University of Minnesota
University Relations
http://www.umn.edu/urelate
612-624-6868

Glossary of Terms

A-base Appointments (A-term Appointments)
Eleven-month appointments paid over 12 months. When A-base appointments are converted to the nine-month academic year, the salary is set at 9/11ths of the A-base.
Academic Administrative Employees
Employees appointed in the 93xx or 9631-9640 classifications established by the Office of Human Resources.
Academic Affiliation
A documented affiliation with another entity, a purpose of which is the sharing of resources, facilities, educators in furtherance of an educational program.
Academic Employees
Appointment categories which include Faculty (regular, term and adjunct; probationary and tenure track; temporary and visiting) and Academic Professional and Administrative (P&A) Staff.
Academic Major
A student's main field of specialization during his or her undergraduate or graduate studies. The major is recorded on the student's transcript.
Academic Minor
A student's declared secondary field of study or specialization during his or her undergraduate or graduate studies. A minor typically consists of a set of courses that meet specified guidelines and is designed to allow a sub-major concentration in an academic discipline or in a specific area in or across disciplines. The minor is recorded on the student's transcript.
Academic Professional and Administrative Employee
In the context of this policy, an employee whose primary position at the University is classified within the 93xx, 96xx, or 97xx job code and title series.
Academic Program
Undergraduate, graduate, and professional credit-bearing degrees, majors, minors, free-standing minors, and certificates that may appear on official University transcripts.
Academic Unit
A department or similar unit. A campus, school, college, or division that is not further subdivided is also an academic unit.
Academic Unit Authority
The academic college, department, or committee responsible for determining the minimum standards required to receive credit for a nationally-recognized exam.
Academic Work
A "scholarly, pedagogical or creative work . . ." Board of Regents Policy: Copyright, §II, subd. 3. Whether a work is an academic work or not will be determined consistent with the traditions, customs and practices within the relevant academic discipline.
Academic Year
The combination of fall and spring semesters.
Academic Year of Service
The equivalent of two semesters of employment at 67 percent time or greater as a member of the faculty at the University.
Academic/Administrative Unit Head
Individuals who provide overall leadership for the unit and the University in general. They participate in policy formation and ensure policy implementation for their unit. They are also responsible for their unit’s overall financial management.
Acceptable Use
This term consists of these related concepts:
  • Information/data and systems may only be used by authorized individuals to accomplish tasks related to their jobs. Use of the information and systems for personal gain, personal business, or to commit fraud is prohibited.
  • Information not classified as Public must be protected, and must not be disclosed without authorization. Unauthorized access, manipulation, disclosure, or secondary release of such information constitutes a security breach, and may be grounds for disciplinary action up to and including termination of employment.
Acceptance Agreement
A document signed by a donor, a foundation and the University that specifies the purpose of a gift and how it will be administered.
Accounts Receivable
Amounts due the University of Minnesota for credit sales of goods or services to non-University customers, including sponsors of University research. An account receivable is created upon the shipment of a product, rendering of a service, or satisfaction of a performance step as outlined in an agreement. An account receivable maybe due or not yet due; a receivable that is due is a claim against a customer that the University has the right to collect at the present time.
Accounts Receivable Aging
The aging is the starting point for the evaluation of the collectability of accounts receivable and often triggers appropriate actions to mitigate the potential for bad debt.
Accrue Expense
Goods or services are received from external entities (non-University departments) in the current accounting period, but payment for the goods or services will be incurred in a future accounting period. The expense should be recorded in the current accounting period.
Accrue Revenue
Revenue is earned from an external entity (non-University department) in the current accounting period, but payments will be collected in a future accounting period. The revenue should be recorded in the current accounting period.
Acquiring Bank
The bank or financial institution that accepts payments for the products or services on behalf of a merchant. Wells Fargo is the University of Minnesota's acquiring bank.
Acquisition Cost - Constructed Equipment
Includes costs of materials and University internal service centers used in the course of construction. University payroll expenses, other than those included in internal service centers charges, are not included in the cost of constructed equipment.
Acquisition Cost - Donated Assets
The fair market or appraised value at the date of the gift. If market value or appraised value is not available, the gift will be recorded at estimated depreciable value.
Acquisition Cost - Purchased Equipment
Includes the invoice price and the cost of any modifications, in transit, insurance, freight (to or from the University) and is reduced by any trade-in. Installation is also included when those costs can easily be identified with the equipment acquisition.
Active Records
Files needed to support the current business activity of a department. The active period may be determined by record category (see the University-wide Record Retention Schedule).
Active Status
Graduate students who register every fall and every spring (i.e., continuously registered) are considered active.
Activities Preparatory to Research
Activities performed in anticipation of research or to establish the feasibility of research where access to information may be granted for the purpose of the review, but no identifying information may be taken away in any form from the health care component.
Actual Usage
Charges must be based on actual consumption of the product or service being provided, or other reasonable basis as approved by Internal Sales Compliance Office. A flat monthly fee that is assessed to a customer regardless of the level of service that is actually provided is not typically sufficient to meet this requirement.
Additional Environmental Assessment
Additional environmental assessments will include:
  • Determining the extent to which hazardous substances, pollutants, or contaminants are present
  • Characterizing for proper identification, handling and disposal potentially contaminated demolition debris.
  • Proposing clean up standards and the basis for those standards.
Additional Environmental Assessment Report
This document presents the results of a property investigation designed to determine if potential sources of contamination identified during the Phase I Environmental Site Assessment or Pre-Construction Environmental Assessment have resulted in a release or threatened release of hazardous substances, contaminants or pollutants to the soil, surface water and ground water on the property. Phase II Investigations will be performed in manner that is consistent with the ASTM E 1903 Guide for Environmental Site Assessments: Phase II Environmental Site Assessment Process.
Administrative Policy
Directives that mandate requirements of, or provisions for, members of the University community, including procedures to assist with their implementation. These directives may be system-wide, affect multiple campuses, or apply to one campus.
Advance Account
An account established before the award process has been completed in order to facilitate administrative establishment of the project.
Advance Account Costs
Costs incurred on an advance account.
Affiliated
Affiliate members of the University are those individuals who provide a service for the University, but are not paid by the University.
Affirmative Action
A specific goal-oriented activity designed to enhance employment and business opportunities for minorities, women and disabled persons.
Affirmative Action Plan
Written, results-oriented narrative plan designed to remedy the effects of underutilization and past discrimination and meet the requirements of applicable regulations. First, a contractor or subcontractor conducts a self-analysis of all phases of its employment system to determine any discriminatory effects in employment practices. Then, they establish goals, timetables and other measures as appropriate.
Agency Fund DeptID
A type of fund held by the University of Minnesota, with the University acting as custodian or fiscal agent for an external party or organization. Money is deposited with the University for safekeeping, to be used or withdrawn by the depositor at will. These funds may be held on behalf of students, faculty, staff organizations, or some other third party. Examples include scholarship funds where the donor selects the recipient, and public financial aid funds are held until student accounts receivable are established.
Agency Questionnaire
A document that must be completed and used to evaluate whether a DeptID is setup in an agency fund within the University of Minnesota's Enterprise Financial System. This questionnaire is used to evaluate compliance with generally accepted accounting principles; consistency with the mission of the University of Minnesota; and initial determinant as to whether agency fund treatment is appropriate.
Airline Frequent Flyer Programs
Programs offered by individual airlines that award credits towards free or reduced price tickets or other benefits based upon the purchase of an airline ticket. Most major U.S. airlines have frequent flyer programs including Northwest Airlines, United Airlines, American Airlines, Delta Airlines, and Continental Airlines. Programs offered by non-airline entities, such as credit card companies, are not included within the definition of "Airline Frequent Flier Programs."
Alcoholic Beverage Sale
Any form of monetary exchange for alcohol including, but not limited to, an event registration fee, entry fee, beverage ticket, cash bar, etc. Fee does not need to be in direct exchange for the alcoholic beverage.
Alcoholic Beverage Service
Alcohol provided to attendees without monetary charge.
All- University Radiation Protection Committee (AURPC)
The U.S. Nuclear Regulatory Commission (NRC) and Minnesota Department of Health (MDH) licensing regulations require the existence of this committee. It is made up of two sub-committees: the Permit Review Subcommittee and the Human Use Subcommittee.
Allegation
A disclosure of possible academic misconduct through any means of communication. The disclosure may be by written or oral statement or other communication to an institutional official or through the University's misconduct reporting hotline.
Allegation Assessment
The step in the process where the allegation is assessed to determine whether the policy applies and if it is sufficiently credible and specific to warrant review.
Allocable Costs
Cost of goods or services that are chargeable or assignable to a project or an activity based on the relative benefits received.
Allowable Costs
Costs that are (a) reasonable; (b) allocable to sponsored agreements under the principles and methods outlined in OMB Circular A-21; (c) given consistent treatment through application of those generally accepted accounting principles appropriate to the circumstances; and (d) conform to any limitations or exclusions set forth in OMB Circular A-21 or in the sponsored agreement as to types or amounts of cost items. (OMB Circular A-21, Section C2).

Example: A piece of equipment required to conduct the study is an allowable cost to the project but entertainment costs are not.

Allowance for Uncollectible Accounts
An estimate of amounts that will likely not be collectible, intended to accomplish these two results: a) to charge the loss for accounts that provide to be uncollectible against the period that caused the loss; and b) to show the estimated realizable value of the customers’ accounts.
Annual Base Salary
The fixed compensation paid annually to an employee for performing specific job responsibilities. It does not include variable pay such as bonuses or incentive pay.
Annual Capital Improvement Budget
Part II of the University’s two-part capital program which authorizes individual projects to complete design and move into construction. The Annual Capital Improvement Budget is approved by the Board of Regents each year in June.
Annual Environmental Assessment and Remediation Work Plan
This is an internal list of buildings and properties that will be assessed based on the most recent Six-Year Capital Improvement Plan. Additional properties will be added to the work plan as recommended by DEHS and Capital Planning and Project (CPPM) staffs. These may be properties with known environmental risks or buildings that are expected to be demolished and will require environmental risk abatement prior to demolition. The order of the assessments will be based on the principles for selecting sites for assessment that are described in this procedure.
Appointment Term
The length of an appointment, in months and specific dates. For a complete listing and definitions of appointment terms, see Appointment Term Definitions (pdf).
Appointment Type
The kind or type of academic appointment. Benefits, rights, and responsibilities vary depending on the type of appointment held by an employee.
Appropriations
A type of revenue. All amounts for current operations made available to the University by legislative acts or the local taxing authority. This does not include government grants and contracts or institutional fees. Examples include Draw requests from state appropriation, Draw requests from Federal appropriation, and Financial Aid Revenue.
Approval Authority
Authority required to determine compliance with policies and procedure, University-wide implications, and to assess major risks. Where required, Signature Authority is invalid without Approval Authority.
Approved Human Embryonic Stem Cell Line
A stem cell line that the federal government has approved for use in federally funded research. The list of cell lines is available at the NIH Stem Cell Registry
Approver
Individual assigned by department who is responsible for approving, or returning (denying) transaction. The approver ensures transactions are in compliance with department and University policies and procedures, accurate and properly accounted for.
Approver Role
Individuals who review and approve sponsored and non-sponsored accounting transactions to ensure compliance with University policies and procedures and funding agency restrictions, and who identify problems and ensure resolutions.
Area Report
Report sent to super users by Purchasing Services stating activity with all vendors including business enterprises owned by women, minorities and persons with a disability.
Asset Allocation
A diversification strategy that focuses on balancing investment risk and return through use of various asset classes such as stocks, fixed income, cash, commodities, derivatives etc.
Associated Entity
Any trust, organization, or enterprise over which the covered individual, alone or together with an immediate family member, exercises a controlling interest.
Attorney
A person with a J.D. law degree.
Authenticate
A verification that substantiates persons are who they say they are. For purposes of this policy, people are considered authenticated members of the University community if they have an Internet ID (listed on the X.500 Directory), and are able to prove that they know the password associated with that Internet ID listing.
Authentication
A verification that substantiates that a person is who the person says he or she is. For purposes of this policy, people are considered authenticated members of the University community if they have an Internet ID, and that they are able to prove that they know the password associated with that Internet ID listing.
Authorized caterer with Permit or authorized caterer
A non-University caterer with a valid, state-issued "Caterer's Permit with Alcohol," and the required liquor liability insurance.
Authorized Driver
Employee of the University of Minnesota or Sponsored Driver who meets eligibility requirements and has been authorized by the department to drive for University business.
Authorized Health Care Provider
A doctor of medicine or osteopathy who is authorized to practice medicine or surgery by the state where they practice. The definition also includes: podiatrists, dentists, clinical psychologists, optometrists, chiropractors (related to spinal manipulation), nurse practitioners, nurse-midwives, clinical social workers, physician assistants, and listed Christian Science practitioners. These professionals, including health care providers practicing in a country other than the United States, must be authorized to practice in that state/country and must be performing within the scope of their practice as defined under state law.
Authorized Individual
An employee, consultant, volunteer or other individual who needs access to University information to perform an activity on behalf of the University. The individual may have access to any class of information, according to policy.
Authorized or Official University Event
Events or activities which have been planned or approved by a University department head, dean, or central official, and which are consistent with or support the University’s mission of teaching, research, and public service.
Authorized Signer
University department personnel with the authority to approve additions, withdrawals or make changes to an income distribution allocation. For CEF endowments the departmental preparer serves as the authorized signer. For GIP the Dean (or equivalent administrative officer) or Chancellor, the University CFO/Treasurer, and the University CIO serves as the authorized signer.
Authorized University Official
For those seeking access to not-public information, or access to centrally-supported systems, it is the person designated by the Dean, Director or Department Head to function in an authorization role for information/data access purposes. In some cases, the employee's Supervisor may function as the designee. In other cases, a Key Contact is named.
Authorized User
Individual or entity permitted to make use of University computer or network resources. Authorized users include students, staff, faculty, alumni, sponsored affiliates, and other individuals who have an association with the University that grants them access to University information technology resources. Some users may be granted additional authorization to access institutional data as authorized by the data owner or custodian.
Authorized Vendor
Non-University individual or company who, through contractual arrangement and appropriate approvals, have access to the University of Minnesota facilities for the purpose of conducting business or rendering services.
Automated Clearing House (ACH)
The electronic payment process used to transfer funds for approved payments for direct deposit to the recipient’s bank account.
Automobile Liability
Insurance that provides coverage for third-party bodily injury or property damage in a claim arising from the ownership or use of vehicles the University owns, leases, hires, rents or borrows.
Available Balance Deficit Report
Provides a list of deficits, prior to encumbrances, at the University fund and "Z" DeptID level as of the period end date specified each time it is run. The available balance calculation excludes accrual-based accounting entries except for Vouchers Payable; thus the balance approximates a cash balance for the fund - "Z" DeptID.
Average Grade
According to the policy on Grading and Transcripts, an average grade (C) represents achievement that meets the course requirements in every aspect.
Baccalaureate Degree
An academic degree conferred by a college or university upon those who complete the undergraduate curriculum. Also called bachelor's degree.
Back-up Agreement
Written agreement between two parties that identifies and specifies the responsibilities of the parties as they relate to continuity and recovery in the event of an operational interruption. If the agreement is with non-University entities, it must be in contractual form. A copy of all Back-up agreements must be included in the Operating Unit's Op Con plan.
Balance Sheet Account
An account in the University's general ledger that records and summarizes financial transactions representing assets and liabilities of the University. Assets represent economic resources that benefit future accounting periods such as accounts receivable and investments, while liabilities represent external obligations of the University, such as bonds and leases payable.
Banners
Posters, flyers, signs, chalk and electronic messaging; and other written or printed matter, other than those resulting from the transaction of official University business and academic activity.
Base Salary
Appointment salary plus administrative augmentation; augmentation for an acting administrative appointment is not considered base salary.
Basis for Price
Explains how the vendor or contractor arrived at the dollar amount to charge the University when standard price list and catalogs are not available.
Basis of Vendor Selection
Explains why a department has chosen a specific supplier over other potential suppliers of a good or service.
Bid Threshold
Dollar amount, set by administrative policy and reviewed biennially by the Board of Regents, at and over which purchases must be competitively bid.
Biosafety Levels
Standard and special microbiological practices, safety equipment, and facilities recommended for work with a variety of infectious agents in various laboratory settings. These levels are defined by the U.S. Department of Health and Human Services in the latest edition of Biosafety in Microbiological and Biomedical Laboratories. Biosafety Level 1 (BSL-1) has the least restrictive containment requirements, Biosafety Level 2 (BSL-2) and Biosafety Level 3 (BSL-3) have increasingly more stringent containment requirements and Biosafety Level 4 (BSL-4) requires a dedicated facility. Four Animal Biosafety Levels (ABSL 1-4) describe the practices, safety equipment, and facilities for work with infected research animals
Blanket Order
A price agreement with a vendor establishing prices, discounts, or other terms, which will be in effect for a specific period of time, usually at least one year.
Blanket Restrictions – Boycotts, Anti-terrorism
A boycott is limitation or prohibition of exports, including services, or purchases from countries or individuals that have been identified by the U.S. government, except for public information. In limited instances, a license may be obtained.

For individuals or countries associated with terrorism, all exports are prohibited, including services, and purchases. Certain activities (such as development of weapons of mass destruction) are inherently contrary to the national interest, and any activity or export in support of those activities is illegal, no matter where it is conducted or who is conducting it.

