Glossary of Terms Used in UB Policies

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

 

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 Department or Unit

Department or unit devoted to a particular academic discipline or operational area.

 

In Policy:

Consensual Relationships

Academic Good Standing

A student making acceptable progress toward a degree and eligible to register for and pursue academic coursework at the university for the current semester.

 

In Policy:

• Student Employment

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

Accountability

The obligations of an individual or group of individuals to account for its activities, accept responsibility for them, and disclose the results in a transparent manner.

 

In Policy:

• Sponsorship and Advertising

Acknowledgement

Statement or sign of recognition of sponsorship support. A typical acknowledgement may include sponsor logo placement or sponsor information in materials associated with a university event or activity being supported by the sponsor.

 

In Policy:

Sponsorship and Advertising

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

Advertising

Paid service purchased by a non-university entity that includes messages that contain qualitative or comparative language, price information, an endorsement, or an inducement to purchase, sell, or use the non-university advertiser’s products or services.

 

In Policy:

• Sponsorship and Advertising

Affiliate

For purposes of this policy, affiliates include The Research Foundation for The State University of New York, State University Construction Fund, all campus auxiliary service corporations, and all campus foundations.

 

In Policy:

Royalty Distribution

Affiliated Business Entity

An entity that may be physically located at the university, but is legally separate (e.g., corporation).

 

In Policy:

Social Security Number

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

Allocable

The amount of expense for goods or services which can be charged (or allocated) to a particular unit, activity, or function because the goods or services provide a commensurate benefit to that unit, activity, or function.

 

In Policy:

Allowable Use of Funds

Allowable

An expense is allowable when it is permissible to charge it to a particular source of funds. Expenses may be deemed allowable by law or regulation; by external parties such as donors or sponsors; or by university policy.

 

In Policy:

Allowable Use of Funds

Also Receives (Instance 1)

Compensation used when the work to be performed by the employee is:  1) less than one year; 2) substantially different and in addition to an individual's professional work obligation; and 3) performed during an employee's normal work shift

 

In Policy:

Gifts, Prizes, and Awards

Also Receives (Instance 2)

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

Approver

An individual with the authority to approve a business expense or transaction.

 

In Policy:

Allowable Use of Funds

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 Disposition

Armored Car Service

Service operated by a security firm to transport cash deposits from the university to a financial institution.

In Policy:

Safeguarding Cash and Cash Equivalents

Asset

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 less any discounts, plus all freight and installation charges; cost does not include warranty, training, maintenance, or trade-in costs. Assets for this purpose do not include fixed building equipment such as heating, ventilating, plumbing, and electrical equipment.

 

In Policy:

Managing University Assets

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)

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

Award

Cash or noncash items given for exemplary performance or productivity and given in recognition of an accomplishment, achievement, or activity that is tied to a vital business reason.

 

In Policy:

Gifts, Prizes, and Awards

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 Department or Unit

In Policy:

• Consensual Relationships

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

Account

Electronic data associated with an individual’s UBITName.

 

In Policy:

Accessing Accounts of Deceased or Incapacitated Individuals

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 Disposition

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)

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

 Word or Phrase Definition
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

Scholarly or Creative Works

Generally, articles, books, book chapters, conference papers, or other scholarly, creative works considered finished products by the standards of a discipline. The scope of the policy does not encompass student works produced solely to fulfill course requirements.

 

In Policy:

Open Access Policy for Scholarly and Creative Works

Screen Reader

Software that allows a computer to identify and convert text to speech.

 

In Policy:

Web Accessibility

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

Security Camera

A device that records images and which is used to detect or prevent crime.

 

In Policy:

Safety and Security Camera Applicable Use Policy

Security Camera Oversight Committee (SCOC)

Operational committee established by the Vice President for Finance and Administration to oversee implementation of this policy. The SCOC is comprised of the following members:

• Chief of Police, chair of the SCOC
• Vice President and Chieft Information Officer or designee
• Vice President for Student Life or designee
• Associate Vice President for Human Resources
• Associate Vice President for University Facilities

 

In Policy:

Safety and Security Camera Applicable Use Policy

Segregation of Duties

The means by which no one person has sole control over the lifespan of a transaction. No one person should be able to initiate, record, authorize, and reconcile a transaction.

 

In Policy:

Safeguarding Cash and Cash Equivalents

Self-Assessment Questionnaire (SAQ)

Validation tools to assist merchants and service providers report the results of their PCI DSS self-assessment.

