PennCard Policies & Practices
PennCard is the official University of Pennsylvania identification card for students, faculty, staff, and eligible affiliates. It provides access to buildings, dining plans, libraries, recreational facilities, events, and other campus services. Your PennCard is University property and must be handled with the same care as keys, credit cards, and government-issued IDs.
Your use of the PennCard constitutes your acceptance of the terms and conditions of all applicable Cardholder Agreements and PennCard policies.
Quick Policy Summary (For Easy Reference)
To help you quickly understand your responsibilities and rights, PennCard policies cover:
- Eligibility and card issuance
- Card use, security, and responsibilities
- Accepted identification requirements
- Privacy and protection of personal data
- PennCash use, refunds, and donation options
- Temporary staff identification cards
Detailed information is provided in the sections below.
A valid, US government issued photo I.D. or Passport will be required in order to pick up your first PennCard.
- A valid Federal or U.S. state/territorial government-issued photo I.D. such as a driver’s license or photo ID card.
- A valid passport.
No other documentation can be accepted other than those above. Unacceptable documents include, but are not limited to:
- Reproductions or photographs of documents;
- Expired or otherwise invalid documents;
- International driving licenses;
- Voting registration cards;
- Visas or other immigration documents;
- Photo identification from another educational institution.
A digital photograph is required for your PennCard.
- The University retains this photo for identification and operational use.
- It is not considered directory information and may only be disclosed to University officials with a legitimate educational or institutional interest, as outlined in Confidentiality of Records Policy No. 201 and the Policy on Privacy in the Electronic Environment.
To insure confidentiality, uniformity and accuracy of personnel information, it is the responsibility of the Division of Human Resources, Information Management and Records (HRIM Records) to handle all inquiries, other than subpoenas, which require reference to documentary records concerning past and present staff of the University. Responses to the subpoenas are handled by the Office of the General Counsel. Inquiries received by other offices should be referred to HRIM Records. All subpoenas and inquiries from lawyers should be referred to the Office of the General Counsel, pursuant to Policy 203.
Personnel records, including those established in connection with the selection process, are University property and are afforded confidential treatment at all times.
Individually identifiable personal information contained in computerized data bases, whether maintained centrally or by schools, departments or other units, is afforded the same confidential treatment that applies to written records.
Identification Card Policy (Policy No. 204)
- All faculty, staff, and students receive a PennCard while affiliated with the University.
- The PennCard is not transferable and must be always carried.
- You must present your PennCard to any University official upon request.
Additional details are available through Penn Human Resources, visit the Penn Human Resources website for policy details.
Temporary Identification Card Policy (Policy No. 205)
- Temporary staff members (not students) working more than two weeks may receive a special temporary photo ID at the hiring department’s request.
- Temporary IDs display the individual’s name, photograph, Penn ID, and expiration date.
Full details are available through Penn Human Resources, visit the Penn Human Resources website for policy details.
Policy on Privacy in the Electronic Environment
The University collects and maintains personal information for purposes such as payroll, employment, enrollment, and operational needs like PennCash purchases or library borrowing.
The University does not release personally identifiable information stored or transmitted through its systems except for legitimate University purposes as outlined in the policy.
The complete policy can be found in the Penn Almanac.
The University reserves the right to close a PennCash Account when the Cardholder graduates or withdraws from the University (with respect to students), terminates employment (with respect to faculty/staff) or if the Cardholder's PennCard expires (with respect to all others). A Cardholder may also notify the PennCard Center in writing requesting that the Cardholder's PennCash Account be closed. Upon this notification, the University will issue a refund of the unused balance of Cardholder's PennCash account.
Refunds will be made:
- By donating unused PennCash to the Penn Fund; and
- By check to the Cardholder's last known address.
Cardholders requesting refunds should submit a request to the PennCard Center via or e-mail at penncard@upenn.edu. Please note that the request should include the cardholder's name, PennCard number and mailing address.
Cardholders requesting to donate their unused PennCash to the Penn Fund should submit a request via the PennCash website or contact the PennCard Center via e-mail at penncard@upenn.edu. Please note that the request should include the cardholder's name, PennCard number and mailing address.
The policy on the privacy of student records is provided in the Penn Almanac.
Details on the University's privacy policy can be found on the Penn website.
