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For Nurses and Advanced Practice

Getting a Student Nurse Penn ID

A clinical system security policy has been implemented at Penn Medicine to comply with privacy and security regulations. To minimize the inconvenience to students or instructors on their first day of a Penn Medicine rotation, we have developed a very specific procedure to be followed in advance of the first day of the rotation. This is necessary to protect patients' information and privacy.

Summary of Procedure

  • Submit basic information about your students and instructors to Penn Medicine's HR department. This information includes the Social Security number and is necessary to ensure the uniqueness of every person in the Penn Medicine database.
  • Social Security number is stored within the Penn Medicine HR department and is not accessible to anyone outside the HR department, including IS personnel.
  • If your school or university has regulations prohibiting the release of Social Security numbers, please note this on the student demographics spreadsheet. The student will be required to personally provide this information at the time of the computer training class.
  • A Penn ID is assigned by HR.; this is a life-long identifier and is used across the university and the health system. In the event you or your student forget the InPatient EMR account or password information, this Penn ID is required when calling the Help Desk for assistance.
  • Once a Penn ID is issued, Penn Medicine clinical applications use this ID to identify the individual and Social Security information is not needed on any subsequent rotations at Penn Medicine.

Complete Penn ID Request Procedure

Update nursing students and instructors' information in this downloadable excel file. Name the file "Rotation Roster School Name Start Date of Rotation". (example: Rotation Roster Villanova January 20 2011)
The required information is as follows:

  • Last name
  • First name
  • Social Security number (XXX-XX-XXXX)
  • Date of birth: (mm/dd/yyyy)
  • Dept: Hospital
  • School: Name of your school
  • Title: Student or instructor
  • Start: Start date
  • Stop: Stop date
  • Instructor's email (for account distribution)
  • In the event the student has completed a rotation at Penn Medicine after January 2007, all information needs to be included with the exception of the Social Security number. If the Social Security number is blank, this indicates the student already has a Penn ID.
  • Two weeks prior to first day of rotation, email the completed password-protected file to Christina Roman, Human Resource IS, at See instructions for creating a password-protected file below.
  • Advise the students they will receive their InPatient EMR account, password and permanent Penn ID from their instructor after completion of the InPatient EMR class. InPatient EMR Security will email account information to their instructor within two business days.
  • In the event a student will not be participating in the rotation as planned, please contact the hospital representative and advise them of this fact. It is preferred, but not necessary, that this be done in advance of the start date of the rotation.
  • In the event a student is added to the rotation after you have emailed the file to the hospital representative, the nursing school representative should email the hospital representative a new file containing the additional student(s) information. Name the file "Rotation Roster Addition School Name Start Date of Rotation" (example: Rotation Roster Addition Villanova January 20 2011).
  • In the event of last minute changes where notification in advance of rotation start date is not possible, (that is whereby a student shows up for class without information being sent in advance) it will take 72 hours to process these students. The file information must be completed at the completion of the class. Information needs to include an email address of either the instructor or student so that the account information and Penn ID can be securely communicated.

Instructions for Creating a Password-protected Student Demographic Spreadsheet

  • Click on File
  • Click Save As
  • Click Tools
  • Select General Options
  • Enter the password in Password to open
  • Click OK
  • Enter the password again in Reenter password to proceed
  • Click OK
  • Enter the File Name in space provided for File Name
  • Click Save

Passwords are case sensitive. Write password down as once file is saved with a password, without entering correct password to open, file will not open.

Obtaining a Penn Photo ID

All Penn Medicine staff including student nurses must wear a visible ID badge while working in Penn hospitals or offices. Choose a location below to learn about how to obtain a security photo ID.

Hospital of University of Pennsylvania (HUP)

In accordance with hospital policy on photo identification badges, we require that all students obtain and wear a Hospital of the University of Pennsylvania (HUP) issued Identification Card along with the school identification card. This is to ensure the clear identification of HUP personnel to patients, other members of the health care team and security.

The policy requires that all students and instructors wear a clearly visible HUP photo identification badge when on the property. The identification card should have the student's / instructor's name, credentials and department. Identification cards are worn above the waist and must be visible at all times.

HUP Identification Card Center

On the first clinical day the instructor and students can go to the Identification Card Center located on the ground floor of the Gates Building to obtain the identification card. However, students can come with proper ID anytime they have some free time during security office hours, they do not need to come as a group.

Identification Card Center Hours:
Monday-Friday   7 a.m. to 7 p.m.
Closed 3 p.m. to 4 p.m.

At the end of the clinical rotation the instructor is responsible for collecting and returning the identification cards to the Identification Card Center.

If you have any concerns or questions, please contact Cynthia Richardson at or 267-414-2836.

Penn Presbyterian Medical Center (PPMC)

  • No student may obtain a photo ID until compliance documentation showing completed vaccination status is received from the nursing program. No student may have patient contact at PPMC without photo ID as proof of compliance. This is to ensure the safety of the students as well as that of our patients.
  • When compliance documentation is received from the affiliated nursing program, it is faxed to the security ID office by the PPMC affiliations coordinator. The office will then release photo IDs to the students listed on the compliance documentation.
  • The photo ID office is located in the ground floor hallway between the Cupp and Wright-Saunders buildings. It is open:

Monday-Friday 8 am to noon.
For weekend or off-hour rotations, the instructor should call 215-662-8027 to schedule a time to have the group's ID photos taken.

Pennsylvania Hospital (PAH)

Pennsylvania Hospital photo ID is required for all Nursing Students and Clinical Instructors. The hours of operation for the Security Department Photo ID are as follows:

Tuesday and Thursday: 7:30 to 8:30 a.m.
Monday-Friday: 2 to 3 p.m.

Alternate arrangements may be made by contacting Barry Ogburn at 267-236-2106.

Two forms of photo ID must be provided by the Student/Instructor and verified by security prior to issuance of a PAH photo ID.

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