Blanket Tax Exemption
Exempt organizations whose purchases are never taxable (with the exception of those items that are always taxable regardless of tax-exempt status).
Block M
The logo that consists of the capital letter "M" in the distinctive graphic design that is unique to the University. See "Block M" in the Graphic Standards Manual. Note that the Block M is a graphic design, not a font or a style of type. There are three versions of the Block M: solid, single outline, and double outline. Official versions in the allowed color combinations are available on the Images Library.
Board of Regents Policy
Umbrella policies that provide the framework and guiding principles under which the administration is responsible for implementation of, and compliance with, the intent of the Board of Regents policy.
Brand Elements
The basic components of the University’s brand. Brand Elements include the following: the Wordmark and Driven to Discover as graphic elements, the Driven to Discover campaign-related elements, and the official Web template header and footer.
Break-even Period
A time-period in which total revenues for a good/service should equal total expenses. Three-year average margin of + or - 15%, is considered an acceptable variance.  Annual variances within that range should be reflected in future rates. Variances greater than 15% need to be resolved with Internal Sales Compliance Office.
Broad Dissemination
To distribute widely, outside of the confines defined in this policy (e.g. distributing online, distributing to students outside of class, etc.).
Budget Overruns
Direct costs that are incurred and charged to a sponsored project, but are in excess of the awarded amount.
Budget Preparation
The process by which University units enter annual budgets for all non sponsored funds into the general ledger.
Business Entity
Any corporation, partnership, sole proprietorship, firm, franchise, association, organization, holding company, joint stock company, receivership, business or real estate trust, or any other nongovernmental legal entity organized for profit, nonprofit, or charitable purposes. With the exception of nonprofit entities created by for-profit entities, this definition does not include non-profit organizations and entities that are organized solely for educational, religious, philanthropic, or research purposes.
Business Interest
Holding any executive position (e.g., Chief Executive Officer, Chief Operating Officer, Chief Scientific or Technical Officer) in a business or membership on a board of a business entity, whether or not such activities are compensated.  The term “board of directors” refers to the board of any business including boards of trustees, scientific advisory boards, medical advisory boards, and boards of professional societies.
Business Telephone Use
May include occasional calls home while employee is in business travel status as follows: while out of town on a University business trip; returning from an out-of-town or extended day business trip; returning home at the end of a work day from a secondary work location other than employee's principal office on University campus.
Calendar Year
January 1 to December 31.
Campus, College, or Administrative Unit
The large unit that directly reports to a chancellor, dean, vice president, or a senior vice president.
Campus-specific Credit Requirements
The minimum number of credits students must complete at the campus from which they expect to graduate before a degree will be granted.
Capital Budget Amendment
A mid-year addition or change to the annual capital budget granted in rare exception and with the approval of the Vice President for University Services. Capital budget amendments are reviewed and acted upon by the Board of Regents.
Capital Oversight Group (COG)
Cross functional leadership team (academic, operations & finance) that meets routinely to advance the speed and quality of communications and decision making for the University’s campus development and capital planning efforts. COG membership includes the Sr. Vice President for Academic Administration, the Vice President & Chief Financial Officer, and the Vice President for University Services as well as appropriate staff.
Capital Project
Capital projects generally fall into one of three broad categories:
  • Demolition of existing buildings and infrastructure
  • New construction (whole building, building additions, and infrastructure)
  • Renovation or renewal of existing facilities and infrastructure
Capital Request
The process by which the University seeks bonding funds from the State of Minnesota legislature for design and construction projects.
Cardholder data
Any personally identifiable data associated with a cardholder. This could be an account number, expiration date, name, address, social security number, etc.
Cash Advance
Cash provided to an employee for travel purposes, for human subject payments or to cover expenses related to athletic recruiting.
Cell Phones
Mobile telecommunication equipment, such as cell phones, cell phones with data plans, smart phones, iPads and tablet devices, and other equipment utilizing cellular connectivity.
Central Offices that Receive Reports
An office or position established by the University to receive and handle a report of misconduct, legal or policy violation. A list of these designated offices is set out in the Contacts, above.
Certificate
A particular set of courses or coursework that typically addresses new knowledge or practice areas emerging from technological, social, or economic changes to which particular professions or occupations must adjust.
Certified Approver
A certified approver is a department or collegiate staff person who has been given authority by the Vice President for Research to review and approve financial transactions involving sponsored funds.
Chalking
Refers to the use of sidewalk chalk used to advertise for events on pavement or cement side walks.
Change Fund
Cash issued to departments for one of two reasons; (1). The department's primary function is to sell goods or services on behalf of the University of Minnesota (e.g., Internal Sales Organization, Auxiliaries, Sales and Support of Educational Activities); (2). A department is hosting, or sponsoring, an event that requires making change for the cash transactions of the event. Cash is not used to reimburse departmental or employee expenditures, or pay invoices. Departments return cash when it ceases operations.
Chartfields
Values used to classify financial transactions entered into the general ledger.
Claims Administrator
An external party hired by the University to provide services associated with the investigation and compensability of Workers Compensation claims.
Classification Description
A generic description of all positions of sufficiently similar mix or range of responsibilities or job duties.
Classification Title
The formal title for a classification.
Cleared
Eligible for teaching assistant duties without required enrollment in English communication coursework.
Clearinghouse
An association formed voluntarily by banks to exchange checks, drafts, or other forms of indebtedness held by one member and owed to another. Its object is to settle balances between the banks of a city or region with a minimum of inconvenience and labor.
Clinical Health Care
The provision of medical, dental, nursing, or other health-related care to humans or animals for the treatment of disease or injury. In the context of animals, this definition includes those owned by the University and those brought to the University by their owners specifically for the purpose of health care.
Collegiate Center
An entity established to support and advance research, education, or public engagement that includes mostly members from the same college.
Commercial Purposes
To make a profit, accept compensation or to benefit through any means.
Committed Cost Sharing
Mandatory or voluntary cost sharing that is pledged in the proposal budget, budget justification, or stated in award documents.
Common Student-rating Questions
Questions common to all evaluations completed by students that assess instructor preparedness, presentation, feedback, respectfulness, student understanding as a result of the course, and interest in the subject as a result of the course. The form also includes open-ended questions on the learning experience. The physical environment of the course is also assessed on the student rating form.
Commuting
Travel between work and home.
Compatible with the Active Directory Architecture
Desktop and laptop computers such as Microsoft Windows and Apple Macintosh computers that can be attached to Active Directory.
Compensating Control
An alternate but effective means of meeting the goal or spirit of the requirement.
Compensation
The base salary and additional payments to employees, such as augmentations, lump sum payments, and incentives.
Complainant
The individual or individuals who in good faith report or provide information about suspected or alleged misconduct.
Confidential Reporting Service
A service the University has retained to receive reports of law or policy violations through a toll free number (1-866-294-8680) or Web site (www.Ureport.ethicspoint.com).
Conflict Management Plan
A formal document approved by the applicable conflict review committee that directs the covered individual’s management of the conflict of interest.
Conflict of Interest (Individual)
A relationship between a covered individual’s private business or financial interests, or those of the covered individual’s family members, and the covered individual’s expertise and responsibilities such that an independent observer might reasonably question whether the individual’s objectivity in the performance of University responsibilities could be compromised by considerations of personal gain.

In the context of research, a financial conflict of interest means a significant financial interest that could directly and significantly affect the design, conduct, or reporting of the research.

Conflict Resolution Advisory Committee
An advisory committee whose members are appointed by representative employee groups.
Conflict Review Committee (CRC)
University committees responsible for determining whether a given situation involves a conflict of interest and, if it does, also determining whether the conflict must be eliminated or, alternatively, identifying mechanisms to effectively manage the conflict. Each committee will consist of both voting and nonvoting members. Voting members consist of faculty and professional academic and administrative staff and community members whose appointments to the committee have been approved by the University's Senior Vice Presidents. Nonvoting members may include representatives from the Office of Institutional Compliance, Office of Technology Commercialization, Sponsored Projects Administration, Human Research Protection Program, Office of Research Education and Oversight Programs, and Office of the General Counsel.
Consent
Informed, freely and actively given, and mutually understood. If physical force, coercion, intimidation, and/or threats are used, there is no consent. If the victim/survivor is mentally or physically incapacitated or impaired so that the victim/survivor cannot understand the fact, nature or extent of the sexual situation, and the condition was or would be known to a reasonable person, there is no consent. This includes conditions due to alcohol or drug consumption, or being asleep or unconscious.
Consent under Minnesota Law
A consent to release individual health information for treatment, payment or health care operations is valid under Minnesota law if it is signed and dated by the individual or the individual's personal representative. The consent is effective for no more than one year, unless the individual specifically agrees to a longer period for current treatment, third party payment, fraud investigations or quality of care review. A consent that meets the requirements of Minnesota law is not sufficient to authorize a use or disclosure where written authorization is required by HIPAA.
Consolidated Endowment Fund (CEF)
The fund represents the pooling of individual endowment funds from both public and private sources. Essentially permanent fund endowments have the longest investment timelines. Funds should be invested in CEF when principal appreciation is the main goal and dollars will not be expended for at least three years. The accounting for CEF is done on a per-share market value basis. The share value is adjusted monthly as the overall value of CEF assets change due to market fluctuations.
Continuity Plan
A document required of each payment card account that details the response and recovery plans of the account in the event of a breach, failure, or disaster.
Continuous Registration
Registration for every fall and spring semester. Required to maintain active status.
Contract Vendors
Vendors that have a contract with the University which ensures preferred pricing/rates and service levels.
Contractual Obligation
State and/or federal law mandate many private data standards (e.g. HIPAA, FERPA, etc.). However, PCI DSS is a set of standards that are required to be followed through terms and conditions of the payment card account contract the University has with the acquiring bank.
Controlled Substance
Any substance listed in the Controlled Substances Act, Code of Federal Regulations (21 CFR, part 1300 to end) Minnesota Statute 152.01-.02 or Minnesota Board of Pharmacy Rules, Chapter 6800.4210 to 6800.4250.
Controller (wireless)
A wireless network device which is connected to the University?s network infrastructure and can manage wireless traffic and access.
Cookies
Data that a web site transfers to an individual's browser where they are stored and later returned to the site upon request. They allow sites to identify users within and across visits, to track usage patterns, and to more easily compile data on transactional information for individuals visiting web sites.
Copyright
A form of protection provided by the laws of the United States (title 17, U. S. Code) to the authors of "original works of authorship."
Copyright Protection
The rights granted by federal law to the owner of a copyright in a work to do and to authorize (others to do) any of the following:
  • to reproduce the copyrighted work;
  • to prepare derivative works based upon the copyrighted work;
  • to distribute copies or phonorecords of the copyrighted work;
  • to perform certain copyrighted works publicly;
  • to display certain copyrighted works publicly; and
  • to perform sound recordings publicly by means of a digital transmission.

See United States Code, Chapter 17, §106.

Corporate Travel Card
A charge card to be used by employees to pay for authorized business travel expenses.
Corporation
A business, formed and authorized by law to act as a single entity, although it is owned by one or more persons. A corporation is legally endowed with rights and responsibilities and exists independent of the owners and operators. Owners of Corporations have limited liability. Corporations doing business in Minnesota must have a state charter number or a state file number AND an Employer Identification Number (EIN).
Correspondent
A financial organization that regularly performs services for another in a market inaccessible to the other. In banking there is usually a depository relationship that compensates for expenses and facilitates transactions.
Cost of Space Occupied
Rent paid or annual facility cost allocation for occupying University owned space as determined by the Budget Office & Facilities Management.
Cost Sharing
The terms "cost sharing," "matching," and "in-kind" refer to that portion of the total project costs not borne by the sponsor. The University generally refers to cost sharing as labor costs.
Course Credits
Course credits may include directed studies, lab rotations, internships, practica, and colloquia.
Covered Entity
A health plan, health care clearinghouse, or a health care provider who transmits health information in electronic form in connection with a covered transaction.
Covered Individual
Includes the following: (a) faculty and staff; (b) individuals with responsibility for the design, conduct, or reporting of University research; and other individuals authorized to act on behalf of the University to fulfill its research and discovery, teaching and learning, and outreach and public service missions.
Covered Servicemember
A current member of or member on temporary disability retired list of the Armed Forces, including the Regular Armed Forces, the National Guard, or Reserves, who has a serious injury or illness incurred or aggravated in the line of duty on active duty for which s/he is undergoing medical treatment, recuperation, therapy, or otherwise in outpatient status. This term also includes any veteran so long as s/he was a member of the Armed Forces at any time during the period of five years preceding the date on which s/he undergoes medical treatment, recuperation, or therapy.
Credit Balance
A balance due to a customer as a result of returned goods previously paid for by the customer, or the granting of later credits and allowance for various reasons such as unsatisfactory performance. These balances represent obligations of the University that will have to be satisfied either by cash payments or providing a replacement good/service.
Credit History Examination
A review of the selected applicant’s or employee’s detailed credit information and summary. (Federal laws prohibit discrimination against an applicant or employee as a result of bankruptcy.)
Credit Worthy
An internal designation by the University after evaluating the payment history of an individual customer.
Criminal Background Check
A review of state and federal criminal databases to determine whether an individual has a criminal history in any jurisdiction where the individual currently resides or has resided.
Critical Employees
An employee who has been designated as essential to the operations of the University, whose presence is required regardless of the existence of an emergency condition, and whose absence from duty could endanger the safety and well-being of the campus population and/or physical plant. Employees may be designated as critical on a situational basis, e.g., in the event of an emergency. Those employees deemed "Critical Employees” will be notified of such designation by their supervisor. Critical employees are required to report to work in the event of a closing unless specifically informed by their supervisor that they are not to report.
Critical Operating Units
Operating units with mission essential functions that enable the University to:
  • Provide for public safety
  • Continue to provide essential services
  • Provide essential services or functions that must be continued in all circumstances, including functions that cannot be interrupted for 12 hours or must be resumed within 30 days
Critical Server
A critical server is important to accomplishing the University/collegiate unit/business unit mission or one which stores legally private or other important non-public data.
Current Operating Costs
The essential expenses that an organization or department must pay in order to maintain a business, such as: salaries and wages, employee related expenses, operations and travel.
Currently-enrolled undergraduate degree-seeking students
Students who have been admitted to a University of Minnesota undergraduate degree program and who have matriculated.
Curriculum
The set of courses offered by a unit.
Customer (Non-University)
An individual or other entity that makes a payment to the University for goods or services.
Data
Information collected, stored, transferred or reported for any purpose, whether in computers or in manual files.
Data Custodian
Representatives of the University who are assigned responsibility to serve as a steward of University data in a particular area. They are responsible for developing procedures for creating, maintaining, and using University data, based on University policy and applicable state and federal laws.
Data Owner
Individuals, who in the course of carrying out the University's official business, serve as stewards of data in alighnment with their function at the institution. This role is responsible for the accuracy of institutional data that they manage.
Data Warehouse
A collection of official University databases which hold data from transactions systems and other databases, for the purpose of reporting and queries.
Database
A system which holds a collection of organized and labeled data. Databases usually contain information about a certain subject.
De minimus Fringe Benefit
For tax purposes, a de minimis fringe benefit qualifying for tax-free treatment is a benefit that is so small as to make accounting for it unreasonable or administratively impracticable. Both the frequency and value of the benefit must be considered; the benefit must be occasional or unusual in frequency and the value must be less than $100.  A qualifying de minimis fringe benefit must be either property or a service and cannot be cash or a cash equivalent. A gift card or gift certificate that is considered to be a cash equivalent item is never excludable from income as a de minimis fringe benefit.
DEA Registrant
A University employee delegated by his/her department head to hold DEA registration and is responsible for ordering, storing, using and disposing of controlled substances in his/her Unit.
Dean or Equivalent Officer
The Dean of the department, department chair or Resource Responsibility Center Manager (Twin Cities Campus) or Chancellor (Coordinate Campus).
Deciding Officer
The institutional officer (the Vice President for Research unless there is a conflict of interest) who makes the final determinations in the case and acts as the contact with any sponsors.
Deemed Export
An export of technology or source code (except encryption source code) is “deemed” to take place when it is released to a foreign national within the United States.
Defer Expense
An expense has been recorded for an item purchased from an external entity (non-University department) in advance of its use or consumption. The unused portion of the expense is reclassified and recorded as an asset.
Defer Revenue
Cash is received and revenue is recorded before it has been earned; before the goods or services are provided to external entities (non-University departments). The unearned portion of cash represents a liability or obligation to deliver the goods or perform a service in the future and is reclassified and recorded as such.
Deferred Gifts
A planned gift that can minimize the donor's income and estate taxes.
Degree Structure
The type of baccalaureate degree. Most baccalaureate degrees offered at the University of Minnesota are within the bachelor of arts (B.A.) structure or the bachelor of science (B.S.) structure. However, degrees are also offered within other structures such as the Bachelor of Fine Arts (B.F.A.) or Bachelor of Science in Business (B.S.B.).
De-identified Data
Data that does not identify an individual and reasonably cannot be used to identify an individual.
Delegatee
Any employee who is officially delegated or transferred the authority to act on behalf of the University, campus, college, or department.
Delegator
Any employee who has authority to take action on behalf of the University, campus, college, or department who transfers ("delegates") his/her authority to another University employee ("delegatee").
Department
The organizational group with which an employee is identified; a department or division within a college or an administrative unit.
Department Card Administrator (DCA)
A person who acts as coordinator for procurement card activity in their department. Typically will be designated by the Department Head or Area Manager.
Department Security ID Badge Coordinator
Departmental contact responsible for Security ID Badge ordering, receiving, distributing, tracking, and training. Also responsible for receiving and distributing if department follows the batch process.
Department Travel Card Administrator
A person who acts as overall coordinator for processing of travel card applications and activity in a vice president unit, academic unit, coordinate campus, or other administrative units.
Departmental Service Gateway Representatives
People who have been authorized by their department head, and trained by OIT, to use OIT's Service Gateway application to manage voice and data services.
Depreciation
The allocation of the cost of an asset over its economic life.
DeptID
Chartfield value that identifies the organization at the University where budgets, staff, or academic programs are managed.
DeptID Trees
Reflect the management structure of the University and rollup information required for reporting, fiscal responsibility and oversight, and/or physical location. The University currently maintains two trees: UM_DEPTID_FISCAL and UM_DEPTID_BUDGET.

Nodes on the budget tree are managed by University Budget and Finance. In the budget tree, each level 4 node is identified by a budget-only DeptID beginning with a "Z," sometimes referred to as the Z-level deptID.

