Student Computing Policies

Laptop Policy and Minimum System Requirements

VUSM students use laptops for a number of required activities, including, in some programs, online exams. Each student is required to possess a laptop that meets the minimum technical specifications (see below) throughout their time enrolled at VUSM. These specifications are updated annually and published online on Explore VUSM.

Hardware

Operating System

Windows 10, 11

macOS 10.14, 10.15, 11, 12

Not supported: Linux, Chrome OS, virtual machines

Browsers

Chrome is the recommended browser for VSTAR (MD program) and Brightspace (all other VUSM programs).

• Enable JavaScript, Cookies, and CSS (these are usually enabled by default)
• Disable pop-up blockers

The NBME supports:

• Windows – Chrome, Edge (Chromium)
• macOS – Chrome, Safari

Miscellaneous

Latest version of:

Adobe Acrobat Reader

Recommended, but not required:

• Earplugs for exams
• Earbuds or headphones
• See also, applications recommended by current MD students (maintained by the VUSM Student Technology Committee)

Frequently Asked Questions

Why aren’t Linux and Chrome OS supported?
The NBME (National Board of Medical Examiners) has a secure browser that must be installed on your laptop in order to take their exams, and they only support the versions of Windows and macOS listed above.

I have an 11-inch MacBook Air or other 11-inch laptop display. Why can’t I use this for exams?
You can, but some of the images on the NBME exams (and potentially others) may be cropped off. You might be able to scroll to see the full image.

Why is Chrome recommended over other web browsers?
Chrome performs best, and most consistently in our environment. Chrome is also supported by the NBME exams, while Firefox is not.

Computer Privileges and Responsibility Policy

Students are expected to comply with the Computer Privileges and Responsibility Policy. Cooperative and respectful use is expected of all users of Vanderbilt computing resources and services. In addition, students should use antivirus software to safeguard personal computers and Vanderbilt networks. Vanderbilt users should be aware that electronic mail is not necessarily secure or private. Personal data including social security numbers should never be included in an email message.

Dual Identity

Many VUSM students have two login IDs, one for Vanderbilt University and one for Vanderbilt University Medical Center, commonly referred to as Dual Identity or Dual IDs. Students will use their VU login for all University applications, including VSTAR (MD program), Brightspace (all other VUSM programs), and YES, while the VUMC login will be used for all clinical applications at VUMC, including eStar/Epic and clinical workstations.

Vanderbilt University Email Address

Students are required to monitor their vanderbilt.edu address at all times (at least daily) because important information is distributed through that address. Please contact Vanderbilt University Information Technology (VUIT) for information on setting up alternate email addresses.

Certain Federal statutes require that information be delivered to each student. Vanderbilt delivers much of this information via email. Official electronic notifications, including those required by statutes, those required by University policy, and instructions from University and VUSM officials, will be sent to students’ Vanderbilt email addresses. Some messages include links to the YES Communications Tool, VSTAR (MD program), or Brightspace (all other VUSM programs), which are secure channels for official communications of a confidential nature. The University and VUSM make every effort to avoid sending students nonessential email (“spam”), and maintain separate lists from which students may unsubscribe for announcements of general interest.

Students are charged with the knowledge of the contents of all official University and VUSM notifications and are required to respond to instructions and other official correspondence requiring a response. Accordingly, students bear the responsibility for checking their Vanderbilt email account frequently and for managing their email account inbox to prevent important messages from being unread or returned as “undeliverable.”

If you are a student who accesses clinical systems, you will have a VUMC email address attached to your VUMC ID. These students have an elevated Microsoft license at VUMC in order to be compliant with how they are accessing Clinical Workstations and Virtual Clinical Workstations. Typically, this only affects students in the MD, AuD, MS-SLP, and MGC programs. If you are employed by VUMC in any way, such as working in a lab, you will have a VUMC email address created through your home department. Residents from the Oral & Maxillofacial Surgery (OMFS) Residency Program will already have a VUMC email address through their VUMC home department, as they are VUMC house staff. You will need to view and maintain both email accounts. VUIT has provided instructions for how to add both of your email accounts to Outlook on all platforms.

VU Social Media Policy

The VU Social Media Policy provides guidelines outlining how Vanderbilt supports institutional communication goals through social media platforms. The policy is intended for internet activities that associate or identify a student with Vanderbilt, use Vanderbilt email addresses, or discuss Vanderbilt. In keeping with the Electronic Communications and Information Technology Resources policy (HR-025), Vanderbilt email addresses should not be used in conjunction with unofficial or personal social media accounts and profiles. This policy is not intended to guide online communications when students do not associate or identify themselves with Vanderbilt. The VU Social Media Handbook and the MD Social Media Policy has additional information.

Access to Virtual Clinical Workstations

All VUSM students who have access to VUMC clinical applications may access Virtual Clinical Workstations (vCWS) from outside of the VUMC network using a mobile device or personal computer. This allows students to access eStar/Epic Electronic Health Record (EHR) and other Clinical Workstation programs using their devices without the need for the RSA SecurID key.

Family Educational Rights and Privacy Act (FERPA)

Vanderbilt School of Medicine is subject to the provisions of the Family Educational Rights and Privacy Act (FERPA) which governs access and confidentiality of student information. Details can be found on the VU University Registrar website. Students who ask a faculty member to submit a letter of recommendation may need to provide permission for disclosure of information if any information included in the recommendation is part of the “education record” (grades, GPA, and other non-directory information) or is an assessment of a student’s performance. Also, FERPA provides the university the ability to designate certain student information as “directory information.” Directory information may be made available to any person without the student’s consent unless the student gives notice as provided for in its FERPA policy (see University Registrar website for more information).

Center for Experiential Learning and Assessment (CELA) Video Records Policy

Vanderbilt University School of Medicine is committed to quality education and training. Toward this end, students, residents and fellows are routinely observed and evaluated as an integral part of their education and development of their professional competencies, either directly or through video records, as appropriate to the objectives and format of the experience. These are an integral part of the teaching and assessment methods of trainees. Some of these observations may take place during educational and/or assessment simulations at CELA. Students are asked to acknowledge the CELA Video Records Policy prior to participating in simulation activities at CELA.