Dual Identity

What is a dual identity?

Some faculty and staff members have affiliations with both Vanderbilt University Medical Center (VUMC) and Vanderbilt University (VU) and require access to systems/esources owned by both. These unique employees are known as dual identity users and have two IDs and two email accounts. An ID or "username" at VUMC is called a VUMC ID and an ID/username at VU is called a VUnet ID, and passwords must be set for each.

Dual identities at VUMC and VU have individual login credentials and email accounts that provide access to each organization’s applications and systems.

VUMC Login Prompt                                                            VU Login Prompt

VUMC login.jpg      VU login.jpg

VUMC Virtual Private Network Information

  • What does it mean to have two identities?

    Having two identities means that you have access to applications owned by both Vanderbilt University Medical Center and Vanderbilt University. You will use your VUMC ID to access Medical Center applications and your VUnetID to access Vanderbilt University applications.

    The VUnetID and VUMC ID will have unique usernames. It is required for users to have unique passwords to maintain secure systems.

    How to request Dual Identity Status

    If you require a second ID for either Vanderbilt University or Vanderbilt University Medical Center, contact your supervisor to submit the following request form for both new IDs and extension requests.

    Requests are allowed from the following groups.

    • VUMC faculty members
    • Principal Investigators
    • VSAs
    • Departmental administrators

    If you need to request dual identity and do not fall into one of these groups, please contact your supervisor.

    Dual Identity Request through Pegasus

    If you fall into a group listed above of those who can request dual identities, please submit a Pegasus Ticket for the employee who needs Dual Identity. The request form can be submitted for single requests and multiple (upload of an Excel file required).

    What to Expect After You Submit a Dual Identity Request

    If you are a VUMC employee requesting VU access, please see the VU Identity - New Users page for information on how to claim your ID once your Pegasus ticket has been completed.

    If you are a VU employee requesting VUMC access, please see the AccessVUMC - New Users page for information on how to claim your ID once your Pegasus ticket has been completed.

  • How do I know if I have a dual identity?

    If you are employed by either the University or the Medical Center and require access to systems owned by both institutions through an un-paid affiliation, you are a dual identity user.

    If you are employed by both the university and the Medical Center you are not a dual identity user and do not need to request an ID for either institution. Your IDs will be auto-provisioned through your respective university or Medical Center HR departments.

    How do you obtain a Dual ID?

    If you require a second ID for either the university or Medical Center and one has not already been auto-provisioned reference Request a dual identity for instructions on the application process.

    How do you add a contingent worker? 

    • The first step is to 'Create Position". It will route to one-up manager for approval.
    • The second step happens once the position is approved as a 'Contract Contingent Worker'.
    • Lastly, it will route to the one-up manager one more time before going to HR.
      • Once HR completes their approval, then the new worker will have to log in to do some pre-hire data entry steps, which will be sent in three emails.
        • The first email will be sent from Workday and it will be a welcome email. 
        • First Workday Contingent Worker Email
        • The second email from Workday will have the contingent worker's temporary username. 
        • Second Workday Contingent Worker Email
        • The third email from Workday will have the contingent worker's temporary password. They will be asked to reset the password once prompted. 
        • Third Workday Contingent Worker Email
      • Once their Workday profile is complete, they will be able to claim their VUMC ID which they will receive in a fourth and final email from Workday.
        • The fourth and final email will ask the contingent worker to claim their VUMC ID. 
          • Fourth Workday Contingent Worker Email
    • To extend a contingent worker, click here.
    • To end/terminate a contingent worker, click here.

    What if I am having trouble using my new login?

    If you are having trouble accessing applications with your new login go to the VU or VUMC identity system to test.

    • Log into VU identity management at VU Identity. If you are still unsure call the VUIT Help Desk – (615) 343-9999.
    • Log into VUMC identity management at AccessVU. If you are still unsure call the VUMC IT Help Desk – 615-343-HELP / 3-4357.

    What about email?

    VUMC employed faculty receive an additional VU email address. The new email address represents the additional VU identity. Faculty will have a university (@vanderbilt.edu) email address and a Medical Center (@vumc.org) email address.

    All other VUMC employees who are dual identity are not provisioned an @vanderbilt.edu email address.

    VU students and other VU dual identities are classified as VUMC non-employees and are not assigned an @vumc.org email account.

    Managing multiple email accounts

    To manage multiple accounts, users are encouraged to use Microsoft Outlook.

