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Glossary of Terms Used in UB Policies

Look up key words used in UB policies to see definitions and links to their associated policies.

 

A

Word or Phrase Definition
Abuser

A person who perpetrates a pattern of coercive tactics which can include physical, psychological, sexual, economic, and emotional abuse against an adult intimate partner, with the goal of establishing and maintaining power and control over the victim.

 

In Policy:

Domestic Violence and the Workplace

Academic Adjustments

Modifications to academic requirements made to ensure that requirements do not discriminate or have the effect of discriminating, on the basis of disability, against a qualified applicant or student with a disability. Academic requirements that are essential to the instruction being pursued by the student or to any directly related licensing requirement will not be subject to modification. Modifications may include changes in the length of time permitted for the completion of degree requirements, substitution of specific courses required for the completion of degree requirements, and adaptation of the manner in which specific courses are conducted.

 

In Policy:

Reasonable Accommodation

Academic Year Appointment 

Nine month faculty obligation.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Accommodation Memorandum

Documentation from Accessibility Resources (AR) that outlines the accommodations, academic adjustments, and/or auxiliary aids recommended to enable an employee or student to work or complete an academic program.   

 

In Policy:

Reasonable Accommodation

Administrative Proposal

The Administrative Proposal is one portion of the overall proposal that generally includes the application cover page, budget, budget justification, institutional resources section, curriculum vitae or bio-sketches of all key personnel, current and pending support, and any other business or administrative materials required by the sponsor. The administrative portion of the proposal encompasses all content excluding the technical portion. Specific requirements may vary with each sponsor.

 

In Policy:

Proposal Submission

Administrative Site

Courses sites added to UBlearns for departmental or administrative use that are not affiliated with classes offered by registration number.

 

In Policy:

UBLearns Data Management

Affirmative Action

Proactive steps to further the employment of women, minorities, individuals with disabilities, and veterans; aggressive steps that go beyond compliance with equal opportunity laws.

 

In Policy:

Recruitment

Affirmative Action Plan

A federally mandated report that is used as a management tool designed to ensure equal employment opportunity. A central premise underlying affirmative action is that, absent discrimination, over time an employer’s workforce generally will reflect the gender, racial, and ethnic profile of the labor pools from which the employer recruits and selects. 

 

In Policies:

•  Recruitment

•  Recruitment Exceptions

Aisle

That portion of an exit access that leads to a corridor.

 

In Policy:

Corridor Use

Also Receives

An approved annualized dollar amount (or portion thereof) that can be paid in addition to the base annual salary on a temporary basis, for additional duties beyond and in addition to, the ordinary and customary duties normally associated with an individual's primary assignment.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Alternative Arrangements

The shifting of responsibility for academic, employment, or other decisions in order to eliminate the appearance of impropriety that can result from nepotism. This may include, but is not limited to, recusal from an evaluative process and/or an alternative means of reporting, assessment, and evaluation. Alternative arrangements must be in accordance with applicable laws, regulations, policies, and collective bargaining agreements.

 

In Policy:

Nepotism

Annual Salary

Amount determined by the university to compensate an individual for his/her professional obligation based on grade, title, and experience. Annual salary is based on a full-time equivalent and adjusted proportionately for part-time effort. For academic year faculty, annual salary is the salary paid for the 9 month academic year appointment, which is normally paid out over 10 months. For calendar year faculty, annual salary is the salary paid for the 12 month calendar year period.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Annual Security and Fire Safety Report

The annual report containing required disclosures that include campus security policies, Clery Act crime statistics for the previous three years, campus fire safety policies, and fire statistics for on-campus student housing facilities for the previous three years.

 

In Policy:

Clery and Campus SaVE Act Compliance

Approval Authority

Permission to approve transactions for execution. This approval attests to the accuracy, validity, and appropriateness of the transaction within the university’s program objectives and budgetary authorizations. Transaction approval may be performed electronically in accordance with system requirements or manually with a handwritten signature.

 

In Policy:

Approval Authority

Archival Record

Records that the university must keep permanently to meet fiscal, legal, or administrative needs, or because they contain historically significant information. What makes a record worthy of permanent retention and special management is the continuing importance of the information it contains.

 

In Policy:

Record Retention and Disposal

Assigned Area of Control

Any space that is formally assigned to a department, individual, principal investigator, or project manager as a result of the university’s space planning and assignment process and is not readily accessible to the university community and the public.

 

In Policy:

Placement of Experiments in Common Areas

Attendance

Includes, but is not limited to, attendance in person; attendance via correspondence, videoconference, satellite, internet, or other telecommunication technology used by students who are not physically present in the classroom; and participation in a work-study program.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Audit

Independent and objective appraisal to examine or review the fair presentation of financial statements, economy and efficiency of operations, effectiveness of achieving program results, compliance with laws and regulations and/or the detection of fraudulent activities. Audits include reviews, site visits, desk audits, and fraud investigations.

 

In Policy:

External Audit

Authorized Adult

University personnel assigned to teach or otherwise perform work in a program as part of their official job duties, or a representative of a group that has obtained permission to use campus facilities from a university department or employee authorized to grant such permission.

 

In Policy:

Child Protection

Auxiliary Aids

Actions taken or materials provided to ensure that qualified students with disabilities can receive the benefits of the educational program, regardless of impaired sensory, manual, or speaking skills. Auxiliary aids may include audio or described taped texts, sign or oral interpreters, captioning or other effective methods of making orally delivered materials available to students with hearing impairments, readers for students with visual impairments, classroom equipment adapted for use by students with manual impairments, and other similar services and actions. Auxiliary aids do not include personal services or equipment, such as attendants, readers for personal use, or individually prescribed devices unrelated to the course of study.

 

In Policy:

Reasonable Accommodation

A

Word or Phrase
Definition
Abuser

A person who perpetrates a pattern of coercive tactics which can include physical, psychological, sexual, economic, and emotional abuse against an adult intimate partner, with the goal of establishing and maintaining power and control over the victim.

 

In Policy:

Domestic Violence and the Workplace

Academic Adjustments

Modifications to academic requirements made to ensure that requirements do not discriminate or have the effect of discriminating, on the basis of disability, against a qualified applicant or student with a disability. Academic requirements that are essential to the instruction being pursued by the student or to any directly related licensing requirement will not be subject to modification. Modifications may include changes in the length of time permitted for the completion of degree requirements, substitution of specific courses required for the completion of degree requirements, and adaptation of the manner in which specific courses are conducted.

 

In Policy:

Reasonable Accommodation

Academic Year Appointment 

Nine month faculty obligation.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Accommodation Memorandum

Documentation from Accessibility Resources (AR) that outlines the accommodations, academic adjustments, and/or auxiliary aids recommended to enable an employee or student to work or complete an academic program.   

 

In Policy:

Reasonable Accommodation

Administrative Proposal

The Administrative Proposal is one portion of the overall proposal that generally includes the application cover page, budget, budget justification, institutional resources section, curriculum vitae or bio-sketches of all key personnel, current and pending support, and any other business or administrative materials required by the sponsor. The administrative portion of the proposal encompasses all content excluding the technical portion. Specific requirements may vary with each sponsor.

 

In Policy:

Proposal Submission

Administrative Site

Courses sites added to UBlearns for departmental or administrative use that are not affiliated with classes offered by registration number.

 

In Policy:

UBLearns Data Management

Affirmative Action

Proactive steps to further the employment of women, minorities, individuals with disabilities, and veterans; aggressive steps that go beyond compliance with equal opportunity laws.

 

In Policy:

Recruitment

Affirmative Action Plan

A federally mandated report that is used as a management tool designed to ensure equal employment opportunity. A central premise underlying affirmative action is that, absent discrimination, over time an employer’s workforce generally will reflect the gender, racial, and ethnic profile of the labor pools from which the employer recruits and selects. 

 

In Policies:

•  Recruitment

•  Recruitment Exceptions

Aisle

That portion of an exit access that leads to a corridor.

 

In Policy:

Corridor Use

Also Receives

An approved annualized dollar amount (or portion thereof) that can be paid in addition to the base annual salary on a temporary basis, for additional duties beyond and in addition to, the ordinary and customary duties normally associated with an individual's primary assignment.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Alternative Arrangements

The shifting of responsibility for academic, employment, or other decisions in order to eliminate the appearance of impropriety that can result from nepotism. This may include, but is not limited to, recusal from an evaluative process and/or an alternative means of reporting, assessment, and evaluation. Alternative arrangements must be in accordance with applicable laws, regulations, policies, and collective bargaining agreements.

 

In Policy:

Nepotism

Annual Salary

Amount determined by the university to compensate an individual for his/her professional obligation based on grade, title, and experience. Annual salary is based on a full-time equivalent and adjusted proportionately for part-time effort. For academic year faculty, annual salary is the salary paid for the 9 month academic year appointment, which is normally paid out over 10 months. For calendar year faculty, annual salary is the salary paid for the 12 month calendar year period.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Annual Security and Fire Safety Report

The annual report containing required disclosures that include campus security policies, Clery Act crime statistics for the previous three years, campus fire safety policies, and fire statistics for on-campus student housing facilities for the previous three years.

 

In Policy:

Clery and Campus SaVE Act Compliance

Approval Authority

Permission to approve transactions for execution. This approval attests to the accuracy, validity, and appropriateness of the transaction within the university’s program objectives and budgetary authorizations. Transaction approval may be performed electronically in accordance with system requirements or manually with a handwritten signature.

 

In Policy:

Approval Authority

Archival Record

Records that the university must keep permanently to meet fiscal, legal, or administrative needs, or because they contain historically significant information. What makes a record worthy of permanent retention and special management is the continuing importance of the information it contains.

 

In Policy:

Record Retention and Disposal

Assigned Area of Control

Any space that is formally assigned to a department, individual, principal investigator, or project manager as a result of the university’s space planning and assignment process and is not readily accessible to the university community and the public.

 

In Policy:

Placement of Experiments in Common Areas

Attendance

Includes, but is not limited to, attendance in person; attendance via correspondence, videoconference, satellite, internet, or other telecommunication technology used by students who are not physically present in the classroom; and participation in a work-study program.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Audit

Independent and objective appraisal to examine or review the fair presentation of financial statements, economy and efficiency of operations, effectiveness of achieving program results, compliance with laws and regulations and/or the detection of fraudulent activities. Audits include reviews, site visits, desk audits, and fraud investigations.

 

In Policy:

External Audit

Authorized Adult

University personnel assigned to teach or otherwise perform work in a program as part of their official job duties, or a representative of a group that has obtained permission to use campus facilities from a university department or employee authorized to grant such permission.

 

In Policy:

Child Protection

Auxiliary Aids

Actions taken or materials provided to ensure that qualified students with disabilities can receive the benefits of the educational program, regardless of impaired sensory, manual, or speaking skills. Auxiliary aids may include audio or described taped texts, sign or oral interpreters, captioning or other effective methods of making orally delivered materials available to students with hearing impairments, readers for students with visual impairments, classroom equipment adapted for use by students with manual impairments, and other similar services and actions. Auxiliary aids do not include personal services or equipment, such as attendants, readers for personal use, or individually prescribed devices unrelated to the course of study.

 

In Policy:

Reasonable Accommodation

B

Word or Phrase Definition
Bar-Coded Inventory Tag

A decal containing the Real Asset Management (RAM) asset number and the name of the entity to which title vests (i.e., UB, RF, or UBF).  

 

In Policy:

Managing University Equipment

Billing Unit

The unit of service provided by a service center. Examples of billing units include hours of service, animal care days, number of tests performed or machine time used.   

 

In Policy:

Financial Management of Service Centers

Biohazardous Agent

A microorganism (e.g., bacteria, virus, fungi) capable of causing illness or disease.

 

In Policy:

Commitment to Health and Safety in the Working and Learning Environment

C

Word or Phrase Definition
Calendar Year Appointment

Twelve month obligation that can begin on any date.  

 

In Policy:

Institutional Base Salary for Sponsored Projects

Campus (Inter-departmental) Mail

University-related correspondence routed for delivery from one campus location to another campus location. 

