Access to Academic Research Applications for Vendors and Contractors

• U-M – U-M means the University of Michigan.
• Michigan Medicine – Michigan Medicine is the University of Michigan’s academic medical center.
• U-M ID Number or UMID – Your U-M ID number, also called your UMID, is the identification number assigned to you by the University of Michigan.
• U-M Uniqname – Your U-M uniqname is your University of Michigan username. For Michigan Medicine systems, you may need to enter it in this format: [email protected]
• UMICH Password – Your UMICH password is the password for your University of Michigan account.
• 1Kosmos – Michigan Medicine partners with 1Kosmos for the identity proofing process.

• Please read all emails and complete all required steps promptly.
• Delays in responding may delay your U-M login credentials and access to Michigan Medicine software applications.
• Account setup requires several steps, some of which are time-sensitive.
• Throughout the process, you will receive emails from two separate teams:
  • CTMS team ([email protected]) – These informational emails will help guide you through the process and provide helpful instructions.
  • Michigan Medicine Identity Management Team ([email protected]) – These automated emails provide information about your identity verification status and U-M  login credentials.
• 1Kosmos will send a text message with a link to upload documents.

All vendors and contractors are required to complete identity verification before receiving access to academic research applications used at Michigan Medicine  

Identity Verification Overview

1. The CTMS team will send a short, secure survey to collect your contact information.
2. The Michigan Medicine Identity Management team will send an email inviting you to start the identity verification process.
3. You will enroll in the 1Kosmos identity verification system.
4. You will submit the required documents to confirm your identity.
5. 1Kosmos will review your documentation
6. Once your identity is verified, you will provide 1Kosmos with consent to share with Michigan Medicine only the information necessary to create or renew your U-M login credentials.
   1. If 1Kosmos cannot provide verification, an exception request may be submitted on your behalf.
   2. If the exception request is approved, your U-M login credentials will be created or renewed.
   3. You will be notified if U-M login credentials cannot be created or renewed.
7. The Michigan Medicine Identity Management team will send an email containing your U-M login credentials within 1-3 business days.

Helpful Information – 1Kosmos

• Use your computer, not your smartphone or the 1Kosmos mobile app, to complete all 1Kosmos steps 
• Use the same contact information you provided on the initial survey to log in to 1Kosmos:
  • Username: email address 
  • Password: phone number
    • US-based phone number: include dashes
    • International-based phone number: do not include dashes
• The LiveID identification pathway includes a comparison of a selfie with the photo on an identity document
  • Once logged into 1Kosmos, on the profile page, click Login Options, then click on the Setup down arrow on the right-hand side of the screen. Click on LiveID Selfie.
    • This step must be completed prior to uploading the two identity documents
  • If using an external monitor and its camera, make sure to select the external monitor and click Allow from the drop-down list of cameras.
  • Take the selfie with a white or light background.
  • Be sure to remove glasses, hats, headphones, etc., prior to taking the selfie
• Required documentation for vendors and contractors
  • US-based – Provide an unexpired driver’s license or passport (whichever is most up-to-date) plus Social Security number
  • International-based – Search accepted documentation by country/region: 1Kosmos Supported Documents  
• For best results, scan documentation on a clean flat surface, without any surrounding distractions/objects. 
  • • Remove documentation from plastic sleeves or wallets prior to scanning
    • Make sure the lighting is sufficient to avoid shadows or glare
    • Clean the camera lenses, as smudges or fingerprints can cause a blurry image
• If you do not reach IAL2 status, inform your contact immediately so we can determine whether an exception request can be submitted.

Once the 1Kosmos identity proofing process is complete, you will receive an email from the Michigan Medicine Identity Management team containing your U-M login credentials:

• Your U-M ID number, also called your UMID
• Your U-M uniqname, which is your University of Michigan username
• A temporary password, which is your 10-digit phone number (without dashes) and valid for 21 days

It is important to save this email. You will need this information if you contact the Michigan Medicine Service Desk for assistance.