 

In Policy:

Payment Card Industry (PCI) Compliance

Sensitive Authentication Data

Additional elements of payment card information required to be protected but never stored. These include magnetic stripe (i.e., track) data, CAV2, CVC2, CID, or CVV2 data, and PIN or PIN block.

CAV2, CVC2, CID, or CVV2 data

The three- or four-digit value printed on or to the right of the signature panel or on the face of a payment card used to verify card-not-present transactions.

Magnetic Stripe (i.e., track) data

Data encoded in the magnetic stripe or equivalent data on a chip used for authorization during a card-present transaction. Entities may not retain full magnetic-stripe data after transaction authorization.

PIN or PIN block

Personal identification number entered by the cardholder during a card-present transaction, or encrypted PIN block present within the transaction message.

 

In Policy:

Payment Card Industry (PCI) Compliance

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 or staff within a department who manage the financial 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-Disabled Veteran-Owned Business (SDVOB)

An independent business that performs a commercially useful function and is at least 51% owned and controlled by one or more service-disabled veterans who have served in the active military and have been discharged under conditions other than dishonorable.

 

In Policy:

Supplier Diversity

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 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, or deans to serve as Sexual Harassment Information Advisors in their respective areas.

 

In Policy:

Discrimination and Harassment

Significant Financial Interest
(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 Policy:

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 or 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, royalty, 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 or 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

Small Business (SB)

Size standards define the largest size a business can be to participate in government contracting programs and compete for contracts reserved for small businesses. Size standards vary by industry, and are generally based on the number of employees or the amount of annual receipts.

 

In Policy:

Supplier Diversity

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

Social Security Number (SSN)

A nine-digit number issued to U.S. citizens, permanent residents, and temporary (working) residents. The number is issued to an individual by the Social Security Administration. SSN may be interpreted to include the Taxpayer Identification Number. The SSN (full and partial) is considered Category 1 – Restricted Data, as defined in the Data Risk Classification Policy.

 

In Policy:

Social Security Number

Social Security Number Oversight Committee

This committee includes leadership from units that act as data stewards for SSNs. Membership includes, but is not limited to, leadership or designee from the following offices:  Registrar, Human Resources, Controller, and Information Security.

 

In Policy:

Social Security Number

Socially Disadvantaged Individuals

Those who have been subjected to racial or ethnic prejudice or cultural bias because of their identity as a member of a group without regard to their individual qualities. The social disadvantage must stem from circumstances beyond their control.

 

In Policy:

Supplier Diversity

Space Utilization Standards

Approved space allowances based on best-practice utilization rates established per space type.

 

In Policy:

Space Management

 

 

Spam

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

 

In Policy:

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 asset with monies from multiple sources or sponsors.

 

In Policy:

Managing University Assets

Sponsor

A person, firm, or organization that enters into a contractual relationship with the university in which the intent of the relationship is to support the university’s goals, typically in a financial capacity.

 

In Policy:

Trademarks and Licensing

Sponsor-Defined Equipment

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

 

In Policy:

Managing University Assets

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 Activity

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 during a specified period of performance. The proposed work requires a specific line of scholarly inquiry such as a work statement, testing of a hypothesis, a model project, or a defined set of deliverables. Deliverables may include programmatic, technical, and detailed financial reports during or at the conclusion of the project. Sponsored activity funding cannot be made to UB anonymously; the sponsor or funder must always be identified.

 

In Policy:

Distinguishing Between Gifts and Sponsored Activities

Sponsored Award

The funding mechanism, usually a grant, cooperative agreement, or contract, used to support a sponsored activity. A sponsored award generally contains expressed terms and conditions governing how the funds are to be administered.

 

In Policy:

Distinguishing Between Gifts and Sponsored Activities

Financial Responsibility 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 Entity for Fiscal Administration of Sponsored Projects

Cost Transfer

• Financial Responsibility for Sponsored Projects

General University Service Fee

• Graduate Student Tuition on Research Awards

Indirect (Facilities and Administrative) Cost Recovery and Distribution

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

Sponsorship

Relationship with an entity where that entity provides money, goods, or services to the university and in return, the entity receives acknowledgement of the sponsorship via signage, tickets, programs, other print materials, or online communications. Sponsorships do not involve messages endorsing or comparing products or messages that relate to the quality of products. Sponsorships differ from corporate gift support, which is generally provided without expectation of tangible benefit or quid pro quo.

 

In Policy:

• Sponsorship and Advertising

Sponsorship Agent Services

Individual or agency that procures sponsorship funding through a sales and management program including entering into sponsorship rights agreements with sponsors on behalf of the university.

