Glossary of Terms Used in UB Policies

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

In Policy:

• Managing University Assets

Any item or service provided to a sponsor in return for the sponsorship of a university activity, event, product, or program. Examples may include, but are not limited to, acknowledgement, event tickets, food and beverages, merchandise, or access to university services (e.g., meeting rooms, job boards), or access to students, faculty, or staff.

In Policy:

• Sponsorship and Advertising

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

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

Any tissue or analyte that is derived from a human biological sample or animal model.

In Policy:

• Human Biomaterials

List of email system providers known to deliver spam or malicious messages. Various organizations maintain such lists and make them available, usually as part of a paid service, to email system providers. Email system providers will often not accept emails from providers on this list.

In Policy:

• Central Email

Unwelcome behavior that undermines an individual or group through negative verbal, physical, or psychological abuse. Such behavior undermines the health, dignity, and well-being of employees, and can lead to workplace violence. While bullying typically involves repeated behaviors, there are times when a behavior is so egregious that it need happen only once to constitute bullying. Unacceptable bullying behavior may include, but is not limited to:

• Abusive expression directed at another person that is outside the range of commonly accepted expressions of disagreement or critique
• Demeaning others through name-calling, ridicule, or spiteful remarks, with the effect of disrupting the workplace

• Threats of imminent or future harm directed toward an individual or group

• Screaming and yelling

• Unwarranted physical contact

• Sabotage of another's person's work

• Abuse of authority

• Intentionally and without a legitimate purpose (e.g., to maintain confidentiality) isolating or excluding an individual from work related activities, benefits, communications, locations and/or events

•Other severe, pervasive, or persistent conduct that a reasonable person would find to create an intimidating work environment

Bullying is not about occasional differences of opinion, employee performance, conflicts, or problems in workplace relationships. It is not considered bullying when a supervisor is firm in instructing or directing a subordinate.

Bullying behaviors that are directed at an individual based on a factor listed in UB’s Discrimination and Harassment Policy may also constitute discriminatory harassment.

In Policy:

• Workplace Violence and Bullying Prevention

The primary purpose of business entertainment is to further business relations; business entertainment is smaller in scale, includes a small number of people, and is fairly low cost; (e.g., business lunches or dinners; tickets to athletic, cultural, or other events).

In Policy:

• Allowable Use of Funds

Charges for goods or services, whether paid, committed, or accrued, that foster or support the ongoing mission of the university.

In Policy:

• Allowable Use of Funds

A meal attended by faculty, staff, or students, which may or may not include individuals from outside UB, at which a substantive and bona fide business discussion takes place.

In Policy:

• Allowable Use of Funds

In support of the goals, objectives, and mission of the university.

In Policy:

• Allowable Use of Funds

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

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

University officials and their staff who have operational-level responsibility for information management activities related to the capture, maintenance, and dissemination of data.

In Policy:

• Data Risk Classification

The University at Buffalo is considered the data owner of all university data; individual units or departments may have stewardship responsibility for portions of the data.

In Policy:

• Data Risk Classification

University officials who have planning and policy-level responsibilities for data in their functional areas.

In Policy:

• Data Risk Classification

Senior leader of the university (i.e., vice president, vice provost, dean) who has responsibility for areas that have systems of record.

In Policies:

• Data Risk Classification
• Protection of University Data

Individual who needs and uses university data as part of their assigned duties or to fulfill their role in the university community.

In Policies:

• Data Risk Classification
• Protection of University Data

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

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

In Policies:

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

Gifts, prizes, or awards so small in value that it is not reasonable or practical to account for their value. Cash and cash equivalents are never considered de minimis as defined by the IRS. For university purposes, de minimis is defined as noncash items having a value of $100 or less and must be provided on an occasional basis.

In Policy:

• Gifts, Prizes, and Awards

Outlines the unit-specific response to an emergency; must be designed to promulgate strategies for protecting people and programs and for coordinating recovery efforts to continue operations.

In Policy:

• Emergency Management Plan

An academic department or unit or a professional department or unit.

In Policy:

• Consensual Relationships

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

In Policy:

• Managing University Assets

An event hosted by a UB department, either on or off campus, where revenue is collected. Events include, but are not limited to a conference, banquet, retreat, outing, or fair.

