Web Site Policies

Except as noted, the information below applies to official University of Virginia Web sites, which are defined as the official Web pages of University schools, departments, divisions and other units. You may also find within the University of Virginia domain -- signified by the address "virginia.edu" or within the range of Internet protocol addresses assigned to the University of Virginia -- Web sites over which the University has no editorial responsibility or control. Such sites include but are not limited to the Web pages of individual faculty members or students and the Web pages of student organizations and other organizations not formally a part of the University. Although the University encourages compliance with all University policies and practices at such Web sites, the University serves only as a neutral provider of Internet-related services to them. The University recommends that you seek information from the persons responsible for those sites directly to ensure that you know under what policies and practices they operate.

Copyright/Disclaimer | Privacy Notice | Advertising Policy | Homepage Policy & Information

U.Va. Copyright/Disclaimer Statement

All text, images, logos and information contained on official University of Virginia Web sites are the intellectual property of U.Va. unless otherwise registered and are protected under the U.S. Copyright Act 17 U.S.C. 101-810. Copyright gives the owner exclusive right to reproduce, distribute, perform, display, or license a given work. Whether or not a Web site includes a statement about copyright, the US copyright act provides protection for such works, and they may not be used or reproduced without permission. It is the responsibility of all parties storing materials on Web sites with University of Virginia domain addresses to ensure that such material does not violate other parties' proprietary rights and does not otherwise violate law or applicable University policy. U.Va. reserves the right to delete or make inaccessible files that contain material that is in violation of law or of applicable U.Va. policy. U.Va. is not responsible for any errors in the material provided on the Web and shall not be liable for any damages of any kind arising from the use of any material found on official U.Va. Web sites or on any other sites with University of Virginia domain addresses.

The design, pictures, and logos used on Web sites directly managed by the University Webmaster may not be copied and used or posted by any other person or entity, including other units/offices at the University of Virginia. This includes but is not limited to the University's home page, all Secondary Web Pages (blue button pages), news pages, and maps. Links may be directed to these pages, but images, logos, maps, may not be copied and/or posted for any reason.

Questions may be directed to the University's Webmaster.

Links to Other Sites
Provision of links from official University of Virginia Web sites to sites located outside of the University of Virginia domain does not imply endorsement or credibility of the service, information, or product offered through the linked sites.

Respect for Copyrights Including Digital Materials and Software
It is the policy of the University to respect the copyright protections given by federal law to owners of intellectual property, including digital materials and software. It is against University policy for faculty, staff, or students to use University equipment or services to access, use, copy or otherwise reproduce, or make available to others any copyright-protected materials, including digital materials and software, except as permitted under copyright law (especially with respect to "fair use") or specific license.

The software provided through the University for use by faculty, staff, and students may be used only on computing equipment as specified in the various software licenses.

The University regards violation of this policy as a serious matter, and any such violation is without its consent and is subject to disciplinary action. Repeated violations will result in loss of computing privileges, among other sanctions.

Pursuant to 37 CFR 201.38, the University has designated the following person to receive notification from copyright owners of claimed infringement of digital materials and software copyright:

Claimed Copyright Infringement
University of Virginia
PO Box 400898
2400 Old Ivy Road, Charlottesville, VA 22904
(telephone) (434) 982-2249
(facsimile) (434) 243-9197
(e-mail) DMCA@virginia.edu


Commitment to Privacy. Individuals' privacy is important to the University of Virginia. To better protect your privacy we provide this notice explaining our online information policy and practices. To make this notice easy to find, we make it available through a link on our homepage. Our privacy and public records obligations are governed solely by applicable Virginia statutes, including, but not limited to, the Virginia Privacy Protection Act of 1976, the Virginia Freedom Of Information Act, and by any applicable U.S. federal laws.

Notice About the Information We Collect. This notice applies to all information collected by or submitted to official University of Virginia Web sites (see the definition above). The following information explains the Internet privacy policy and practices that the University has adopted for its official Web sites In legal terms, it shall not be construed as a contractual promise, and the University reserves the right to amend it at any time without notice.

In addition to this explanation of policy and practice, the University encourages its schools, departments, divisions and other units contributing to its official Web pages to provide specific notices about the collection and use of any personal information associated with those pages. The following information is therefore general, and we encourage you to read page-specific notices to ensure that you understand precisely the applicable privacy policies and practices.

When you access our Web pages, the client information and the essential and nonessential technical information listed below is automatically collected -- we refer to those categories collectively as "access" information. No other information is collected through our official Web sites except when you deliberately decide to send it to us (for example, by clicking on a link to send us an e-mail). The information you might choose to send us is listed below as "optional information."

