to assist programs at UVU.

Systems Administrator: An individual responsible for configuration and maintenance of any device connected to the campus network. This responsibility may occur at the level of a single device or for groups of devices and pertains to system administrators affiliated with the campus as well as to non-campus personnel serving the campus on an outsourced basis. In the absence of an assigned system administrator, the device user will be considered the system administrator.

System of Record: A system formally designated and used to provide official campus information for reporting and other purposes.

Systems Security Access: Permission to use software and devices designed to protect an electronic system's integrity.

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Tangible Property: Properties that are fixed assets or equipment of the institution.

Temporary Appointment Payments: Payments to an employee with a temporary position (e.g., coaches, tutors, graders, etc).

Temporary positions: Positions that, due to the nature of the work, the employment agreement, or the availability of individuals for regular work, can be reasonably expected to last less than six consecutive months. These positions are funded from hourly budgeted dollars and no benefit package is provided.

Terminal Degree: The highest appropriate degree for a discipline, field or area of specialization.

Therapy Animal: An animal with good temperament and disposition, and who has reliable, predictable behavior, selected as a therapy tool to visit people with disabilities to visit people who are experiencing the frailties of aging, or to visit people with reading or behavioral problems. The Therapy Animal is incorporated as an integral part of a treatment process under the direction of a health professional.

Time Input: Payments made to nonexempt employees through electronic time input (BANNER) or by submission of time cards. Payments must be made in compliance with the requirements of FLSA.

Timeline: The estimated length of time to adequately lead a proposed institutional policy or procedure, or the modification of an existing policy or procedure, through the stages of the institutional policies and procedures approval process.

TPA (Third Party Administrator) / ASO (Administrative Service Organization): An organization that administers the institution's partially self-funded health plans including claim payments, processing, adjudication, reporting, documentation, etc.

Tuition: UVU regular tuition only for either credit or audit classes. Tuition does not include the payment of charges for non-credit classes.

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Uniform: Clothing, such as shirts, pants, jackets, hats, coats, footwear, or other work related clothing or a combination of these items. The clothing will be the same color, style, logo, and brand for each specific group.

University Personnel: Employees of Utah Valley University.

Unrelated Business Income: Income earned from business with no tangible relationship to the institution's missions of education, scholarly and creative pursuit, and public service.

Unrestricted Fund: A fund that can be used for any institutional purpose.

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Vehicle: Any motorized equipment used to transport individuals or equipment.

VPAA: Vice President for Academic Affairs

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Walkway: A concrete pathway between buildings and parking, street or other buildings.

Work-at-Home: Means a workplace agreement whereby some or all of the employee's job duties are performed at the employee's residence (or another approved alternate work location). For purposes of this policy, a Work-at-Home Agreement is limited to situations whereby the employee, on a regular, continuous basis, (as opposed to a sporadic, unscheduled, "once in a while" basis) performs the job duties at his/her home.

Work-at-Home Agreement form: A form on which proper authorization of a Work-at-Home Agreement is documented.

Work for Hire: Created by an employee in the course of his/her duties, or a commissioned work in which the creator and commissioner agree the work is for hire.

WCHE (Workload Credit Hour Equivalents): WCHE is the total of a faculty member's formally-tracked workload. WCHE is the total of ICHE (Instructional Credit Hour Equivalents) + ACHE (Academic Credit Hour Equivalents) + GCHE (Governance Credit Hour Equivalents).

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