In Policies:

• Financial Management of Departmental Events

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

In Policies:

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

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

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

Costs that can be specifically identified with a sponsored project, instructional activity, or other institutional activity, and thus directly assigned relatively easily with a high degree of accuracy. Examples of direct costs include, but are not limited to, salaries and wages, fringe benefits, equipment, supplies, travel, and publication expenses.

In Policy:

• Residual Balance on Fixed Price Contracts for Sponsored Projects

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

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

A for-profit small business that is at least 51% owned by one or more individuals who are both socially and economically disadvantaged or, in the case of a corporation, in which 51% of the stock is owned by one or more such individuals. Management and daily business operations must be controlled by one or more of the socially and economically disadvantaged owners.

In Policy:

• Supplier Diversity

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 and SUTRA accounts).

In Policy:

• General University Service Fee (GUSF)

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

In Policy:

• Investigator Conflict of Interest

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, or criminal conviction 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, or breastfeeding status.

In Policy:

• Discrimination and Harassment

CHD must be disposed of in a certain manner that renders all data un-recoverable. This includes paper documents and any electronic media including computers, hard drives, magnetic tapes, and USB storage devices in accordance with the Record Retention and Disposition Policy. The approved PCI DSS disposal methods include cross-cut shredding, incineration, and approved shredding and disposal service.

In Policy:

• Payment Card Industry (PCI) Compliance

Small business, minority, women, disadvantaged, and veteran-owned business enterprises.

In Policy:

• Supplier Diversity

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

In Policy:

• Domain Name Service

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

A student who is a citizen or a permanent resident of the United States, or holds Refugee, Asylee, or Jay Treaty status.

In Policy:

• Student Employment

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

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

Those socially disadvantaged individuals whose ability to compete in the free enterprise system has been impaired due to diminished capital and credit opportunities as compared to others in the same or similar line of business who are not socially disadvantaged.

In Policy:

• Supplier Diversity

Process of preserving, securing, reviewing, and exchanging electronically stored information in the context of modern litigation or other legal processes.

In Policy:

• Central Email

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)

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

Management-directed, -authorized, and -monitored performance, which includes periodically comparing actual with planned performance, and documenting these actions to provide reasonable assurance that organizational goals will be achieved.

In Policy:

• Internal Controls

The amount of time spent on an activity, expressed as a percentage of the individual’s total activity for the university. University effort includes all activities for which an employee is compensated by the university and includes research, instruction, other sponsored activities, administration, non-sponsored and departmental research, university service, proposal preparation, and clinical activities. For the purpose of effort reporting and certification, university effort totals 100%, regardless of the number of hours worked or the individual’s appointment percentage. Practice Plan or other university affiliate compensation is not included.

In Policy:

• Principal Investigator Effort on Industry-Supported Clinical Trials

The electronic transfer of money from one back account to another over a computerized network without any paper money changing hands or direct intervention of bank staff.  Examples of EFT include credit or debit card payments, direct deposit, wire or ACH transfers.

In Policy:

• Safeguarding Cash and Cash Equivalents

Information recorded in a format that requires a computer or other electronic device to access it and that otherwise satisfies the definition of a record.

In Policy:

• Record Retention and Disposition

Any information, record, document, file, or data that is stored electronically. ESI may include audio recordings, videotape, voice mail, email, instant messages, text messages, word processing documents, spreadsheets, databases, calendars, telephone logs, contact information, internet usage files, metadata, and all other electronic information created, received, or maintained on computer systems. ESI may reside on a university system, device, or server of any kind or on an employee’s personal device or account if such device or account is used for conducting university business.

In Policy:

• Record Retention and Disposition

Processing 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:

• Central Email

Specified period before the preprint, post-print, or final version of a scholarly or creative work that has been deposited into an OA repository is made freely available to the public. Under this policy, university authors may specify the length of an embargo or honor publisher requests or stipulations for them.

In Policy:

• Open Access Policy for Scholarly and Creative Works

An event or set of circumstances which:
(1) Requires responsive action to protect life and/or property, or to provide relief to any part of the university or community overtaken by such occurrences; or
(2) Reaches such a dimension or degree of disruptiveness or destructiveness to warrant a comprehensive organizational response.