Automatically Collected Access Information
  • Client information: the Internet domain and Internet address of the computer you are using.
  • Essential technical information: identification of the page or service you are requesting, type of browser and operating system you are using; and the date and time of access.
  • Nonessential technical information: the Internet address of the Web site from which you linked directly to our Web site, and the "cookie information" described below.
  • Optional information:
    • when you send us an e-mail:
    • your name, e-mail address, and the content of your e-mail.
    • when you complete online forms:
    • all the data you choose to fill in or confirm, including credit or debit card information if you are ordering a product or making a payment, as well as information about other people if you are ordering a gift and want it sent directly to the recipient's address.

The Way We Use Information. Client information is used to route the requested Web page to your computer for viewing. In theory, the requested Web page and the routing information could be discerned by other entities involved in transmitting the requested page to you. We do not control the privacy practices of those entities. Essential and nonessential technical information helps us respond to your request in an appropriate format [or in a personalized manner] and helps us plan Web site improvements. Optional information enables us to provide services or information tailored more specifically to your needs or to forward your message or inquiry to another entity that is better able to do so, and also allows us to plan Web site improvements.

We may use non-identifying and aggregate information to better design our Web site For example, we may report that X number of individuals visited a certain area on our Web site, or that Y number of men and Z number of women filled out our registration form, but we would not disclose anything that could be used to identify those individuals.

We may keep client information from our systems indefinitely after the Web page is transmitted, but we do not try to obtain any information to link it to the individuals who browse our Web site However, on rare occasions when a "hacker" attempts to breach computer security, logs of access information are retained to permit a security investigation and in such cases may be forwarded together with any other relevant information in our possession to law enforcement agencies.

Under the Virginia Freedom of Information Act, any records in our possession at the time of a Freedom of Information Request might be subject to being inspected by or disclosed to members of the public for any purpose they may desire. As indicated above, client information may be retained after transmission of the requested Web page and might be available for inspection.

We use the information you provide about yourself when placing an order or request only to complete that order or request. We do not share this information with outside parties except to the extent necessary to complete that order or request. Similarly, we use the information you provide about someone else when placing an order or request only to complete that order or request. Again, we do not share this information with outside parties except to the extent necessary to complete that order or request.

We generally use return e-mail addresses only to answer the e-mail we receive. Such addresses are generally not used for any other purpose and by University and state policy are not shared with outside parties.

Finally, we never use or share the personally identifiable information provided to us online in ways unrelated to the ones described above without a clear notice on the particular site and without also providing you an opportunity to opt-out or otherwise prohibit such unrelated uses.

Use of Cookies. Some official University of Virginia Web sites use "cookies." Often a cookie enables the University Web site to tailor what you see according to the way you entered the site (i.e., if you entered by pushing a button identifying yourself as a student, your subsequent views of information might be tailored for student audiences). For this kind of cookie, the information stored in that cookie might include the following (formatted for legibility):

Name: UVA_cookie Session: 973016679.175537
Timestamp: 973021258
Portal: 0
Expires: Tue, 01-May-2001 19:40:58 GMT
Domain: virginia.edu
Path: /

Providing Information is Your Choice. There is no legal requirement for you to provide any information at our Web site However, our Web site will not work without routing information and the essential technical information. Failure of your browser to provide nonessential technical information will not prevent your use of our Web site but may prevent certain features from working. For any optional information that is requested at the Web site, failure to provide the requested information will mean that the particular feature or service associated with that part of the Web page may not be available to you.

Our Commitment To Data Security To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online, consistent with the policies of the University and with the laws and regulations of the Commonwealth of Virginia.

How To Contact Us Should you have other questions or concerns about these privacy policies and practices, please call us at (434) 924-4524 or send us an e-mail at webmaster@virginia.edu. If you wish to review or change information gathered about you via an official University of Virginia Web site but you do not know how, the University Webmaster will assist in locating the persons responsible for that site so that you may make your request for that review or change directly to them.

Advertising Policy

— Adopted by the University's Network-Based Information Systems committee June 2002, the president's Cabinet and the University Policy Committee November 2003. Full Policy.

All University of Virginia Web pages signified by the address "virginia.edu" or within the range of Internet and Intranet protocol addresses assigned to the University of Virginia. University departments or units with Web sites based on non-University servers must comply with the terms of this policy in order to be linked from the University's home page structure.

Consistent with University and state policy on the appropriate use of University-owned equipment, the University's Web page must not be used for commercial, non-mission-related purposes.