Designated equivalent
A terminal post-baccalaureate degree qualifying the recipient to teach at the university level in his or her field. Example: MFA.
Designated Records Set
Group of items, collections, or groupings of information that include PHI and are maintained, used, collected or disseminated by or for a health care component that are the medical and billing records about individuals maintained by or for the health care component.
Detailed Transactions
A record of an event, activity or request, expressed as data.
Development Officers
Persons, recognized by the foundations, that specialize in soliciting, accepting or managing gifts.
Direct Contact
Positions that involve the possibility of providing care, supervision, guidance or control of minors and/or routine interaction with minors.
Direct Costs
"Those costs that can be identified specifically with a particular sponsored project, an instructional activity, or any other institutional activity, or that can be directly assigned to such activities relatively easily with a high degree of accuracy." (OMB Circular A-21, Section D1) Example: Travel is normally charged as a direct cost to a project.
Directed Works
A "work agreed upon between the University and faculty creator(s), the creation of which is based on a specific request by the University and which is supported by substantial University resources beyond those customarily provided to faculty in the respective discipline and University unit." The agreement to create a directed work must be in writing.
Discretionary Increase
A wage increase (incremental, percentage, or lump sum) which may vary in amount from employee to employee within the limits prescribed in the compensation plan and based on job performance.
Dispensing
The preparation or delivery of a drug pursuant to a lawful order of a practitioner in a suitable container appropriately labeled for subsequent administration to or use by a patient or other individual entitled to receive the drug.
Documentation Standards
Common rules and guidelines that establish the form, type and amount of documentation that is normally reasonable and appropriate to establish the justification for a transaction. Documentation requirements may include (but not limited to) the following, depending on the type of transaction:
  • Written explanations containing relevant financial data elements;
  • Detailed receipts, or confirmation of payment;
  • Bill of sale, invoice, etc.
Domestic Travel
Includes travel within the continental U.S. (CONUS), Alaska and Hawaii.
Donated Human Body
Any human body, whole body part, or organ from a cadaver.
Drug Enforcement Administration (DEA)
The agency within the United States Department of Justice that enforces the controlled substances laws and regulations.
Dual degree/joint degree
Simultaneous academic study that incorporates and integrates learning in two disciplines.
Early Termination
The ending or concluding of an employment contract prior to the end date in the employee's Notice of Appointment, or where a special contract is authorized to supersede the Notice of Appointment, the end date in the special contract.
Economically Disadvantaged Business (EDB)
Small Minnesota business located in a labor surplus area as designated by the U.S. Department of Labor or in a county where the median income for married couples is less that 70% of the Statewide median income for married couples, or is a rehabilitation facility or work activity program. EDBs are certified as such by the State Department of Administration.
Education Abroad Opportunities
This includes, but is not limited to, study abroad programs, internships, field studies, service learning, research, volunteer or work programs, or professional development activates (including conference attendance) sponsored or endorsed by the University.
Educational Verification
The selected applicant or employee possesses all educational credentials beyond high school listed on the application materials or otherwise cited by the applicant or employee that qualifies the individual for the position sought.
Effort
Effort is generally defined as the proportion of time spent on any activity and expressed as a percentage of the total professional activity for which an individual is compensated by Institutional Base Salary. Total effort for an employee must equal 100% (+ or - 1% due to rounding).

An individual's total time compensated by Institutional Base Salary serves as the basis for determining their total effort. In other words, if an individual who is being compensated for a 100% appointment works 60 hours in a week, then 30 hours would represent 50% of their professional effort. If the same individual only works 40 hours in a week, then 20 hours represents 50% of their professional effort. If an individual who is being compensated for a 50% appointment works 30 hours in a week, 30 hours would represent 100% of their professional effort. If the same individual only works 20 hours in a week, then 20 hours represents 100% of their effort. If a graduate student is employed for a total of 10 hours per week, then 5 hours represents 50% of their effort.

Effort Certification
A process used by the University to comply with federal regulations that require the University to verify that salary charges to sponsored projects and other non-sponsored activities were reasonable in relation to the work performed.
Effort Coordinator
Effort reporting administrators at the department level who facilitate the distribution and submission of Effort Statements.
Electrocardiographic Activity
The presence of electric currents produced by the contraction of the heart muscle as recorded and displayed on an instrument called an electrocardiograph.
Electroencephalographic Activity
The presence of electric currents in the brain as recorded and displayed on an instrument called an electroencephalograph.
Electronic Course Authorization System (ECAS)
Provides an electronic method to propose new courses and make changes to or de-activate existing courses.
Electronic Grants Management System (EGMS)
The electronic system used by covered individuals to complete the Report of External Professional Activities (REPA) (http://egms.umn.edu).
Emergency Closing
Covers one to two day closures due to poor weather conditions such as snow days, or partial or full day closures due to utility failures or natural disaster. An emergency closing has neither the catastrophic effect nor the duration of impact on the University community of a University State of Emergency. Emergency closings and University State of Emergencies are identified as such when they are declared.
Emerging Technologies
New and developing hardware and software technologies used to store, receive, transmit or otherwise process information.
Employee
Faculty, staff and student employee. Graduate assistants are also included in this category.
Employee's Parent
A biological, adoptive, step or foster father or mother or an individual who stands or stood in loco parentis to an employee when the employee was a child.
Employee's Son or Daughter
The employee’s biological, adopted, or foster child, stepchild, legal ward, or a child of the employee standing in loco parentis who is either under the age of 18 or age 18 or older and incapable of self-care because of a mental or physical disability at the time that FMLA leave is to commence. The University's policy on domestic partners extends the definition of son or daughter to include those of registered same-sex domestic partners. For FMLA leave related to qualifying exigency or military caregiver, the child may be of any age and capacity of self-care is inapplicable.
Employee's Spouse
The employee’s husband or wife as recognized under Minnesota law. The University’s policy on domestic partners extends the definition to a registered same-sex domestic partner.
Employment Contract
The Notice of Appointment that is the record governing employment by the University including dates of employment, salary, and terms. The Notice of Appointment constitutes the University's contract with an employee. With the exception of special contracts authorized to supersede the Notice of Appointment, to the extent a letter of agreement contradicts the Notice of Appointment or University policy, it does not constitute the terms of employment.
Employment Verification
The selected applicant or employee worked in the positions listed on the application materials or otherwise cited by the applicant or employee that qualifies the employee for the position sought. All employment during a period of at least seven (7) years immediately preceding application at the University will be checked. This verification should include dates of employment and verification of last position held.
Encumbrance
A legal obligation of the University to pay a vendor or reimburse an employee or for one department to pay another department, when the payee performs as agreed. The amount is set aside once the purchase document is finalized in the enterprise financial system.
Endowment
Accounts established from gifts or administrative decision. Types of endowments are:
  • True
    Must remain permanently intact; principal may not be spent.
  • Quasi-restricted
    Principal and income distribution may be spent for designated purpose.
  • Quasi-unrestricted
    Principal and income distribution may be spent for designated purpose (if specified) or any purpose. Typical funding sources include royalties or unrestricted gifts.
  • Term
    Remains an endowment for a period of time certain.
  • Life Income Fund
    Principal may never be spent. Income distribution is paid to the donor or donor designee, or combination thereof, for the life of the recipients or for a fixed period of time. Thereafter, becomes a True endowment.
English Language Proficiency (ELP) Rating
An assessment of a nonnative teaching assistant’s spoken English proficiency and eligibility for a teaching assistant assignment.
Enrollment limits (maximum or minimum)
The minimum or maximum number of students allowed in a course; the minimum informs when a course may be cancelled and the maximum informs when a course is considered closed to additional enrollments.
Enterprise Financial System (EFS):
Accounting System used at the University of Minnesota. This system serves as the basis for tracking payments to Targeted Group Businesses, Economically Disadvantaged Businesses, Small Businesses, and other business enterprises owned by women, minorities, and people with disabilities.
Environmental Health
The branch of public health that is concerned with all aspects of the natural and built environment that may affect human health; includes practice of assessing and controlling factors in the environment that can potentially affect health.
Environmental Profile Report
A summary report that describes results of environmental assessments, potential impacts of adverse conditions on human health and the environment, regulatory compliance, and estimated costs of remediation of environmental conditions.
Equal Employment Opportunity (EEO)
A condition or state of the workplace. Federal and state statutes guarantee all people the right to apply and be fairly evaluated for job opportunities based on their skills and job qualifications, not based on irrelevant factors such as their race or sex.
Equipment
Physical resources or fixed assets for the University such as: machinery, apparatuses, instruments, etc. Equipment that costs $2,500 or more is considered capital equipment.
Equipment Replacement/Reserve Funds
Plant funds created to aggregate reserves that will be used to purchase equipment.
  • O&M - unrestricted 7401
  • Other unrestricted 7200
  • Restricted (non-sponsored) 7700
Essential Service/Function
Any task, process or application essential to the ability of the University to provide its services or perform its activities safely and effectively. The Unit Administrator, with guidance from DEM, is responsible for determining if a task, application or process is considered essential.
Estimated Life Annuity
The individual's accumulated cash value of funds in the FRP at retirement, converted to a fixed dollar life annuity, using the fixed annuity factor under FRP. Variable accumulations are converted on a fixed basis for this purpose. Prior endowment accumulations are treated as annuities in this calculation.
Evidence of changes in circumstances
A student is able to demonstrate via a transcript that he or she is academically ready to resume work at the University of Minnesota.
Executive Officers
Employees who report directly to the president and who hold the title of senior vice president, vice president, chancellor, associate vice president for internal audit, general counsel, president and chief executive officer of the University of Minnesota Foundation, Associate Vice President for Government Relations, and director of intercollegiate athletics (Twin Cities campus).
Expiration of old credits
Credits that were taken far enough in the student’s past that subject matter has changed; the department may determine that the student must take additional, current coursework in that subject matter. The credits are not removed from the student’s transcript; however, the student cannot count those credits in meeting degree requirements.
Explanation of a grade
The criteria used to formulate a grade, not an automatic change of grade.
Export Administration Regulations (EAR)
Laws relating to the control of certain exports, re-exports, and activities that are administered by the Commerce Department. The EAR contain some blanket restrictions, but also contain a detailed list of  “dual use” items—i.e., materials and technology that have both military uses and significant civilian uses. This is known as the Commerce Control List (CCL). The CCL is organized in ten broad categories; each category includes separate listings of items (equipment and components, test equipment, materials), software and technical information (“technology”) related to the items.
Export Controls
U.S. federal government laws and regulations that require federal agency approval before the export of controlled items, commodities, technology, software or information to restricted foreign countries, persons and entities (including universities). Export controls implement a range of national obligations and interests, such as honoring treaties (e.g., nuclear non-proliferation treaty, conventions on chemical and biological weapons), protecting national security, and combating terrorism. Export controls concern national security, not customs or tariffs. Export controls establish legal prohibitions against exporting certain materials, software or technology without a license. Violators can face lengthy prison sentences, stiff fines and loss of export privileges.
Express written consent
Obtaining written affirmative permission from a person.
Extended Day Travel
Travel that is at least twelve hours in duration and does not require an overnight stay.
External Researcher
Any researcher who is not an employee, credentialed staff member, or an individual affiliated through a formal affiliation agreement with the covered entity or health care component that is the holder of the PHI. External researchers, in addition to meeting HIPAA requirements, must meet Minnesota authorization requirements for the following: activities preparatory to research; research using individual health information of decedents; or when obtaining an IRB alteration of the HIPAA individual authorization requirements.
External Sale
A transaction involving the transfer of funds by a third party to the University which meets all the criteria set forth in (a), (b), and (c):
  1. The funds are in exchange for services performed by the University and any tangible goods produced as a result of such services; use of laboratory equipment; or a license to use information on University-maintained databases.
  2. The transaction is not a Sponsored Project or Gift.
  3. The transaction is consistent with the scope, guiding principles, and criteria set forth in the Board of Regents Policy Direct Sales of Goods and Services.
External Sales Business Manager
Anyone within the Resource Responsibility Center who is responsible for managing finances related to external sales activity.
External Sales Risks
Risks related to external sales can include but are not limited to legal, tax, insurance, federal compliance, accounting, environmental health and safety, and public relations risks. These risks can be at a departmental or institutional level or both. Some examples include:
  • Incurring penalties or fines on unreported and underpaid sales or income tax liabilities.
  • Improper handling of sales (program income) generated from sponsored projects.
  • Allegations of unfair business practices resulting from underpriced products or services.
  • Litigation resulting from copyright, intellectual property, or product liability issues.
  • Discrediting the University name or reputation.
Fabrication
Making up data or results and recording or reporting them.
Facilities and Administration Costs (F&A Costs)
F&A costs are "costs that are incurred for common or joint objectives and, therefore, cannot be identified readily and specifically with a particular sponsored project, an instructional activity, or any other institutional activity." Examples include operation and maintenance expenses, and costs incurred for sponsored projects administration. For more detailed information, see Understanding F&A Costs in appendices. (OMB Circular A-21, F&A costs are synonymous with indirect costs.)
Facilities Condition Assessment Database
Facilities Management maintains a database on a wide range of facility related equipment and systems. For some locations this includes summaries of asbestos and lead assessments in University buildings. This may include an estimated cost for abatement.
Facility
Any enclosed area of a structure, or portion therefore, and which structure is owned and/or being occupied or operated by the University on the Twin Cities campus. This is intended to include University owned and operated vehicles, and outdoor group seating facilities. This definition includes all areas within the residence halls.
Faculty
Members of the faculty as defined in the policies of the Board of Regents. See Board of Regents Policy: Employee Group Definitions.
Faculty Retirement Plan (FRP)
A defined contribution plan sponsored by Board of Regents of the University.
Faculty-Like Appointment
A "University employee who teach[es] or conduct[s] research at the University with a level of responsibility and self-direction similar to that exercised and enjoyed by faculty in a similar activity." Board of Regents Policy: Copyright, §II, subd. 4.
Fair Market Value
The rate of compensation paid under a consulting agreement to a covered individual that meets the following criteria:
  • reflects the expertise and credentials of the covered individual;
  • is comparable to the compensation paid to the covered individual’s peers;
  • is reasonable in the context of the services provided; and
  • does not include an enhancement in exchange for an agreement to improperly:
    • Make or induce others to make referrals to a business entity;
    • Make or induce others to endorse the products or services of a business entity; or
    • Improperly influence research results to benefit the interests of a business entity.
Falsification
Manipulating research materials, equipment, or processes, or changing or omitting data or results such that the research is not accurately represented in the research record.
Family Educational Rights & Privacy Act
Federal law (P.L. 93-568, 2) as amended in 1974 (with updates). Specifies rights and responsibilities of students and colleges regarding access to student data.
Family Member
The covered individual's spouse or domestic partner, dependent children, and any other family member whom the covered individual reasonably knows may benefit personally from actions taken by the covered individual on behalf of the University.
Fiduciary Fund
A fund used to report resources held in a trust or custodial capacity for individuals, private organizations, or other third parties. A fiduciary fund may be either a trust fund or an agency fund, distinguishable from each other in that a trust fund generally has a trust agreement that affects the degree of management involvement and the length of time that resources are held.
Financial Institution
The financial institution chosen by the University to provide charge card services required for the program.
Financial Interest
Anything of monetary value, including, but not limited to:
  • An interest in a business consisting of any stock, stock option, or similar equity interest (excluding any interest arising solely because the investment is in a pension, mutual fund, or other institutional investment fund over which the employee does not exercise control); or
  • The receipt of or the right or expectation to receive any income, such as a consulting fee, honoraria, salary, allowance, royalty, or any other form of compensation from a business entity.
Financial Managers (also known as Fiscal Monitors)
Individuals who are responsible for policy interpretation and implementation for a department (or collegiate unit or higher). They manage the sponsored and non-sponsored accounting and fiscal operations of a department (or collegiate unit or higher) in compliance with University policies and procedures and funding agency restrictions.
Financial Obligation
Students that owe a minimum of $100 to the University handled by the University collections offices on respective campuses.
Financial Stringency
Financial difficulties that are unusual in extent and require extraordinary rather than ordinary responses. Refer to the Board of Regents Policy: Faculty Tenure, Sections 4.5 and 11, and under Interpretations - 3. Interpretation of Section 4.5 Financial Stringency.
Financial System User
Authorized user who has been granted access to enterprise financial data and systems.
First and Second Summer Session
The University of Minnesota academic calendar includes Fall Semester, Spring Semester, May Session and Summer Session. Summer Session is typically divided into two time periods, although some classes may span both summer sessions. Classes are offered each of these terms although the duration of the term can vary. See the Academic Calendar of the appropriate campus for exact dates of the terms in a particular calendar year.
Fiscal Emergency
A drastic reduction in the University budget that has been officially recognized and declared by the Board of Regents.
Fiscal Year of Service
The equivalent of more than two semesters of employment at 67 percent time or greater.
Fixed Fee Award
In a "fixed fee" award, the PI agrees to accomplish project objectives within a specific timeframe for a set dollar amount per patient, per hour, or other unit. These projects are often clinical trials or surveys. The total award amount is based on an estimated number of units and is subject to downward adjustment based on the actual number of units completed. Sponsor approval is required to exceed the estimated number of units. The fee per unit remains constant, even if the actual cost per unit is above or below that amount. Any overexpenditures are the responsibility of the department, and earned unspent revenue does not revert to the sponsor. If the deliverables are not completed within the period of performace, the contract must be extended. Residual balances are retained by the department.
Fixed Price Award
In a "fixed price" award, the principal investigator agrees to accomplish project objectives within a specific timeframe for a set dollar amount. If the deliverables are not completed within the award period, the contract must be extended. The award amount also remains constant, even if actual costs for the project are above or below it. Any overexpenditures are the responsibility of the department. Residual balances are retained by the department.
Food and Drug Administration (FDA)
The regulatory authority in the United States which oversees the pharmaceutical and medical device industries. The FDA is responsible for ensuring that the drugs and medical devices marketed in the US have a greater benefit than risk when used according to manufacturer's directions.
Foreign National
Any person who is not a U.S. citizen or permanent resident of the U.S., or who has not been granted asylum.
FormsNirvana (FN)
FormsNirvana is a Web-based forms generator which allows an authorized user to electronically enter, respond to, approve, and/or route requests, and create transactions.

Electronic Grants Management System (EGMS) refers to the administrative application used to support the entire grants management process.