In Policy:

• Emergency Management Plan

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

Serves as a clearing house for all matters related to emergency management. The Emergency Planning Oversight Committee members include, but are not limited to, representatives from:

• Office of the President
• Media Relations and Stakeholder Communications
• Issues Management and Stakeholder Communications
• Division of Student Life
• Provost
• Finance and Administration
• Human Resources
• Research and Economic Development
• Network and Classroom Services
• University Facilities
• Information Security
• University Police
• Environment, Health and Safety (EH&S)
• Athletics
• Internal Audit
• Emergency Planning
• Special Events
• Center for the Arts

In Policy:

• Emergency Management Plan

Reviews the overall organization of resources and content of the CEMP to assure continuity of university operations. The Emergency Planning Policy Group includes the president, provost, and vice presidents.

In Policy:

• Emergency Management Plan

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

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

In Policy:

• Approval Authority

A philanthropy vehicle where a donor stipulates that the gift principal remains intact and invested for the purposes of producing a stream of income.

In Policy:

• Philanthropic Fee

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

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

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

An alternative format or medium that communicates the same information in as timely and effective a fashion as does the original format or medium. For interactive or service pages, equally effective means the end result is accomplished in a comparable time and with comparable effort on the part of the requestor. To provide equally effective, alternative access, alternatives are not required to produce the identical result or level of achievement for persons with and without disabilities, but must afford persons with disabilities equal opportunity to obtain the same result, to gain the same benefit, or to reach the same level of achievement, in the most integrated setting appropriate to the person’s needs.

In Policy:

• Web Accessibility

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

In Policies:

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

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

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

An employee who has been deemed necessary by their supervisor and is expected to report to or remain at work during a change in scheduled operations. Employees who are deemed necessary may vary depending on the conditions.

In Policy:

• Adverse Weather Operations
• Change in Scheduled Operations

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

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

A moral philosophy or set of standards practiced by a person or group of people.

In Policy:

• Ethics

A slip of paper or cardboard that serves as evidence that the holder has paid a fare or admission or is entitled to a service. Event tickets are pre-numbered and tracked in sequential order for seating and reconciliation purposes.

In Policy:

• Safeguarding Cash and Cash Equivalents

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 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

Clear, formal, and explicit permission or consent that is put into writing. Approvals cannot be implied, nor given orally or verbally.

In Policy:

• Trademarks and Licensing

Independent and objective appraisal, performed by a non-UB entity. These can include, but are not limited to audits, program reviews, examinations, consulting engagements, site visits, desk audits, fraud and irregularity investigations, and field testing. External audit activity may be mandatory or voluntary.

In Policy:

• External Audit Activity

Any non-UB auditor, agent, consultant, or investigator. External auditors may represent state or federal agencies, certified public accounting firms, legal firms, or grant sponsors including State University of New York internal auditors and RF internal auditors.

In Policy:

• External Audit Activity

Individuals who benefit from goods or services paid for with UB funds but do not have a defined affiliation with the university. 

In Policy:

• Allowable Use of Funds

Organization or individual whose ultimate source of funds is outside the university. External participants include faculty, staff, and students acting in a personal capacity. Affiliated hospitals and other individuals are also considered external users unless the university has subcontracted with them as part of a grant or contract, in which case they are an internal participant.

In Policy:

• Financial Management of Departmental Events

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

In Policy:

• General University Service Fee (GUSF)

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

In Policies:

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

Work performed by the employee must be: 1) performed entirely outside the employee's normal work day or shift; 2) substantially different from an individual's professional work obligation as defined by the employee's performance program; and 3) must not interfere with the employee's regular responsibilities. Additionally, State University of New York policy states that compensation for extra service is not to exceed an amount equal to twenty (20) percent of an employee's base annual salary in a fiscal year beginning on July 1 or academic year beginning on September 1, as appropriate.

In Policy:

• Gifts, Prizes, and Awards

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

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

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

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

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)

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

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

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)

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., parent-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-spouse).

In Policy:

• Nepotism

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

Referring to the event, program, service, or product as a whole. There can be multiple rates for each fee.