 

In Policy:

Campus Mail

Campus Security Authority (CSA)

An official of an institution who has significant responsibility for student and campus activities, including but not limited to, student housing, student discipline, and campus judicial proceedings. An official includes any person who has the authority and the duty to take action or respond to particular issues on behalf of the university. CSAs include, but are not limited to, athletics directors, coaches, and resident advisors. Advisors to student clubs, including faculty, are considered CSAs. Otherwise, faculty, clerical staff, maintenance workers, food service workers, medical doctors, and mental health counselors are exempt from mandatory disclosure requirements. 

 

In Policy:

Clery and Campus SaVE Act Compliance

Carbon Footprint  

The measure of the impact human activities have on the environment in terms of carbon dioxide emissions.

 

In Policy:

Recycled Paper

Cardholder Data

Any personally identifiable data associated with a cardholder including but not limited to account number, expiration date, name, address, social security number, and card validation code (three or four-digit value printed on the front or back of a credit/debit card).

 

In Policy:

Credit/Debit Card Merchant Requirements

Category I:  Regulated Private Data

Regulated private data is defined using the definition of private information in the New York State Security and Breach Notification Act of 2005 as a foundation: bank account/credit card/debit card numbers, Social Security Numbers, state-issued drivers’ license numbers, and state-issued non-drivers’ identification numbers. To this list UB policy adds protected health information (PHI), computer passwords and other computer access protection data, and passport numbers. Note that Category I data are exempt from disclosure/release under the NY State Freedom of Information Law (FOIL). The Breach Notification Act requires that the university must disclose any breach of the data to NY residents. (State entities must also notify non-residents, see Information Security Policy P03-002 V3.3 Part 12) - pdf.)

 

In Policy:

Data Classification Standard

Category II:  Protected Data

Includes university data not identified as Category-I data, but data protected by state and federal regulations. This includes FERPA-protected student records and electronic records that are specifically exempted from disclosure by the NY State Freedom of Information Law (FOIL).  

Such data must be appropriately protected to ensure that they are not disclosed in a FOIL request. FOIL excludes data that if disclosed would constitute an unwarranted invasion of personal privacy.

 

In Policy:

Data Classification Standard

Category III:  Internal Use Data

Includes university non-public data not included in Category I (regulated private data) or Category II (protected data); Internal Use data includes Person Number, licensed software, as well as university business records, intellectual property, and any non-public data that is releasable in accordance with FOIL.

 

In Policy:

Data Classification Standard

Category IV: Public Data

General access data, such as that available on unauthenticated portions of www.buffalo.edu; Category IV data have no requirement for confidentiality.

 

In Policy:

Data Classification Standard

Charitable Gaming

Occurs in the form of bingo, bell jar sales, the conduct of Las Vegas nights, and operation of raffles in each of the 62 counties of New York.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Chemical Hazards

An element, compound, or mixture that poses a potential health threat to humans or the environment (e.g., poison, carcinogen, mutagen, asphyxiate, sensitizer, oxidizer, corrosive, explosive, flammable).

 

In Policy:

Commitment to Health and Safety in the Working and Learning Environment

Child

An individual under the age of seventeen years. For the purposes of this policy a  matriculated UB student or a person accepted for matriculation at UB is not considered a child.    

 

In Policy:

Child Protection

Child Abuse

Serious physical or emotional mistreatment of a child, and/or engaging in sexual activity with a child. Included are one or more physical acts (i.e., punching, beating, shaking, throwing, kicking, biting, burning) which cause serious physical injury to a child; acts likely to result in the emotional trauma of a child; intentionally or recklessly engaging in conduct which creates a substantial risk of such physical or emotional mistreatment; any behavior which results in touching of the sexual or other intimate parts of a child for the purpose of sexual gratification of the child and/or adult, including touching by the child and/or adult with or without clothing; and conduct toward children that is otherwise prohibited by Article 130, 235, or 263 of the New York Penal Law.

 

In Policy:

Child Protection

Children’s Camp

A camp defined under New York Public Health Law §1392. 

 

In Policy:

Child Protection

Clery Act Crime

Crimes within the meaning of the Clery Act include:
•  Criminal homicide
   ·  murder and non-negligent manslaughter
   ·  negligent manslaughter
•  Sex-offenses
   ·  forcible (forcible rape, forcible sodomy, sexual assault with an object, forcible fondling)
   ·  non-forcible (incest, statutory rape)
•  Robbery
•  Aggravated assault
•  Burglary, where
   ·  there is evidence of unlawful entry (trespass), which may be either forcible or not involve force
   ·  unlawful entry must be of a structure having four walls, a roof, and a door
   ·  there is evidence that the entry was made in order to commit a felony or theft
•  Motor vehicle theft
•  Arson
•  Arrests or referrals for campus disciplinary action (if an arrest was not made) for:
   ·  liquor law violation
   ·  drug law violations
   ·  illegal weapons possession
•  Hate crimes (reported by category of prejudice, including race, gender, gender identity, religion, sexual orientation, ethnicity/national origin, disability)
   ·  Statistics are also required for larceny/theft, simple assault, intimidation, and destruction/damage/vandalism of property if the crime committed is classified as a hate crime
•  Domestic violence
•  Dating violence
•  Stalking

 

In Policy:

Clery and Campus SaVE Act Compliance

Close Personal Friendship

A relationship that reasonable persons would agree to have the potential to create a real or perceived conflict of interest comparable to those associated with relatives or household members.

 

In Policy:

Nepotism

College Year Appointment

Ten month obligation used by non-faculty professionals that can begin on any date.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Complainant

An individual bringing forward a complaint of harassment, discrimination, or retaliation, whether on the individual's own behalf or on behalf of another person or group. 

 

In Policy:

Discrimination and Harassment

Complainant

A person or persons, who in good faith, make an allegation of research misconduct.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Common Areas

Space that is readily accessible to the university community and/or the public including lobbies, hallways, study areas, stairwells, and other similar spaces.   

 

In Policy:

Placement of Experiments in Common Areas

Competitive Recruitment

The process of sourcing, screening, and selecting employees for positions with an employer.

 

In Policies:

Recruitment

Recruitment Exceptions

Compromised

For the purposes of this policy, a device is considered compromised once it has been substantiated that:

•  its security is breached and that unauthorized processes or user(s) have access to and are able to control its data and/or resources
•  it has been configured in a way that could threaten, harm, or interfere with the operation, integrity, or network access of other devices; or
•  it is actively being used to threaten, harm, or interfere with the operation, integrity, or network access of other devices.

 

In Policy:

UB Network Connection Policy

Confidential Record

Information that specifically identifies and/or describes an employee, student, or UB affiliate; an employee or student’s protected health information, or organization information, which if disclosed or released would result in negative financial, competitive, or productive loss, or other non-beneficial impacts. Specific examples of confidential information include, but are not limited to:

•  an employee’s name when combined with birth date, race, gender, marital status, disability status, veteran status, citizenship, or social security number

•  an employee’s home address or telephone number; relatives’ names, addresses, or telephone numbers

•  individual employment records of living current or former employees, including records which concern hiring, appointment, promotion, tenure, salary, performance, termination, or other circumstances of employment unless the employee grants access in writing

•  individual education records of living students or living former students, as defined by FERPA, unless the student or former student grants access in writing

•  all regulated private data

•  records that have been restricted by contract

•  facilities management documentation, including security system information

•  auditing information, including internal audit reports and investigative records

•  organizational legal documents, including pending lawsuits and attorney-client communications.

 

In Policy:

Record Retention and Disposal

Conflict of Interest (COI)
(Instance 1)

An interest that has the potential to compromise or bias the professional judgment or objectivity of the holder of the interest, or has the appearance of having the potential to compromise or bias the holder of the interest. A COI may exist when an independent observer might reasonably question whether the individual’s professional actions or decisions are determined by considerations of personal gain, financial or otherwise.

A COI may be financial, general, or of commitment:

Financial conflict of interest (FCOI) may arise when an employee or an immediate family member has the potential for financial gain through outside activity and such outside activity is related to his/her job responsibility.

General COI may arise in situations where an employee uses or attempts to use his/her position to obtain personal gain or privileges for himself/herself or an immediate family member.

Conflicts of commitment arise when outside professional activities or other significant commitments, obligations, or responsibilities interfere with an employee’s primary job responsibilities.

 

In Policy:

Investigator Conflict of Interest

Conflict of Interest (COI)
(Instance 2)

Any relationship or activity that has the potential to compromise or bias, or appears to compromise or bias, a person’s professional judgment  or ability to make objective and fair employment,  academic, and/or procurement decisions.  A conflict of interest may exist when an independent observer might reasonably question whether an individual’s professional actions or decisions are determined by considerations of family, personal, and/or romantic relationships.

 

In Policy:

Nepotism

Conflict of Interest (COI) Committee

A committee established to evaluate potential conflict of interest situations, develop management plans and assist with monitoring compliance, and serve as a resource for members of the university community.

 

In Policy:

Investigator Conflict of Interest

Conflict of Interest (COI) Officer

The individual assigned responsibility for reviewing and managing potential university conflicts of interest. The COI Officer supports the Conflict of Interest (COI) Committee and determines whether potential conflicts are referred to the COI Committee.

 

In Policy:

Investigator Conflict of Interest

Connected

A device is considered connected to the university network when it is attached:

•  to a trusted administrative Ethernet port (not requiring authentication for its use) on the network

•  to a ResNet port in the Residence Halls

•  to an open Ethernet port (requiring authentication to a firewall for its use) on the network

•  to a wireless access point (requiring authentication to a firewall for its use) on the network

•  through an ISP via a VPN (virtual private network) session;via connections established at institutions affiliated with the University, such as hospitals or

•  by any means that enables its access to the university network.

 

In Policy:

UB Network Connection Policy

Co-Principal Investigator

An individual collaborating with the PI in the scientific development or execution of a project may be a Co-Principal Investigator (Co-PI). The designation of a Co-PI does not affect the PI’s role as having primary responsibility for directing the research, financial oversight, and compliance with relevant university policies and sponsor terms and conditions.

 

In Policy:

Principal Investigator Eligibility

Cost Transfer

An after-the-fact reallocation of expenditures from one account to another account(s).

 

In Policy:

Cost Transfer

Course

Classes offered by registration number and available for instructor inclusion on UBlearns using the UBlearns course setup too.

 

In Policy:

UBLearns Data Management

Covered Account

For purposes of the UB Red Flags Identity Theft Prevention Program, a Covered Account includes the following:

•  an account that receives multiple payments or transactions, deferred payments, extensions of credit, loans, or which establishes a continuing relationship with an individual who has received services from the University (e.g., student accounts, tuition payment plans, patient accounts, accounts associated with student lending activity, debit cards for use at off-campus vendors).

Any other new or existing account that may pose a reasonably foreseeable risk to consumers or the institution from identity theft due to information retained and/or maintained by the institution. This includes single transaction, one-time payment accounts or records that may be vulnerable to identity theft because of the information collected and retained such as date of birth, copies of checks, credit card numbers, social security number, and other personal identifying information.

 

In Policy:

Red Flags Identity Theft Prevention

Covered Activity

A program or activity where the custody, control, and supervision of children for the duration of the activity is vested in (i) the university or a university-affiliated organization, or (ii) a vendor, licensee, or permittee for which a license or permit for use of university facilities has been approved. The Covered Activity may occur on or off campus. Each Covered Activity requires a designated Responsible UB Official. For the purposes of this policy, the UB Child Care Center is not considered a Covered Activity. Field trips and similar activities of a short duration are not considered Covered Activities.

 

In Policy:

Child Protection

Covered Individuals

Persons with direct responsibility for human subjects research who have, or have been delegated, the authority to make decisions on behalf of the university including, but not limited to:

•  president
•  provost
•  Vice President for Research and Economic Development
•  university official identified in federal-wide assurance for the protection of human research subjects
•  deans, department chairs, and directors.

