The following is a presentation for the Virginia Tech Carilion School of Medicine highlighting the services available through the online Hokie Spa system. 1
To begin, log into the system at www.hokiespa.vt.edu. 2
You will be redirected to the central authentication service, where you can enter your VT PID and your password and select login. 3
You will then need to set up a second identifying factor (mobile phone, landline, token, duo application) if you have not already done so. In case of issues with your selected method, be sure to set up at least two methods (such as mobile phone number and landline). If you have already enrolled in two factor authentication, you will need to either enter your code (token or duo app) or answer the generated call (press any key). 4
Once logged in, the Hokie Spa system can be navigated through a series of tabs at the top of the page. To begin, select the Hokie Plus tab. 5
Here you can see the Hokie Plus tab main menu. The PID Tool link redirects users to our computing information website where you can find information on changing your password and on setting up email forwarding for your VT account. Please remember Virginia Tech will use your VT email account to communicate with you. It is important that you either monitor this email account or forward the emails to another account that you monitor frequently, such as your Carilion email account. 6
The view addresses and phones link can be used to view the contact information that your currently have on file with Virginia Tech. The update addresses and phones link can be used to add or update an address. 7
This screen shows the update addresses and phones page. To change an existing address, select the blue link next to the information that you would like to update. To add a new address type, you can select the type of address you would like to insert, and click submit. Please note VT will mail paper checks to the permanent address on file (PR), so it is important to keep this address updated. It is also important to keep an updated billing address (BI) and mailing address (MA) in Hokie Spa to ensure you receive billing statements and other official correspondence. 8
This is the webpage that is displayed when updating or adding an address. Fill in or update any necessary information and select submit to save the changes made. 9
The next menu to examine is the Hokie Spa tab. From here you can do several things. 10
The first option we will look at is the FERPA release. FERPA is a federal law that guarantees students the right to access their academic record via email, phone, written notice, or in person. This law also provides guidelines for third party access and the appropriate security of the educational record. Learn more about FERPA and third party disclosure through the VT University Registrar s website at www.registrar.vt.edu. It is important to note that students control FERPA disclosure and at any time the third party permission may be revoked. Students are recommended to set up a passcode for themselves and any person that may need access to their student information. Passcodes are required for all parties other than the student when contacting VT and strongly encouraged for the student themselves. To set up this release, select FERPA link. 11
Here you can enter the individual s information and assign a passcode. Select the add or delete record button to save the new entry. You can also use the drop down boxes at right to select yes, delete the record, and then the select add or delete record to delete a record. Please be sure to inform the authorized individual of their passcode. 12
The next menu option under the Hokie Spa tab is university account information. Using this link you can view your account balance, make a payment, and sign up for direct deposit. 13
The following menu is displayed once you select the university account information link. The first option available on the menu screen is the view and pay e-bill link. Selecting this link will direct you to a payment site where you can make an account payment with an e-check or credit card. You will need to know and enter the amount due before making a payment. 14
To locate your current account balance, select the account summary link. The webpage you will be directed to will break down your charges, payments, pending credits, and balance due by term. In the fall, this option will not display fall charges until after the payment due date (usually after the July 4 th holiday). Please reference your paper bill or contact our office for your balance due until this time. 15
The enroll in direct deposit link allows you to sign up for electronic direct deposit of refunds for excess financial aid or other overpayment. To ensure you receive refunds in a timely manner, direct deposit is recommended. Please remember if you do not sign up for direct deposit, any refunds will be in the form of a paper check mailed to your permanent address on file. If this happens, please be sure to cash all checks received upon receipt. 16
On the direct deposit maintenance screen, you can review your current direct deposit information for refunds. To set up new information or edit existing information, select the make changes button. The resulting page will allow you to edit, delete, or create new direct deposit accounts. To add a new bank entry click the Add Bank button under the deposit type you wish to change To edit a bank entry, click on the Delete Bank link next to the entry. Re-enter the information with the correction. To delete a bank entry click on the Delete Bank link next to the entry. The instructions are also displayed on the webpage. 17
Please note, several Hokie Spa and e-bill options are not available to VTCSOM students, including the ability to set up authorized payers. This is because VTCSOM students are billed though the mail, not through the VT student e-bill system. However, VTCSOM parents and other non-students can make payments through the specially designed parent payment portal. A link to this portal can be found at the URL above (on the left menu in blue). Here, payers will need the student s ID number and the current balance due, but a log in is not required. 18
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The contact information for the Virginia Tech Office of the University Bursar is displayed. We will be happy to help you navigate Hokie Spa, answer questions about billing and payments, or offer other general assistance. When contacting us, please be prepared to provide your student ID number and your FERPA passcode if you established one for yourself. Parents and other third parties will always need a FERPA passcode to discuss your account details. Are there any questions? 22