Free-standing minor
An interdisciplinary minor, not attached to a major, available to students from other academic plans.
Freight On Board
Indicates the point at which the ownership or title of the goods transfers from the vendor to the customer.
Frequent Flyer Account
Account set up with an airline for an individual traveler for the purpose of accruing miles to be redeemed for free or reduced-price airline tickets or for other benefits. For most major U.S. airlines, current minimum frequent flyer miles needed to obtain free round-trip ticket is 25,000 miles.
Frequent Flyer Miles
Miles awarded by individual airlines that can be redeemed for free or reduced price airline tickets or other benefits on the same airline or a partner airline.
Full-time
Considered an appointment of 75% -100%, consistent with eligibility for human resources benefits.
Full-time
Considered an appointment of 75% -100%, consistent with eligibility for human resources benefits.
Full-Time Faculty
A regular appointment that is two-thirds time or more over the academic year.
Fundamental Research
Basic and applied research in science and engineering where the resulting information is ordinarily published and shared broadly within the scientific community. The information that results from fundamental research is excluded from export controls.
Funding Approval Authority
The approval by the Chief Financial Officer (CFO) of those financial commitments and transactions that require specific approval by the Board of Regents or by Board of Regents policies. No financial transactions requiring Funding Approval Authority may be presented to the Board of Regents without the CFO's prior approval. Where required, Signature Authority is invalid without Funding Approval.
Fundraising
Activities undertaken for the purpose of raising funds for the benefit of the University or an institutionally related foundation.
Furlough
Mandatory time off of work, without pay. Furloughs allow the University to save on salary and benefit dollars to be used in meeting budget challenges under times of financial stringency.
General Ledger
The official financial system used to record, summarize and report financial data for the University of Minnesota.
General Liability
Insurance that covers damages and legal defense costs for bodily injury or property damage to third parties for which the University is legally responsible.
Generally Accepted Accounting Principles (GAAP)
The body of accounting literature that governs the appropriateness of the University's accounting policies and procedures. Conformity with generally accepted accounting principles (GAAP) is a criterion that must be met before agency fund treatment will be considered. GAAP dictates that agency fund treatment is only appropriate when the University is acting as custodian or fiscal agent for another party; and when the University has no administrative or direct financial involvement in an activity, but is merely acting as a fiscal agent.
Generator
A person that produces a waste. A generator may be a student deciding they no longer need last semester’s term paper or a professor whose current research experiment produces 5 gallons of waste flammable solvent a day.
Good standing/good academic standing
Students remain in good standing if they: (a) make timely progress towards degree completion as required by the program and by this policy; (b) maintain a GPA at or above the minimum set by the program and by this policy; and (c) pass all appropriate examinations within the time frame specified by the program.
Governmental Accounting Standards Board (GASB)
A nongovernmental entity that is recognized by governments, the accounting industry, and the capital markets as the official source of generally accepted accounting principles (GAAP) for state and local governments.
Graduate Fellowship
A merit-based stipend award that an individual student wins competitively. The student applies (or is nominated) directly to the funding source.
Graduate students
Students enrolled in post baccalaureate degree programs with the exception of "first professional" degrees. (The first professional degrees are: the J.D., M.D., Pharm.D., D.V.M., D.D.S, and L.L.M. degrees.)
Graduate Traineeship
Is awarded competitively to a group of faculty members in a particular disciplinary or interdisciplinary area, the discipline having been specified in advance by the funding agency. The University faculty group awarded the training grant identifies the recipients from among its students interested in studying in the targeted field.
Graduating with Distinction
Degree with distinction indicates graduation with high grade point average; the words “with distinction” or “with high distinction” are printed on the transcript and on the diploma.
Gramm-Leach-Bliley Act (GLBA)
A Federal law which requires "financial institutions" to ensure the security and confidentiality of customer personal information. The University has adopted an Information Security Program for certain highly critical and private financial and related information.
Grant
Additional resources awarded to the University to support instruction, research or public service. The terms of a grant may dictate particular activities but restrictions are generally few. Frequently a grant has similar characteristics to a gift. Sponsored grants are administered by Sponsored Project Administration (SPA). Although rare, certain grants are administered by specific University departments. For example, scholarship grants such as Federal Pell Grants. The terms of the grant will determine whether it should be processed as a gift, a sponsored project administered by SPA, or managed by a specific University department.
Grantor
External provider of funds to the University. The Grantor provides direction on the use of the funds.
Group Income Pool (GIP)
Long- term operating reserves of the University created from auxiliary enterprises, depreciation and departmental reserves. The funds support various capital and infrastructure needs. Funds should be invested in GIP when current income is the main goal and the dollars will not be expended for at least three years. GIP is accounted for on a per-share market value basis. The value of shares changes monthly depending on market fluctuations.
Guarantee Account
A non-sponsored chartfield account designated by the RRC manager to absorb any losses greater than 15% in the operation of internal sales activity.
Guest
Individual not employed or affiliated with the University. May be a visitor, volunteer, contract employee, authorized vendor or observer.
Handling Biological Agents
Manipulation of biological material. Can also refer to manipulation of material at a specific Biosafety Level
Hazard
A biological, chemical, or physical agent that may adversely affect human health and/or the environment.
Hazardous Chemical Waste
If a chemical waste fits any of the categories listed in Federal (EPA 40 CFR 261) or Minnesota (Minnesota Rules Chapter 7045) regulations, it is defined as a hazardous chemical waste by regulation. This includes chemical wastes specifically listed (P-, U-, F-, K- lists) or chemical waste that demonstrates a characteristic of ignitability, corrosivity, reactivity, toxicity, lethality, or contains polychlorinated biphenyls. There are, however, other chemical wastes which have not been defined as hazardous by regulation which should be managed as hazardous chemical waste. These include: carcinogens, reproductive toxins, or any other chemical waste which poses a threat to public health or the environment when disposed of as a non-hazardous waste.
Hazardous Waste
Waste that has certain hazard characteristics such as being radioactive, infectious, pathogenic, ignitable, toxic, corrosive, reactive, carcinogenic, mutagenic, etc.
Health Care
Care, services or supplies related to the health of an individual. Health care includes but is not limited to:
  • Preventive, diagnostic, therapeutic, rehabilitative, maintenance, or palliative care, and counseling, service, assessment, or procedure with respect to physical or mental state.
  • Sale or dispensing of drugs, devices, equipment or other item in accordance with a prescription condition, or functional status of an individual or that affects the structure or function of the body.
Health Care Component
Unit(s) of the University that provide health care or are part of the health plan and are designated by the University as health care components covered under HIPAA. These covered health care components include units that provide health care ("Provider Components") and the Health Plan of the University.
Health Care Provider
A provider of medical or health services and any other person or organization who furnishes, bills, or is paid for health care in the normal course of business and who transmits information in electronic form to carry out financial or administrative activities related to health care.
Health Insurance Portability and Accountability Act of 1996 (HIPAA)
A federal law related to the privacy of health information.
Health Plan Component
Designated health care component of the University that performs covered functions in the course of administering a group health plan, as defined in 45 C.F.R. §160.103, sponsored by the University.
Heinous Crime
First, second, or third degree murder; first, second, or third degree criminal sexual conduct, if the offense was committed with force or violence or if the complainant was a minor at the time of the offense; first degree assault; and attempted first or second degree murder.
High Risk
Defined by the Office of Risk Management and Insurance as follows: the likelihood to be affected by an occurrence that can impact the institution's ability to fulfill its mission, or a unit's ability to fulfill its objectives in support of the mission.
High Risk Software Applications
Those applications that are most used by viruses, trojans, and other malware to compromise University computers.
Higher Risk Activity
The higher-risk activities pertain to covered individuals who are:
  • Involved in clinical health care;
  • involved in human subjects research subject to review by the Institutional Review Board (IRB) where the IRB has determined that research conducted by the covered individual involves ""more than minimal"" risk to subjects;
  • involved in technology commercialization;
  • in a position to exert control over the content of University curriculum that could benefit the commercial interests of a business entity and, at the same time, create opportunity for or further an existing financial relationship between the covered individual and that business entity; or
  • in a position to take any other action on behalf of the University that could benefit the commercial interests of a business entity and, at the same time, create opportunity for or further an existing financial relationship between the covered individual and that business entity.
Historical Salary Adjustment (HSA)
An adjusting or correcting internal accounting transaction to transfer salary and fringe charges from past pay periods from one account to another.
Home College(s)
The college(s) responsible for administering the academic plan.
Honoraria
Gifts from individuals or organizations who engage University staff as a speaker or consultant and who designate the fees as a gift.
Hospitality
An activity conducted to generate a positive reputation for the University, convey goodwill to internal or external audiences, celebrate or recognize accomplishments.  The Internal Revenue Service and U.S. Department of the Treasury define certain hospitality expenses as business entertainment.
Human Embryonic Stem Cell (hESC)
Cell derived from the inner cell mass of human embryonic cells that have not yet become differentiated. Human embryonic stem cells have the potential for prolonged growth in culture and retain the potential to differentiate into one or more cell types.
Human Embryonic Stem Cell and human embryo Research Oversight (ESCRO) committee
Committee that has been designated as recommended by national academy guidelines to review research involving human embryonic stem cells and to maintain a complete record of this research at the University. The committee also reviews and maintains records of other research involving human embryos as set forth in this policy.
Human Fetal Tissue
Tissue or cells obtained from a dead human fetus after a spontaneous or induced abortion or after a stillbirth.
Human Fetal Transplantation Research
A form of experimental clinical research where human fetal tissue obtained from a spontaneous or induced abortion or stillbirth is transplanted into a human recipient to treat a serious disease or disorder.
Human Resource Liaison
A person assigned by the Vice President for Human Resources to assist in preventing retaliation or unfair treatment against individuals for having reported violations.
Human Subject

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

  • data through intervention or interaction with the individual, or
  • identifiable private information.

Intervention includes both physical procedures by which data are gathered (for example, venipuncture) and manipulations of the subject or the subject's environment that are performed for research purposes. Interaction includes communication or interpersonal contact between investigator and subject. Private information includes information about behavior that occurs in a context in which an individual can reasonably expect that no observation or recording is taking place, and information which has been provided for specific purposes by an individual and which the individual can reasonably expect will not be made public (for example, a medical record).

Private information includes information about behavior of a subject and/or information gathering that occurs in a context in which an individual can reasonably expect that no observation or recording is taking place, and information which has been provided for specific purposes by an individual and which the individual can reasonably expect will not be made public (for example, a medical record).

Human Subject Payments
Cash and non-cash payments, including stipend, gift cards, or any type of remuneration or consideration to inpatients, outpatients, human subjects, volunteers and donors for their participation and time commitment in a clinical trial or social science survey, etc.
Hybrid Entity
Single legal entity that is a covered entity, performs business functions that are both covered and non-covered, and designates health care components.
Hygiene
The science associated with the prevention of illness and maintenance of health.
Identification
Any means of identifying an individual, manual or automated. A process that enables recognition of an entity by an automated information system is usually accomplished through the use of unique machine-readable user names.
Inactive Records
Files for which the active period has passed and are being held for the remainder of the specified retention period. May be located in a storage area or managed electronically.
Incident Command System (ICS)
A set of personnel, policies, procedures, facilities and equipment integrated into a common organizational structure designed to improve emergency response operations of all types and complexities. ICS is used for all kinds of emergencies and is applicable to small as well as large and complex incidents. ICS is used to organize field-level incident management operations.
Incremental Telephone Costs
Additional charges incurred by the University for personal use of University telephone equipment. Personal long distance telephone charges and additional cellular phone charges related to personal use are included.
IND/IDE Assistance Program
A unit of the Academic Health Center under the supervision of the Assistant Vice President for Research, AHC. The IND/IDE Assistance Program provides free, optional assistance to faculty members who are submitting an IND or IDE to the FDA (or require advice as to whether an IND or IDE is required). The IND/IDE Assistance Program will operate the IND/IDE Documentation Unit as an obligatory requirement for all sponsor-investigators of an IND or IDE.
Independent Contractor
A person who is considered self-employed and responsible for making their own tax payments. The University has no withholding or tax payment obligation for compensation paid.
Indirect Cost Rate or F&A Cost Rate
A composite rate applied as a percentage of the sponsored project's direct costs to recover the University's F&A/indirect costs. In business and industry, this is known as "overhead." The federally negotiated F&A/indirect cost rates for research and other sponsored activities are developed by the University in accordance with OMB Circular A-21 and negotiated on behalf of all federal agencies with the Department of Health and Human Services (DHHS).

The rate is variable according to the type of project and where it is being conducted.

Indirect Cost Recovery (ICR)
Revenue received by the university when F&A rates are applied to direct costs charged to sponsored projects. This revenue is returned to academic units consistent with the University budget model. Examples are operation and maintenance of buildings and grounds, central administrative expenses, research administration and library costs.
Individual Health Information
Protected health information covered by HIPAA and health records protected under Minnesota state law.
Induced Abortion
Premature ending of a pregnancy brought about purposefully by drugs or surgical means. Induced abortion is distinguished from a spontaneous abortion, which is a naturally occurring loss of the fetus, usually before the 20th week of gestation, and a stillbirth, which is the delivery of a fetus dead at birth, usually after the 20th week of gestation.
Infectious Disease
A clinical disease resulting from exposure to an infectious agent.
Information Technology Resources
Facilities, technologies, and information resources used for University information processing, transfer, storage, and communications. Included in this definition are computer labs, classroom technologies, computing and electronic communications devices and services, such as modems, e-mail, networks, telephones (including cellular), voice mail, fax transmissions, video, multimedia, instructional materials. This definition is not all inclusive but rather reflects examples of University equipment, supplies and services.
Initial Environmental Site Assessment
The intent of the environmental site assessment is to identify the potential environmental risks for a given property. The initial environmental site assessment includes records analysis, site reconnaissance, Facilities Management Hazardous Materials Program (FMHMP) reports and interviews. The initial environmental site assessment may also include, as recommended by DEHS or a QEC, non-invasive testing. The initial environmental assessment may focus on identifying among the following types of hazards where applicable:
  • Asbestos
  • Pesticides
  • Heavy Metals, including but not limited to lead and mercury
  • Storage tanks and petroleum
  • Water infiltration and mold
  • Radiation closeout surveys/decontamination
  • Hazardous chemicals
  • Biohazardous agents
  • Regulated refrigerants including chlorofluorocarbons (CFCs)
  • Polychlorinated biphenyls (PCBs)
Where past or present use of the facility suggests that mercury may be present, the initial environmental site assessment will incorporate the University’s procedures for identifying and addressing past mercury releases in University facilities.
Initial Environmental Site Assessment Report
A property assessment document prepared in conformance with the American Society for Testing and Materials (ASTM) Practice E- 1527 and the US Environmental Protection Agencies regulations that define All Appropriate Inquiry (40 CFR Part 312) after November 1, 2006. The objective of this document is to identify recognized environmental conditions (RECs) associated with a property as presented in the findings and opinions sections of the report, and to satisfy one of the requirements for the user to qualify for the innocent landowner defense to Comprehensive Environmental Response, Compensation and Liability Act (CERLA) liability.
In-Kind
The University considers "in-kind" contributions to be interchangeable with "matching" but the term may refer to costs borne by an external organization, for example when individuals at another organization volunteer their time.
In-Range Salary Adjustment
A recurring increase to an individual's salary, the total base pay amount of which must fall within the existing classification's (job code's) salary range to which the individual is appointed. This type of increase is distinct from one which results from annual pay plans
Institution of Higher Education
A public or nonprofit educational institution in the United States that is accredited or pre-accredited by a nationally recognized accrediting agency or association, and provides a post-secondary program of education for which the institution awards a bachelor’s degree or provides not less than a 2-year program that is acceptable for full credit toward a bachelor’s degree. See 20 U.S.C. 1001(A)
Institutional Animal Care and Use Committee (IACUC)
The committee established by the president or delegate in accordance with federal regulations to review University activities involving the use of animals.
Institutional Base Salary
The base annual compensation set by the University for an employee. It includes salary increments, augmentations and paid overtime. It does not include non-service payroll items such as awards and overload payments, nor does it include compensation for patient care activities provided through the University of Minnesota Physician (UMP) practice plan that are paid through the University's common paymaster.
Institutional Biosafety Committee (IBC)
The committee established by the president or delegate in accordance with federal regulations to review University activities involving potentially hazardous biological agents or recombinant DNA.
Institutional Conflict of Interest
A situation in which the research, teaching, or outreach mission activities, or its institutional reputation may be compromised or appear to be compromised because of an external financial or business relationship held at the institutional level that may bring financial gain to the institution, any of its units, or the individuals covered by this policy.
Institutional Conflict Review Panel
A Panel established by the president or delegate to evaluate potential institutional conflict of interest situations, develop, review, and assist with enforcement of management plans, review reports of low-risk situations, review information relating to post-approval implementation of conflict resolution plans, and generally serve as a resource for the Conflict of Interest Program, the General Counsel, and other members of the University community. The Panel is comprised of:
  • Voting members
    • Four or more senior faculty from the Twin Cities campus
    • One or more senior faculty from a system campus
    • The University Auditor
    • The Director (or representative), Intercollegiate Athletics
    • One or more members from the community
  • Non-voting members
    • Director, Office of Institutional Compliance (OIC)
    • Representative from the Office of the General Counsel (OGC)
    • Other subject matter experts from key units (e.g., Sponsored Projects Administration, Office for Technology Commercialization, Human Research Protection Program, Research Integrity and Oversight, Controller's Office)
Institutional Official
The official appointed by the president or delegate who ensures compliance with ethical standards, laws, regulatory requirements, institutional policies, and mandatory reporting requirements.
Institutional Review Board (IRB)
Committee that has been designated as required by federal regulations to review and monitor research involving human subjects and to assure that appropriate steps are taken to protect the rights and welfare of humans participating as subjects in the research.
Intellectual Property (IP)
Refers to creations of the mind. For example: inventions and discoveries; literary, artistic and other creative works; and symbols, names, images, and designs used in commerce.
Intercollegiate athletics
Sports teams organized and funded by the institution through the athletics department. Intercollegiate does not refer to or include recreational sports, intramural sports, club sports, or other special interest sport clubs or organizations.
Intercollegiate Center
An entity established to support and advance research, education, or public engagement that includes members from different colleges and/or campuses.
Interdisciplinary academic plan
A coherent integration of two or more distinct disciplines into an academic major or free-standing minor.
Interdisciplinary Center
An organizational unit within the University that is formed to promote interdisciplinary studies or initiatives. These centers may also be known as consortia, institutes, initiatives, programs, etc. This policy uses the term "centers" to refer to all of these alternatives.
Interdisciplinary Programs
A curriculum offered by an organizational unit within the University integrating two or more distinct disciplines.  Such programs may involve multiple departmental or collegiate units, and/or campuses.
Interface
The mechanism and process of electronically transmitting information from one computer system or application to another. Typically, interfaces are designed to transmit information from a subsidiary financial system, such as Payroll or an ISO system, to an enterprise financial system, such as the general ledger. A properly functioning interface is one that transmits complete and accurate information.
Interface Owner
The unit responsible for maintaining the transmission of financial information and integrity of data from that subsidiary system to the general ledger or to another financial system.
Inter-Fund Transfer
Transferring resources permanently from a Chartfield String in one fund to a Chartfield String in a different fund.
Internal Researcher
Any researcher who is internal to the covered entity or health care component that is the holder of the PHI through status as an employee, credentialed staff member, or an individual affiliated through a formal affiliation agreement.
Internal Sales
The sale of goods or services by one University department to another department within the University. Examples include revenue generated by Graphics Services, Fleet Services, Telecommunication Services, Physics Shop and University Stores. In some situations a department may use a University Procurement Card to buy goods or services from a University department that accepts credit cards as a form of payment.
Internal Sales Activity
An activity that provides goods or services:
  • predominantly to University departments
  • at approved rates
  • on a regular and continuing basis
  • incidentally to the general public
Examples of units conducting internal sales activity: Graphics Services, Fleet services, Telecommunication Services, Physics Shop and University Stores.
Internal Sales Business Manager
Anyone within the RRC who is responsible for managing finances related to internal sales activity.
Internal Sales Organizations (ISOs)
A unit that provides goods or services at approved rates, on a regular and continuing basis, predominantly to University departments and incidentally to the general public. Most, if not all, income for an internal sales organization will be revenue from other departments.
International Traffic in Arms Regulations (ITAR)
Laws relating to items and associated software or technology of primarily military significance, software or technology intended for space launch, and satellite instrumentation of a non-military, scientific nature administered by the State Department. An item subject to ITAR generally requires a license for export to any country.
International Travel
Travel to any country or territory outside the continental U.S. (CONUS) and other Non-Foreign U.S. Overseas locations (Alaska, Hawaii, American Samoa, Guam, Midway Islands, Northern Mariana Islands, Puerto Rico, Virgin Islands (U.S.), and Wake Island).  Travel to Canada and Mexico is considered international travel.
Internet ID
An Internet ID (or X.500 ID) account allows access to the University's electronic information, including e-mail and other systems. Every student, faculty member, staff person, and affiliate of the University is given a unique Internet ID. Internet IDs for staff are created immediately after an individual's Human Resources paperwork is signed, and for new students, as part of the registration process. Accounts are set up as needed for affiliates of the University. (Also refer to "X.500 Directory" in this listing.)
Internet Services
Services provided by the University in its role as Internet Service Provider. These services include but are not limited to collaborative technologies and information storage. The services are provided based on the needs of the member of the University community.
Interruption / Disaster
Any occurrence that compromises the ability of the Critical Operating Unit to carry out its essential functions. The determination that an interruption / disaster has occurred may be made by the individual Unit Administrator or by the Officer of the Day. Operating Units may establish "levels" of interruption / disaster and of interruption / disaster response.
Intra-Fund Transfer
Transferring resources permanently from one Chartfield String to another Chartfield String within the same fund.
Inventory
An asset that a University department holds for sale or use in providing goods and/or services to customers. An example of inventory would be computers sold by the UM Bookstore. Capital equipment assets are not "inventory."
Investigation
The step in the process to analyze all relevant information regarding the allegation and then determine whether sufficient evidence exists to find that research misconduct occurred.
Investigational Device Exemption (IDE)
Document submitted to the FDA to allow for the conduct of a clinical study using a significant risk device that is new or not approved for that use.
Investigational New Drug
A new drug, antibiotic drug, or biological drug that is used in a clinical investigation. The term also includes a biological product that is used in vitro for diagnostic purposes.
Investigational New Drug Application (IND)
Document submitted to the Food and Drug Administration (FDA) to allow for the conduct of a clinical study using a drug that is new or not approved for that dosage form or indication.
Investigator
An individual who actually conducts a clinical investigation.
Investment Income
Revenue generated from the investment of University assets. Investments are made by the Office of Investments and Banking (OIB). Examples include income from:
  • Temporary Investment Pool (TIP)
  • Group Income Pool (GIP)
  • Permanent University Fund (PUF)
  • Consolidated Endowment Fund (CEF)
Investment Objectives
The investment guidelines used by various investment pools to meet the goals of the investors and donors.
  • TIP - Maximize short-term income while protecting principal and maintaining liquidity.
  • GIP - Maximize current income. Principal appreciation is a secondary objective of the pool.
  • CEF (and PUF) - Maintain the inflation-adjusted value of the fund and maximize total return (income plus capital appreciation).
  • SIF - Each separately invested fund has its own investment objective specified by the terms of the gift or by administrative decision.
Invoice Approval
Vendor's invoices must be matched against a Purchase Order (when applicable) and/or the receipt of the goods or services prior to payment. There are two processes supporting invoice approval:

Approval of PO related invoices takes place within the financial system when it is matched with the related approved PO and receipt(s).

Approval of non-PO invoices takes place when the financial system routes the transaction to Dept ID approver for their approval. Department staff is responsible for communicating to the Dept ID approver, their verification that the goods and/or services were received as invoiced and should be approved for payment.

Invoice/Bill
The document that notifies the customer what is owed for a particular transaction or time period.
Ionizing Radiation
Ionizing radiation has the ability to remove electrons from atoms, thus creating electrically charged ion pairs. Machines, such as medical or dental X-ray units, can produce ionizing radiation or it can come from the spontaneous decay of radioactive material.
IRB Approval
The determination of the IRB that the research has been reviewed and may be conducted at an institution within the constraints set forth by the IRB and by other institutional and Federal requirements. (See the Code of Federal Regulations Title 45 Part 46, Protection Of Human Subjects)
Joint Work
A "work prepared by two or more authors with the intention that their contributions be merged into inseparable or interdependent parts of a unitary whole." United States Code, Chapter 17, §101.
Judgment
Monetary amounts mandated by court or agency action.
Just Cause
A ground for discipline and takes into account reasonableness, evidence of forewarning, investigation, proof, consistency, and equity.
Key
Any mechanical device used to operate a mechanically controlled mechanism for entry/exit to a controlled area.
Key Coding
Numerical combinations which control the variety of keys a department uses without jeopardizing access control.
Key Storage
An access control system designed for building access, used by service departments or police/fire personnel. Examples include fire lock boxes, enterprise key management, district key boxes, department key storage, elevator lock boxes and Building System Automation Center (BSAC) key boxes on the Twin Cities campus.
Key/Card holder
Any University employee, student, volunteer, alumnus, outside vendor, or visitor authorized to be in the possession of an access device.
Lease
A contract which provides for the real estate owned by one party to be used and controlled on an on-going basis by another party during the term of the contract.
Leave of Absence
Refers to a process by which students request official permission to leave the University for a set duration of time.
Legacy Web Pages
Web pages created prior to the effective date of this policy.
Legal Approval Authority
The review and approval of a contract or agreement by the Office of the General Counsel required by Board of Regents Policy: Legal Review of Contracts and Transactions. Where required, Signature Authority is invalid without Legal Approval. For information about obtaining Legal Approval, see the Office of the General Counsel web site at www.ogc.umn.edu/contracts.
Legend Drug
A drug which is required by federal law to bear the following statement, "Caution: Federal law prohibits dispensing without prescription."
Legitimate Education Interest
An interest in student records for the purpose of performing stated job duties.
License Verification
The selected applicant or employee possesses all the licenses listed on the application materials or otherwise cited by the candidate that qualifies the individual for the position sought and verification of the license required for the position, including verification of the disposition of such licenses. This includes motor vehicle driver’s licenses required for a particular position.
Licensed Pharmacist
An individual with a currently valid license issued by the Minnesota Board of Pharmacy to practice pharmacy.
Long-Term Reserves
Funds that are not budgeted to be spent for three or more years.
Major/program requirements
Program requirements include those determined as the requirements to complete a major or minor in a department. Program requirements must be completed in addition to the other requirements for a degree (e.g. liberal education requirements).
Managed by Active Directory
Configuration options that affect security of University data, software patches and fixes are provided from a central directory based system that also helps automate storage provisioning, access control, policy auditing, and compliance reporting.
Mandatory Transfer of Funds
A transfer of resources that arises out of external binding legal agreements related to circumstances such as: 1) the financing of education facilities, debt retirement, interest, and required provisions for renewal and replacement of facilities not financed by other sources; and 2) agreements with agencies of the federal government, donors and other organizations to match gifts and grants. These may or may not cross funds.
Market Value
The number of participating shares multiplied by the price per share. Market Values are updated monthly.
Mascot Mark
A University Mark that features the mascot of one of the University campuses.
Master's Plan A
Master's degree programs that require a thesis for degree completion
Master's Plan B
Master's degree programs that substitute additional coursework and special projects for the thesis
Master's Plan C
Master's degree programs that are coursework only which provide an alternative structure for degree completion, such as a culminating experience in the form of a capstone course and/or paper
Matching
The University generally refers to matching as nonlabor costs. Cash matches are usually required by sponsors for equipment acquisition programs, specialized research centers, or other multi-disciplinary programs. Typically these funds are provided by the institution.
Matching Gifts
A gift, usually from a company or organization, given in addition to a gift from one of its employees (or members). The matching gift is allocated to the same purpose as the original gift or the purpose designated by the company or organization.
May Session
The University of Minnesota academic calendar includes Fall Semester, Spring Semester, May Session and Summer Session. May session classes occur between the end of spring semester and the beginning of summer session.
Medical Hardship or Catastrophic Illness or Injury
Situations such as cancer, major surgery, AIDS, a serious accident, heart attack, etc. that poses a threat to life.
Member of University Community
Any University of Minnesota faculty member, student, or staff member, or other individual engaged in any University activity or program.
Memorial / Honors Gifts
Gifts received by the University in memory of or in honor of someone.
Merchant
An entity that accepts payment cards as a method of payment for goods, services, information, or gifts.
Merchant Account
An account set up by the Office of External Sales (OES). The account is credited with revenue generated from payment card purchases.
Minimum Standard
The minimum exam score a student must earn in order to receive University credit for a nationally-recognized exam.
Minnesota Board of Pharmacy (MNBP)
The agency authorized by the state of Minnesota to implement and regulate Minnesota Statutes and Board of Pharmacy Rules and to oversee the conduct and professional competency of MNBP registrants.
Minnesota Government Data Practices Act
Legislation delineating how private data collected by Minnesota government entities is to be maintained and protected (including financial data).
Minnesota Plastic Card Security Act
Legislation prohibiting organizations from keeping the secure information stored on a payment card's magnetic strip in their computer databases after a transaction is completed. The magnetic strips on payment cards contain sensitive information such as the customer's name, account number, PIN, card expiration date, and security code data. This legistation also specifies that an organization violating this provision is responsible for both notifying their customers and covering the expenses of potential fraud if their customer's information is compromised.
Minor
A person under the age of eighteen (18).
Minorities
For purpose of this program, minorities are persons of color who are African-American (Black), Hispanic, American Indian/Alaskan Native, and Asian/Pacific Islander.
Miscellaneous Payment Fund
Cash issued to departments, in rare instances, when miscellaneous expenses cannot be paid using standard University processes. Cash is only used for University related business expenses. Requirements for handling these funds are specified in the appendix of this policy.
Misconduct
A violation of local, state, or federal law or University policy.
Mission-Critical
Refers to positions responsible for the health and safety of the University community and the operational continuity throughout the University State of Emergency.
Mission-Critical Employees
An employee who has been designated as vital to the operations of the University, whose presence is required regardless of the existence of an emergency condition, and whose absence from duty could endanger the safety and well-being of the campus population and/or physical plant. Employees may be designated as Mission-Critical on a situational basis, e.g., in the event of a public health crisis. Those employees deemed "Mission-Critical employees" will be notified of such designation and expected to work. Mission-Critical employee, under this policy, is not the same definition as an "essential employee" used in the Public Employment Labor Relations Act (PELRA).
MN Department of Health - Radiation Control Section (MDH)
State agency that promulgates and enforces rules for the safe use and licensure of radioactive materials within the State of Minnesota. MDH also promulgates and enforces rules for the safe use and registration of ionizing radiation producing devices within the State of Minnesota.
National Incident Management System (NIMS)
The national directive to enhance emergency response coordination across the United States. NIMS provides for interoperability and compatibility among Federal, State and local capabilities and includes a core set of concepts, principles, terminology and technologies covering the incident command system, unified command, training, management of resources and reporting.
National Sex Offender Public Website (NSOPW)
The Government website that links pubic state, territorial, and tribal sex offender registries from a national search site. The NSOPW provides up-to-date information as provided by each jurisdiction.
Nationally-recognized Exam
Exams overseen by an independent organization (e.g., College Board) that determines the national standard for the exams' content and scores.
Nepotism
Actions by a University member that directly or indirectly influence the University employment (e.g., hiring, promotion, supervision, evaluation, and determination of salary) or academic progress (e.g., grading and advising) of any other University member with whom they have a personal relationship. This definition includes instances where there is no direct influence on employment or academics, but the relationship has a negative impact on the educational or work environment.
New Advanced Standing (NAS)
Students who have graduated from high school, who have previously matriculated at another post-secondary education institution where they earned at least 26 credits.
New High School (NHS)
Students who have graduated from high school but have not previously matriculated to another post-secondary institution. (They may have earned college credits while they were enrolled in high school.)
Next of Kin
The nearest blood relative to the covered servicemember other than the spouse, parent, son, or daughter. In some cases, there is an only next of kin, such as where court decree or statutory provisions grant legal custody or the servicemember has specifically designated this individual in writing.
Non-academic Programs
Those programs that do not fall under the definition of academic programs, the program outcomes of which do not appear on a transcript. Non-academic programs recognized as such by the senior administrator of the unit, may be named as centers, institutes, programs, services, etc. and are managed out of campus, college, or administrative units.
Nonacademic Relationship
A personal relationship OR a financial relationship not connected with the student's academic program.
Non-Capital Equipment/Expendable Material
Personal property items with a cost of less than $2,500 OR a useful life of less than one year.
Non-Current Funds (NC)
Those funds used for activities which are not part of the "current operations" of the University. Non-current funds include loan, endowment, plant and agency funds. For purposes of this policy, agency fund expenditures are subject to approval by the constituency the funds are being held on behalf of.
Non-Disclosure Form
An annually renewable form required to be signed by all University employees with access to cardholder data. By signing this form, employees agree to protect any part of the Cardholder Information from disclosure to anyone that does not have a business need for it.
Nonmandatory Transfer of Funds
A movement of resources that arises out of the internal decisions of management. These transfers are not required, but represent the movement of funds among accounts for specific purposes. Additions to loan funds, additions to funds functioning as endowments, general or specific plant additions, prepayments on debt and principal, and additions to departmental funds based on deans' commitments are examples. These may or may not cross funds.
Nonnative Speaker of English
A person for whom the primary language in the home during childhood was not English, and who received all or most of their elementary, secondary, and undergraduate education outside the United States.
Non-Payroll Expenses
Expenses incurred and paid by the University for the purchase goods or services, legal obligations, taxes collected, judgments rendered, or refunds due. It is meant to reflect any payments the University makes that does not relate to paying its employees for wages earned.
Non-PO-Related Purchases
A list of items and services that departments may purchase directly from the vendor without competitive bidding or issuance of a purchase order.
Non-Profit Organization Liability
Insurance that provides coverage for legal liability arising out of wrongful acts of the University or its authorized representatives including Director’s & Officer’s Liability, Employment Practices Liability and Personal Injury claims.
Non-Purchase Order Payment
Payments that do not require a purchase order and may be paid via an invoice, Procurement Card or Check Request.
Nonqualified (Taxable) Relocation Expenses
Expenses, that, if paid directly or reimbursed by the University, represent taxable income to the employee and will be reported on form W-2 subject to appropriate payroll tax withholding.
Non-renewal
An action of informing an employee that their employment contract will not continue in effect beyond the end date on their Notice of Appointment.
Nonreportable
Committed cost sharing or matching/in-kind that must be documented by the department and is not reported to the sponsor.
Non-Service Payroll
All non-activity based payroll items which appear in gross earnings for eligible employees and are not to be included when certifying effort. Non-service payroll includes employee benefit accounts, trainee job class codes, overload payments, bonus payments, balance sheet labor clearing accounts and unused vacation payouts.
Non-Sponsored Funds (NS)
Include: general operations and maintenance, miscellaneous unrestricted, auxiliaries, internal service organizations, federal appropriations, state specials, and miscellaneous restricted. See funds included in this fund type.
Nonsponsored Resources
An available balance that can be drawn upon to help facilitate a department’s operations. Resources can be the result of revenues, transfers-in, and an existing carry-forward balance.
Non-University Entity
A group or individual not a part of the University, as well as University employees using University real estate for personal use and student organizations not covered by the University's liability insurance.
Non-University-Sponsored Education Abroad Opportunities
These are outside programs that have no formal affiliation with the University of Minnesota or the education/study abroad offices.
Notice of Appointment
The record governing employment by the University including salary, dates of employment, and terms. The notice of appointment will constitute the University's contract with an employee. To the extent a letter of agreement contradicts the notice of appointment or University policy, the notice of appointment constitutes the terms of employment. Special contracts authorized by the Office of the General Counsel to supersede the notice of appointment or University policy are the only exception.
Notice of Grant Award (NOGA)
A document that provides information regarding the award's important terms and conditions. It should be referred to by PIs and departments to provide guidance in managing the project.
Notice Period
The time during which an individual P&A employee is aware through written notice that their employment agreement is ending. The appointment ends at the end of the notice period. The notice period may include both paid and unpaid time depending on the term of appointment.
Office of Sponsored Projects Administration (SPA)
Unit responsible for administering sponsored funds and monitoring compliance with the terms of the grant or contract.
Officer of the Day
Role delegated by the President to be responsible and with the authority to implement the Emergency Operations Plan and provide overall policy direction of the University of Minnesota resources during an emergency/disaster situation.  The Officer of the Day (OOD) assesses emergency/disaster situations and makes recommendation on whether to close all or portion(s) of the Twin Cities Campus in the event of an emergency/disaster. The OOD in conjunction with the on-scene Incident Commander determines the emergency level and makes response decisions. 
Official U Bank Account Requirements
All official accounts of the University must be approved, opened and accessible to the University Treasurer and reflect the University's federal tax identification number. The title "Regents of the University of Minnesota must be in the title and the University Treasurer must be listed as an authorized signer. The account may only contain University funds. The account cannot be used for personal gain is subject to all University policies and must remain under the control of the University Treasurer. The Office of Investments & Banking is responsible on behalf of the Treasurer for all University bank accounts.
Official University Business
The identification of University Units; programs and events sponsored by the University; and activities conducted in the ordinary and regular course of business of the University.
Official University Web Site
Web sites representing themselves as presenting information from a department or unit of the University. Often these are pages directly linked to the main web page for the campus, listed in the directory of departments and units, or displaying the University of Minnesota wordmark. This includes sites used primarily by the University for administrative purposes.
Officially cancel
Students must cancel (drop) a class if they have been denied enrollment in that course. Students are responsible for dropping a course to officially remove it from their record and may do so online in the course registration system.
OMB Circular A-110
Office of Management and Budget Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations. This document establishes uniform regulations for each federal agency to follow regarding the administration of projects sponsored by the federal government. In addition, each federal agency has its own regulations that are listed in the Code of Federal Regulations (CFR) and explained in its policy handbook (if it has one).
OMB Circular A-21
Office of Management and Budget Circular A-21, Principles for Determining Costs Applicable to Grants, Contracts, and Other Agreements with Educational Institutions.

This document is a set of uniform regulations that the University must follow in regards to charging of costs to grants, contracts, and other agreements with educational institutions. Each federal agency implements these regulations in its own policy handbook.