 

In Policy:

• Sponsorship and Advertising

Stale Dated Check

A check that was written more than six months prior to being deposited to the bank. The bank is no longer obligated to process this check after this time period.

 

In Policy:

Safeguarding Cash and Cash Equivalents

Stalking

Intentionally, and for no legitimate purpose, engaging in a course of conduct directed at a specific person, when the individual engaging in the conduct knows or reasonably should know that such conduct:

•  Is likely to cause reasonable fear of material harm to the physical health, safety or property of such person, a member of such person's immediate family or a third party with whom such person is acquainted; or

•  Causes material harm to the mental or emotional health of such person, where such conduct consists of following, telephoning or initiating communication or contact with such person, a member of such person's immediate family or a third party with whom such person is acquainted, and the actor was previously clearly informed to cease that conduct; or

•  Is likely to cause such person to reasonably fear that his or her employment, business or career is threatened, where such conduct consists of appearing, telephoning or initiating communication or contact at such person's place of employment or business and the actor was previously clearly informed to cease that conduct

 

In Policy:

Clery and Campus SaVE Act Compliance

Workplace Violence and Bullying Prevention

State Accounts

State accounts include:

•  Dormitory Income Fund Reimbursable (DIFR) – self-supporting accounts used to administer room rental fees and charges.

•  Income Fund Reimbursable (IFR) – self-supporting accounts used to track cash collections and the matching expenditures associated with the educational and related activities provided to students and other customers. An IFR account differs from a State Operating account in that it is supported by cash receipts.

•  State Operating – accounts that are a combination of allocation from state tax dollars and campus revenue from tuition and certain other sources.

•  State University Tuition Reimbursable Account (SUTRA) – self-supporting programs funded from tuition revenue related to overseas programs, contract courses, summer session, and enrollment overflow. SUTRA accounts operate similar to IFR accounts.

 

In Policy:

Safeguarding Cash and Cash Equivalents

State Funds

Include State Operating, Income Fund Reimbursable (IFR), State University Tuition Reimbursable Account (SUTRA), and Dormitory Income Fund Reimbursable (DIFR) funds.

 

In Policy:

Allowable Use of Funds

Store Vendor

A retail business that purchases officially licensed product for resale.

 

In Policy:

Trademarks and Licensing

Student
(Instance 1)

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)

Student
(Instance 2)

An individual who is either an undergraduate or graduate student.

Undergraduate Student

An individual whose primary relationship to the campus is in their role as a matriculated or non-matriculated student in a Bachelor level program, including certificates and other traditional and non-traditional academic programs. This definition does not include employees who are taking a non-matriculated course that is not part of an academic program. Status begins at payment of deposit to enroll or equivalent and continues through completion of all academic requirements and graduation. This applies regardless of the age of the Undergraduate Student and age of the faculty or staff member.

Graduate or Professional Student

An individual whose primary relationship to the campus is in their role as an enrolled or non-matriculated student in a Masters, Doctoral, post Bachelor Certificate or Professional level program. It also includes such individuals in the status of academically-required employment, such as residency, internship, practicum, fellowship, and equivalent. Depending on employment status, this group of students may also be covered employees as professional staff or other college personnel.

 

In Policy:

Consensual Relationships

Students

Individuals enrolled in SUNY, including but not limited to, continuing education, undergraduate, graduate, professional, non-degree, and not-for-credit students.

 

In Policy:

Royalty Distribution

Subsidized User

User who is charged at a lower rate or not charged at all.

 

In Policies:

Financial Management of Departmental Events
• Financial Management of Service Centers
Financial Management of University Fees

Subsidy

Additional funding provided by a department or the university that assists in covering costs.

 

In Policies:

Financial Management of Departmental Events
• Financial Management of Service Centers
Financial Management of University Fees

Supervisor

Role assigned to individual officially designated as the employee’s time and attendance supervisor. Generally, the supervisor is one level senior to the employee.

 

In Policy:

Travel

Supervisory Relationship

A relationship in which an employee has the authority to make, recommend, or impact decisions regarding hiring, termination, appointment, reappointment, promotion, assignment of duties, evaluation, or changes in compensation or benefits for another individual.

 

In Policy:

Consensual Relationships

Supplies

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

 

In Policies:

Financial Management of Departmental Events
Financial Management of Service Centers
Financial Management of University Fees

Surplus

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

 

In Policies:

Financial Management of Departmental Events
Financial Management of Service Centers
Financial Management of University Fees

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