Shared User Login FAQ

WVU and WVU Medicine maintain separate identity management systems. "Shared users" are users who may access both WVU and WVU Medicine managed systems.

1 How do I know if I'm a shared user?
2 How do I change my password or manage my account as a shared user?
3 What if I change my password at login.wvu.edu?
4 How does this affect access to other University systems?
5 Will my current email address change?
6 Are there any other account differences for shared users?
7 I'm an administrative support employee. How does new hire onboarding work?
8 If a new employee is hired and is a shared user, can they set up Duo two-factor authentication immediately?
9 Do administrative or SBA staff need to request access for shared users to commonly used WVU resources?
10 What should a new employee do to have their Shared User account created?

How do I know if I'm a shared user?

Shared users are WVU Medicine employees or affiliates who meet one or more of the following criteria:

Assigned to work at HSC in a support role (e.g., administration)
Dental Corp. employees
Physicians of Charleston employees
Hold a WVU faculty role
Advance practice providers (APPs), including advance practice nurses, nurse practitioners, registered nurse anesthetists, certified nurse midwives, and clinical nurse specialists
WVU School of Medicine residents
Faculty-physicians

If you are identified as being a shared user, WVU Medicine will notify you when your password is near expiration.

How do I change my password or manage my account as a shared user?

Visit wvumedicine.org/login to change your password or manage your account. The password you create and manage there will ensure access to systems, including @hsc email, SOLE, UltiPro and Epic. WVU Medicine's password management system will sync your passwords across all the WVU, HSC and WVUM systems you currently use.

If you get an error message when trying to change your password that says you have not configured security questions, please contact the WVU Medicine Help Desk at 304-598-4357.

What if I change my password at login.wvu.edu?

If you accidentally change your WVU password at login.wvu.edu, your passwords will be out of sync. To fix this, you will have to reset your password on wvumedicine.org/login or call 304-598-4357. When renewing your password with WVU Medicine, you must comply with all WVUM requirements. Only WVU Medicine can restore a shared user's access if their account becomes disabled.

Note: Because WVU and WVU Medicine use different two-factor authentication tools, be mindful of which to use when logging in.

How does this affect access to other University systems?

You will be prompted to select your organization before signing into the 25 Live room reservation tool, WVU Libraries (EZ Proxy) and the WVU+kc (Kuali) research administration tool, including the Conflict of Interest module. Shared users should select WVU Medicine.

Direct questions to the HSC ITS Help Desk at 304-293-3631, option 2 or the WVU ITS Service Desk at 304-293-4444.

Will my current email address change?

If you had a WVU, HSC or WVU Medicine email account before July 1, 2019, your email address won’t change as part of the Login upgrade. Neither will your username. WVU Medicine does have a long-term plan to change how it handles email, but information about that project will come separately from WVU Medicine and HSC ITS.

Are there any other account differences for shared users?

There are several things to keep in mind:

Because WVU and WVUM use different two-factor authentication tools, you should be mindful of which to use when logging into a particular system. Duo will not work on WVUM systems.
You will be prompted to select your organization before signing into certain services, including 25Live, WVU+kc (Kuali) or WVU Libraries systems. As a shared user, you will select WVU Medicine.

I'm an administrative support employee. How does new hire onboarding work?

Because shared user accounts are handled by WVU Medicine, WVU Medicine HR must complete the onboarding of new employees first, before WVU can complete its onboarding. If this doesn't happen, the creation of accounts may be delayed. However, to ensure a new employee has access, SBAs and HR teams should complete these processes and request access at least three business days before the employee's first day on payroll.

If a new employee is hired and is a shared user, can they set up Duo two-factor authentication immediately?

Yes. First, a shared user will claim their WVU Medicine account. When they try to access a secure WVU system, they will be prompted to set up Duo just like a WVU employee.

Do administrative or SBA staff need to request access for shared users to commonly used WVU resources?

No. Shared users will have access to the WVU+kc (Kuali) research administration tool, the 25 Live room reservation tool and the EZProxy (WVU Libraries) system. When attempting to log into one of these systems, you will be asked to indicate whether you a WVU or WVU Medicine employee. As a shared user, you will choose WVU Medicine.

What should a new employee do to have their Shared User account created?

New employees should not have to do anything to have their Shared User accounts created. WVU Medicine will create an account for the new employee if needed and add them to a file. WVU Medicine will send that file to WVU and ask for an account to be created with matching details or, if they have an existing account for the user already, WVU will provide that back to WVU Medicine and WVU Medicine will switch the username they have to match what WVU has.

WVU ITS (PUBLIC)