One-On-One Contact
Personal, unsupervised interaction between any program staff and a participant without at least one other program staff, parent or legal guardian being present.
Online Information Collected From Visitors
Any data typed into a web page by a visitor and collected and stored by the web site. For example the web page may have prompts for this information such as "enter your name" or input boxes. This definition does not include routine e-mail links to send comments for site improvement to the webmaster.
Open Research Subcommittee
Industrially-sponsored research that uses the sponsor's proprietary information or results in intellectual property for which the sponsor has an option to an exclusive license. These sponsors often request restrictions on who can discuss the research and under what circumstances. They also may prohibit publication of confidential company information or ask the researcher to delay publication of research results so that they can review the material for proprietary information or take steps to secure intellectual property rights to possible inventions.
Operating Lease
A lease contract that allows the use of an asset, but does not convey rights similar to ownership of the asset. An operating lease is not capitalized.
Operating Unit
Any University department or division under the operational control of a Chancellor, Vice President, Dean, Director, Department Head or Chairperson.
Operational Continuity Plan (Op Con plan)
An effort within individual departments to ensure the continued performance of minimum essential functions during a wide range of potential emergencies. This is accomplished through development of the plans, comprehensive procedures, and provision for alternate facilities, personnel, resources, interoperable communications, and vital records/databases.
Other Family Member
Sons - or daughters-in-law of the employee, spouse, or domestic partner; and grandparents, grandchildren, aunts, uncles, nieces or nephews, and first cousins of the employee.
Outdoor group seating facilities
Any outdoor seating arrangement whereby people sit in close proximity (shoulder-to-shoulder to one another).
Outdoor Space
Open-air parts of the Twin Cities campus.
Outside Associates
Researchers working for sub-grantees, contractors, or collaborators outside the University who participate in research for which the University has primary responsibility.
Outside Commitment
Outside consulting or other professional commitments, paid or unpaid, that are beyond the scope of the individual's University employment responsibilities.
Outside Consulting
An outside commitment that is paid professional service intended to further the interests of an outside party, regardless of whether such services are provided as an employee of the outside party, an independent contractor, a business owner, or as a director or manager.
Outside Organization
Any person or group not defined as a University Department or a Registered Student Group.
Outside Professional Commitment
An outside commitment that utilizes the same professional expertise that the individual employs in his or her University responsibilities.
Overload Payments
Compensation to academic personnel (Faculty and Professional Academic) for work that exceeds the normal scope of their appointments, e.g., extension instruction classes, continuing education.
Parking and Transportation Services (PTS)
A self-supporting unit of the University of Minnesota within Auxiliary Services. PTS supports alternatives to the single occupant vehicle and promotes programs to encourage the University community to walk, bike, carpool or take the bus.
Partnership
A legal entity that is jointly owned by two or more individuals (although a partner may also be a corporation or other entity) who agree to share in profit and be liable for loss. In limited partnerships, at least one partner must be liable for all losses.
Pass-Through Grants
Grants that are received by the University to transfer to or spend on behalf of a secondary recipient. If the University has no administrative or direct financial involvement in the program, but is merely acting as a fiscal agent, pass-through grants should be considered agency (non-University) activity and accounted for in an agency fund. If, on the other hand, the University monitors recipients for compliance with the grant, determines eligible recipients, or exercises discretion in how funds are allocated, the grant program should be considered a University activity and accounted for in a non-agency fund.
Password
A code which unlocks an individual's system account. Passwords are associated with individual IDs or accounts through which an individual is granted access to a database, system or systems. While passwords may be initially granted by a University security administrator, in most cases, individuals are asked to change their passwords to a series of characters known only to themselves.
Patent
A grant of property right by the U.S. government to the inventor giving the owner of the patent the right to exclude others from making, using, offering for sale, or selling the invention in the U.S. or importing it to this country. (35 United States Code 101) Multiple types of patent applications can be filed including utility, plant, and design patents.
Patient Care Reimbursement
Revenue generated from the care of patients in the Academic Health Center. Examples include revenue received from the dental clinic and the Boynton Health Service.
Payment Card
A financial transaction card (credit, debit, etc.) issued by a financial institution; also called Bankcard/Payment Card/Charge Card/Credit Card/Debit Card.
Payment Card Account (PCA)
A contractual relationship between a merchant and the acquiring bank that allows the merchant to accept payment cards from purchasers.
Payment Card Industry Data Security Standards (PCI DSS)
A multifaceted security standard developed and owned by the major payment card companies that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures. Failure of merchants to conform to these standards can result in losing the ability to process payment card payments and being audited and/or fined.
Payment Card Manager
Departmental staff person responsible for management of payment card account. The Manager must be knowledgeable about the payment card acceptance process in the unit, PCI DSS requirements and compliance, and is the first point of contact for all questions concerning a payment card account.
Payment Terms
The timeframe within which the University will issue payment for vendor invoices or employee business-related reimbursements.
Payroll Administrator
Person in a department that is trained in Payroll procedures and forms.
Pell Grants
An entitlement program funded by the federal government that is a major source of aid to college and university students. The University has administrative and direct financial involvement with Pell grants because it determines eligible secondary recipients, and is liable for disallowed costs. For this reason, the Pell Grant Program is a good example of a pass-through grant that should not be handled in an agency fund.
Performance Management System
A process undertaken between responsible administrators/supervisors and the employees reporting to them. This process includes assessing, guiding, improving, and recognizing employee performance, resulting in effective achievement of organizational and individual goals.
Permit
A license granted by an oversight agency or office to engage in some activity.
Permit holder for radioactive materials
The principal investigator or manager named as the applicant on an AURPC issued radioactive materials use permit.
Personal Property
A tangible piece of movable property. It includes such items as equipment, library holdings, art work, livestock, supplies and other inventories.
Personal Relationship
A marital or other committed relationship; significant familial relationship, including, relationships by blood, adoption, marriage, or domestic partnership; partner, parent, grandparent, child, sibling, first cousin, uncle, aunt, nephew, niece, spouse, brother- or sister-in-law, father – or mother-in-law, son- or daughter-in-law, step-parent or step-child; consensual sexual or romantic relationship; a close personal friendship; or a significant business relationship.
Personal Representative
A person who has authority under state law to act on behalf of an individual to make decisions related to health care.
Personal Telephone Use
Generally includes routine calls home during the daily commute between work and home.
Personally Identifiable
Data or information that include (1) the name of the person or other family members; (2) the person's address; (3) a personal identifier such as a Social Security number, student ID number, e-mail address, telephone number, or other user number (4) a list of personal characteristics, or (5) other information that would make the person's identity easily traceable.
Petition
A written complaint alleging a violation of a University rule, regulation, policy, or practice pertaining to employment.
Petitioner
A University non-bargaining unit employee who files a petition.
Plagiarism
Appropriation of another person's ideas, processes, results, or words without giving appropriate credit.
Plan B Project Credits
Credits taken by the students in relation to their Plan B project as part of the degree requirements
Pledge
A statement of intent by an individual or organization to give the University a gift within a specified period of time.
Policy Advisory Committee (PAC)
A standing committee of University administrators authorized by the President's Policy Committee (PPC) to work in partnership with the University-wide and Twin Cities policy owners to review policy plans and drafts, and to make recommendations for action to the PPC. The PAC meets on a monthly basis, and consists of the administrative policy director (chair), and representatives of each of the executives on the PPC.
Policy Contact
Generally a person who is the subject matter expert designated by the policy owner to be the first point of contact to answer policy questions and assist in policy interpretation. The policy contact may be the same person as the policy owner.
Policy Owner
A person responsible for the operational administration of policies and their related procedures, processes, instructions, and forms. Depending on the scope of the subject matter, a policy may have more than one policy owner. The policy owner may also be the same person as the Responsible University Officer.
Policy Plan
A working document that provides the policy owners and review and approval groups with a consistent approach toward policy needs analysis, risk assessment, and policy development and management.
Policy Statement
Describes what the policy is (i.e., purpose, core provisions, or requirements).
Position Title
An informal title for a position that more clearly reflects the specific responsibilities.
Post-baccalaureate
Following the completion of undergraduate studies and the award of the undergraduate degree.
Posters
Posters, flyers, signs, electronic messaging, QR Codes and other written or printed stationary material that is smaller than 14 X 22 inches.
Posthumous
Following or occurring after one's death.
Potentially Hazardous Biological Agent
Recombinant DNA(rDNA), biologically derived toxins (including mutated, truncated, or inactivated toxins), and infectious agents (including non-virulent and vaccine strains) that require handling at Biosafety Level 2 (BSL2) or above.
Preaward Account
An account established to begin working on a project before the project start date.
Preaward Costs
Costs incurred prior to the effective date of an award or a budget period.
Pre-Construction Environmental Assessment Summary
This document is typically prepared by DEHS to evaluate environment risks associated with University-owned properties. This summary is intended to be consistent with the objectives defined by American Society for Testing and Materials (ASTM) Practice E-1527 and the US Environmental Protection Agency’s regulations that define All Appropriate Inquiry (40 CFR Part 312), but may not meet all of the requirements since limitation of CERCLA and MERLA liabilities is not one of the objectives.
Pre-Design
Phase of capital project development that explores project scope, feasibility, estimates, funding and programming. See CPPM Project Phases.
Prerequisite
A course that is a necessary requirement before subsequent advanced courses.
President's Delegations of Authority
Authority that is originally delegated to the president by the Board of Regents, enables executive officers of the University to act on behalf of the University, and binds the University within the scope of authority to a legally enforceable obligation.
President's Policy Committee (PPC)
A standing committee of University executives authorized by the president to provide final institutional review and approval of administrative policies. The PPC meets on a quarterly basis, and consists of the vice president and chief of staff (chair), senior vice presidents, vice present of health sciences, vice president for human resources, vice president and chief financial officer, vice president for research, associate vice president of internal audits, vice president of university services, and the general counsel.
Primary Social Security Amount
The benefit a person would receive if he or she elects to begin receiving benefits at his or her normal retirement age.
Principal Investigator (PI)
The individual or individuals primarily responsible for and in charge of a sponsored project.
Privacy Coordinator
Person designated by each health care component and charged with carrying out the HIPAA compliance responsibilities for their respective health care component.
Privacy Officer
Person and associated office designated by the University to carry out and coordinate activities related to privacy and security of health information as required by HIPAA.
Private Data
University data protected by federal or state law (e.g., FERPA, HIPAA, Minnesota Data Practices Act), regulation, or contract (e.g. Payment Card Industry for credit cards, some research contracts).
Private Funds
Those received from individuals or external entities primarily through gifts. Funds cannot be considered private if they have been received from activities that are part of the University’s primary mission (teaching, research, outreach). Private funds include gifts from University recognized foundations, individuals, business and industry, and unrelated foundations.
Private University Departmental Event
An event held by and for a University department (college, center, department, or unit), such as a departmental retirement party or a gathering of faculty to meet with a new recruit.
Probation
A student is performing poorly academically and is “on notice” that further performance decline (or lack of improvement) will result in more severe consequences (suspension).
Probationary Period
A time period during which a new employee (either new to the University or new to the department) is evaluated by the responsible administrator/supervisor to determine whether the employee can successfully meet the responsibilities assigned to the position.
Procedures
A series of consecutive action steps related to a policy that specifies how a particular process should be completed. Procedures include information on who, what, when, and where of the policy.
Professional and Administrative employee
Employees classified within the 93xx, 96xx, and 97xx job codes and title series.
Professional Liability
Insurance that provides coverage for legal liability arising out of errors and omissions while providing professional services on behalf of the University.
Professional Services Information Sheet (PSIS)
A form that collects information about professional service providers and is required as an attachment to QCPS, PCPS and CPS requisitions.
Program Administrator
An employee of Purchasing Services who has overall responsibility for the University's Procurement Card Program.
Program and Curriculum Approval System (PCAS)
A comprehensive database of all the requirements needed to complete each academic plan and sub-plan offered on University campuses. PCAS is a web-based approval system that automatically routes all new plans, and any changes to existing plans, to the correct approvers and approval levels. PCAS also is a resource for the Graduation Planner, the University's program that supports undergraduate students' timely progress toward graduation. All University catalogs use data from PCAS.
Program Curtailment
The discontinuance, reduction, modification or redirection of an academic program or service or a non-academic program or service recognized by the senior administrative unit head (e.g., dean, chancellor, vice president) of a campus, college or administrative unit.
Program Director
Individual responsible for the oversight and compliance components of their program(s). Specifies the identification requirement for their program staff (badges or equivalent).
Program Income
Gross income earned by the recipient that is directly generated by a sponsored activity or earned as a result of the award (from OMB Circular A-110).
Prohibited Activities
Directly influencing or exerting power over the employment or academic progress of a member of the University community, including but not limited to hiring, promotion, supervision, evaluation, determination of salary, grading, and advising.
Project in lieu of a thesis
Some programs permit students to submit a project instead of a written thesis. Such projects may consist of performances, displays, working models, etc.
Promotion
A change from one classification to another classification that is assigned to a higher salary range.
Property
Any item purchased, donated or acquired through trade, regardless of value or condition. Property includes all real estate, equipment, furniture, materials, library holdings, supplies, livestock, inventories, or any item that may be used or sold.
Property Insurance
Insurance that covers the cost to repair or replace University-owned property, loss of revenue and extra expenses (cleanup and repair labor, materials, etc) arising from an insured loss. Covered Property includes University owned buildings, furniture, fixtures, computer hardware and software, valuable papers, machinery and equipment.

This program is intended to provide protection against catastrophic losses for which funds to replace the property might not be readily available.

Proposal Routing Form
An internal form used to route a proposal for sponsored funding through the process of administrative review and approval.
Proprietary research
Industrially-sponsored research that uses the sponsor's proprietary information or results in intellectual property for which the sponsor has an option to an exclusive license. These sponsors often request restrictions on who can discuss the research and under what circumstances. They also may prohibit publication of confidential company information or ask the researcher to delay publication of research results so that they can review the material for proprietary information or take steps to secure intellectual property rights to possible inventions.
Protected Health Information ("PHI")
Health information transmitted or maintained in any form or medium that:
  • Identifies or could be used to identify an individual;
  • Is created or received by a healthcare provider, health plan, employer or healthcare clearinghouse; and
  • Relates to the past, present or future physical or mental health or condition of an individual; the provision of health care to an individual; or the past, present or future payment for the provision of healthcare to an individual.
Protocol
Plan of Study approved by IRB
Provider Bank
The bank selected by the University to provide banking services required for the program.
Provider Component
Designated health care component of the University that provides health care to individuals.
Psychotherapy notes
Notes recorded by a mental health therapist in documenting or analyzing the contents of conversation during a counseling session that capture the therapist's impressions about the patient and contain details of the conversation. Psychotherapy notes are separated from the rest of the patient's medical record and used only by the provider who created the note.
The following information is not psychotherapy notes:
  • Medication prescription and monitoring;
  • Session start/stop times;
  • Modalities and frequency of treatment;
  • Results in clinical tests; and
  • Summaries of diagnosis, functional status, treatment plan, symptoms, prognosis and progress to date.
Public Health
The science and practice of community hygiene; includes preventive medicine, health education, sanitation and environmental safety.
Public Health Hazard
Any condition upon real property which poses an immediate and direct hazard to human health due to the existence of the condition itself or due to the immediate threat of transmission of disease through insects, animals or other means of transmission or infection
Public Health Nuisance
Defined in Minnesota Statutes sections 145A.02, subd. 17 and includes, but is not limited to, any condition which poses an immediate and direct hazard to human health if left unremedied due to the existence of the condition itself or due to the immediate threat of transmission of disease through insects, animals, or other means of transmission or infections
Public, Public Customers, or External Customers
All individuals (including faculty, students, and staff), private businesses, foundations, and government agencies that acquire goods /services from University departments or units and do NOT use the University internal billing system. Purchases are made by individuals or Non-University organizations.
Publications
Refers to any printed matter (such as newspapers, posters, flyers, signs, and other written or printed matter) designed for sale, distribution, posting, or communication of information through print media; other than those resulting from the transaction of official University business and academic activity.
Qualified (Non-taxable) Relocation Expenses
The reasonable cost of moving household goods and personal effects from former to new residence, which are not considered to be taxable income to the employee. Includes such services as packing, loading, hauling, insuring, temporary storage, etc.
Qualified (Non-taxable) Travel Expenses
The reasonable cost of travel, including lodging but not meals, during the period when moving from former to new residence for the appointee and members of the appointee's household, which are not considered to be taxable income to the employee.
Qualified Capital Expenditures (or Eligible Costs)
Eligible costs include land acquisition, predesign, design, construction, major remodeling (if it adds to the value or life of a building and is not of a recurring nature), and other improvements or acquisitions of tangible fixed assets of a capital nature. Equipment may be eligible if purchased and installed upon initial acquisition and construction of a building, expansion or major remodeling.

General operating expenses, overhead, master planning, maintenance, operating costs, software and personal property such as computers are not qualified capital expenses.

