Understanding the VT Username Eligibility Requirements


Your VT Username (PID) is a unique personal identifier. With it and the associated passphrase, you can access the online Virginia Tech services for which you may be eligible. Access to your VT Username will be terminated if you are no longer an employee, a retiree, or a sponsored person, and have not been a student.


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How To Get / Create a Virginia Tech Username (PID)



Once your admission to Virginia Tech is completed as described in your mailed offer letter from undergraduate admissions or in the offer information from the Graduate School, you will be able to input the information provided that is unique to you.

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Creating a Virginia Tech Username requires you to have information from your hiring department in order to complete the process. At the discretion of your hiring department, if you are a salaried employee, you may create your VT Username prior to the first day of employment.

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If you have recently attended the university, your VT Username is still assigned to you. If you have been out of school longer, you may need to generate a new VT Username.

If you are not sure whether your VT Username still exists, you can find out by trying to follow the instructions at Creating a Virginia Tech Username. It will either tell you if you already have a VT Username or allow you to create one. If the tool says you have a VT Username, but you have forgotten it, follow the instructions at Forgot VT Username (PID).

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Special Cases

Other individuals cannot create their own VT Usernames, but their departments can sponsor them and request a VT Username. A sponsored VT Username is subject to required renewal by the department head. For more information and to request a sponsored VT Username or the renewal of one, see the Sponsored VT Username service catalog item.

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Graduating Students

As you prepare to graduate, know that your VT Username will continue to be assigned to you. You may continue to update your contact information and view your academic records, including requesting transcripts, through HokieSPA.

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Current Students Leaving for a While

If you "stop out" of enrollment for one or more terms or are just leaving for the summer, you retain your VT Username, along with access to manage your passphrase through VT Account Manager and access to HokieSPA. However, you should pay attention to potential changes in your eligibility for other online services. Most basic services provide a one year grace period.

The Acceptable Use of Information Systems at Virginia Tech applies whether or not you are enrolled at Virginia Tech. Misuse may result in termination of services, actions taken by the Office of Student Conduct, and other sanctions as stated in the Acceptable Use Policy.

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Current Students Away for the Summer

Most services will remain in place over the summer. These include Google Workspace Gmail. You remain eligible for most software purchases from Student Software Distribution, but you may need to check on specific software. Other services may not be available.

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Current Students Away for Longer

Again, most services will give you a one year grace period on the assumption that you will be back! However, please note that a sequence such as summer-fall-spring-summer includes two summers with an academic year in between. This is longer than one year and services may be terminated.

You may find it prudent and convenient to forward your Google Workspace Gmail account to another email provider and to copy or move any files on Virginia Tech systems that you anticipate you will need to retrieve later.

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Retirees are eligible to retain their VT Username. If you have had sensitive privileges assigned to your VT Username, the university reserves the right to change the character string of your VT Username upon your retirement.

Retiree VT Usernames are subject to required periodic renewal and are a service offered as a courtesy by Virginia Tech with no obligation to continue service. As with VT Usernames of current employees, the VT Username is assigned to you and to you only.

Important: Do not share your VT Username or associated services with others, including family members. Please ensure that family members have their own personal email accounts and do not rely on your Google Workspace Gmail account.

If you have retired from Virginia Tech, but no longer have an assigned VT Username, you may request one by contacting 4Help by clicking Get Help on the 4Help portal.

Please keep in mind that the Acceptable Use of Information Systems at Virginia Tech applies regardless of employment status. Misuse may result in termination of services and other sanctions as stated in the Acceptable Use Policy.

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Former Employees

A person who is no longer employed by the university is not eligible to retain their VT Username unless they qualify as a retiree, a VT Alum, or an eligible student.

A department has the option to request a Sponsored Hokies ID for their former employee. A department may elect to sponsor a former VT employee but an individual dean, director, department head, department head assistant, or organizational unit (OU) administrator in the IMCS authorized database must sponsor the former employee. Sponsorship of the former employee typically lasts 2 months.

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