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Unauthorized Disclosure

Unauthorized disclosure is the exposure, communication, and/or physical transfer of information to someone not authorized to view and/or receive it.

University Records

Recorded information that documents a transaction or activity by or with any appointed board member, officer, or employee of the University. Regardless of physical form or characteristic, the recorded information is a University record if it is produced, collected, received or retained in pursuance of law or in connection with the transaction of university business. The medium upon which such information is recorded has no bearing on the determination of whether the recording is a University record. University records include but are not limited to: personnel records, student records, research records, financial records, patient records and administrative records. Record formats/media include but are not limited to: email, electronic databases, electronic files, paper, audio, video and images (photographs).

University-Associated Organization (UAO)

An independent and separately incorporated legal entity, officially recognized by the University, subject to an executed UAO- Memorandum of Understanding (MOU), and meeting all the following criteria:

  • Organized and exists under Virginia law and in good standing with the State Corporation Commission;
  • Qualifies as a tax-exempt organization;
  • Exists and operates for the benefit of the University or one or more of its units by providing one or more of the following support functions: fundraising, asset management, programs and services; and
  • Not an agency, organization, corporation, or unit of the University or the Commonwealth of Virginia.

From the University of Virginia Policy Glossary


User(s), as defined by the University's IRM-003: Data Protection of University Information, is anyone who uses University information technology (IT) resources. This includes all account holders and users of University IT resources including, but not limited to: students, applicants, faculty, staff, medical center employees, contractors, University-Associated Organization employees, guests, and affiliates of any kind.

User Privileges

A level of permission that allows users to access specific resources on the workstation and network, such as data files, applications, printers, and scanners.