In Policy:

• Financial Management of Departmental Events

Also known as a “publisher version” or a “version of record.” A post-peer reviewed manuscript that has been typeset and laid out for publication in a journal, book, conference proceedings, or other scholarly product.

In Policy:

• Open Access Policy for Scholarly and Creative Works

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

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

In Policies:

• Financial Management of Departmental Events

• Financial Management of Service Centers

• Financial Management of University Fees

A type of sponsored project account where costs are pre-determined based on a fixed fee per unit of service or product. The total is not subject to any upward or downward adjustment of funds based on actual costs. There is no stipulation or expectation that excess funds be returned to the funding agency.

In Policy:

• Residual Balance on Fixed Price Contracts for Sponsored Projects

Posting a message to multiple listservs or news groups with the intention of reaching as many users as possible.

In Policy:

• Central Email

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

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

In Policy:

• Pre-Employment Background Screening

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

An undergraduate student registered for at least 12 credits.
A graduate student registered for at least 9 credits or holding full time certification.

There are a few exceptions for international students that are allowed only if approved by a Designated School Official or (Alternate) Responsible Officer in International Student and Scholar Services. These exceptions include reduced course load due to medical condition, academic difficulty, or final semester.

In Policy:

• Student Employment

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

A change so significant that it affects the essential nature of the instruction, program, or activity provided.

In Policy:

• Web Accessibility

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

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 or use of university facilities. 

In Policies:

• Financial Management of Departmental Events
• Indirect (Facilities and Administrative) Cost Recovery and Distribution
• Financial Management of University Fees

The voluntary, non-reciprocal transfer of money or property from a funder/donor to the university. The funder/donor may be an individual, corporation, or non-profit organization. Other than an expectation that the university will use the gift for its intended purpose, the funder/donor does not expect anything of value in return besides recognition, and does not have control over expenditures. A gift may meet the interests of the donor and can be restricted or unrestricted. Gifts may be made to UB anonymously. A restricted gift is a contribution designated for a specific purpose, program, or project. If the donor does not specify any restrictions, the gift is unrestricted, and UB may allocate the funds at its own discretion.

In Policy:

• Distinguishing Between Gifts and Sponsored Activities
• Philanthropic Fee

Cash or noncash items given to express appreciation or gratitude; not related to job performance and no negotiation conducted in advance. Gifts should be of nominal value and, ideally, bear the university's licensed logo or be UB-themed. Use of UB brand items is not a requirement unless indicated in the Gifts, Prizes, and Awards Funding Chart.

In Policy:

• Gifts, Prizes, and Awards

Charitable donation made to the university without the expectation of receiving goods or services (quid pro quo) in return.

In Policy:

• General University Service Fee (GUSF)

Non-cash gift that becomes an inventoried, usable asset of the university (e.g., equipment, artwork, literary collection).

In Policy:

• Philanthropic Fee

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

In Policy:

• Clery and Campus SaVE Act Compliance
• Unclaimed Checks

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

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

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

Person invited to visit the university or take part in a function organized by the university; the guest visit must be related to a business purpose and support the mission of the university.

In Policy:

• Allowable Use of Funds

A form of discrimination consisting of oral, written, graphic or physical conduct relating to an individual's protected characteristics as outlined in UB’s Discrimination and Harassment Policy that has the effect of subjecting the individual to inferior terms, conditions or privileges of employment or interferes with or limits the ability of an individual to participate in or benefit from the university’s programs or activities. Such conduct must amount to more than petty slights or trivial inconveniences, but need not be severe or pervasive. Engaging in speech or expression protected by the First Amendment is not a violation of the university's policies against discrimination and harassment.

In Policies:

• Discrimination and Harassment

• Religious Accommodation and Expression

• Workplace Violence and Bullying Prevention

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

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

For purposes of this policy, a health care professional includes any individual (employee, volunteer, student, resident, intern, and/or trainee) who has responsibility for providing physical and/or mental health care services to students. Examples of physical health care professionals include physicians, nurse practitioners, physician assistants, pharmacists, registered nurses, medical assistants, dieticians, radiologists, and health educators. Examples of mental health care professionals include psychiatrists, psychologists, social workers, psychiatric-mental health nurse practitioners, and mental health counselors.