 

In Policy:

Institutional Conflicts of Interest in Human Subjects Research

Covered Person

A person who is responsible for the custody, control, or supervision of children participating in the Covered Activity and who is:  (i) an employee of the university or university-affiliated organization; (ii) a university student; (iii) a volunteer of the university or university-affiliated organization; or (iv) a vendor, licensee, permittee, or other person who is given permission to come onto campus or to use university facilities for Covered Activities; or (v) an employee, agent, or volunteer of (iv) above.

 

In Policy:

Child Protection

Credit/Debit Card Merchant

A unit that accepts credit/debit card payments.

 

In Policy:

Credit/Debit Card Merchant Requirements

Credit Distribution

Allocation of an individual’s relative contributions towards project objectives outlined in the proposal; allows the university to recognize and record such contributions, and appropriately distribute recovered F&A costs.

 

In Policy:

Indirect (Facilities and Administrative) Cost Recovery and Distribution

Credited Entities

Credited entities are the units, colleges, or schools to which a sponsored project is assigned. A sponsored project may be assigned to multiple units.

 

In Policy:

Financial Responsibility for Sponsored Projects

Criminal History Check

Verification that the selected applicant does not have any undisclosed criminal history in the jurisdiction where the applicant currently resides or has resided in the last seven years. This background check will be initiated after acceptance of the conditional offer of employment.

 

In Policy:

Pre-Employment Background Screening

D

Word or Phrase Definition
Daily Crime Log

Records, by date reported, of all crimes reported to the UPD. This log must be updated within two business days of the crime report and available to the public during business hours.

 

In Policy:

Clery and Campus SaVE Act Compliance

Daily Fire Log

Records, by date reported, of all fires in on-campus student housing facilities. This log must be updated within two business days of the crime report and available to the public during business hours.

 

In Policy:

Clery and Campus SaVE Act Compliance

Dating Violence

Violence committed by a person who is or has been in a social relationship of a romantic and/or intimate nature with the victim.

 

In Policy:

Clery and Campus SaVE Act Compliance

Deficit

The amount determined when the service center costs exceed revenues for a given fiscal year.

 

In Policy:

Financial Management of Service Centers

Depreciation

An allocation of the cost of equipment over its useful life. Straight-line depreciation is used for service centers and is calculated by dividing the original cost of the equipment by the number of years of useful life. 

 

In Policy:

Financial Management of Service Centers

Device
(Instance 1)

Institutionally or privately owned computing device (i.e., laptop, desktop, tablet, smartphone) capable of supporting the appropriate VPN software, token key generation software or utilize a hardware token (fob) to establish a work session to university administrative applications through the Internet.

 

In Policy:

Remote Access to Administrative Systems and Data

Device
(Instance 2)

A computer/workstation, server, mobile device, cellular telephone, or any other instrument capable of connecting to and interacting with the university network and other devices on the network.

 

In Policy:

UB Network Connection

Direct Operating Costs

Costs that can be specifically identified with a service including salaries, wages, and fringe benefits of university faculty and staff directly involved in providing the service, materials and supplies, purchased services, travel expenses, equipment rental, depreciation, and interest associated with equipment acquisitions. 

 

In Policy:

Financial Management of Service Centers

Disability

As defined by NYS law:

•  a physical, mental, or medical impairment resulting from anatomical, physiological, genetic, or neurological conditions which prevent the exercise of a normal bodily function or is demonstrable by medically accepted clinical or laboratory diagnostic techniques or

•  a record of such an impairment or

•  a condition regarded by others as such an impairment.

 

In Policy:

Reasonable Accommodation

Disclosure Policy

Requires any and all funds derived from or related to sponsored programs, projects, activities, and services which involve university employees in the course of their university duties, or which involve the use of university equipment or facilities to be deposited and expended through an account administered by the RF, UBF, CDS, or the university itself (IFR accounts).

 

In Policy:

General University Service Fee (GUSF)

Discrimination

Different treatment of an individual or group based upon a factor prohibited by law, including race, color, national origin, sex, religion, age, disability, gender, pregnancy, gender identity, gender expression, sexual orientation, predisposing genetic characteristics, marital status, familial status, veteran status, military status, domestic violence victim status, and ex-offender status, that adversely affects the individual’s or group's employment or academic status. Policies or practices that adversely impact a protected group may also constitute discrimination, even when applied in a consistent manner.

Harassment is a form of discrimination. Sex discrimination also includes, but is not limited to sexual harassment, sexual assault, and sexual violence.

Discrimination may also result from failure of the university to provide accommodations to individuals when required due to the individual's disability, religion, pregnancy status, maternity, and/or breastfeeding status.

 

In Policy:

Discrimination and Harassment

Domain Name

The name that identifies and locates an organization or other entity on the Internet.

 

In Policy:

Domain Name Service

Domain Name System (DNS)

A set of protocols and database definitions. It is a distributed system that translates human-readable hostnames to network-readable IP addresses. It is comprised of name servers, resolvers (clients), and records.

 

In Policy:

Domain Name Service

Domestic Violence

A pattern of coercive tactics which can include physical, psychological, sexual, economic, and emotional abuse perpetrated by one person against an adult intimate partner, with the goal of establishing and maintaining power and control over the victim.

 

In Policies:

Clery and Campus SaVE Act Compliance

Domestic Violence and the Workplace

Duty of Care

The obligation to take reasonable steps to ensure the safety and well-being of a child under an individual’s supervision.

 

In Policy:

Child Protection

E

Word or Phrase Definition
Educational Records

Defined by FERPA as those records that contain information directly related to a student and which are maintained by the university or by a party acting on behalf of the university. This includes, but is not limited to, transcripts, papers, exams, student databases, class schedules, financial records, correspondence, email, and handwritten notations. Educational records may be maintained in any medium. Educational records do not include law enforcement or physician treatment records that may be protected by other laws or regulations.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Educational Verification

Confirmation that the selected applicant possesses all educational credentials beyond high school listed on the application, resume, cover letter, or otherwise cited by the candidate that qualify the individual for the position.

 

In Policy:

Pre-Employment Background Screening

Email Filter

The processing of email to organize it according to specified criteria. Most often this refers to the automatic processing of incoming messages, but the term also applies to the intervention of human intelligence in addition to anti-spam techniques, and to outgoing emails as well as those being received.

 

In Policy:

UBIT Central Email

Emergency Notification

Notice to the university community of emergency events and dangerous conditions occurring on campus or that present a threat to campus.

 

In Policy:

Clery and Campus SaVE Act Compliance

Employee

University at Buffalo Facilities employees.

 

In Policies:

Lab Equipment Release

Lab Equipment Service

Employment Verification

Confirmation that the selected applicant actually worked in the positions listed on the application, resume, cover letter, or otherwise cited by the candidate that qualify the individual for the position, as well as all employment during a period of at least seven years immediately preceding application to UB. This verification includes dates of employment and verification of last position held.

 

In Policy:

Pre-Employment Background Screening

Endowed Chair

An academic position of the highest faculty honor supported by earnings from invested funds.

 

In Policy:

Approval Authority

Engineering Controls

Controls applied to reduce or manage a hazard including process change, isolation, ventilation, and source modifications.  

 

In Policy:

Commitment to Health and Safety in the Working and Learning Environment

eProcurement

Purchasing goods and services using customized online catalogs. Allows users to place orders and allocate expenses to departmental accounts while receiving contract pricing. Transactions are direct billed to Purchasing via a consolidated bill, and automatically charged to departmental accounts. Departments are not required to submit an eReq or enter the receipt of these purchases in the web receiver system.

 

In Policy:

Receipt of Goods and Services

Equal Employment Opportunity

The concept of providing access to employment opportunities to all persons without regard to race, color, national origin, gender, religion, age, disability, pregnancy, gender identity, sexual orientation, marital status, veteran status, or ex-offender status.

 

In Policies:

Recruitment

Recruitment Exceptions

Equipment
(Instance 1)

An item of tangible personal property having a useful life exceeding one year.

 

In Policy:

Financial Management of Service Centers

Equipment
(Instance 2)

Any laboratory equipment used for research or storage of research materials, including but not limited to fume hoods, autoclaves, centrifuges, refrigerators, freezers, incubators.

 

In Policies:

Lab Equipment Release

Lab Equipment Service

Equipment
(Instance 3)

Property costing $5,000 or more that may be used repeatedly without any material impairment of physical condition and which have a probable life expectancy of one or more years, including machinery, vehicles, and apparatus. Cost includes the price of the item less any discounts, plus all freight and installation charges; cost does not include warranty, training, maintenance, or trade-in costs. Equipment does not include fixed building equipment such as heating, ventilating, plumbing, and electrical items.

 

In Policy:

Managing University Equipment

Equipment Reserve

The amount of funds accumulated and set aside to cover the cost of purchasing replacement equipment for the service center. 

 

In Policy:

Financial Management of Service Centers

Equity Interest

Any stock, stock option, or other ownership interest as determined through reference to public prices or other reasonable measures of fair market value.

 

In Policy:

Investigator Conflict of Interest

Essential Function
(Instance 1)

Fundamental duty of the position. A duty may be considered an essential function if:

• the position exists to perform that function

• there are a limited number of employees available who could fulfill that function and/or

• the function is highly specialized.

In determining whether a duty is essential, it is also relevant to consider the amount of time spent performing the function, consequences of not allowing someone to perform the function, written job description, work experience of people who are performing the job or who have performed the job in the past, and terms of any applicable collective bargaining agreements.

 

In Policy:

Reasonable Accommodation

Essential Function
(Instance 2)

A fundamental job duty of an employment position for staff and faculty, or a fundamental academic element of a course or program of study for a student.

 

In Policy:

Religious Accommodation and Expression

Exception Approval

The approval required when hiring an individual under the specific situations for which an affirmative action search is not required.

 

In Policy:

Approval Authority

Experimental apparatus, demonstration or art projects, or mechanical or measurement devices   Include but are not limited to:
  • experimental measurement apparatus
  • measurement apparatus for construction projects or traffic patterns
  • antennas, radios, and transmitters
  • art projects and sculptures
  • architectural mock-ups
  • computer equipment and servers
  • items temporary in nature that are to be placed for a period of six months or less

 

In Policy:

Placement of Experiments in Common Areas

External Audit

Independent and objective appraisal, performed by a non-UB audit entity (including SUNY Internal Audit and RF Internal Audit) of the university’s financial and administrative performance as a custodian of public and private funds.

 

In Policy:

External Audit

External Auditor

An auditor not employed by UB; external auditors may represent SUNY, Office of the State Comptroller, RF, federal agencies, certified public accounting firms, legal firms, and grant sponsors.

 

In Policy:

External Audit

External Revenue

Revenue received from any source other than the RF, UBF, or State University of New York (SUNY).

 

In Policy:

General University Service Fee (GUSF)

External User

Organizations or individuals whose ultimate source of funds is outside of UB. External users include faculty, staff, and students acting in a personal capacity. Affiliated hospitals and other individuals are also considered external users unless UB has subcontracted with them as part of a grant or contract. 

 

In Policy:

Financial Management of Service Centers

F

Word or Phrase Definition
F&A Cost Rate
(Instance 1)

The total F&A costs attributable to research are compared to the total direct costs of research to derive the percentage of F&A to direct. This percentage, the F&A cost rate, is then applied to the direct costs of research and is the means by which the university is reimbursed for F&A costs associated with direct cost expenditures. The application of the F&A cost rate allows the university to recover some of the costs of doing research that are not readily identified with a particular project or activity, but are necessary for the general operation of the organization.

 

In Policy:

Indirect (Facilities and Administrative) Cost Recovery and Distribution

F&A Distribution Base

A defined group of direct cost expenditures to which the F&A rate is applied to determine the total F&A costs of a research project. The two most commonly used distribution bases are Modified Total Direct Costs (MTDC) or Salary and Wages (S&W) however, some non-federal sponsors may have developed other distribution bases such as Total Direct Costs (TDC).

MTDC - all direct expenditure categories excluding the following:  equipment, tuition remission, rental costs, scholarships and fellowships, patient care expenses, and subcontract costs over $25,000.