Qualified Environmental Consultant (QEC) –
The University maintains a list of consultants with expertise in environmental sciences and engineering. Consultants on the list have been prequalified to work on environmental projects at the University.
Radiation Protection Officer (RPO)
Directs the Radiation Protection Division (RPD) of the Department of Environmental Health and Safety (DEHS). The Radiation Protection Officer staffs the All-University Radiation Protection Committee.
Readmission
The process of reapplication to the University for admission. Readmission is required following a break in enrollment without an approved leave of absence, as well as after failure to return by the term immediately following an approved leave of absence (excluding summer).
Reason for Policy
A statement on the policy that describes why the policy exists (i.e., mitigates institutional risk, implements a Board of Regents policy, supports institutional mission and values, meets legal or regulatory requirements of the policy).
Reasonable Costs
A cost may be considered reasonable if the nature of the goods or services acquired or applied, and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing at the time the decision to incur the cost was made."(OMB Circular A-21, Section C3).
Reclassification
A change in the classification of an individual position by raising it to a higher class, reducing it to a lower class, or moving it to another class at the same level on the basis of significant changes in the kind, difficulty, or responsibility of the work performed. No probationary period is required unless requested, in writing, by the supervisor and approved by the campus student administrator.
Recognized college or university
A college or university in another country that is comparable to a regionally accredited U.S. college or university. This information is published and updated by organizations such as NAFSA (National Association for Foreign Student Affairs) and AACRAO (American Association of Collegiate Registrars and Admissions Officers) and is available through the University’s graduate admissions office.
Recombinant DNA (rDNA) Research
This includes all research involving the joining of natural or synthetic DNA segments to other DNA molecules, as well as all synthetic or natural DNA segments that are being used for gene transfer into an in vivo system. All research must be conducted in accordance with the National Institutes of Health (NIH) Guidelines for Research Involving Recombinant DNA Molecules (NIH Guidelines).
Reconciler
Enterprise Financial System, (EFS) role. Individual assigned by department who is responsible for reconciling procurement card transactions, notifying approver, and ensuring purchases are consistent with department and University policies and procedures. The cardholder may be the reconciler.
Reconciliation
The process of comparing information that exists in two systems or locations, analyzing differences and making corrections so that the information is accurate, complete and consistent in both systems or locations. For financial reporting purposes, the process includes comparing the local unit's record of financial information to the general ledger.
Records Management
The systematic control of information from creation to final disposition.
Refund of sponsored employee expense overpayment.
A check returned by an employee for overpayment of expenses.
Regents Seal
The corporate seal of the University of Minnesota. Use of the Regents Seal as a logo is reserved for use on official documents bearing the signature of the president or a vice president, chancellor, or dean; on official awards; or in connection with events involving the Board of Regents. Contact the Office of University Relations for the graphic and approval.
Registrant for ionizing radiation producing devices
Administrator/Manager named on Minnesota Department of Health registration.
Reinstatement
The process required for returning to the University after an approved leave of absence. Students with a college-approved leave of absence are eligible for reinstatement if they notify their college via the appropriate reinstatement form prior to the term in which they intend to enroll, they enroll no later than the term immediately following the expired leave (excluding summer), and they return to the same major and degree objective.
Relationship Violence
Causing physical harm or abuse, and threats of physical harm or abuse, arising out of a personal, intimate relationship. Relationship violence often is a criminal act that can be prosecuted under Minnesota state law, as well as under the Student Conduct Code and employee discipline procedures.
Relocation expenses
Expenses for transporting personal, household or business belongings, negotiated as part of recruiting an employee for the University of Minnesota. Includes such services as packing, loading, hauling, insuring, temporary storage, etc. Relocation expenses may also include transportation, lodging, and meals for the employee and family en route to the University. Transportation may not exceed coach class air fare by the most direct or least expensive route for the employee, spouse, and dependent children, or the current mileage rate. Expenses may also include travel and expenses for trips necessary to secure living quarters and/or temporary living expenses at the employment location. Reimbursement may not exceed University travel guidelines.
Remedial
Remedial courses are intended to correct or improve deficient skills and knowledge in a specific subject. 0xxx courses are remedial courses that do not carry credit.
Remuneration
Includes salary and any payment of services not otherwise identified as salary (e.g., consulting fees, honoraria, and paid authorship).
Report for Work
Refers to time spent engaging in approved University work activities from any approved location.
Report in Good Faith
An individual who reasonably believes that a violation has occurred and reports the incident.
Report of External Professional Activities (REPA)
The form in the Electronic Grants Management System (EGMS) used by covered individuals to report external professional activities at least annually.
Reportable
Committed cost sharing or matching/in-kind that must be documented by the department and must be reported to the sponsor by Sponsored Financial Reporting.
Reporting Obligations
A requirement to report means that, at least annually, covered individuals must provide information regarding external financial and business relationships that relate to their University responsibilities using an established reporting process internal to the University.
Reports
Pre-made templates that contain data. "Reports" may refer to structured information and/or query capabilities.
Request for Bid (RFB)
A competitive process initiated through Purchasing Services. An RFB requests bids for specific goods or standard services from vendors. The purchase order or contract is awarded based on the lowest price meeting the stated specifications.
Request for Consultant or Outside Service Agreement (ROC)
The form in the Electronic Grants Management System (EGMS) used by covered individuals to request approval for consulting and other outside commitments.
Requirements for the major and minor
The set of courses that constitute the program of study in a focused area for a particular degree program. These courses make up a portion of the University of Minnesota degree.
Research
Systematic investigation, including development, testing and evaluation designed to develop or contribute to generalizable knowledge.
Research Animal Resources (RAR)
The program established by the president or delegate to provide veterinary services and support for activities covered under Board of Regents Policy: Animal Care and Use.
Research Integrity and Oversight Programs (RIOP)
RIOP provides independent oversight and monitoring of research activities both internally and across the University system.
Research Integrity Officer (RIO)
The institutional official, usually the Associate Vice President for Research, with primary responsibility for directing the case from allegation review through disposition of the case.
Research Involving No More than Minimal Risk to Embryos
Research where:
  • the risk to the embryo is no more than minimal, as determined by the IRB, and the purpose of the research is the development of important biomedical knowledge which cannot be obtained by other means; or
  • the purpose of the research is to meet the health needs of a particular embryo(s) and the embryo(s) will be placed at risk only to the minimum extent necessary to meet such needs.
Research Misconduct
The fabrication or falsification of data, research procedures, or data analysis; destruction of data for fraudulent purposes; plagiarism; abuse of confidentiality; or other fraudulent actions in proposing, performing, reviewing, or reporting the results of research or other scholarly activity. It is particularly important to distinguish research misconduct from honest error and the ambiguities of interpretation that are inherent in the scientific and scholarly process, but are normally corrected by further research.
Residence Hall
Any structure designated by the University as a residence hall.
Residual Balance
Funds that remain in the account after deliverables have been completed and accepted by the sponsor, after all costs needed to fulfill the requirements of the award have been charged to the account, after any final adjustments to recoup underrecovered indirect costs have been made, and after all payments from the sponsor have been received.
Responsible Conduct of Research (RCR)
Term used in many contexts; in general, the rules, regulations and best practices used to guide research and scholarly activities to produce results that are honest, accurate, efficient and objective. The University also uses this term to define the expectations included in Subd7, Board of Regents Policy: Code of Conduct, and to describe its education program.
Responsible Official (RO)
The University of Minnesota official designated to act on behalf of the University regarding the possession, receipt or transfer of Select Agents.
Responsible University Administrator
The person (Provost, Chancellor, Dean, Department Head, etc.) who has been designated to develop a plan for filling endowed chairs, professorships and faculty fellows
Responsible University Officer
An executive designated by the president as responsible for the high-level oversight of administrative policies that naturally fall within their areas of responsibility. The responsible officer may sub-delegate operational responsibility to a policy owner. Depending on the scope of the subject matter, a policy may have more than one responsible officer.
Restricted research
Research that is restricted in who can work on the project or how and when the researchers can discuss the results of the project.
Retaliation
Taking an adverse action against an individual, whether faculty, staff, or student, because of the individual’s good faith participation in the protected activity of reporting suspected or alleged misconduct. A causal relationship between the good faith participation in the protected activity of reporting suspected or alleged misconduct and the adverse action is needed to demonstrate that retaliation has occurred.
Retention Period
The length of time a record must be kept to meet administrative, fiscal, legal or historical requirements
Retroactive Pay
Pay received for work performed in prior pay periods.
Revenue Recapture Program
A program authorizing the Minnesota Department of Revenue to recapture taxpayer refunds and apply them to debts the taxpayers owe to other state agencies, the University of Minnesota and to certain local governmental units. A debtor under this program is an individual person who is obligated to pay a debt to a claimant agency.
Risk
Risk is measured in terms of consequence and likelihood. Potential risk could involve humans; animals; the University's financial, physical, or information systems, or its reputation.
Rogue
A wireless network device that spoofs or interferes with the day to day legitimate operation of central wireless services. For example, a rogue AP could mimic central services by falsely advertising a central SSID in order to lure end users onto the spoofed service and to obtain sensitive data such as passwords.
Salary
A fixed amount of money or compensation paid to an employee by an employer in return for work performed.
Sales and Marketing Event
An event sponsored by a business entity primarily for the purpose of promoting its commercial interests.
Schematic Design
Phase of capital project development that clearly defines design based upon the client's requirements, as defined during Predesign. Project quality, scope, budget, and schedule will are confirmed and refined. See CPPM Capital Project Phases
Scholastic Dishonesty
Plagiarizing; cheating on assignments or examinations; engaging in unauthorized collaboration on academic work; taking, acquiring, or using test materials without faculty permission; submitting false or incomplete records of academic achievement; acting alone or in cooperation with another to falsify records or to obtain dishonestly grades, honors, awards, or professional endorsement; altering, forging, or misusing a University academic record; or fabricating or falsifying data, research procedures, or data analysis.
Second Tier Contracting
Participation by businesses owned by women, minorities, and persons with disabilities as subcontractors on large University contracts.
Secondary Release
Authorized Users of University information have a responsibility for proper use of information both within and outside of the University. Authorized Users of information may use it only for their specific job responsibilities and not for any unauthorized secondary use, or for release to anyone else, unless specifically authorized. For example, position responsibilities may allow access to all the Public and Private information related to students. Some information on students is Public (name, address, dates of enrollment) and other is Private (transcripts, financial aid). Even though an individual may have access to this information, he or she may not use it for any unauthorized purpose, or release any of this information to a secondary source unless specifically permitted by job responsibilities. The Board of Regent's Student Records Policy defines under what circumstances student information may be released to an outside source. Secondary release must be related to a legitimate educational, administrative or research purpose, and it must be authorized. All applicable federal and state laws and University policy and procedures concerning storage, retention, use, release, transportation and destruction of information/data and systems must be followed.
Security Breach
Any action that results in the unauthorized access, alteration, destruction or disclosure of University information, or information systems, or the dissemination of information/data to unauthorized individuals.
Security Contact
Person designated by each health care component to serve as their component's primary liaisons for security related communications and incident response.
Security Incident
An intentional or accidental occurrence affecting information or related technology in which there is a loss of data confidentiality or integrity, or a disruption and/or denial of availability.
Security Measures
Processes, software, and hardware used by system and network administrators to ensure the confidentiality, integrity, and availability of the information technology resources and data owned the University and its authorized users. Security measures may include reviewing files for potential or actual policy violations and investigating security-related issues.
Security Violations
Any action that does not comply with system security concepts, policies, processes, procedures or measures.
Select Agent
Refers to the HHS Select Agent and Toxin list (42CFR part 73), the Overlap Select Agent and Toxin list (42CFR Part 73 and 9CFR Part 121), the plant pathogens (7CFR Part 331) and the High Consequence Livestock Pathogens and Toxins (9CFR Part 121) as amended or revised.
Senior Leaders
Individuals specified as senior leaders in Board of Regents Policy: Reservation and Delegation of Authority. This includes senior vice presidents, chancellors, vice presidents, provost, general counsel, University librarian, the director of audits, deans (on all campuses), athletic director (Twin Cities), and others as directed by the Board to include the Executive Director and Corporate Secretary for the Board of Regents, and the Chief of Staff (Office of the President).
Senior Researcher
Principal investigator without faculty rank.
Serious Health Condition
An illness, injury, impairment, or physical or mental condition that involves one of the following:
  • Hospital Care
  • Absence Plus Treatment
  • Pregnancy
  • Chronic Conitions Requiring Treatments
  • Permanent/Long-Term Conditions Requiring Supervision
  • Multiple Treatments (Non-Chronic Conditions)
Server
A multi-user computer, which provides some service for other computers connected to it via a network. The most common examples are file servers, web servers, mail servers, and database servers.
Service
Work performed that is typically recognized by payment of a salary.
Service Provider
Service providers are organizations that process, store, or transmit cardholder data on behalf of merchants.
Service Set Identifier (SSID)
Wireless APs advertise the services they provide with a name programmed into the device called an SSID. For example, "UofM," "UofM Secure," and "UofM Guest" are SSIDs on the Twin Cities and Rochester campuses as well as Extension Sites and Research Outreach Centers.
Services
Products offered by a bank, savings institution, credit union, brokerage firm, or third party vendors that provide payment, depository, or investment capabilities.
Set Aside
Method of bidding which allows for exclusive participation by certified Targeted Group Businesses. Minnesota Statute 137.35 specifically allows the University of Minnesota's use of this bidding procedure when there are 3 or more TGBs available to participate in the bidding. Set Asides are used sparingly, and are allowed for only Targeted Group Businesses.
Settlement
Agreement including a monetary payment to resolve a dispute between the University and another party.
Severance
A sum of money paid to an employee upon termination.
Sex and Violent Offender Registry Check
A review of the Sex and Violent Offender Registry to determine whether an individual has any undisclosed convictions for sexual assault or abuse or violent crimes.
Sexual Assault
Actual, attempted or threatened sexual contact with another person without that person's consent. Sexual assault often is a criminal act that can be prosecuted under Minnesota state law, as well as under the Student Conduct Code and employee discipline procedures.
Sign
Used to inform, direct, identify or regulate. The University signage system provides consistent size, graphic format and configuration to assist the viewer in obtaining information quickly and in an orderly progression. The consistent use of common design elements help to identify the facility as being part of the University of Minnesota system. The sign standards have been developed to assist architects, engineers, other design professionals, contractors and U of M staff in understanding the preferences of the U of M in the development, maintenance and repair of facilities.
Signature Authority
The authority to bind the University by executing an agreement or contract or taking a personnel action. This authority may only be exercised after obtaining any required approval, funding approval, and legal approval. Signature Authority is invalid without the other required approval(s).
Single Purchase Tax Exemption
Customers whose exemption is for a single purchase. These are customers who are not typically tax exempt but are purchasing items that are intended for resale. The customer must provide a completed Minnesota form ST3.
Six-Year Capital Plan
Part I of the University’s two-part capital program which identifies capital projects approved to proceed with preliminary project planning but not authorized to proceed beyond schematic design. The six-year capital plan is reviewed and approved by the Board of Regents on an annual basis.
Small Business
A business located in Minnesota that is organized for profit, and is 51% owned, operated and controlled by citizens of the United States whose total gross revenue per year falls within the lower 25% of its given category. The Standard Industrial Classifications (SIC) are used to define the category of each business. The gross revenue limit for any category will not be less than $1 million.
Small Business Office
The Office within Purchasing that administers all Small Business programs including purchasing from TGBs. This office consists of Administrative Service and Contract Compliance.
Smoking
The inhaling, exhaling, burning, or carrying a lighted cigarette, cigar, pipe, or other lighted smoking product. The burning of any type of lighted pipe, cigar, cigarette, or any other smoking equipment or device, whether filled with tobacco or any other type of material. This definition includes use of devices that mimic smoking, such as e-cigarettes or electronic vaping devices.
Social Security Trace
The verification of all the known aliases and addresses associated with the applicant employee name.
Sole Proprietorship
An unincorporated business owned & controlled by one person. That person alone is responsible for profits, losses, debts and obligations. Income and expenses are reported on the person's individual tax return and taxed at that rate.
Special Expenses
Expenses of an unusual or infrequent nature which are not normally associated with the conduct of teaching, research or outreach. Special expenses may be allowable and reimbursed if it can be shown that there is a direct benefit to the University for having incurred the expense, either by supporting its mission or by improving its reputation with the public.
Split Distribution
A method to identify more than one account to pay for a purchase.
Spoken English Test for Teaching Assistants (SETTA)
A 15 minute assessment of a prospective nonnative teaching assistant’s spoken English proficiency while teaching topics in their field.
Sponsored Driver
Any unpaid person under the direct supervision of a department head or above. Visiting faculty, staff or students under the supervision or direction of a University responsible authority (example: department head) are to be considered Sponsored Drivers.
Sponsored Financial Reporting (SFR)
The unit within the Controller's Organization that is responsible for financial aspects of post-award administration. This includes, but is not limited to, financial reporting, invoicing, collecting on sponsored accounts, and coordination of external audits of sponsored projects.
Sponsored Project
An externally funded activity that is governed by specific terms and conditions. Sponsored projects must be separately budgeted and accounted for subject to terms of the sponsoring organization. Sponsored projects may include grants, contracts (including fixed price agreements), and cooperative agreements for research, training, and other public service activities.
Sponsored Project Administration (SPA)
The unit within the Office of the Vice President for Research that is responsible for pre-award and some post-award administration on sponsored projects.
Sponsor-Investigator
An individual (not a company) who both initiates and conducts an investigation and complies with all the obligations of both a sponsor and an investigator.
Stalking
A course of conduct directed at a specific person that is unwanted, unwelcome, or unreciprocated and that would cause a reasonable person to feel fear.
Standard Industrial Classification (SIC)
The statistical classification standard used to classify businesses by industry according to the composition and structure of the economy.
Statement of Work
An outline of what the contractor is expected to accomplish or deliver to the University for the price stated in the contract.
Stem Cell
A cell with the potential for prolonged undifferentiated growth, but which retains the potential to differentiate into one or more cell types.
Stem Cell Line
If they are cultured properly, embryonic stem cells can grow and be propagated indefinitely. A stem cell line is a mass of cells descended from the original, sharing its genetic characteristics. Batches of cells can then be separated from the cell line and distributed to researchers.
Stipend
A fixed sum of money primarily paid to cover living costs and educational expenses while the recipient is enrolled in an educational program.
Student
Any undergraduate, graduate and professional students. Student status starts upon matriculation. Student status may depend upon credit load.
Student Academic Complaint
Complaints brought by students regarding the University’s provision of academic services and education affecting their role as students.
Student Applicant
A person who has applied for admission to a University college. It includes students who are enrolled in a University college and are applying for admission to another University college.
Student conduct and academic integrity sanction
A sanction imposed upon a student for violation of the University's Student Conduct Code
Student Education Records
Any student record maintained by the institution that contains personally identifiable information.
Student Employee
Non-exempt graduate and professional students, and all undergraduate students who work for the University. Graduate assistants are not included as student employees in this policy.
Student Fees
All fees, except tuition, assessed to students for educational purposes, net of associated refunds. These fees include all those that are assessed on students' fee statements:
  • Student Services Fee - Mandatory student fee excluding course and laboratory fees.
  • Application Fees - Fees paid by prospective students who apply for admission.
  • Course & Lab Fees - Fees used to cover special course-related expenses, usually associated with supplies and materials.
Student Information
Any information related to student activities at the University of Minnesota.
Student Organizations
Student-led organizations that are registered pursuant to campus policies.
Student Work
Materials a student has submitted for a course, including but not limited to, papers, projects, exams, problem sets, artwork, and architectural models.
Sub-delegations of President's Authority
A mechanism by which employees at and below the level of executive officer authorize individuals in their reporting hierarchy to act on behalf of the University in the same way that the president delegates authority to executive officers.
Subject Payments
Cash and non-cash payments to inpatients, outpatients, human subjects, volunteers and donors for their participation and time commitment in a clinical trial or social science survey, etc.
Sub-plan
A formally designated, distinct content area within a single, broader discipline (e.g., track, concentration, area) that appears on the official University transcript.
Subsidiary System
A separate, independent computer system that is used to record, process and report specialized or selective financial information. An example of a subsidiary system is a computer system that is used to track costs for a University auxiliary and create internal or external billings.
Substantiation
The process of corroborating or confirming financial information contained in an account, report or system to ensure that the information is accurate and complete.
Supervisor
A person who exercises major supervisory functions over the student employee. These functions are hiring, evaluating, assigning work to, disciplining, and dismissing.
Suppliers
Any contractor, agency, department or Operating Unit that provides services required to support essential functions of a Critical Operating Unit.  Suppliers may or may not be University units.
Supplies
Consumable items, provisions, etc. Examples of supplies are pens, paper, beakers and chemicals.
Suspension
A period of time (one year) where a student is not allowed to take any course work at the University of Minnesota.
Swimming Pool
Any structure, chamber, or tank containing an artificial body of water for swimming, diving, relaxation, or other recreational use, including special purpose pools and wading pools.  This does not include reflecting pools or other water features that are primarily for aesthetic/decorative purposes.
Tailgating
Eating food and drinking beverages (alcoholic or nonalcoholic) outdoors as part of pre-and post-game festivities in designated tailgating locations.
Target Chartfield String
A specific chart string within a TIP roll-up which has been identified to receive the interest earnings or charge for the entire TIP Roll-up.
Targeted Group Business
Small businesses, at least 51% owned, operated and controlled on a daily basis by minorities, women, or persons with a substantial physical disability as designated by the Minnesota Commissioner of Administration. Must meet the definition of a TGB as defined in Minn. Stat. Sect. 137.35 and have its principle place of business in Minnesota.
Targeted Group Business Goals
Dollar or percentages of anticipated awards to Targeted Group Businesses which are incorporated into University, college and department business plans in accordance with University policy and Minnesota Statute Section 137.35.
Taxable
Items that may or may not be taxed, depending on the tax status of the customer.
Teaching
Activities that include classroom demonstrations, laboratory exercises and research projects that are required for completion of a course at the undergraduate, graduate, or professional level.
Telephone Costs
All expenses related to the acquisition, installation and on-going fees for telephone equipment or services, local and long distance.
Telephone Services
Single and multiple line phones, local service only, restricted and unrestricted long distance service, calling cards, cellular phones, pagers, authorization codes to activate phone service, etc.
Term of Appointment
The duration of an individual's University employment contract (e.g.,. the term of appointment for a B appointee is nine months; for an A appointee, the term is twelve months.)
Termination
The discontinuance of University employment.
Test of English as a Foreign Language internet Based Test (TOEFL iBT)
The speaking sub-score of this test is used to assess a prospective nonnative teaching assistant’s ability to use English to perform academic tasks.
The Honors Program (Morris)
Successful completion of the Honors Program, an interdisciplinary curriculum team-taught by faculty from across the campus, provides the student a degree 'with Honors' in recognition of the student’s achievement.
Third Party
Any person or vendor (external to the University) who receives payment for providing research-related services and/or products.
Threshold
The minimum balance that is established each year as the necessary balance or deficit that must exist in a roll-up or chart string for earnings to be distributed or charges to be assessed.
TIP Roll-up
A predetermined combination of chart string balances whose aggregate total is used to calculate the TIP allocation or charge.
Tissue Procurement Organization
An organization that is licensed to receive tissues or organs from donors.
Trademark
Any word, name, symbol, device, or any combination, used, or intended to be used, in commerce to identify and distinguish the goods of one manufacturer or seller from goods manufactured or sold by others, and to indicate the source of the goods.
Trainee
Person involved in an educational program at the University that provides for the development of additional skills and the opportunity to learn new techniques and acquire experience in the given professional field or in the conduct of research.
Transaction Justification
A documented reason, fact, circumstance, or explanation that justifies and supports the legitimate business purpose of a transaction.
Transactional Information
Information gathered as part of identifying, processing, and billing electronic communication including, but not limited to: electronic mail headers, summaries, and addresses; records of telephone calls; IP addresses; and URLs.
Transfer of Nonsponsored Resources
The movement of resources from one particular Chartfield String to another Chartfield String using transfer in and out accounts.
Travel Alerts and Travel Warnings
Travel Alerts, as defined by the U.S. Department of State, are issued to disseminate information about short-term conditions, generally within a particular country, that pose imminent risks to the security of U.S. citizens. Natural disasters, terrorist attacks, coups, anniversaries of terrorist events, election-related demonstrations or violence, and high-profile events such as international conferences or regional sports events are examples of conditions that might generate a Travel Alert.