In Policy:

• Consensual Relationships

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

In Policy:

• Managing University Assets

Any event, hospitality or social activity, held in person or virtually, organized or funded by UB.

In Policy:

• Allowable Use of Funds

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

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

Confirmation that an individual is who they claim to be.

In Policy:

• Pre-Employment Background Screening

The spouse, children (son or daughter), and parents of a staff, faculty, or student employee.

In Policy:

• Allowable Use of Funds

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 Policies:

• Institutional Conflicts of Interest in Human Subjects Research

• Investigator Conflict of Interest

A situation that is likely to result in injury or death if immediate action is not taken; imminent threats must be reported to UPD immediately.

In Policy:

• Workplace Violence and Bullying Prevention

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

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 readily assigned to a particular sponsored project, instructional activity, or any other institutional activity.

In Policy:

• Residual Balance on Fixed Price Contracts for Sponsored Projects

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

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 or 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 or RF investment and endowment portfolio
  •  Money or other non-monetary resources provided to SUNY or 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

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

Strict adherence to a moral code, reflected in transparent honesty and complete harmony in what one thinks, says, and does.

In Policy:

• Ethics

Patentable inventions, tangible research materials, computer software, and any unique or novel innovation in the technical arts or any new and useful improvements thereof, including methods or processes for creating an object or result (a way of doing or making things), machines, devices, products of manufacture, product designs, or composition, mask works or layout designs for printed circuit boards or integrated circuits, compositions of matter, materials, any variety of plant, and any know-how essential to the practice or enablement of such innovations and improvements, whether or not patentable.

In Policy:

• Royalty Distribution

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

A provisional policy or policy revision that fulfills an emergent need and requires implementation pending the prescribed review and approval process. An interim policy or revision is effective for six months. The initial interim effective term (six months) may be extended in six-month increments, for a maximum of two six-month extensions, allowing for a maximum interim term of 18 months. An interim policy or interim revision to an existing policy is subject to approval by the responsible executive and Policy, Compliance and Internal Controls and has full authority during its interim status.

In Policy:

• Developing University Policies

Individuals who benefit from a good or service paid for with UB funds while maintaining the status of faculty, staff, student, student employee, appointed volunteer, or honoraria.

In Policy:

• Allowable Use of Funds

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 Policies:

• Approval Authority
• Internal Controls
• Safeguarding Cash and Cash Equivalents

In Policy:

• Financial Management of Departmental Events

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

An academic, research, administrative, or auxiliary unit whose ultimate source of funds is within or flows through the university (including State IFR, RF, UBF, and Faculty Student Association funds).

In Policies:

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

A student who is not a citizen or a permanent resident of the United States. International students usually need an F-1 or J-1 visa to study in the United States and must have appropriate work authorization to be employed as a student.

In Policy:

• Student Employment

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 they have the minimum qualifications for the position in question
•  The person at no point in the process removes themselves from further consideration or otherwise indicates that they are no longer interested in the position prior to receiving an offer of employment

In Policy:

• Recruitment

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

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

Any UB personnel who conceived, authored reduced to practice, designed, developed, or otherwise contributed to the conception or creation of intellectual property. Inventor also includes any:
•  Non-affiliated individual who works with a UB inventor and assigns the invention to SUNY or The Research Foundation
•  UB inventor who later goes to work elsewhere (e.g., company, other institution).

In Policy:

• Royalty Distribution

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 Assets

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

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

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

Comprehensive database of all UB biospecimens accessible to university investigators and collaborators upon request.

In Policy:

• Human Biomaterials

An agreement conveying the right to use property or equipment for a stated period of time.

In Policy:

• Approval Authority

The process by which UB Information Technology personnel preserve certain records and ESI pursuant to a Legal Preservation Notice by Counsel.

In Policy:

• Record Retention and Disposition

The name that identifies a person for legal and other official purposes. A person's legal name is generally the name given and registered at birth, and which appears on a birth certificate, but may subsequently change.

In Policy:

• Student Preferred Name

A set of written instructions that is sent from Counsel to Key Persons and their supervisors, with notice to the E-Discovery Response Team in order to initiate a Legal Hold when an event gives rise to a reasonable anticipation of litigation.