    Is my new ID for the university or the Medical Center?

    You should be notified in the initial email communication which organization your new ID is attached to.

    A Medical Center ID is referred to as a VUMC ID and will be associated with the VUMC.org domain.

    A Vanderbilt University ID is referred to as a VUnetID and will be associated with the @vanderbilt.edu domain.

    You can test your new IDs by logging into VU & VUMC identity management user services.

    •  
      • Log into VUMC identity management at AccessVUMC. If you are still unsure call the VUMC IT Help Desk – 615-343-HELP / 3-4357.
      • Log into VU identity management at VU Identity. If you are still unsure call the VUIT Help Desk – (615) 343-9999.

    When should I use my Medical Center VUMC ID?

    Use your Medical Center ID (your VUMC ID) to log in to all clinical applications. Look for this login page.

    hospital2

    If you are an employee of the Medical Center, your login to C2HR is your VUMC ID.

    When should I use my university VUnetID?

    Use your university ID (your VUnetID) for applications that are tied to the university, such as Brightspace, YES, VSTAR, and a host of other student- or university-related applications. Look for this log in page.

    cornelius2

    If you are an employee of the university, your login to Oracle is your VUnetID.

    What happens if I use the wrong ID for an application?

    One of three things may occur:

    • The application will likely not allow you to log in.
    • The application will let you log in as a new or guest user with no reference to your other identity.
    • The application may allow you to use it with erroneous results.

    If you encounter any of these situations, log out and log back in with the correct ID.

    What if an application acts strangely?

    If you are experiencing a problem logging into an application and have confirmed you are using the appropriate ID, contact the Help Desk. VUMC IT and VUIT are trying to identify and remedy all applications that do not support the dual identity community, but there are thousands of applications and the team may not be able to capture all potential issues.

    VUMC IT Help Desk – 615-343-HELP (4357) or submit a Pegasus Ticket (https://pegasus.vumc.org/), indicate that you are a dual identity user and explain the issue.

    VUIT Help Desk – (615) 343-9999 or email it@vanderbilt.edu

    What happens if an application logs me in automatically with the wrong login?

    This may happen that when you have logged into one application, and that same authentication is used by another application. In cases where this happens to you and you find that the login to the second application is incorrect, make sure to log out and log back in with the correct ID. If you continue to experience problems, contact your IT Help Desk.

    VUIT Help Desk – (615) 343-9999 or email it@vanderbilt.edu
    VUMC IT Help Desk – 615-343-HELP / 3-4357, or submit a Pegasus Ticket (https://pegasus.vumc.org/), indicate that you are a dual identity user and explain the issue.

    If I have dual identities, will I need two ID cards or badges?

    Existing ID cards/badges for your primary institution should continue to work for access.

    A white VUMC ID card/badge (for identification purposes only – that does not contain a magnetic stripe or chip) will be considered by the VUMC Office of Faculty Affairs on a case-by-case basis for faculty members of the School of Medicine and School of Nursing.

    About the IDs

    The Medical Center ID badge is printed on white cardstock with identifying information. It contains a magnetic stripe and chip to allow additional services, such as Badge Bucks (formerly the Commodore Card), application and facility access.

    The university ID card is printed on gold cardstock with identifying information. It contains a magnetic stripe and chip to allow additional services such as Meal Money, Commodore Cash, as well as application and facility access.

    VUMC Card Services (615) 936-3350

    VU Card Services (615) 322-2273

    How do I know if I need a second ID card or badge for my non-primary institution?

    VU students: VU students are not eligible for a VUMC badge.

    VU students who are employed at VUMC: VU students will obtain a VUMC student worker badge that does not contain a magnetic stripe or RFID chip from the VUMC Card Office.

    VU faculty: VU faculty will submit a request to the VUMC Card Office (S2311 MCN). The Card Office will forward the request to the Office of Faculty Affairs for review. Once reviewed, the Card Office will contact the faculty member with the Office of Faculty Affairs’ decision. If the request is approved, the faculty member will receive a VUMC white badge for identification purposes only.

    VUMC employed faculty: TBD

    VUMC employees who are VU students: If a VUMC employee is also a student, a separate student record will be created by People Soft Student in the card system, and the VU Card Office (184 Sarratt Center) will issue the VUMC employee a VU gold student card.

    For phone numbers and address information, consult the Card Services website.

    What if an ID card or badge does not work?

    If your ID card or badge does not work, consult Card Services.