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VUMC to Replace Identification Badges with New "Smart" Cards

Vanderbilt University Medical Center will reissue the current VUMC and VCH identification badges and replace them with a newly designed, contactless “smart” card.

The new card will provide greater security to all employees by removing personal information from the badge’s magnetic stripe.  The new card also contains contactless technology, which is a pivotal component of the virtualization projects that are being developed by VUMC, as well as future applications.

In order to standardize the information contained on ID cards, the redesigned card may include changes to employee titles and credentials. 

The process for exchanging the current badge for the new card will take place in two phases.  The first phase will include clinical staff beginning with VCH and will begin February 3, 2014.  Phase 2 will include non-clinical employees, VTS, and Medical Center students and will begin in the mid-March timeframe.  Home Department contacts, in conjunction with Vanderbilt Card Services, will contact Medical Center employees by email with detailed instructions for obtaining their new card at the appropriate time.  The re-carding schedule will allow employees working any shift to replace their card.  All employees will be required to exchange their old ID badges for new ID cards.

Building access, debit spending funds, Metro bus access, Kronos and other services will automatically transfer to the new card. However, there may be up to a 12-hour delay for Kronos to be updated with the new card data. As a result, employees may need to enter their employee ID number to record their time if the new card does not work immediately. Instructions to record time using employee ID are displayed above each reader. Also, employees using the Virtual Clinical Workstation application may experience a delay of up to 1-hour before it is updated. However, employees may access workstations using their VUnetID during this period. 

You can also find out more information by visiting the FAQ section of the Vanderbilt Card Services web site http://vu.edu/newcard or by contacting a Vanderbilt Card Services representative at newcard@vanderbilt.edu or 615-936-3350.

New Contactless Card Examples

 
VUMC Sample vch_sample

  

Medical Center Re-Carding Project FAQs

Why is the old badge being replaced with a contactless card?

If I have recently received a new Contactless Card do I have to replace it?

What is different about the design of the new card?

Will there be changes to titles and/or credentials on the new card?

Will a new photo be taken?

Will my new card work properly at the Kronos reader?

Will my new card provide the same building access as my current badge?

Will my new card provide the same access to clinical workstations (Virtualization) as my current badge?

Will the funds on my current badge be impacted by the card?

Will my new card provide the same bus access as my current badge?

What if I have a clinical related sticker on my old badge, should I remove it?

What if I have personal pins on my current badge?

Will there be a fee for this new card?

What if I lose my new card at some point in the future, is there a replacement fee?

Is the lost card replacement fee payroll deductable?

What if the information on my new card is incorrect?

What if my magnetic stripe does not work?

How and when will I receive my new card?

Will the re-carding project include Vanderbilt Temporary Staff ?

Will the re-carding project include Affiliates?

What if I have additional questions?


 

Why is the old badge being replaced with a contactless card?

  • To eliminate the use of personal information from the magnetic stripe
  • To update the technology within the card, providing the contactless feature
  • To update the VUMC logo  
  • To standardize titles and credentials

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If I have recently received a new Contactless Card do I have to replace it?

Yes.

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What is different about the design of the new card?

The logo designs and color placements have changed. Clinical staff will have a color band instead of a full colored card.

Color Band Designation

Respiratory Care Gold Band
Paramedics Red Band
Registered Nurse Light Blue Band
Licensed Practical Nurse Titan Blue Band
Advance Practice Nursing or Physician’s Assistant Dark Blue Band
Resident/Clinical Fellow Light Green Band
Clinical Physician or Affiliate Physician Dark Green Band
All Others No Color          

Infant Handlers will also have a Pink Accent Band along with the designated color band

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Will there be changes to titles and/or credentials on the new card?

Yes. VUMC and Human Resource Management have reviewed the department names, titles and credentials. This information will be standardized and streamlined to create uniformity throughout the Medical Center.  In addition, non-clinician credentials will no longer be printed on the ID card.  Click here for the list of approved credentials.

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Will a new photo be taken?

No. In consideration of cost and logistics, the photo already in the system will be used.

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Will my new card work properly at the Kronos reader?

Yes. However, there may be up to a 12-hour delay in updating Kronos with the new card data, therefore, you may need to enter your employee ID number to record your time if the new card does not work immediately. The instructions to record your time using your employee ID are displayed above each reader and you can find your employee ID number on C2HR.

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Will my new card provide the same building access as my current badge?

Yes. Your existing building access will transfer automatically to the new card; however, it may take up to 10 minutes to complete the process. If your access does not work after this time, please contact Plant Services at 615-343-8418 for assistance.

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Will my new card provide the same access to virtual clinical workstations as my current badge?

Yes. However, there may be up to an hour delay in updating the Clinical Workstation application with the new card data, therefore, it may be necessary for you to enter your VUnet ID and password to access a workstation if the new card does not work immediately.

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Will the funds on my current badge be impacted by the new card?

No. The funds associated with your current badge will transfer immediately to your new card. If you experience issues with accessing your funds, please contact Vanderbilt Card Services-Sarratt at 615-322-2273.

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Will my new card provide the same bus access as my current badge?

Yes, bus access will transfer automatically.

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What if I have a clinical related sticker on my old badge, should I remove it?

Yes, please transfer clinical related stickers to the new card. If you encounter issues while removing these, please contact the area that provided the original sticker.

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What if I have personal pins on my current badge?

Due to the contactless technology embedded in the new card, inserting pins will damage the card. If you are Clinical Staff with a duplicate card without a magnetic stripe, pins may only be inserted in those cards.  Please consider pinning them on a badge frame or lanyard. Replacements due to puncture damage to the contactless card will incur a replacement fee.

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Will there be a fee for this new card?

No, there will not be a fee as long as you are able to produce your existing badge with the magnetic stripe at the time of re-carding. Turning in damaged badges at the time of re-carding will also be free. If you are unable to produce your existing badge you will need to proceed to MCN Card Services (S-2311) to obtain a new card and pay a $15.00 replacement card fee.

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What if I lose my new card at some point in the future, is there a replacement fee?

Yes. The replacement fee will be $15.

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Is the replacement fee payroll deductible?

No, the fee must be paid at the time the card is produced. This fee can be paid by cash, check, debit or credit card to Vanderbilt Card Services, MCN S-2311.

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What if the information on my new card is incorrect?

The information on your new card has been approved by Medical Center management and Human Resources. If you believe your name, title, credential(s) and/or department are not correct, please notify your Home Department Manager who will refer the request to their HR Consultant.

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What if my magnetic stripe does not work?

If the card does not work on Kronos, allow overnight for the information to populate. If it does not work for access, contact Plant Services, 615-343-8418. If you still continue to have problems, please visit Vanderbilt Card Services (MCN-S2311). The card will be replaced without a fee.

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How and when will I receive my new card?

The distribution plan will vary per department; therefore you will be contacted by your Home Department contact directly with the re-carding details approximately 2 weeks prior to the distribution date.

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Will the re-carding project include Vanderbilt Temporary Staff?

Yes. VTS employees will be included in the re-carding project and will be contacted at least 2 weeks prior to the distribution date.

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Will the re-carding project include Affiliates?

Full-time employees will be taken into consideration first; Affiliates will be contacted at a later date.

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What if I have additional questions?

If your questions are not answered on this site, please contact a Vanderbilt Card Services representative at 615-936-3350, or email us at newcard@vanderbilt.edu

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