In Policy:

• Record Retention and Disposition

Person(s) holding a license to sell and serve alcohol, by the glass, for consumption on the premises.

In Policy:

• Allowable Use of Funds

A grant of rights made in accordance with Copyright Law (U.s., Code, Title 17), allowing specific uses of copyrighted work.

In Policy:

• Open Access Policy for Scholarly and Creative Works

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

A deposit bag with a lock to transport cash and checks securely between locations. While no bag is completely theft proof, lock bags offer a higher degree of security due to their locking system and construction of the bag.

In Policy:

• Safeguarding Cash and Cash Equivalents

A post office box established for receiving payments. A lockbox service with a financial institution may be established to process payments and deposit them directly into the university’s bank account.

In Policy:

• Safeguarding Cash and Cash Equivalents

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

Names, seals, symbols, insignia, logos, original artwork, word marks, signatures or taglines, uniforms, mascots, or other identifying visuals, as well as still and moving images, or any other identifier that represents the University at Buffalo.

In Policy:

• Trademarks and Licensing

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

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:

• Corridor Use

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

A department or unit (including a group of departments or a subset of a department) approved to accept payment cards and assigned a merchant identification number.

In Policy:

• Payment Card Industry (PCI) Compliance

Eliminating or quarantining email messages determined to be spam, or which contain malware, viruses, phishing attempts, or otherwise malicious content.

In Policy:

• Central Email

Under Article 15-A of the New York State Executive Law, an MBE is a business enterprise in which at least fifty-one percent (51%) is owned, operated, and controlled by citizens or permanent resident aliens who are meeting the following ethnic definitions:

• Black: Persons having origins from any of the Black African racial groups
• Hispanic: Persons of Mexican, Puerto Rican, Dominican, Cuban, Central or South American descent of either Native American or Latin American origin, regardless of race
• Asian-Pacific: Persons having origins from the Far East, Southeast Asia or the Pacific Islands
• Asian-Indian Subcontinent: Persons having origins from the Indian subcontinent
• Native American of Alaskan Native: Persons having origins in any of the original peoples of North America  

In Policy:

• Supplier Diversity

An individual who is a U.S. citizen with at least one quarter of the following ethnicities: Asian-Indian, Asian-Pacific, Black, Hispanic, or Native American.

In Policy:

• Supplier Diversity

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

University at Buffalo, UB, Bulls, UBuffalo.

In Policy:

• Trademarks and Licensing

The official government agency tasked with warning the public of pending hazards associated with weather. The NWS issues the following alerts during periods of severe winter weather:

• Advisory - Conditions are expected to cause significant inconveniences that may be hazardous. If caution is used, these situations should be life-threatening.
• Watch - Severe conditions such as snow or ice may affect one or more campuses and surrounding communities, but the location and timing are still uncertain. A watch is issued 12 to 36 hours in advance of potential severe weather.
• Warning - A winter storm warning is issued when four or more inches of snow are expected over the next twelve hours, or six or more inches in 24 hours, or 1/4 inch or more of ice accumulation is expected. A warning may also be issued if the storm is expected to hit during high-traffic driving times like rush hour.

In Policy:

• Adverse Weather Operations

Favoritism shown on the basis of family, personal, or romantic relationships. This includes research and procurement decisions as well as actions by a university employee that directly or indirectly influence the employment terms and conditions (e.g., appointment, promotion, supervision, evaluation, determination of salary), academic progress (e.g., grading, advising) of any other university member with whom they have a family or personal relationship. This definition also includes instances where there is no direct influence on employment, academics, or procurement, but the relationship has a negative impact on the educational or work environment. It also includes actions that do not involve direct supervision, but where a benefit related to university employment, academic progress, (e.g., research funding, consideration for tenure), or procurement contracts may be conferred or denied.

In Policy:

• Nepotism

Royalty less reasonable out-of-pocket expenses incurred by UB and not reimbursed by licensees for the evaluation, marketing, development, protection, maintenance, and enforcement of the subject intellectual property.

In Policy

• Royalty Distribution

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

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

Provides the public right to access records maintained by government agencies with certain exceptions.

In Policy:

• Central Email

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

In Policy:

• Raffle Policy for University Fundraising Efforts

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

A grant of rights made by authors that can be granted to multiple parties. Non-exclusive rights are granted to the university in this policy.

