Requesting a Sponsored Account for UVA Health Information Systems

HIT Security enables network accounts for a variety of HIT customers including employees who are not listed on a payroll. This includes onboarding for consultants, vendors, students, visiting clinical staff, observers, study monitors, outside auditors, and others.

The Medical Center enables network accounts for a variety of HIT customers: 

  • Contingent Workers (non-UVA employees, i.e., vendors, students, observers, etc.):  Medical Center Sponsors can use the process described below to request a UVa Computing ID, University ID, Medical Center Network/Email account, LMS (Netlearning) access. 
  • UVa Medical Center Employees:  UVa Computing ID’s, University ID, and Medical Center Network/Email accounts are created automatically as part of the Onboarding process.
  • University of Virginia Academic Employees:  UVa Computing ID’s and University ID’s are created automatically as part of the Onboarding process. Medical Center Network/Email accounts can be requested via the LAN Account Request Form by the Manager, employee or Human Resources department.
  • University Physicians Group (UPG):  UVa Computing ID’s and University ID’s are created automatically as part of the Onboarding process. Medical Center Network/Email accounts can be requested via the LAN Account Request Form by the Manager, employee or Human Resources department.

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Contingent Workers Detailed Request Process

The UVa Medical Center Data Provisioning Spreadsheet can be used by Medical Center Sponsors to request UVa Computing ID, University ID, Medical Center Network/Email accounts, and LMS (Netlearning) access for Non-UVa employees through a sponsored account.

Sponsored accounts are for individuals that work with UVA but are not on a payroll.  This account allows access to UVA Medical Center resources when request through Health Information and Technology.  For more details on what a sponsored account is and what sponsors agree to, please visit the ITS knowledgebase article found here

As indicated in the spreadsheet, column headers in red are required in order to process the request. HIT Security will validate the information provided. Please allow up to one week for the request to be processed. This spreadsheet requires the following:

  • If a UVA computing ID and badge number need to be created, this cannot be done without a date of birth.  Social Security numbers are not required but assist with the request process when a prior affiliation may exist (e.g., attended a one-day course at UVA, was a past UVA student or employee, etc.).  If the applicant did not provide an SSN, please leave the SSN field blank. 
  • The Workday role must be entered in the spreadsheet for the processing.  Below are the Workday role descriptions that can be selected:

Sponsor Account Type

Description

Background Check Required?

Post-Doctoral Fellows                  

Post-Docs paid via Accounts Payable

Yes

Volunteers

Volunteers in any entity that require tracking, systems access, and/or training in an Learning Management System (LMS)

Yes

Unpaid Interns & Visiting Students

Students from another academic institution. Varies

Yes

Visiting Professors

Unpaid faculty visiting from another academic institution

Yes

Unpaid UVA Faculty

Unpaid faculty who do not have a relationship with another academic institution.

Yes

ROTC Instructors

Specific group of unpaid faculty

Yes

Vendors

Employees of large UVA vendors such as Aramark, Morrison’s, and RMC Events

No

Contractors

Individual contractors used by individual departments or schools, e.g., traveling nurses, IT contractors, etc. Not part of a larger UVA vendor relationship

No

Visiting House Staff

Visiting residents/house staff in the UVA Medical Center

Yes

Visiting Scholars

Non-faculty visitors from another academic institution

Yes

Board of Visitors

Members of the Board of Visitors

No

Southwest Virginia Higher Education (SWVAHEC) Employees

SWVAHEC employees who need access to certain UVA systems such as Chrome River.

No

External Search Committee Members

Search Committee members with no current UVA employee or contingent worker relationship. Allows them to take the search committee training and have access to search information in Workday.

No

Badge only

Individuals who need badge access to restricted areas. Not in Workday.

No

  • Spreadsheets containing social security numbers should be password protected.  The spreadsheet and an email message containing the password should be sent separately. 
  • Directions for password protecting your Excel spreadsheet are provided below under Supporting Resources.
  • Please open the spreadsheet and save a copy. Rename the spreadsheet with your name (as the requestor) and the date (eg., SmithJohn_20130805). 
  • Please do not add or remove any columns or change any of the names of the column headers.
  • Please validate whether the incoming external team member has prior affiliation. Informing Health IT Security of prior affiliation at the time of the request will assist in expediting ID creation in the event there is an existing record on file. 
  • The spreadsheet should be sent as an attachment to MCC Security (MCCSecurity@hscmail.mcc.virginia.edu). We are in the Global Address List as MCC Security.
  • Multiple people can be submitted in the same spreadsheet.

 

In the email to which you attach the spreadsheet, please specify what you need for the person(s) in the spreadsheet:

  • UVa Computing ID and 9 digit badge number
  • LMS (Net Learning)
  • Health System Network account
  • Outlook Email
  • Access to Information Systems such as Epic, PACS, etc. can be requested through the Online Access Request (OAR) application found here

If you encounter problems during any of the above procedures, you can contact the HSTS Help Desk during normal business hours at 434-924-5334.

Note: All users requesting access to Health System information systems must complete the Electronic Access Agreement.  It is maintained by the respective agency's (Medical Center, UPG, SOM) Human Resources department.  In instances of vendor or other 3rd party access, the form is maintained by the UVa Medical Center Manager sponsoring the 3rd party access. Download form here. (pdf)

Sponsor Review

Maintaining an accurate accounting of authorized users who may access UVaMC systems is essential in maintaining a secure environment that protects our patients and ensures our organizations continued compliance with Federal and State regulations.

Student sponsors: if the end dates for your students have not changed, you do not need to respond to this email; their access will be terminated the next business day following their end date.  If any of your students need to have their end dates changed, please send us that information as soon as possible.

Sponsored accounts must be reviewed annually and cannot be extended more than a year from the request date. Sponsors will receive an email notification from the Fischer Identity and Access Management system 30, 15, 10, 5, and 1 day(s) prior to a sponsored accounts expiration.

The sponsor should review the personnel listed in these emails and email a response to MCCSecurity@hscmail.mcc.virginia.edu to indicate the sponsored accounts status as:

  1. Remove Immediately
  2. Extend the individual’s access for up to 1 year (please include new end date)
  3. I am not the sponsor for this individual

If a reply is not received before the sponsored accounts end date, access will be terminated. The sponsor will need to contact MCCSecurity@hscmail.mcc.virginia.edu to request restoration of access.

Supporting Resources:

UVa Medical Center Data Provisioning Spreadsheet

Password Protect Excel Spreadsheet