S&W - the direct salary and wage expenditures of the sponsored research agreement.

 

In Policy:

Indirect (Facilities and Administrative) Cost Recovery and Distribution

Facilities and Administration (F&A) Costs
(Instance 1)

The costs of administrative and support functions of the university including general administration and general expense, operations and maintenance, building and equipment depreciation, library expenses, and interest. 

 

In Policy:

Financial Management of Service Centers

Facilities & Administrative Costs (Indirect Costs)
(Instance 2)

The costs of administrative and support functions of the university including general administration and expense, operations and maintenance, building and equipment depreciation, and library expenses. Costs incurred for common or joint objectives that cannot be specifically identified with a particular sponsored project, instructional activity, or any other institutional activity.

 

In Policy:

Indirect (Facilities and Administrative) Cost Recovery and Distribution

Facilities and Administrative (F&A) Rate
(Instance 2)

An overhead rate, calculated as a percentage of the direct costs of sponsored projects, used to reimburse the university for the infrastructure support costs associated with sponsored research and other sponsored projects.

 

In Policy:

General University Service Fee (GUSF)

Facilities Use Agreement

An agreement between the Research Foundation (RF) and a  non-UB entity for use of specialized university space/facilities which must include a documented research component and expectations. The agreement may be for a maximum of two years, and revenue must be deposited into an RF account. Language regarding liability insurance may also need to be included. These agreements require approval by Real Estate and Property Management (REPM) and Procurement Services. Procurement Services executes the Facilities Use Agreement and is the office of record.

 

In Policy:

Child Protection

Fair Credit Reporting Act (FCRA)

The federal requirement governing the process by which consumer reports may be collected and utilized, including for the purposes of employment.

 

In Policy:

Pre-Employment Background Screening

Family Educational Rights and Privacy Act of 1974 (FERPA)

The Family Educational Rights and Privacy Act of 1974 is a federal law that protects the privacy of student educational records.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Family Relationship

A connection between two individuals by virtue of being a spouse, domestic partner, sibling, parent, child, legal guardian, grandparent, grandchild, uncle, aunt, niece, nephew, first cousin, or any similar connection by marriage (e.g., father-in-law, grandparent-in-law) or domestic partnership.  Family relationships include such connections whether they are biological, by adoption, or through other formal means (e.g., foster parent/child, step family); this may also include past relationships where parties cannot be neutral (e.g., ex-husband, ex-wife).

 

In Policy:

Nepotism

Federal e-Discovery Rules

The federal court system can rule for the disclosure and production of electronically stored information used as evidence in federal civil lawsuits.

 

In Policy:

UBIT Central Email

Financial Conflict of Interest (FCOI)

Exists when an investigator’s significant financial interest, external obligation, or sponsored travel could directly and significantly affect the design, conduct, or reporting of research or creative activity. SFIs that could directly and significantly affect the design, conduct, or reporting of funded research are considered an FCOI.

 

In Policy:

Investigator Conflict of Interest

Fiscal Year

The 12 month period used for accounting purposes; the university’s fiscal year is July 1 to June 30. 

 

In Policy:

Financial Management of Service Centers

Fossil Fuel

Fuels or hydrocarbons found within the top layer of the Earth’s crust. Fossil fuels are non-renewable resources because they take millions of years to form, and reserves are being depleted much faster than new ones are being formed.

 

In Policy:

Recycled Paper

Foreign National

Person present in a country who does not currently have the right to permanent residency in that country.

 

In Policy:

Pre-Employment Background Screening

Fraud and Irregularities•

For purposes of this policy, fraud and irregularities include activities that are:

•  a misappropriation of assets

•  in violation of or non-compliant with any university, State University of New York (SUNY), New York State, Research Foundation (RF), or federal law, regulation, policy, or procedure

•  economically wasteful

•  an indication of gross misconduct or incompetency

•  an unethical, improper, or dishonest act.

Examples of fraud and irregularities involving any resources of the university, SUNY, RF, UBF, or state include but are not limited to:

•  theft of any asset including but not limited to money, tangible property, trade secrets, or intellectual property

•  misappropriation, misapplication, destruction, removal, or concealment of records, funds, supplies, furniture, fixtures, equipment, or other assets

•  inappropriate use of computer systems, including hacking and software piracy

•  unauthorized disclosure of confidential or proprietary information

•  unauthorized disclosure of personal information, medical information, or student educational records

•  authorizing or receiving compensation for hours not worked or not covered by appropriate and available leave (e.g., falsifying time records)

•  deceptive financial reporting

•  credit card and travel expense misuse or fraud

•  use of staff to perform personal errands, services, or tasks

•  alteration or falsification of a check, bank draft, account, or other university document

•  false claims by employees, students, vendors, or others associated with the university

•  bribery, kickbacks, bid rigging, and conflicts of interest

•  falsifying research results

•  violation of donor intent.

 

In Policy:

Fraud and Irregularities - Awareness and Reporting

Fully Qualified Domain Names

A fully qualified domain name (FQDN) is the complete domain name for a specific computer, or host, on the Internet. The FQDN consists of two parts: the hostname and the domain name.

 

In Policy:

Domain Name Service

G

Word or Phrase Definition
Games of Chance

Include games known as merchandise wheels, coin boards, merchandise boards, seal cards, raffles, bell jars, and such other specific games, in which prizes are awarded on the basis of a designated winning number or numbers, color or colors, symbol or symbols determined by chance, but not including games commonly known as bingo or lotto and also not including bookmaking, policy, or numbers games and lottery. Games of chance do not involve wagering of money by one player against another player.

 

In Policy:

Raffle Policy for University Fundraising Efforts

General University Service Fee (GUSF)

Fee charged against external revenue. The service fee is a flat rate charged across all entities on funds generated through the use of university faculty or staff time and/or use of university facilities. 

 

In Policy:

Indirect (Facilities and Administrative) Cost Recovery and Distribution

Gift Revenues

Include funds voluntarily given by a source external to the university for which no goods or services were provided.   

 

In Policy:

General University Service Fee (GUSF)

Good Faith
(Instance 1)

Honest intent to act without taking an unfair advantage over another person.

 

In Policy:

Clery and Campus SaVE Act Compliance
Unclaimed Checks

Good Faith
(Instance 2)

The good faith standard protects individuals who make a report, even if that report turns out to be incorrect; malicious or vindictive reporters who provide false information knowingly are not protected. 

 

In Policy:

Fraud and Irregularities - Awareness and Reporting

Good Faith Allegation

An allegation made with the honest belief that research misconduct may have occurred; an allegation is not in good faith if it is made with reckless disregard for or willful ignorance of facts that would disprove the allegation.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Good Faith Effort

Honest intent to act without taking an unfair advantage over another person. It is used as an evaluation tool to determine an employer’s level of commitment to providing equal opportunity to advertised positions. 

 

In Policy:

Recruitment

H

Word or Phrase Definition
Harassment

Conduct that is unwelcome, severe, pervasive, or persistent enough to interfere with an individual's employment, education, or other access to university programs and activities, and that is targeted toward an individual or group based on a protected factor, including race, color, national origin, sex, religion, age, disability, gender, pregnancy, gender identity, gender expression, sexual orientation, predisposing genetic characteristics, marital status, familial status, veteran status, military status, domestic violence victim status, and ex-offender status; harassment is a form of discrimination.

 

In Policies:

Discrimination and Harassment

Religious Accommodation and Expression

Hardware Token

A physical device that is assigned to an authorized individual that is used to prove the individual’s identity electronically.

 

In Policy:

Remote Access to Administrative Systems and Data

Hate Crime

Clery Act crimes and any incidents of larceny-theft, simple assault, intimidation, destruction/damage/vandalism of property that are motivated by bias toward race, gender, gender identity, religion, sexual orientation, ethnicity/national origin, and disability. Under the SaVe Act, domestic violence, dating violence, and stalking are also hate crimes.

 

In Policy:

Clery and Campus SaVE Act Compliance

Higher-Risk Items

UB property costing less than $5,000 having a greater potential for theft or that may be easily removed from campus (e.g., portable electronic devices including laptop computers, cameras, projectors), and any items removed from campus. Cost inlcudes the price of the item less any discounts, plus all freight and installation charges; cost does not include warranty, training, maintenance, or trade-in costs.

 

In Policy:

Managing University Equipment

Household Goods and Personal Effects

All reasonable items of furniture, furnishing, clothing, appliances, tools, and equipment, including necessary expenditures for handling such items as pianos, refrigerators, and deep freezers. For the purposes of moving expenses, the term personal effects includes, but is not limited to, moveable personal property that the taxpayer owns and frequently uses.

 

In Policy:

Moving Expense Reimbursement

I

Word or Phrase Definition
Identity Theft

Any use or attempt by an individual to use another person’s identifying information to obtain a thing of value to which the individual is not entitled including, but not limited to money, credit, goods, or services such as education or medical care.

 

In Policy:

Red Flags Identity Theft Prevention

Identity Verification

Confirmation that an individual is who they claim to be.

 

In Policy:

Pre-Employment Background Screening

Immediate Family Members

Includes an individual’s spouse, domestic partner, or person in a civil union or similar relationship, dependent children, or any other family members residing in the same household.

 

In Policy:

Institutional Conflicts of Interest in Human Subjects Research

Inappropriate Conduct

Actions or omissions which do not rise to the level of child abuse, but are otherwise prohibited under this policy (see Conduct Requirements).

 

In Policy:

Child Protection

Inquiry

Preliminary information gathering and preliminary fact-finding to determine whether an allegation or apparent instance of research misconduct warrants an investigation.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Institutional Conflict of Interest (ICOI)

Exists where a business and financial relationship between the university and an external entity compromises the integrity of institutional decision-making. Such conflicts may arise in situations:

•  when covered individuals who act on behalf of the university have personal business and financial interests that may be affected by their administrative decisions; in these situations, an individual’s business and financial relationship also implicates the university’s interests

•  where the university enters into a business and financial relationship at the institutional level with an external entity that may bring financial gain to the University or any of its units, such as:

•  intellectual property rights owned by SUNY/RF which has been licensed to an outside entity in exchange for equity royalties or other forms of financial remuneration
•  public or private equity held by the university in an outside entity that is a sponsor of human subjects research overseen by the Institutional Review Board (IRB)
•  stock or other equity holdings included as part of SUNY/RF’s investment and endowment portfolio
•  money or other non-monetary resources provided to SUNY/RF by an external entity or individual.

An ICOI may involve any university activity carried out in the pursuit of the university’s mission. Of significant concern are conflicts that create the potential for inappropriate influence over human subjects research, particularly to the safety and care of subjects enrolled in the research and the integrity of the research.

 

In Policy:

Institutional Conflicts of Interest in Human Subjects Research

Institutional Responsibilities

An individual’s professional obligations on behalf of UB, which include, but are not limited to, activities such as research, teaching, professional practice, institutional committee memberships, and service on review boards.

 

In Policy:

Investigator Conflict of Interest

Interactive Process

The method by which an employee and employer explore whether reasonable accommodations can enable the employee to perform the essential functions of a position. The interactive process should involve open dialogue that allows for full participation by both employer and employee, in consultation with AR as requested by any involved party. In the academic context, the interactive process can also be an appropriate avenue for students and instructors to reach agreement concerning academic adjustments and/or auxiliary aids necessary to allow the student to complete academic requirements.

 

In Policy:

Reasonable Accommodation

Internal Control

The integration of the activities, plans, attitudes, policies, and efforts of the people of a department working together to provide reasonable assurance that the department will achieve its mission.

 

In Policy:

Approval Authority

Internal Service Center Overhead

All costs that can be specifically identified to a service center, but not with a particular service provided by the center, such as the salary and fringe benefits of the director.

 

In Policy:

Financial Managment of Service Centers

Internal User

User whose ultimate source of funds is within UB (State IFR, RF, UBF, and Faculty Student Association (FSA)).