Travel Warnings, as defined by the U.S. Department of State, are issued to describe long-term, protracted conditions that make a country dangerous or unstable. A Travel Warning is also issued when the U.S. Government’s ability to assist U.S. citizens is constrained due to the closure of an embassy or consulate or because of a draw-down of its staff.

Travel Authorization
Document must be prepared and approved prior to processing a cash advance request. The Travel Authorization encumbers funds and is referenced on the Cash Advance and subsequent Expense Reports.
Travel Expenses
Include costs of transportation, lodging, meals and incidentals.
Travel Status
An employee is in travel status when they are on business travel that requires an overnight stay.  Travel begins when the employee leaves their home or office for their trip destination. 
Traveler
An individual (employee or non-employee) who has been authorized to travel on behalf of the University, on official University business. Required to comply with policies and procedures.  Travel expenses are paid from University funds.
Treatment
Provision, coordination, or management of health care and related services by one or more providers, including coordination and management of care by provider with third party, consultation between providers about a patient, or referrals.
Tuition
The amount of money assessed to students (net of refunds, but prior to application of waivers and scholarships) for instructional services: Tuition includes charges for all credit-bearing University courses and less formal credit-bearing services such as thesis advising. Tuition does not include student services fees or administrative and special course fees which are subject to specific approval by Board of Regents Policy: Tuition and Fees.
U Card
Comprised of the physical card, the data, and the photograph printed on and/or encoded in the card. Serves as a multi-authentication of identity, and verifies eligibility for discretionary campus services (such as calling card and ATM card services) and building access, as may be required by a University department.
U.S. Nuclear Regulatory Commission (NRC)
Federal agency that promulgates and enforces regulations (Title 10 Code of Federal Regulations) for licensure and safe use of radioactive materials at locations where NRC maintains jurisdiction.
Unallocable Costs
Costs that are allowable but are not assignable to a sponsored project because they do not provide relative benefit to the project, or were otherwise not allocable under sponsor guidelines or the specific sponsor agreement. Example - late charges (charges for goods or services that are allowable but incurred after the project end date).
Unallowable Costs
Costs that cannot be charged to a project per sponsor guidelines or any other costs incurred by the University that Office of Management and Budget (OMB) Circular A-21 specifies cannot be included in the development of the indirect cost rate charged, nor as a direct cost to a Federally sponsored project, nor included in ISO/department recharge rates.
Unapproved Human Embryonic Stem Cell Line
Stem cell lines other than those approved by the federal government.
Unauthorized Disclosure
The act of providing information to any source not specifically authorized to receive such information, whether inside or outside of the University community.
Uncollectible Accounts Receivable
Any costs charged to a sponsored project that have been billed to the sponsor, but subsequent to the billing are determined to be uncollectible from the sponsor.
Uncollectible Amount
An amount for which payment from a customer is not expected, for reasons such as disputes over pricing; contractual terms; performance or receipt of product; bankruptcy or other legal proceeding.
Uncollectible Costs
Any costs charged to a sponsored project that will not be reimbursed by the sponsor. They include:
  • Budget overruns;
  • Unallowable costs;
  • Unallocable costs; and
  • Other uncollectible costs that do not meet any of the above criteria, but that the sponsor is otherwise unwilling or unable to pay, (e.g., amounts that are disputed by the sponsor, or amounts deemed uncollectible due to sponsor bankruptcy).
Uncommitted
Voluntary cost sharing or matching/in-kind funds not pledged in the proposal and subsequently not stated on award documents. This type of cost sharing is more than what is agreed to as part of the award.
Uncommitted Cost Sharing
Voluntary cost sharing funds not pledged in the proposal and subsequently not stated on award documents. This type of cost sharing is above that agreed to as part of the award. This is commonly referred to as voluntary uncommitted cost sharing and for faculty and senior researchers, does not have to be documented or reported.
Underutilization
Proven disparity in the awarding of procurement contracts to certain businesses or class of businesses.
Undue Burden
Significant difficulty or expense. In determining whether an action would result in an undue burden, an agency will consider all agency resources available to the agency or components for which the product is being developed, procured, maintained, or used.
Uninterrupted Energy
A highly reliable energy source with a highly reliable distribution system with a goal of zero percent downtime in any given year.
Unique, Unusual, or Atypical Expenses
Expenses that cannot be paid using the normal university purchasing options such as a purchasing card or the centralized AP system. Using the normal purchasing options would significantly diminish the University department from meeting its objectives or University mission or significantly increase risks or costs to the University. Examples include payments for research subjects and some international projects. Payments of a reoccurring nature such as utility, telephone or internet charges do NOT constitute unique.
Unisex Supplement
The benefit calculated in Section E under BENEFITS.
Unit
Any organizational entity within the University that has budgetary authority. Includes, but is not limited to colleges, departments, centers, institutes, offices and programs.
Unit Administrator
The administrator who is charged with leadership and oversight of the campus, college, or administrative unit.
Unit Head
The department, unit or division head, as appropriate.
Unitized Pool
A fund structure that allows for assets to be aggregated for investment purposes, while retaining individual ownership rights. Each participant is accounted for separately via unit/shares in the fund and a NAV (Net Asset Value) is assigned based on the total market value of the pooled assets.
University Authorized General Receipts Account
A depository bank account set up by the University Treasurer to receive deposits on behalf of the University.
University Brand
Means Driven to Discover and includes the search bar graphics and the phrases "Driven to Discover" and "We are all search engines."
University Community
University faculty, staff, and students, as well as any others (e.g., alumni) are considered a part of the University community. The General Counsel may designate other members of the University Community.
University Community Members
University faculty, staff, students, and alumni are generally defined as members of the University community. The General Counsel may designate additional groups as members of the University Community.
University Co-sponsored Programs
These are credit-bearing study abroad programs administered by other institutions or organizations which are endorsed by the education/study abroad offices.
University Data Network
The University data network includes University telecommunications facilities such as UM data network with all wired or wireless attached links including departmental networks, ResNet, UM Wireless, academic and administrative network facilities, network facilities serving affiliates or tenants, and coordinate campus networks.
University Department
Any official University department or group sponsored by a University department covered by the University’s liability insurance.
University Funds
Monies generated by University units, or University-sanctioned organizations, from teaching, research, outreach, external sales, investment and fund-raising activities. Also monies received from grants and the state, and external organizations.
University Honors Program (Twin Cities)
The University Honors Program (UHP) is a selective program that provides an enriched and intellectually stimulating academic experience for University of Minnesota, Twin Cities students and provides a path toward graduation with Latin Honors.
University Information
Information collected, manipulated, stored, reported or presented in any format, on any medium, by any unit of the University.
University Named Chair, Professorship and Fellow
An endowed academic chair is the highest level endowment established to support the work of a faculty member; an endowed academic professorship is the second highest endowment and an endowed faculty fellow the third. Each endowment is established to support work of the holder and may include, but is not limited to, salary or salary augmentation, graduate student stipends, secretarial support, supplies, travel to scholarly conferences and publishing expenses. The position may be permanently endowed; or established as a 10 year term position if the annual support is equal to 1/10 of the total needed for appropriate endowment level.
University of Minnesota Medical Center, Fairview Investigational Drug Service
A division of Fairview Hospital and Health Care Systems' Department of Pharmaceutical Services. It is located in the Fairview-University Medical Center complex. (Referred to in the policy and procedure at "Fairview IDS").
University Property/Facilities
Includes all outdoor areas on University property as well as any enclosed area of a structure or portion thereof, where the structure is owned and/or being occupied or operated by the University of Minnesota. This also includes the residence halls.
University Real Estate
Land (surface or subsurface), buildings (including space within the buildings), air rights, water rights, and mineral rights.
University Records
Documents in any format, including written and printed matter, drawings, maps, plans, photographs; microforms; motion picture films, sound and video recordings; electronic data or copies thereof made or received by an academic or administrative office of the University in connection with the transaction of University business, and retained by such office as evidence of the activities of the University or because of the information contained therein.
University Researcher
University faculty, staff, trainees and students and any other individual, regardless of appointment status, who performs research on behalf of the University that involves human embryos or embryonic stem cells.
University Sponsored Programs
These are programs developed, administered, and evaluated by the education/study abroad offices, or programs organized, sponsored, or administered by specific colleges or departments and exchanges. Sponsored programs include credit education abroad programs, conference attendance with financial support from the University, internships, field studies, service learning, research, volunteer or work programs.
University State of Emergency
A University State of Emergency is in effect when the University president, or delegate, declares such a state under the guidelines set forth in the University Emergency Operations Plan. The University State of Emergency may be Twin Cities or coordinate campus specific, restricted to particular areas of any campus, or may be campus or University-wide, depending on the circumstances at the time.
University Trademarks
All words, logos, or symbols used to identify or distinguish goods or services as coming from or being affiliated with the University, whether or not they have been registered with the U.S. Patent and Trademark Office or any other authority. University Trademarks include the Regents Seal, the Wordmark, the Block M, and the Mascot Marks. The term also includes the University Colors of maroon and gold, though not every use of one or both of those colors constitutes use of a University Trademark.
University Travel Card Program Administrator
An employee of Purchasing Services who has overall responsibility for the University's Corporate Travel Card Program.
University Vehicle
Vehicles owned, leased or rented by the University of Minnesota to conduct University business.
University Web Sites
All sites on University networks, or using University resources, or residing within the University's "umn.edu" domain.
University-Owned Computers
All computers, irrespective of the funding source - legislative funding, research grant funding, sponsored funds, gifts, etc.
University-Wide Center
An entity authorized by the President and Senior Vice Presidents to support and advance research, education, or public engagement initiatives aligned with key University strategic priorities.
University-Wide Contract
A contract negotiated by Purchasing Services, with prices, terms, and conditions available for use by all campus locations within the University.
University-Wide Retention Schedule
A listing of retention periods for University records.
Unpaid Time
The percentage of a full-time appointment not covered by the employee's employment agreement with the University.
UReport
A confidential reporting service administered by the Office of Institutional Compliance for the purpose of receiving reports of potential law or policy violations through a toll free number (1-866-294-8680) or Web site (www.Ureport.ethicspoint.com).
Use Agreement
A contract which provides for real estate owned by one party to be used by another party, typically for short term uses such as conferences and events.
Useful Life
The length of time that a depreciable asset is expected to be useable as defined by the Controller's Office following Generally Accepted Accounting Principals.
User Level Account
An account or logon ID on a computer that can run programs and applications and use the computer but can’t install programs or change system configuration options.
Vendor
A business that provides computer-based payment card services to customers over a network that is not controlled by the University that could impact the security of cardholder data. Examples include payment gateways, and on-line providers that store, process, and/or transmit payment card data.
Vendor Check
A check from a vendor that compensates the University for an erroneous expense or duplicate payment.
Verification
The process of examining information contained in an account, report or system to ensure that it is accurate and complete.
Victim
One who incurs loss or harm as a result of a crime. The term 'victim' does not include the person charged with or alleged to have committed the crime.
Voluntary
Investigator-driven, i.e.,  cost sharing or matching/in-kinds funds not required by the sponsor as a condition for proposal submission.
Voluntary Cost Sharing
Investigator-driven, i.e., cost sharing funds are not required by the sponsor as a condition for proposal submission.
Voluntary Investigation and Cleanup (VIC)
The MPCA Voluntary Investigation and Cleanup (VIC) Program provides technical assistance and administrative or legal assurances for individuals or businesses seeking to investigate or cleanup contaminated property.
Volunteer
Individual who performs uncompensated services for the University under the direction and control of a University supervisor.
Web Sites Tracking Visitor Actions
Any web sites that use "cookies" or other technical means to store information about the visitors or visitors actions. This definition includes either the routine information stored in server security logs (date and time of visit, internet address of the referring site, domain name and IP address) by almost all web sites.
Wireless Network Devices
The University's wireless network is composed of components, which include but are not limited to controllers, access points, and servers that manage the system.
Women Minority Disabled Business Enterprise (WMDBE)
Businesses (not necessarily small businesses according to Minnesota definition) certified by agencies other than the State of Minnesota and approved by the EOAA office. WMDBE includes Targeted Group Businesses, which are the focus of this program. However, incidental purchases from WMDBEs will be counted towards the overall goal since departments often purchase from these businesses. Reports will show breakdown between Targeted Group Businesses and WMDBEs. Often large contractors located outside of Minnesota will do second tier contracting with WMDBEs in their own areas.
Wordmark
The logo that consists of “UNIVERSITY OF MINNESOTA” as a distinctive graphic design that is unique to the University and may not be replicated in type.
Work
"A work protected under the United States copyright law." Board of Regents Policy: Copyright, §II, subd. 4.

Federal law provides that "copyright protection subsists . . . in original works of authorship fixed in any tangible medium of expression, now known or later developed, from which they can be perceived, reproduced or otherwise communicated, either directly or with the aid of a machine or device." United States Code, Chapter 17, §102.

Work Day
The employee's typical scheduled time to work.
Work Off-Campus
A work location off of the University campus that is not part of the work space assigned to the employee during the academic year. Off-campus locations rented, leased or owned by the University and routinely used by the University employee to conduct University business purposes are considered on-campus for the purposes of this definition. Examples of off-campus work locations include but are not limited to the researcher's home(s) or hotels, recreational vehicles, or boats.
Work Study
A Financial Aid program in which the state or federal government pays a percentage of a student's wages.
Workforce
All employees, volunteers, trainees and other persons whose conduct, in the performance of work for the University, is under the direct control of the University, whether or not they are paid by the University.
Work-Related Injury or Disease
Any injury or illness that arises out of and in the course and scope of employment for which compensation is payable under Minnesota Workers Compensation statute.
Write-off
The actual removal of an amount from the accounts receivable subledger once it has been determined that the customer will not pay an amount owed.
X.500 Directory
The University's central electronic directory, which allows members of the University community to access the University's electronic information, including e-mail, other systems, and certain reports. Every student, faculty member, staff person, and affiliate of the University who is entered into the X.500 directory is given a unique X.500 user name/account called an "Internet ID". The X.500 Directory is the source for the Student-Staff Directory and on-line look up services.
Zero Balance Accounts
University established Domestic bank accounts for which the sole purpose is to make subject payments. This payment option is rare and utilized when it has been proven that no other means of payment is feasible.