In practice, this means that advertising space cannot be sold at any level of the Web page. "Advertising" refers to any situation in which the University or one of its units receives payment or in-kind gifts in exchange for a link or brand placement on a University Web page. Please see definitions below.

While advertising cannot be sold at any level, links to commercial vendors may be made in the following specific situations:
  • Licensed software required for Web viewing:
    • The logo or graphic represents licensed software on which a core function of the page is based, e.g., Netscape, Adobe Acrobat Reader, RealAudio, VeriSign.
  • Links to separately contracted vendor:
    • The logo or link is to a vendor or other entity separately contracted to provide services to the University, e.g., ARAmark, TIAA, Fidelity Insurance, Nike.
  • Sponsorship Recognition:
  • Within a unit's Web page, a logo or link can be displayed at that unit's second level page or below to acknowledge support of the unit's mission-related activities through sponsorship. Such logos or links are deemed to be recognition of corporate or other external sponsorship; payment may not be accepted for that link or logo. Please see definitions below.
  • Educational Purposes:
  • The text link provides information for educational or other mission-related purposes and the University has received no consideration for incorporating that link.

Guidelines for Linking and Presentation
In all of these cases, a link should provide information for educational or other mission-related purposes and the University cannot have received consideration for incorporating that link.

Such links should in no way imply endorsement of products or services offered by the external entity. Any descriptive text accompanying the link should be value-neutral. Acceptable language might include: "For more information: [link]." Unacceptable language: "Check out this great Web site [link]."

Such links should go to the home page of the entity's Web site and, wherever possible, links should not go to pages on which products or commercial services are offered for sale. The logo, text, or graphic should not include any qualitative or comparative language or descriptions of the non-University party's products, services, facilities, or company, including but not limited to price information, inducement to purchase, endorsements, savings, or value.

Particularly in cases where a group of external hyperlinks is included, the following language is recommended for inclusion: Links to Web sites external to the University of Virginia should not be considered endorsement of those Web sites or any information contained therein.

In all cases, the design of departmental or unit pages that incorporate commercial links must be consistent with established graphic and placement standards for University Web pages. (See guidelines for Web design, http://www.virginia.edu/webstandards.) For example, commercial or text logos or display material may not be placed in the "banner" area, roughly the top quarter of a page and pop-up notice of sponsorship will not be allowed under any circumstances.

Links to sponsors or other corporate recognition on a unit's home page (i.e., the third level off the University home page) will not be allowed except under special circumstances considered on a case-by-case basis by the University's Network-based Information Systems (N-BIS) editorial board. Such examples might be the University Bookstore or the University Press (selling merchandise).

The following definitions should be considered general and applicable to this policy only.

University of Virginia Web page: A page created or maintained by or on behalf of the University of Virginia or an office, department, or division of the University of Virginia and located within the University of Virginia's information technology environment, i.e., signified by the address "virginia.edu" or within the range of Internet protocol addresses assigned to the University of Virginia. [Note: Web page and Web site may be used interchangeably.]

Hyperlink or hypertext link: A logo, text, or other identifier incorporating a link to a Web site external to the University of Virginia, placed on a UVA Web page without compensation.

Advertising: A logo, text, or other identifier incorporating a link to a Web site external to the University of Virginia, placed on a UVA Web page in exchange for remuneration or gifts in kind, where that placement is intended to promote or market a service, facility or product offered by the entity's Web site for a commercial purpose. Advertising includes messages containing qualitative or comparative language, price information or other indications of savings or value, an endorsement, or an inducement to purchase, sell, or use any company, service, facility or product.

Qualified Sponsorship: A logo, text, or other identifier incorporating a link to a Web site external to the University of Virginia, placed on a UVA Web page to acknowledge donation of services, products, or financial or research support to the University of Virginia or an office, unit, center, department, or division of the University of Virginia.

The IRS defines sponsorship as "a payment for which there is no expectation that the sponsor will receive a 'substantial return benefit,' the income received by the sponsored organization is not subject to tax as unrelated business income."

Banner ad: A typically rectangular advertisement placed on a Web site, above, below, or to the side of the site's main content area.

Home Page Policy and Information

Definition, Purpose, and Responsibility For
home page Policies
Logos, Trademarks, and Licensed Graphics
Photographs, Graphics, and Technologies
Viewing Our Site

The University of Virginia home page (http://www.virginia.edu/) is the official Internet site for the University of Virginia. The "official" home page structure includes the home page, the six audience driven pages, and other sites integrated into the home page structure (maps, calendars, search, Web site index, addresses, etc.).