 

In Policy:

Financial Management of Service Centers

Internet Applicant Rule

An employer that accepts employment applications submitted electronically must consider an individual as an Internet applicant if they meet all of the following criteria:

•  the individual submits an expression of interest in employment via the Internet (only applications via UB Jobs will be considered)
•  the employer considers the individual for employment in a particular position
• the person’s application or resume shows that he/she has the minimum qualifications for the position in question
•  the person at no point in the process removes himself/herself from further consideration or otherwise indicates that he/she is no longer interested in the position prior to receiving an offer of employment.

 

In Policy:

Recruitment

Intimate Partner

Includes persons legally married to one another; persons formerly married to one another; persons who have a child in common, regardless of whether such persons are married or have lived together at any time, couples who are in an intimate relationship, including but not limited to, couples who live together or have lived together, or persons who are dating or who have dated in the past. An intimate partner includes same sex and transgender couples.

 

In Policy:

Domestic Violence and the Workplace

Invention

A novel creation, discovery, and/or idea that may be protected by patent or similar United States or international intellectual property rights. “Invention” may also be used herein with respect to making royalty distributions under the Computer Software Policy.

 

In Policy:

Royalty Distribution

Inventor

UB individual (faculty, staff, or student) who has made an intellectual contribution to the invention as claimed in a pending or issued patent. Inventor includes a non-affiliated individual who works with a UB inventor and assigns the invention to SUNY or The Research Foundation and a UB inventor who later goes to work at a company. Inventor does not include a joint inventor employed by a company.

 

In Policy

Royalty Distribution

Inventory Coordinator

Individual appointed by the department head to maintain the department’s equipment inventory, track equipment transfer and disposal, and monitor physical security of items.

 

In Policy:

Managing University Equipment

Investigation

The formal development of a factual record and the examination of that record leading to a conclusion that the allegation does or does not constitute research misconduct.  For a finding of research misconduct, the investigation may include a recommendation for appropriate actions including administrative actions.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Investigator

A project director, principal investigator, or any other person (including subcontractors, collaborators, or consultants), regardless of title or position, responsible for the design, conduct, or reporting of sponsored projects.

 

In Policy:

Investigator Conflict of Interest

Investigator Disclosure Statement

Includes information related to an investigator’s significant financial interests and non-university significant obligations.

 

In Policy:

Investigator Conflict of Interest

J

None Listed

K

Word or Phrase Definition
Key Personnel

The Principal Investigator (PI) and other individuals who design, conduct, and report research, or who contribute to the scientific development or execution of a project in a substantive, measurable way, regardless of compensation.  

 

In Policy:

Indirect (Facilities and Administrative) Cost Recovery and Distribution

L

Word or Phrase Definition
License Verification

Confirmation that the selected applicant possesses all the licenses listed on the application, resume, cover letter, or otherwise cited by the candidate that qualify the individual for the position; also verification of any license required for the position, including verification of the disposition of such licenses. This includes any motor vehicle driver licenses required for the associated position and professional credentials.

 

In Policy:

Pre-Employment Background Screening

Log Data

Records (text files) that are created automatically during system operation and contain entries about the events that happened in a system. They are vital for systems troubleshooting and analysis. For example Web Servers automatically save usage and activity information such as the date, time, IP address, HTTP status, bytes sent, and bytes received.

 

In Policy:

Log Data Access and Retention

M

Word or Phrase Definition
Management Plan

An action plan that will reduce or eliminate an FCOI, prevent or mitigate the harm that could arise from the conflict, and to the extent possible, ensure that the design, conduct, and reporting of research or other activity is free of bias.  

 

In Policy:

Investigator Conflict of Interest

Mass Digital Communications

Messages sent, unsolicited, to large segments of the university population using email, text messaging, or voice telephony. Does not include digital signage.

 

In Policy:

Mass Digital Communications

Materials

Hazardous, radiological, or biological materials.

 

In Policies:

Lab Equipment Release

Lab Equipment Service

Means of Egress

A continuous and unobstructed path of vertical and horizontal egress travel from any point in a building or structure to a public way. A means of egress consists of three separate and distinct parts:  the exit access, the exit, and the exit discharge.

 

In Policy:

Corrider Use

Medical Examination

Verification that the selected applicant can physically perform the duties of the position and/or does not pose a health or safety risk to him/herself or others.

 

In Policy:

Pre-Employment Background Screening

Mobile Communication Device

Collective term used to describe various types of devices including, but not limited to:  cellular and satellite phones, smart phones, personal digital assistants (PDA’s), tablets, pagers, and other similar devices that facilitate voice and data communications.

 

In Policy:

Mobile Communication Devices

N

Word or Phrase Definition
Network Connected Devices

Any Internet capable device that can be attached to the campus network for the purpose of interacting with other devices and services. Typically this connection is through wired Ethernet, but may be extended to include Wi-Fi, Bluetooth, or cellular connectivity when necessary. Devices include servers, workstations, workgroup printers, “cloud drives”, virtual desktop appliances, media devices, gaming consoles, tablets, smartphones, and controllers.

 

In Policy:

IT Services in UB Owned Space

New Employee

An individual appointed to a position, regardless of the funding source, who is not currently employed on any UB payroll. This includes both full and part-time staff positions. Student assistants, graduate/teaching assistants, and volunteer appointments are excluded for purposes of this policy.

 

In Policy:

Pre-Employment Background Screening

New York State Freedom of Information Laws

Also known as FOIL, governs rights of access to government records.

 

In Policy:

UBIT Central Email

New York State Gaming Commission

Organization which regulates all aspects of gaming and gambling activity in the state, including charitable gaming.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Non-Campus Building or Property

Areas that do not fall under the definition of on-campus property, but where the university is still obligated to report Clery Act crimes; these include:
•  any building or property owned or controlled by a student organization that is officially recognized by the university, or
•  any building or property owned or controlled by an institution that is used in direct support of, or in relation to, the university’s educational purposes, is frequently used by students, and is not within the same reasonably contiguous geographic area of the university.

 

In Policy:

•  Clery and Campus SaVE Act Compliance

Non-participating UB Department

UB operating unit that did not participate in the 2005/06 permanent transfer of unit funding that was based on the number of active phone lines either by choice or circumstance.

 

In Policy:

IT Services in UB Owned Space

Non-proprietary Data

High-level data that is not considered private and confidential including financial sponsored program data at the aggregate level (no detail) and personal data limited to name, work telephone number, department/location, and employee identification number (as long as this number or its placement in a sequence of numbers does not identify the person’s employer as the RF).

 

In Policy:

Acceptable Use of Research Foundation Proprietary Data Outside the RF Business System

Non-UB Department

A public entity, private not-for profit entity, private educational entity, private affiliated entity, or private business located in UB space.

 

In Policy:

IT Services in UB Owned Space

Non-UB Employee

Any person who does not have a current official appointment at the University at Buffalo, including students, student club members, vendors, members of public entities, members of private not-for-profit entities, members of private educational entities, members of private affiliated entities, or members of a private business that is located within UB space.

 

In Policy:

IT Services in UB Owned Space

Notice of Address Discrepancy

Notice from a consumer reporting agency indicating a substantial difference between the address provided by the employee or applicant and the address the consumer reporting agency has on file.

 

In Policy:

Red Flags Identity Theft Prevention

O

Word or Phrase Definition
Office of Management and Budget (OMB)

The part of the executive branch of the federal government that assists the President in the development and implementation of budget, program, management, and regulatory policies.

 

In Policy:

Financial Management of Service Centers     

Office of Record

The unit or individual designated as having responsibility for retention and timely destruction of official university records. If you are designated to maintain the original document, you are considered the Office of Record and must maintain the document for the period outlined in the applicable record retention schedule.

 

In Policies:

Receipt of Goods and Services

Record Retention and Disposal

On-Campus Property

On-Campus properties include:

•  areas 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
•  adjacent buildings and properties that are frequently used by students and controlled by areas other than the university (e.g., food service vendors).

 

In Policy:

Clery and Campus SaVE Act Compliance

Ordering Department

The department or unit responsible for initiating the purchasing request and receiving the product or service.

 

In Policy:

Receipt of Goods and Services

Outside Activity

Any activity outside of UB employment including:

• ownership or investment in any outside business or enterprise

• serving as a director, officer, partner, consultant, broker, agent, or representative of any outside enterprise

• outside professional activity or other activity

• other employment.

 

In Policy:

Investigator Conflict of Interest

Ownership

The university has ownership of all items purchased or reimbursed with state, RF, or UBF funds, transferred, or otherwise acquired unless specifically stated by a sponsor.  

 

In Policy:

Managing University Equipment

P

Word or Phrase Definition
Parent

A parent of a student and includes a natural parent, a guardian, or an individual acting as a parent in the absence of a parent or a guardian.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Participating UB Department

A UB operating unit participating in the 2005/06 permanent transfer of unit funding that was based on the number of active phone lines at that time and previously billed annual telephone charges. The permanent transfer was done to pay for the telephone system conversion to VoIP technology. Departments may not be included in the participating group retroactively.

 

In Policy:

IT Services in UB Owned Space

Pastoral Counselor

An individual associated with a religious order or denomination, recognized by that religious order or denomination as someone who provides confidential counseling, and functioning within the scope of that recognition as a pastoral counselor.

 

In Policy:

Clery and Campus SaVE Act Compliance

Payment Card Industry Data Security Standard (PCI DSS)

A set of comprehensive requirements for enhancing payment account data security. The PCI DSS was developed by the founding payment brands of the PCI Security Standards Council including American Express, Discover Financial Services, MasterCard Worldwide, and VISA International to facilitate the broad adoption of consistent data security measures on a global basis.  

The PCI DSS is a multi-faceted security standard that includes requirements for security management, policies, procedures, network architecture, software design, and other critical protective measures. This comprehensive standard is intended to help organizations proactively protect customer account data and offers a single approach to safeguarding sensitive data for all card brands.

 

In Policy:

Credit/Debit Card Merchant Requirements

Penny Socials

Events in which a participant pays money for a ticket that will be randomly drawn to determine the winner of a merchandise prize. Penny Socials meet the definition of a Raffle and must be lawfully conducted.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Personal Identifying Information

Any name or number that may be used, alone or in conjunction with any other information, to identify a specific person, including:
•  name, social security number, date of birth, official state or government-issued driver license or identification number, alien registration number, government passport number, employer or taxpayer identification number
•  unique biometric data, such as fingerprint, voice print, retina or iris image, or other unique physical representation
•  unique electronic identification number, address, or routing code
•  debit/credit card or any other access device including any card, plate, code, account number, electronic serial number, mobile identification number, personal identification number; other telecommunications service, equipment, or instrument identifier; or other means of account access that can be used, alone or in conjunction with another device to obtain money, goods, services, other items of value, or to initiate a transfer of funds

 

In Policy:

Red Flags Identity Theft Prevention

Personal Protective Equipment (PPE)

Equipment worn by an individual (e.g., gloves, safety glasses, respirators) that is designed to provide protection from a hazard.

 

In Policy:

Commitment to Health and Safety in the Working and Learning Environment

Personally Identifiable Information

Information contained in an educational record that identifies or describes a student, including but not limited to, student name, name of a student’s parent or other family members, address of a student or student’s family, any personal identifier such as a student’s social security number or identification number, person number, or any personal characteristics or other information that would make a student’s identity easily traceable.

Personally identifiable information is divided into two categories:

Directory Information – student information that would not generally be considered harmful or an invasion of privacy if disclosed. UB has designated the following as directory information: student name, current address, telephone number, email address, major field of study, dates of attendance, degrees, and awards received.

Confidential Information – student information that may not be disclosed without the prior consent of the student to whom the information pertains, including directory information that the student designates as non-disclosable.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Personal Relationship

A marital or other committed relationship; a family relationship as defined above; consensual sexual or romantic relationship; a close personal friendship; or a significant business relationship.  This may also include past relationships where parties cannot be neutral (e.g., former business partner, ex-boyfriend/ex-girlfriend).