In Policy:

• Open Access Policy for Scholarly and Creative Works

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

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

Sponsorship for which the support received from a sponsor is considered income to the university under the Unrelated Business Income Tax (UBIT) provisions of the Internal Revenue Code because the sponsor is receiving a substantial return benefit in exchange for the sponsor’s support.

In Policy:

• Sponsorship and Advertising

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

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 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

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     

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 Disposition

An entity that is given exclusive rights to a university-wide sponsorship associated with the category of business in which the entity operates. Because use of the term "official" in connection with a sponsorship activity may be perceived as an endorsement which is prohibited, the university will permit use of the "official" designation only after special consideration by, and with approval of, the Sponsorship Advisory Committee.

In Policy:

• Sponsorship and Advertising

Generally, the address of the office to which the employee is assigned; an employee can have only one official station. The designation of official station is determined by the university in the best interest of the university and not for the convenience of the employee. The purpose of the official station is to determine when the traveler is in travel status and eligible for reimbursement of travel expenses. Travel between the employee’s home and official station is considered commuting and is not reimbursable.

In Policies:

• Allowable Use of Funds

• Travel

Online content, both publicly accessible as well as material behind an authentication layer, owned or controlled by the university's formal academic and administrative units. These sites typically reside in, or resolve to, the buffalo.edu domain (though some may not, e.g., ubbulls.com, ubcfa.org, and myubcard.com) and may serve any (or all) of the university's stakeholders.

In Policy:

• Website Privacy Policy

A business or corporation that is approved and licensed by the Trademarks and Licensing Program to produce merchandise that bears the University at Buffalo marks. These vendors must meet insurance requirements, show consistent quality, and agree to abide by the university’s Trademarks and Licensing Code of Conduct. Vendors must complete an application to become licensed.

In Policy:

• Trademarks and Licensing

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

The free availability of scholarly or creative works on the internet, permitting users to read, download, copy, distribute, print, search, or link to the full texts for any lawful purpose, without financial, legal, or technical barriers other than access to the internet.

In Policy:

• Open Access Policy for Scholarly and Creative Works

A digital archive or platform designed to make scholarly or creative works freely available on the internet with clearly defined legal restrictions on their use or circulation. University at Buffalo repository services are the default for this policy.

In Policy:

• Open Access Policy for Scholarly and Creative Works

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

In Policy:

• Receipt of Goods and Services

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

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

In Policy:

• Managing University Assets

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

In Policy:

• Reasonable Accommodation

Sponsorship for which the support given to the university by the sponsor is not taxable income to the university under UBIT provisions. In general, this means that there is no arrangement or expectation that the sponsor will receive any substantial return benefit (e.g., advertising, endorsement) other than acknowledgement by the university.

In Policy:

• Sponsorship and Advertising

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

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

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

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

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

In Policy:

• Recruitment

External revenue generated through a contractual agreement.

In Policy:

• General University Service Fee (GUSF)

Any vendor-created, -provided, or -hosted technology solution that conducts official business for, or provides official service(s) to, the university or its constituents through an explicit contractual relationship.

In Policy:

• Website Privacy

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

In Policy:

• Managing University Assets

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

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

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

An often-transparent graphic image, usually no larger than 1-pixel x 1-pixel, placed on a website or in an email that is used to monitor the behavior of the user visiting the website or sending the email. Tracking codes or beacons do not contain personally identifiable information. Tracking codes collect traffic data and click information. This information is used to prioritize tasks, record visitor-specific web traffic, and associate web traffic history with unique visitors.

In Policy:

• Website Privacy

Individual who travels on behalf of UB.

In Policy:

• Travel

A traveler is in travel status (i.e., eligible for reimbursement of lodging and meal expenses) when he or she is engaged in official university business at a distance of more than 35 miles from the designated official station and place of residence.

In Policy:

• Travel

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

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

In Policy:

• Managing University Assets

Composed of both a UBITName and its associated password. A UBIT digital credential is classified as Category 1- Restricted Data.