View a fifteen-year history of the U.Va. Home Page.

The objective of the home page is to provide a point of entry for the academic and public community to the University's officially recognized information resources through links and navigational mechanisms and to provide timely content and links to news and events of general interest about the University of Virginia. The following audiences are especially targeted: Students (undergraduate, graduate, and international), Faculty and Staff, Prospective Students, Alumni, Parents and Families.

The University's central Web site is produced by the Office of University Communications. The Web Communications Group has the responsibility of defining the content, look, feel, interface, links, information architecture, and navigation of the University's official home pages.

Carol Keese is the Deputy Chief of Marketing at University Communications and has responsibility for management, content, and design of the top-level and second-level pages and associated functions and technologies of the University of Virginia Web site (www.virginia.edu). The staff of web developers, including Jonelle Kinback and Christina Meyer, help maintain the University's home page and unit Web pages.

Home page Policies
Links: The University of Virginia home page provides a framework and mechanism for structured retrieval of officially authorized information resources of the institution through links on each of its blue button navigation, pop-up menu links, and other home page navigation. Publications and other information resources created by an official unit or other recognized organization of the University or an individual-created information resource which is sponsored by an official unit or registered organization are eligible for inclusion in the University of Virginia Web site.

Read more about the U.Va. Home Page.

Non-University resources: i.e., information resources that originate from a non-University Internet host will, in most cases, not be linked directly to the University of Virginia site. Exceptions to this can include instances where a non-University host provides information generally recognized of University interest (athletics, Charlottesville links).

Logos, Trademarks, and Licensed Graphics
Official University of Virginia logos, seals, and graphics relating to the University may be subject to licensing agreements and any use of these would require approval. If you have questions about legal use of these items, contact Todd Goodate, Associate Athletic Director of Marketing Video Services at (434) 982-5600.

The University Logo Site is administered by the Marketing Department.

Photographs, Graphics, and Technologies
Use of design, images, graphics, or technologies associated with the University of Virginia Web site (www.virginia.edu) is prohibited. Images in use on the University home page, the Grounds Tour, the Postcards, the Screensaver and Wallpaper pages, cannot be used even by other University departments; they are under limited-use agreements with photographers and some images are the property of the Public Affairs Office. For inquiries, email: webmaster@virginia.edu. Technologies found on the University of Virginia's main site are not to be edited or copied for private or departmental use. These technologies are considered intellectual property.

Viewing Our Site
The University of Virginia Web site is designed for best case viewing on multiple platforms, back to 6.0 and newer versions of Internet Explorer. Firefox, and Netscape.

The look of the University home page may vary slightly according to your monitor's setting for color and default font. The U.Va. home page and immediate second-level pages use Arial as the standard font for content viewing. Graphics and images that use additional fonts were created with best-case and worst-case viewing scenarios in mind and all images have been optimized for faster download.

In support of equal access and widespread use of the University site, we have provided document tags and other supporting data for those using expanded browser and viewing technologies. A text-only version of the home page was posted in early 2001 and is updated dynamically.

Initiatives and Development
The University of Virginia Web site is the entry point for many to the University. The University Webmaster continually reviews and develops the University Web site, realizing the possibilities of new technologies and evaluating methods of access in provide up-to-date, accurate information methodically and attractively.

In March 2009, CASE (Council for Advancement and Support of Education) awarded the University of Virginia Home Page a bronze medal for Overall Web Site Design and Implementation. In January 2008, CASE (Council for Advancement and Support of Education) awarded the University of Virginia Home Page an Award of Excellence for World Wide Web Home Page Design and Implementation. In January 2007, CASE (Council for Advancement and Support of Education) awarded the University of Virginia's Week in Photos a Grand Award for Electronic Newsletter and Tabloids. In January 2004, CASE (Council for Advancement and Support of Education) awarded the University of Virginia's Home Page an Award of Excellence for Overall Web site design and Implementation. In January 2003, CASE's District III awarded the University home page two awards: an Award of Excellence for World Wide Web home page design and Implementation and an Special Merit Award for Overall Web Site Design and implementation. In April 2002, the University was named one of four winners for home page Design and Implementation by the National Association of Educational Publishers. In January 2002, the University of Virginia's home page won an Award of Excellence in CASE's District III competition for Best Design and Implementation of a home page In January 2001, the University of Virginia's home page won the Grand Award in CASE's District III competition for Best Design and Implementation of a home page. In 2000, the home page won Special Merit in the same competition.

Last Modified: 05-Feb-2015 15:27:16 EDT