Follow the instructions in the email to:

1. Set up your U-M account
2. Choose a new password
3. Enroll in two-factor authentication with Okta Verify

Two-factor authentication using Okta Verify is required to connect to Michigan Medicine systems, a security step that helps protect your account.

To enroll your mobile device, see Okta Help. 

The annual Michigan Medicine Compliance training is required for anyone who needs access to Michigan Medicine systems, including contractors and vendors. 

The Michigan Medicine Compliance training:

• Must be completed before your software application account can be created
• Takes about 30 minutes
• Is completed in Cornerstone, Michigan Medicine’s online learning system
• Must be retaken annually to retain U-M login credentials and access to software

The course explains key compliance requirements that apply to anyone accessing Michigan Medicine data, including privacy, protected health information (PHI), business ethics, conflicts of interest, financial transactions, the Code of Conduct, and how to report compliance concerns. 

Around the time you receive your U-M login credentials, you will also receive an email with instructions to complete the training.

To log in and complete training, see Cornerstone – Access to Cornerstone: Instructions

After Michigan Medicine Compliance training completion is verified, you will be given access to the requested software application within 2 business days. 

You will receive an email with further instructions from the application’s support team at that time.

Windows Virtual Desktop

Windows Virtual Desktop (WVD) is a secure online workspace used to access some CTMS systems and applications. You may be required to connect to the WVD prior to signing into an application. 

To connect, see Windows Virtual Desktop – Web Client Access: Instructions 

Advarra Applications 

Users of Advarra OnCore and Advarra eRegulatory (eReg) at Michigan Medicine will need to take additional steps to activate their user account. 

Depending on the application, the email will come from:

• [email protected]
• [email protected]

Activate Your Advarra Application Account

1. Connect to WVD, if needed.
   1. Navigate to your email program within the WVD session.
2. Open the one-time activation email.
3. Select the “Confirm your account” link.
4. A Michigan Medicine Microsoft sign-in page will open.
5. Confirm that the sign-in field shows [email protected]
   1. If the field is blank, enter [email protected]
   2. If the field shows another account, follow these steps:
      1. Select “Sign out and sign in with a different account.”
      2. Enter [email protected]
6. Enter your UMICH password.
7. Complete two-factor authentication.
8. After you sign in successfully, the application will open.

If you did not receive the activation email, or if you need a new activation email, submit a support ticket through the CTMS Service Catalog.

To maintain your U-M credentials and access to CTMS software applications, you must do the following on an annual basis:

• Undergo the identity proofing with 1Kosmos
• Complete the annual Michigan Medicine Compliance training

Notify your contact immediately if you no longer need your U-M credentials or access to CTMS software applications. Submit a ticket directly to the team using the CTMS Service Catalog.

Michigan Medicine Service Desk

The Michigan Medicine Service Desk is available 24 hours a day, 7 days a week by calling 734-936-8000, option 3.

Before calling, have the following information ready:

• Your U-M ID number
• Your U-M uniqname

The Michigan Medicine Service Desk can help with:

• U-M account set-up
• Two-factor enrollment and authentication
• Connecting to Windows Virtual Desktop
• Cornerstone, Michigan Medicine’s online learning system
• Password resets
  • Reset Your Own UMICH Password: Account Self Service (requires U-M uniqname)

CTMS Team

The CTMS team is available during regular business hours, Monday through Friday. Submit a ticket directly to the team using the CTMS Service Catalog.

The CTMS Team can help with:

• General questions
• 1Kosmos initial login credentials
• 1Kosmos denied verifications and exception requests
• Software application access & support
• Activation emails for Advarra applications
• Account deactivations

Responsible Use of Information Resources SPG 601.07: Policy
Michigan Medicine Identity Proofing Process: Instructions
Windows Virtual Desktop – Web Client Access: Instructions
Cornerstone – Access to Cornerstone: Instructions
Reset UMICH Password: Account Self Service (requires U-M uniqname)