•  Is used to partially or fully validate (authenticate) identity in order to access online IT resources and information systems
•  Provides full identity validation (authentication) for IT systems that do not require multi-factor authentication
•  Used in conjunction with an additional factor, is required for full identity validation (authentication) for IT systems requiring multi-factor authentication

In Policy:

• UBITName Password

University username used to log into a variety of campus services that require authentication or identify verification.

In Policy:

• UBITName Password

A unique, eight-digit number assigned by UB to all students, employees, and others, as appropriate, upon initial association with the university. The UB person number is a mechanism to identify, authenticate, and provide services to individuals.

In Policy:

• Social Security Number

A web-based system containing the most current version of a university policy.    

In Policy:

• Developing University Policies

Website listing surplus equipment available to university departments.

In Policy:

• Managing University Equipment

Costs that cannot be included in calculating the cost of a service or activity.

In Policies:

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

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

A significant disruption, expense, or difficulty posed by the provision of accessible information technology. When a department is concerned that the provision of accessible information technology will pose undue financial or administrative burdens, it must proceed according to the Exception procedure in this policy.

In Policy:

• Web Accessibility

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

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, course or program of study, or result in any safety hazards for students or staff.

In Policy:

• Religious Accommodation and Expression

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

Programs, services, or activities owned by the university that provide a benefit to sponsors. These include, but are not limited to the university name, marks, logos, signage, websites, materials related to activities supported by the sponsor, venues, media, events, programs, tickets, hospitality opportunities, and merchandise.

In Policy:

• Sponsorship and Advertising

University at Buffalo faculty or staff, or affiliated students, who author scholarly or creative works. University authors are covered by this policy whether or not they own the copyright to a scholarly or creative work.

In Policy:

• Open Access Policy for Scholarly and Creative Works

Only the governor can officially declare that the University at Buffalo is closed or direct early departure and only the governor can authorize employees to remain away from work without charge to leave accruals. A declaration of emergency, even by the governor, does not automatically mean the closure of the university.

In Policy:

• Adverse Weather Operations

• Change in Scheduled Operations

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

In Policy:

• Smoke-Free

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)

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

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

In Policy:

• Developing University Policies

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

In Policy:

• Developing University Policies

A vendor that does business with the university.

In Policy:

• Trademarks and Licensing

University asset whose ownership or responsibility to maintain is not specific to one unit or department but spans over multiple units or departments.

In Policy:

• Sponsorship and Advertising

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

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 Policies:

• Financial Management of Departmental Events
• Financial Management of Service Centers
• Financial Management of University Fees
• Sponsorship and Advertising

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

In Policies:

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

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

Commercial service or repair vendors or contractors.   

In Policy:

• Managing University Assets

The person against whom an abuser directs coercive or violent acts. This person is typically an adult; however, domestic violence also affects many children.

In Policy:

• Financial Management of Service Centers

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

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

Natural person who uses the internet to access official UB websites and third-party websites associated with the university.

In Policy:

• Website Privacy

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

A document which evaluates how accessible a particular product or service is. It is a self-disclosing document, produced by a vendor, which details each aspect of web accessibility requirements and how the product adheres to each criteria.

In Policy:

• Web Accessibility

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

Ticket Price.

In Policy:

• Raffle Policy for University Fundraising Efforts

A series of standards developed by the World Wide Web Consortium (W3C), the primary international standards organization for the internet, that promotes ways to make web content and web applications more accessible to people with disabilities. WAI-ARIA focuses on dynamic content and advanced user interface controls developed with Ajax, HTML, JavaScript, and related technologies.

In Policy:

• Web Accessibility

The textual, visual, or aural content that is encountered as part of the user experience on websites. It may include, among other things, text, images, sounds, videos, and animations. For purposes of this policy, web content also includes forms and documents accessible through UB websites.

In Policy:

• Web Accessibility

A series of standards developed by the W3C that promotes usability and best practices to ensure web access for individuals with disabilities.

In Policy:

• Web Accessibility

Under Article 15-A of the New York State Executive Law, a WBE is a business enterprise in which at least fifty-one percent (51%) is owned, operated, and controlled by citizens or permanent resident aliens who are women.

In Policy:

• Supplier Diversity

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 and Bullying Prevention

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
•  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 survey.    

In Policy:

• Workplace Violence and Bullying Prevention

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