 

In Policy:

Nepotism

Policy and Operational Excellence (POE) Office

The office charged with defining, implementing, and overseeing the policy development process and maintaining a central repository of university policies.


In Policy:

Developing University Policies

Policy Review Group (PRG)

A standing advisory, working group comprised of campus administrators who thoroughly review proposed policies and substantial revisions to existing policies. The PRG provides advice and recommendations as well as a university-wide perspective. The PRG meets every other month.

 

In Policy:

Developing University Policies

Policy Writing Group

An ad hoc group comprised of subject matter and process experts, policy users, stakeholders, and others as appropriate that is formed to write and revise a university policy on a given subject. Members are selected by the responsible office.

 

In Policy:

Developing University Policies

Postdoctoral Associate

A postdoctoral scholar who is working on a particular project. The Postdoctoral Associate has an employer-employee relationship, receives a paycheck every two weeks through payroll, payroll taxes are withheld, and may be eligible for certain benefits consistent with the fiscal agent appointment type.

 

In Policy:

Postdoctoral Scholars

Postdoctoral Fellow

A postdoctoral scholar who receives a stipend in support of their academic study or fellow-initiated research and/or in recognition of the recipient’s promise as a research or teaching scholar. A Postdoctoral Fellow is not considered an employee and taxes are not withheld (exceptions may apply to non-resident aliens) although they may be entitled to certain benefits. This title is used only for appointments with awards financed under a fellowship or training program.

 

In Policy:

Postdoctoral Scholars

Postdoctoral Scholar

An individual who has received a doctoral degree (or equivalent) and is engaged in a temporary and defined period of mentored advanced training to enhance the professional skills and research independence needed to pursue his or her chosen career path (National Institutes of Health/National Science Foundation definition). Postdoctoral Scholar refers to those individuals with the titles of Postdoctoral Associate or Postdoctoral Fellow.

 

In Policy:

Postdoctoral Scholars

Preponderance of Evidence

Proof by information that, compared with that opposing it, leads to the conclusion that the fact at issue is more probably true than not.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Preponderance of the Evidence

The standard of proof in discrimination cases, which determines whether it is “more likely than not” that the discriminatory or harassing act(s) occurred.

 

In Policy:

Discrimination and Harassment

Principle IT Contact

Any person identified by the administrative head of a Non-UB department whose responsibility is to act as the contact regarding IT support and services for the Non-UB department to UB IT Support.

 

In Policy:

IT Services in UB Owned Space

Principal Investigator

A Principal Investigator (PI) is a University at Buffalo (UB) faculty or staff member who bears responsibility for the intellectual leadership of a project. The PI accepts overall responsibility for directing the research, financial oversight, and compliance with relevant university policies and sponsor terms and conditions.

 

In Policies:

Approved Entities for Fiscal Administration of Sponsored Projects

Cost Transfer

Indirect (Facilities and Administrative) Cost Recovery and Distribution

Financial Responsibility for Sponsored Projects

Graduate Student Tuition on Research Awards

Institutional Conflicts of Interest in Human Subjects Research

Moving Expense Reimbursement

Postdoctoral Scholars

Principal Investigator Eligibility

Proposal Submission

Principal User

An individual, who owns, is the primary user of a device, or the individual or group to which responsibility has been delegated for the administration of a device. Examples: the person who exclusively uses a laptop, the person who oversees a device shared by others, or the IT Professional charged with administering a publicly available device.

 

In Policy:

UB Network Connection

Process Chlorine-Free Paper

Paper that is not bleached with chlorine or chlorine derivatives, avoiding dioxin pollution and other negative environmental impacts.

 

In Policy:

Recycled Paper

Professional Counselor

Person whose official responsibilities include providing mental health counseling to members of the institution’s community and who is functioning within the scope of his/her license or certification.

 

In Policy:

Clery and Campus SaVE Act Compliance

Proprietary Data

RF data that is private and confidential.  Examples include, but are not limited to:

•  Biographical data (e.g., age, sex, marital status)
•  Elected benefits
•  Financial sponsored program data at the detail level
•  FLSA designation (exempt or non-exempt)
•  Health Insurance Portability and Accountability Act (HIPAA) related data
•  Home address
•  Home phone
•  Job title
•  Salary
•  Social Security Number

 

In Policy:

Acceptable Use of Research Foundation Proprietary Data Outside the RF Business System

Protected Group

A protected group member is an individual who falls within a group that is qualified for protection under equal employment laws. Examples include individuals with qualifying disabilities, veterans with qualifying service, members of minority groups, and women.

 

In Policy:

Recruitment Exceptions

Public Health Services (PHS)

A branch of the U.S. Department of Health and Human Service (HHS), and components of the PHS including but not limited to the: Agency for Healthcare Research and Quality (AHRQ), Agency for Toxic Substances and Disease Registry (ATSDR), Centers for Disease Control and Prevention (CDC), Food and Drug Administration (FDA), Health Resources and Services Administration (HRSA), Indian Health Service (IHS), National Institutes of Health (NIH), and Substance Abuse and Mental Health Services Administration (SAMHSA).

 

In Policy:

Investigator Conflict of Interest

Public Property

All public property, including thoroughfares, streets, sidewalks, and parking facilities, that is within the campus, immediately adjacent to, and accessible from campus.

 

In Policy:

Clery and Campus SaVE Act Compliance

Purchase Price

Includes the cost of the item less any discounts, plus all freight and installation charges; the purchase price does not include warranty, training, maintenance, or trade-in costs.

 

In Policy:

Managing University Equipment

Q

Word or Phrase Definition
Qualified Employee with a Disability

An individual with a disability who can perform the essential functions of the position, with or without reasonable accommodation. 

 

In Policy:

Reasonable Accommodation

Qualified Student with a Disability

A student with a disability who meets the academic and technical standards requisite to admission or participation in the education program or activity, with or without the provision of academic adjustments and/or auxiliary aids.

 

In Policy:

Reasonable Accommodation

R

Word or Phrase Definition
Radiation

Energy propagated over distance in the form of electromagnetic waves or by the emission of subatomic particles.

 

In Policy:

Commitment to Health and Safety in the Working and Learning Environment

Raffle

Game of chance in which a participant pays money in return for a ticket or other receipt and in which a prize is awarded on the basis of a winning number or numbers, color or colors, or symbol or symbols designated on the ticket or receipt, determined by chance as a result of a drawing from among those tickets or receipts previously sold. (NYS General Municipal Law, Section 186.3-b)
Raffles include Penny Social, Queen of Hearts, and Treasure Chest Raffles.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Raffle Category

Classification that best describes the type of raffle an authorized organization intends to conduct. Raffle categories are defined by the NYS Gaming Commission Division of Charitable Gaming.

Category 1 – raffle in which the cumulative net proceeds for all raffles conducted during the calendar year will meet or exceed $30,000.

Category 2 – raffle in which net proceeds derived from a single raffle will meet or exceed $5,000 or the cumulative net proceeds for all raffles conducted during the calendar year will meet or exceed $20,000, but will be not meet or exceed $30,000.

Category 3 – raffle in which net proceeds derived from a single raffle will be less than $5,000 and the cumulative net proceeds for all raffles conducted during the calendar year will not meet or exceed $20,000.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Raffle Proposal

A form that must be completed and submitted to Financial Services and the UBF for approval prior to the start of raffle ticket sales.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Raffle Ticket

Pre-numbered form utilized to identify individuals participating in a raffle.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Real Asset Management (RAM)

SUNY-wide inventory system used for the purpose of tracking equipment. Equipment costing $5,000 or more must be entered and maintained in RAM.

 

In Policy:

Managing University Equipment

Reasonable Accommodation
(Instance 1)

Any modification or adjustment to a job or the work environment that will enable a qualified applicant or employee with a disability to participate in the application process or to perform essential job functions.  

 

In Policy:

Recruitment    

Reasonable Accommodation
(Instance 2)

Actions taken which permit an employee or applicant with a disability to perform the activities involved in the position held or sought in a reasonable manner provided that such actions do not impose an undue hardship or eliminate essential functions of the job. These include, but are not limited to, provision of an accessible worksite, acquisition or modification of equipment, support services for persons with impaired hearing or vision, job restructuring, and modified work schedules.

 

In Policy:

Reasonable Accommodation

Reasonable Religious Accommodation

Any change in the work environment for staff and faculty, or academic course or program of study for students, or in the way tasks or responsibilities are customarily done that enables an employee or student to participate in his/her religious practice or belief without undue hardship in the conduct of the university’s business or operation. A reasonable religious accommodation may include:
•  providing a time and/or place to pray
•  arranging an alternative time for a course examination
•  providing the flexibility to wear attire required by a person’s religion
•  scheduling changes
•  substitutions of shifts or hours consistent with applicable collective bargaining agreements
•  job reassignments
•  lateral transfers

 

In Policy:

Religious Accommodation and Expression

Record

The original copy of any record, document, or information that supports the transaction of university business. Paper/text documents, computer data, electronic records, microfilm, computer tapes, and video/audio recordings are considered records.

 

In Policy:

Record Retention and Disposal

Record Coordinator

The primary resource in a business office who interprets policies and retention requirements related to the specific record type for which they have been assigned responsibility. In addition, the Record Coordinator is responsible for providing guidance to departmental record custodians pertaining to the retention and destruction of these records.

 

In Policy:

Record Retention and Disposal

Record Custodian

The individual responsible for oversight of departmental records.

 

In Policy:

Record Retention and Disposal

Red Flag

A pattern, practice, or specific activity that indicates the possible existence of identity theft.

 

In Policy:

Red Flags Identity Theft Prevention

Regulated Private Data

Includes bank credit/debit card numbers with or without PINs, social security numbers, driver license numbers, state-issued non-driver identification numbers, protected health information, passwords, and computer access protection information.

 

In Policies:

• Credit/Debit Card Merchant Requirements
Mobile Communication Devices
Record Retention and Disposal

Religious Practice or Belief

A sincerely held practice or observance that includes moral or ethical beliefs as to what is right and wrong, most commonly in the context of the cause, nature and purpose of the universe. Religion includes not only traditional, organized religions, but also religious beliefs that are new, uncommon, not part of a formal religious institution or sect, or only subscribed to by a small number of people. Social, political, or economic philosophies, as well as mere personal preferences, are not considered to be religious beliefs. 

 

In Policy:

Religious Accommodation and Expression

Remuneration

Includes salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship).

 

In Policy:

Investigator Conflict of Interest

Reported Crime

Clery Act crime brought to the attention of a CSA or local law enforcement personnel by a victim, witness, other third party, or the offender.

 

In Policy:

Clery and Campus SaVE Act Compliance

Request for Taxpayer Identification Number and Certification (W-9)

Form utilized to collect the taxpayer identification number for the person who is required to file an information return with the Internal Revenue Service (IRS) to report income paid.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Research Misconduct

Fabrication, falsification, or plagiarism in proposing, performing, or reviewing research, or in reporting research results.  (Federal Regulations 42 CFR Part 93)

Fabrication is making up data or results and recording or reporting them.

Falsification is manipulating research materials, equipment, or processes, or changing or omitting data or results such that the research is not accurately represented in the research record.

Plagiarism is the appropriation of another person’s ideas, processes, results, or words without giving appropriate credit.

Research misconduct does not include honest errors or differences of opinion.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Research Record

The record of data or results that embody the facts resulting from scholarly inquiry, including but not limited to, research proposals, laboratory records (both physical and electronic), progress reports, abstracts, theses, oral presentations, internal reports, journal articles, and any documents and materials provided to the Office of the VPRED by the individual accused of research misconduct in the course of the research misconduct proceeding.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Respondent
(Instance 1)

An individual or entity against whom a complaint has been filed.

 

In Policy:

Discrimination and Harassment

Respondent
(Instance 2)

The person or persons against whom an allegation of research misconduct is directed or who is the subject of a research misconduct proceeding.

 

In Policy:

Responsible Conduct in Research, Intellectual and Creative Activity

Responsible Executive
(Instance 1)

The provost, vice provost, or vice president with jurisdiction over the activity that encompasses a policy, and through whom a proposed or revised policy is developed. Depending on the scope of the subject matter, a policy may have more than one responsible executive.

