Data Requests
If you would like to request data from the Office of Data and Strategic Analytics (DSA), please submit your request to be reviewed by the Executive Director of Operations in the Graduate School. Approved requests will then be routed to DSA for processing.
YES
YES is the primary academic records and registration portal for Vanderbilt University. Faculty use YES to manage courses, transfer credits, communicate securely with students, assign grades, etc.
Teaching faculty that need to change grades given to a student should use the Grade Change Guide for complete instructions on the process in YES. For instances that require a paper form for updating (grades that have been changed once, grades for students in their final terms, or changing a grade for a student who has graduated), please use this Grade Change form. For incomplete grades, use the reconciling an incomplete grade form.
A full list of YES user guides is available on the Registrar's website.
Students of Concern
Student care is a team-based approach, and students can utilize as many resources as needed to receive support. Confidential information is not shared between resources unless approved by the student to assist in the processes.
Faculty, staff, students, community members, and family members can report their concerns pertaining to the personal, physical, or emotional wellbeing of a student using the Student of Concern Form.
This form is not designed to be an emergency response notification. Information on resources for students needing immediate assistance can be found on the Student Care Network website.
Dual Identity
How to request VUMC credentials for a Graduate School student in a lab with a VUMC PI?
Requests for dual identity should be made by a VUMC PI or VUMC departmental administrator. Please follow the steps outlined here. For graduate students in BRET programs, contact amy.f.martinez@vumc.org to request a BRET-specific onboarding guide.
Request Form in Pegasus:
- Search “Sponsored” in Pegasus.
- Click “Submit” next to “Dual ID (Sponsored Account) Request for Approval (New or Extend)”.
- Click “I am the customer” or indicate a student’s PI as the customer.
- Under “What is the reason for your request?”, indicate “graduate student joining the [VUMC PI NAME HERE] laboratory group.”
- For “Select the appropriate area which will sponsor the account”, select “VUMC - School of Medicine: Internships, Rotations”. Fill out all other form details as required.
Set Up Student as Contingent Worker in Workday:
*Please ensure that the dual identity request from the previous section has been approved before you initiate the steps below to onboard the student in Workday.
- Create a contingent worker (CW) position
- Use the “Create New Positions” guide linked here
- Create a pre-hire record for the student
- Use the “Contract (Add) Contingent Worker” guide linked here.
*Search for the student before creating a new pre-hire record.
Tip: Use the student’s vanderbilt.edu address when setting up the pre-hire. Select “home” for email type.
- Assign the student’s pre-hire record to the contingent worker position
- Use the “Manage Contingent Worker Onboarding” guide linked here
*Please note that contingent worker approvals should be renewed annually, including submitting a new Dual ID request each year. Access MUST be terminated on the last day of the student’s position in the lab.*
Completing these steps provides VUMC credentials and Workday access. It does not guarantee or enable access to all VUMC systems and research platforms. Additional approval may be required.
Specifically, if a VU graduate student will need access to clinical resources (patients, patient data, or clinical areas), contact Medical Center Relations (vumc.iso@vumc.org).