Creating PennCommunity records to allow PennName reservation for new faculty & staff

LSPs are often asked to create system accounts on PennNames compliant systems well in advance of the arrival of a new faculty or staff person. Reserving a PennName requires an individual to have a Penn ID associated with a record in Penn Community. However, since Business Administrators are unable to create records in Payroll (an upstream data source for Penn Community) without verification of an employee's identity, many LSPs are unable to honor requests for early access to PennNames compliant systems.

Below is a process LSPs can follow to reserve a PennName for a new faculty or staff member in advance of his or her arrival on campus.

  1. Verify the identify of your guest by reviewing his or her credentials. To ensure that the "guest" record created in Penn Community matches the record that will be subsequently created in the Payroll system, it is essential that the employee include the following information.
    • First and Last Name
    • Social Security Number
    • Date of Birth
  2. Visit your PennKey Administrator.
  3. Ask your PennKey Administrator to create a persistent Penn Community record for the individual.
  4. Be certain that the new employee is assigned a persistent guest (PGUE) affiliation as shown in the image .
  5. Once the record is saved, a Penn ID will be created for this individual.
  6. Now ask the PennNames coordinator for your department to add their sponsorship to that individual's preferred new PennName (2-8 lower cased letters or digits, starting with a letter), using the just-created Penn ID.
  7. When the individual is on campus and generates their PennKey, they're guaranteed to get that same name.

If your school or Center does not have an assigned PennKey Administrator (data manager) you may follow the following process:

  1. Verify the identity of your guest by reviewing his or her credentials. Complete and print a Guest PennKey form and ask the new employee to complete the top portion of the form. To ensure that the "guest" record created in Penn Community matches the record that will be subsequently created in the Payroll system, it is essential that the employee include the following information in part 1 of the form.
    • First and Last Name
    • Social Security Number
    • Date of Birth
  2. Complete the sponsor portion (part 2) of the Guest PennKey form.
  3. Include the following text in the "Special Handling Instructions" in part 2 of the form:
    • "Request is for a new employee who will be starting on XX/XX/XXXX. Please create Persistent Member record"
    • Specify whether you want a Setup Code to be mailed to the individual or not. If requesting mailing of a Setup Code, the employee's full mailing address must be included in the "Guest Information" portion of the form.
  4. Fax a copy of the form to the fax number indicated on the form.

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