 

In Policy:

Developing University Policies

Responsible Executive
(Instance 2)

The vice president/vice provost/dean, or their designee with authority over and responsibility for the unit. 

 

In Policy:

Moving Expense Reimbursement

Responsible Office

The office designated by the responsible executive to develop and administer a policy, communicate with and train the university community in its requirements, and maintain the accuracy of policy content. Depending on the scope of the subject matter, a policy may have more than one responsible office.

 

In Policy:

Developing University Policies

Responsible UB Official

UB employees who have been designated by the president, provost, vice president, or dean to ensure compliance with one or more Covered Activities in their respective areas.

 

 

In Policy:

Child Protection

Restricted Revenue

Funds collected on behalf of a third party that must be remitted to the third party in full, in accordance with the terms of a contract.

 

In Policy:

General University Service Fee (GUSF)

Retaliation

An adverse action taken against an individual as a result of complaining about discrimination or harassment, exercising a legal right such as obtaining a reasonable accommodation, and/or participating in a complaint investigation as a third party witness. Adverse actions may include, but are not limited to:  termination/dismissal, failure to promote or assign salary increases, the assignment of lower grades or performance evaluations than other individuals who perform similarly, attempts to intimidate or harass the individual, the assignment of less desirable work to the individual, and/or the provision of negative references with respect to academic work or employment.

 

In Policy:

Discrimination and Harassment

Retention Period

The length of time for which the Office of Record is responsible for the maintenance of specific university records.

 

In Policy:

Record Retention and Disposal

Revenue Distribution

Process used to prioritize the allocation of revenue to departments based on the type of fee collected through the student account billing system.

 

In Policy:

Credit/Debit Card Merchant Requirements

Revocable Permit/Occasional User Revocable Permit

An agreement between the state and a non-UB entity for use of university space/facilities. Language regarding liability insurance may also be included. Revenue must be deposited into an Income Fund Reimbursable (IFR) account.

•  The Revocable Permit is utilized when university space/facilities is to be occupied for more than thirty days or the anticipated revenue is equal to or greater than $10,000. This agreement requires prior approval by Real Estate and Property Management (REPM) and Procurement Services. Procurement Services executes the Revocable Permit, and is the office of record.

•  The Occasional User Revocable Permit is utilized when space/facilities is to be occupied for less than thirty days and anticipated revenue is less than $10,000. The Occasional User Revocable Permit is initiated and approved at the department level and the department is the office of record.

 

In Policy:

Child Protection

RF Data

Corporate, agency, and sponsored program data that is classified into two types:  proprietary and non-proprietary.

 

In Policy:

Acceptable Use of Research Foundation Proprietary Data Outside the RF Business System

Romantic Relationship

An affinity characterized by mutual attraction and intimacy.

 

In Policy:

Nepotism

Royalty Income
(Instance 1)

Includes any royalty income, licensing income, or other proceeds (e.g., payments linked to product sales or other usage and milestone payments), or the written contractual right to receive future royalties, licensing income or other proceeds, directly or indirectly, under a pending or issued patent, license, copyright, or other property right.

 

In Policy:

Investigator Conflict of Interest

Royalty Income
(Instance 2)

Gross royalty paid as proceeds from the licensing of an invention.

 

In Policy:

Royalty Distribution

S

 Word or Phrase Definition
Safe or Safety

Having no exposure to potentially dangerous concentrations of materials.

 

In Policies:

Lab Equipment Release

Lab Equipment Service

Salary Cap

Limitation imposed by the federal government on the amount of salary that may be charged to federally funded grants or contracts.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Secondhand Smoke

A mixture of the smoke given off by the burning end of a cigarette, electronic cigarette, cigar, cigarillo, pipe, beedi, kretek, water pipe, bong, and hookah, and the smoke exhaled from the lungs of smokers.

 

In Policy:

Smoke-Free

Securely Configured

Adhering to the guidelines and practices within UB’s policy for Securing Network Connected Devices.

 

In Policy:

Remote Access to Administrative Systems and Data

Service Center

An organization that provides a specific technical or administrative service that supports the internal operating activities of the university. Examples include but are not limited to lab analysis services, print and mail services, instrumentation shops, and animal care services. A service center recovers the cost of its operations through charges to users.

 

In Policy:

Financial Management of Service Centers

Service Center Billing Rate

The amount charged to a user for a unit of service calculated by dividing the total annual costs of the service center by the total number of billing units expected to be provided to users of the service for the year. See the Billing Rate Development Worksheet.

 

In Policy:

Financial Management of Service Centers

Service Center Management

Faculty/staff within a department that manage the financial and/or day-to-day operations of a service center, including the items listed in the responsibility portion of this policy (this does not include staff from the Financial Services Office). 

 

In Policy:

Financial Management of Service Centers

Service Provider

Contractor engaged by the University to perform an activity in connection with a Covered Account.

 

In Policy:

Red Flags Identity Theft Prevention

Sex and Violent Offender Registry Check

Verification that the selected applicant does not have undisclosed convictions of certain sex and violent crimes in the jurisdiction where the applicant currently resides or has resided.

 

In Policy:

Pre-Employment Background Screening

Sex Offenses - Forcible

Any sexual act directed against another person, forcibly and/or against that person's will; or not forcibly or against the person's will where the victim is incapable of giving consent. Forcible sex offenses include:

•  Forcible Fondling
The touching of the private body parts of another person for the purpose of sexual gratification, forcibly and/or against that person's will; or, not forcibly or against the person's will where the victim is incapable of giving consent because of his/her youth or because of his/her temporary or permanent mental or physical incapacity.

•  Forcible Rape
The carnal knowledge of a person, forcibly and/or against the person's will; or not forcibly or against the person's will where the victim is incapable of giving consent because of his/her temporary or permanent mental or physical incapacity (or because of his/her youth).

•  Forcible Sodomy
Oral or anal sexual intercourse with another person, forcibly and/or against that person's will; or not forcibly against the person's will where the victim is incapable of giving consent because of his/her youth or because of his/her temporary or permanent mental or physical incapacity.

•  Sexual Assault with an Object
The use of an object or instrument to unlawfully penetrate, however slightly, the genital or anal opening of the body of another person, forcibly and/or against that person's will; or not forcibly or against the person's will where the victim is incapable of giving consent because of his/her youth or because of his/her temporary or permanent mental or physical incapacity.

 

In Policy:

Clery and Campus SaVE Act Compliance

Sex Offenses - Non-Forcible

Unlawful, non-forcible sexual intercourse. Non-forcible offenses include:

•  Incest 
Non-forcible sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by law.

•  Statutory Rape
Non-forcible sexual intercourse with a person who is under the statutory age of consent.

 

In Policy:

Clery and Campus SaVE Act Compliance

Sexual Assault

An offense classified as a forcible or non-forcible sex offense under the uniform crime reporting system of the Federal Bureau of Investigation.

 

In Policy:

Clery and Campus SaVE Act Compliance

Sexual Harassment

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

·  submission to or enduring such conduct when rejected is made either explicitly or implicitly a term or condition of instruction, employment, or participation in other university activities  or
·  submission to or rejection of such conduct by an individual is used as a basis for evaluation in making academic or personnel decisions affecting an individual  or
·  such conduct has the purpose or effect of unreasonably interfering with an individual's performance or creating an intimidating, hostile, or offensive university environment.

Sexual harassment, sexual violence and other forms of sex discrimination are prohibited under Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964, and New York State Human Rights Law. This university definition of sexual harassment is based on Equal Employment Opportunity Commission (EEOC) and Office of Civil Rights (OCR) regulations. Employees who observe or become aware of sexual harassment, sexual violence and other forms of sex discrimination or harassment should report this information to the Director of Equity, Diversity and Inclusion (EDI), who also serves as the university’s Title IX Coordinator.

 

In Policy:

Discrimination and Harassment

Sexual Harassment Information Advisors

University personnel who have received extensive sexual harassment training, conducted by the Director of EDI or designee, to act as educators and trainers and provide general information on sexual harassment. These individuals may be designated by the president, provost, vice presidents, and/or deans to serve as Sexual Harassment Information Advisors in their respective areas.

 

In Policy:

Discrimination and Harassment

Significant Financial Interes
(Instance 1)

A financial interest consisting of one or more of the following interests of a covered individual (and those of their immediate family members) that reasonably appears to be related to the individual’s institutional responsibilities:

•  controlling interest
•  ownership of more than 10% of the voting interest
•  ownership of more than 10% of the fair market value
•  service as a member of the board of directors or other governing body, including a trustee or advisory director
•  service as an officer
•  service as an employee.

 

In Policies:

Investigator Conflict of Interest

Institutional Conflicts of Interest in Human Subjects Research

Significant Financial Interest
(Instance 2)

A financial interest consisting of one or more of the following interests of the investigator (or those of the investigator’s immediate family members) that reasonably appears to be related to the investigator’s institutional responsibilities:

•  with regard to any publicly traded entity, the value of any remuneration received from the entity in the twelve months preceding the disclosure; and the value of any equity interest in the entity as of the date of disclosure if, when aggregated, exceeds $5,000

•  with regard to any non-publicly traded entity, the value of any remuneration received from the entity in the twelve months preceding the disclosure if, when aggregated, exceeds $5,000, or when the investigator or his/her immediate family members hold any equity interest (e.g., stock, stock option, or other ownership interest)

•  intellectual property rights and interests (e.g., patents, copyrights), and royalties from such rights, upon receipt of income related to such rights and interest; royalties are included except when received by the investigator from State University of New York (SUNY) or the Research Foundation (RF) if the investigator is currently employed or otherwise appointed by the University

•  income received from foreign entities for seminars, lectures, teaching engagements, or service on advisory committees or review panels

•  sponsored travel.

SFI Exclusions

The following types of financial interests are excluded from the definition of significant financial interest:

•  salary, royalties, or other remuneration paid to an investigator by  the university (State, RF, University at Buffalo Foundation (UBF)), if the investigator is currently employed or otherwise appointed by the university

•  intellectual property rights assigned to SUNY or the RF and agreements to share in royalties related to such rights

•  income from investment vehicles, such as mutual funds and retirement accounts, as long as the investigator does not directly control the investment decisions made in these vehicles

•  income received from U.S. based organizations for seminars, lectures, teaching engagements, or service on advisory committees or review panels sponsored by a federal, state, or local government agency, an institution of higher education, an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education.

 

In Policy:

Investigator Conflict of Interest

Significant Obligation

Positions held by an individual or his/her immediate family members as an officer, trustee, director, employee, or consultant of an outside entity whether or not the entity is for profit and whether or not the position is paid, that would reasonably appear to affect the individual’s institutional responsibilities.

 

In Policy:

Investigator Conflict of Interest

Smoking

Burning any type of matter or substance that contains tobacco including but not limited to cigarettes, electronic cigarettes, cigars, cigarillos, pipes, beedies, kreteks, water pipes, bongs, and hookahs.

 

In Policy:

Smoke-Free

SPAM

The use of electronic messaging systems (including most broadcast media, digital delivery systems) to send unsolicited bulk messages indiscriminately.

 

In Policy:

UBIT Central Email

Special Handling

Process where employer-sponsored labor certification applications are fast-tracked for teaching positions at qualified educational institutions. This is the most frequently used pathway for international teaching faculty to obtain permanent residency.

 

In Policy:

Recruitment

Special Handling Request Packet

Packet of forms and documentation submitted by the sponsoring department to UB Immigration Services (UBIS) to request the filing of a permanent resident case with the federal government.

 

In Policy:

Recruitment

Split-Funding

Funding the purchase of an equipment item with monies from multiple sources and/or sponsors.

 

In Policy:

Managing University Equipment

Sponsor-Defined Equipment

RF equipment costing less than $5,000 and purchased with funds from a sponsor who requires equipment to be inventoried at a lower dollar level. This equipment is entered and maintained in RAM.

 

In Policy:

Managing University Equipment

Sponsor Limitation

Sponsor imposed limitation on the amount of salary that may be charged to sponsored program awards.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Sponsored Project

Any externally funded research, training, evaluative testing, or public service project directed by UB faculty or staff as part of their university work that requires the university to perform a specified program or deliver a specified product.

 

In Policies:

Approved Entities for Fiscal Administration of Sponsored Projects

Cost Transfer

Indirect (Facilities and Administrative) Cost Recovery and Distribution

Financial Responsibility for Sponsored Projects

• Graduate Student Tuition on Research Awards

Investigator Conflict of Interest

Principal Investigator Eligibility

Proposal Submission

Sponsored Projects

Sponsored Projects:
•  are supported primarily by an outside sponsor
•  are conducted over a specified period of time
•  obligate the university for the performance of specified services or the deliver of specified work products
•  are conducted in or on university owned or controlled facilities or involve the use of university personnel in the course of their university duties.

 

In Policy:

General University Service Fee (GUSF)

Sponsored Travel

Travel related to an investigator’s institutional responsibilities that is paid by a non-UB entity on behalf of the investigator, and not reimbursed to the investigator so that the exact monetary value may not be readily available.

 

In Policy:

Investigator Conflict of Interest

Stalking

Engaging in a course of conduct directed at a specific person that would cause a reasonable person to fear for his or her safety or the safety of others, or suffer substantial emotional distress.

 

In Policy:

Clery and Campus SaVE Act Compliance

Student

An individual who has reached 18 years of age or is attending a postsecondary institution at any age and for whom the institution maintains education records.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

Subsidies

Additional funding provided by a department that assists in covering the costs of a service center.

 

In Policy:

Financial Management of Service Centers

Subsidized Users

Users of a service center that are either charged at a lower rate or not charged at all.

 

In Policy:

Financial Management of Service Centers

Supplies

Personal property that is expendable and cannot be classified as equipment with a useful life of less than a year. 

 

In Policy:

Financial Management of Service Centers

Surplus

The amount determined when the service center revenues exceed costs for a given fiscal year. 

 

In Policy:

Financial Management of Service Centers

Sustainably-Managed Renewable Resource

A natural resource qualifies as a renewable resource if it is replenished by natural processes at a rate comparable or faster than its rate of consumption by humans or other users. Some natural renewable resources such as geothermal, fresh water, timber, and biomass must be carefully managed to avoid exceeding the environment's capacity to replenish them. Sustainable management of these resources meets the needs of the present without compromising the social, economic, and ecological needs of future generations.

 

In Policy:

Recycled Paper

T

Word or Phrase Definition
Technical Proposal

The Technical Proposal is one portion of the overall proposal that generally includes the goals and aims of the research and other technical information in narrative form. Specific requirements may vary with each sponsor. Also referred to as a Scientific Proposal.

 

In Policy:

Proposal Submission

Temporary Appointment

An appointment which may be terminated at any time. Temporary appointments ordinarily will be given only when service is to be part-time, voluntary, or anticipated to be for a period of one year or less, or when an employee’s initial appointment is made to a position vacated by an employee serving a probationary appointment, or by an employee on an approved leave.   

 

In Policy:

Recruitment Exceptions

Temporary Salary Increases

An increase in the base salary for a limited period of time, associated with a temporary increase in assigned duties and responsibilities that are within the scope of duties normally associated with the position.

 

In Policy:

Institutional Base Salary for Sponsored Projects

Testing Instrument

Any standardized procedure for measuring sensitivity, memory, speed, intelligence, aptitude, or personality etc.

 

In Policy:

Recruitment

Third Party Revenue

External revenue generated through a contractual agreement.

 

In Policy:

General University Service Fee (GUSF)

Timely Warning

An alert about a potentially dangerous criminal situation that gives sufficient time and information to take appropriate precautions.

 

In Policy:

Clery and Campus SaVE Act Compliance

Title

Title will vest with the entity (i.e., SUNY, RF, UBF) that funded the purchase unless otherwise specified in the terms of a sponsored agreement.

 

In Policy:

Managing University Equipment

Title IX

Title IX of the Education Amendments of 1972, a federal law that prohibits sex discrimination in any education program or activity that receives federal financial assistance.

 

In Policy:

Discrimination and Harassment

Tobacco-related

Applies to the use of a tobacco brand or corporate name, trademark, logo, symbol, motto, selling message, recognizable pattern or colors, or any other indicia of product identical to or similar to, or identifiable with, those used for any brand of tobacco products or company which manufactures tobacco products.

 

In Policy:

Smoke-Free

Torchiere Lamps

Typically, floor lamps with a high temperature halogen bulb, drawing 300-500 watts of power, at approximately 970 to 1,200 degrees Fahrenheit and mounted at the base of an opened top globe.

 

In Policy:

Torchiere Style Lamps With High Temperature Light Source

Tuition Remission

For the purpose of this policy, the payment of part or all of the required tuition due for education rendered as compensation for graduate students employed as Research Project Assistants (or equivalent) and for performing work on research awards.

 

In Policy:

Graduate Student Tuition on Research Awards

U

Word or Phrase Definition
UB Identification Tag

Non-bar-coded decal that reads “Property of University at Buffalo” that is affixed to higher-risk items items costing less than $5,000.     

 

In Policy:

Managing University Equipment

UB Policy Library

A web-based, centrally located system containing the most current version of all university policies.    

 

In Policy:

Developing University Policies

UB Swap

Website listing surplus equipment available to university departments.

 

In Policy:

Managing University Equipment

Unallowable Costs

Costs that cannot be charged directly or indirectly to federally sponsored programs.

 

In Policy:

Financial Management of Service Centers

Unclaimed Check

Check held by a university department for issuance or delivery to the payee, including checks mailed to a payee that were returned to the university.

 

In Policy:

Unclaimed Checks

Undue Hardship
(Instance 1)

A significant disruption, expense and/or difficulty posed by an accommodation. It should be noted that the issue of whether a requested accommodation poses an undue hardship must be based upon an individualized assessment of current circumstances regarding the position and accommodation. When a department is concerned that a requested accommodation will pose an undue hardship, it must proceed according to the procedures in this policy.

 

In Policy:

Reasonable Accommodation

Undue Hardship
(Instance 2)

A significant cost or other burden that would cause a fundamental disruption to the university. The determination of undue hardship is dependent on the facts of each individual situation. An accommodation will be considered an undue hardship if it will result in the inability of the employee or student to perform an essential function of the position or course/program of study or result in any safety hazards for students or staff.

 

In Policy:

Religious Accommodation and Expression

Uniform Guidance

Document issued by the Office of Management and Budget that establishes uniform administrative requirements, cost principles, and audit requirements for federal awards to non-federal entities.

 

In Policy:

Financial Management of Service Centers

University Closing

Only the governor can officially declare that the University at Buffalo is closed and only the governor can authorize employees to remain away from work without charge to leave accruals.

 

In Policy:

Change in Scheduled Operations – Policy and Communication Plan

University-Managed Property

Property or facilities either owned, leased, or controlled by the University or its related entities.

 

In Policy:

Smoke-Free

University Official

A person employed by the university in an administrative, supervisory, support, academic, advising, or research position (including law enforcement and health staff); a person or company with whom the university has contracted (e.g., attorney, auditor, collection agent); a person serving on the UB Council; or a student serving on an official committee (e.g., disciplinary, grievance), or assisting a school official in performing his/her tasks.

 

In Policy:

Access to Student Information Family Educational Rights and Privacy Act (FERPA)

University Policy

A directive that states the university’s official position on a particular issue and:
•  mandates actions or constraints for members of the UB community
•  has broad application throughout the university
•  helps achieve compliance with laws and regulations
•  supports the university’s mission
•  promotes quality and operational efficiency
•  helps manage institutional risks
•  supports equity and integrity in practices across the university
•  requires presidential review and approval.

A policy that does not meet all of the above criteria is a departmental, office, or unit policy. A departmental, office, or unit policy may be more restrictive, but not less restrictive, than a university policy.

University policies must not be independently published or republished on departmental websites; departmental websites must link to the UB Policy Library.

 

In Policy:

Developing University Policies

University Policy Proposal

A document that describes the need, evaluates risk, and documents initial legal review of a proposed university policy.

 

In Policy:

Developing University Policies

University Policy Template

A standard format for drafting university policies that facilitates consistency, clarity, and conciseness.

 

In Policy:

Developing University Policies

Unrelated Business Income

Income from a trade or business, regularly carried on, that is not substantially related to the charitable, educational, or other purpose that is the basis of the organization's exemption.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Unrelated Business Income Tax (UBIT)

Taxes that result from income produced by the sale of goods or services to external users not substantially related to the university’s tax exempt purpose. 

 

In Policy:

Financial Management of Service Centers

Useful Life

The period of time over which a piece of equipment is expected to provide service.

 

In Policy:

Financial Management of Service Centers

V

Word or Phrase Definition
Valid Business Need

The need to be readily accessible for contact with the public or with university faculty, staff, or students, coupled with the impracticality of a regular land-line telephone for required or essential business communication needs due to one of the following:

•  the need to receive or initiate communication in an emergency or time sensitive situations
•  safety requirements while traveling on the road or in off-campus locations
•  frequent and regular travel, with a travel plan as part of job responsibilities
•  work locations in the field or at a job site where access to electronic and telecommunication devices is unavailable.

 

In Policy:

Mobile Communication Devices

Vendor

Commercial service/repair vendors or contractors.   

 

In Policy:

Managing University Equipment

Victim

The unit of service provided by a service The person against whom an abuser directs coercive and/or violent acts. This person is typically an adult; however, domestic violence also affects many children.

 

In Policy:

Financial Management of Service Centers

Virtual Private Network (VPN)

An encrypted communications channel between the device and the university network. VPN access is specific to the role of the individual (AdminVPN for HUB administrative users; CITVPN for system support staff).

 

In Policy:

Remote Access to Administrative Systems and Data

Visitor

For the purposes of this policy, visitor includes anyone, other than a student or employee, who sets foot on campus (e.g., vendors, licensees, permittees, volunteers, guests). A visitor who uses university property to participate in programs responsible for the custody, control, and supervision of children is a Covered Person.

 

In Policy:

Child Protection

Voice Over Internet Protocol (VOIP)

Communications services such as voice, fax, and voice-messaging that are transported via the Internet, rather than the public switched telephone network.

 

In Policy:

Telephone Use

Vulnerable

A device is considered vulnerable once it has been substantiated that known actions necessary to prevent it from being compromised have not been taken - despite those actions having been recommended by the Office of the CIO or by entities charged by the CIO to secure the University's computing and networking infrastructure.

 

In Policy:

UB Network Connection

W

Word or Phrase Definition
Wager

Ticket Price.

 

In Policy:

Raffle Policy for University Fundraising Efforts

Workplace Violence

The National Institute for Occupational Safety and Health (NIOSH) defines workplace violence as “violent acts (including physical assaults and threats of assaults) directed toward persons at work or on duty.” Workplace violence is any physical assault, threatening behavior, aggressive behavior, or verbal abuse occurring in the work setting.  

 

In Policy:

Workplace Violence Prevention

Workplace Violence Prevention Risk Evaluation

An employer’s inspection or examination of their workplace to determine if existing or potential hazards exist that might place employees at risk of occupational assaults or homicides. NYS Labor Law requires all public employers to perform a risk evaluation of their workplace. Risk evaluation techniques include:
•  examination of the history of past incidents to identify patterns or trends which occurred in your workplace
•  a review of occupational injury and illness logs (SH900) and incident reports to identify injuries that may have resulted from workplace violence incidents
•  surveying employees regarding details associated with the occurrence of workplace violence incidents
• conducting physical workplace security building surveys.    

 

In Policy:

Workplace Violence Prevention

Workstation

A university owned or provided computing device such as a desktop, laptop or notebook computer typically assigned to a particular individual, role or location.

 

In Policy:

IT Services in UB Owned Space

X

None Listed

Y

None Listed

Z

None Listed