Pennant Access Requests

Pennant is Penn’s suite of next-generation student information systems. The Pennant suite includes several components in the areas of Accounts, Financial Aid, and Records.

Policy Statement  

Access to Student and Financial Information 

All access to student or financial data must be approved by the employee’s supervisor, school/center representative, and the appropriate functional offices. Required training must be completed before access is granted. 

  • Student and academic information: Approved by the Office of the University Registrar.
  • Financial aid information: Approved by the Director of Student Financial Aid.
  • Student account information: Approved by the University Bursar. 

Requests for new or modified access must be submitted through the Pennant User Access “Access Request” form in the BP Logix Pennant Workflow. Requests are automatically routed for review and approval. Once access is provisioned, the user will receive a confirmation email. 

When a staff member leaves the University or transfers departments, a “Terminate Access” form must be submitted. The supervisor or school/center representative of the departing employee is responsible for submitting this form. Termination requests are routed to the supervisor for confirmation before access is revoked by the functional offices. 

Training Access Requirements

Prior to gaining access anyone who will use Pennant and other student systems needs to take the following online modules:

  • Family Educational Rights and Privacy Act (FERPA)
  • Information Privacy and Security

The frequency of the training is determined by your role at the institution.

Frequently Asked Questions (FAQs)

 

Are you a new user and requesting access for yourself? 

  1. Login to Pennant@Penn (@Penn )
  2. Select “Path Workflow Queue (BP Logix)” on the “Reporting and Workflow Tools” panel
  3. Click on Available Forms
  4. Select Pennant User Access Request
  5. Select Access Request for the type of access you are requesting.
  6. Enter an Effective Date
  7. Select your appropriate role (see appendix 1)
  8. Confirm your supervisor is listed as the Approval Supervisor. If necessary, identify your correct supervisor. Click Next
  9. Read the disclosure and acknowledge and check the checkbox acknowledging you abide. Click Next
  10. You will be presented with pages listing access for Records, Financial Aid, Accounts and Other. Click Next to move from page to page. Please complete the questions on all 4 pages.  You have the option to add Notes for the reviewers/approvers at the bottom of the form.  Click  “Show Notes” and then “Add New Note” to add a note
  11. Review your selections on the Confirmation page and click Submit
  12. The request will be routed to the appropriate areas to approve and set up your access. You will be notified when the request has been completed by email.  

Are you a supervisor, who is requesting access for a new employee or employee who needs additional access? 

  1. Login to Pennant@Penn (@Penn )
  2. Select “Path Workflow Queue (BP Logix)” found in the “Reporting and Workflow Tools” panel
  3. Click on Available Forms
  4. Select Pennant User Access Request
  5. Fill out the request:
  • Select “Yes” for Are you submitting for another person?
  • Search for the staff member by name, penn-id or pennkey and select the staff member for the list.
  • Select Access Request as the type of access you are requesting
  • Enter an Effective Date
  • Select the appropriate Role (see Appendix 1)
  • Confirm the Supervisor listed as Approval Supervisor is correct.  If necessary, identify the correct supervisor. Click Next
  • You will be presented with pages listing access for Records, Aid, Accounts and Other. Click Next to move from page to page.  Please complete the questions on all 4. You have the option to add Notes for the reviewers/approvers at the bottom of the form. Click “Show Notes” and then “Add New Note” to add a note. Review your selections on the Confirmation page and click Submit
  • The request will be routed to the staff member needing access to acknowledge the disclosure and then to the appropriate areas to approve and set up the access .  You will be notified when the request has been completed by email. 

How do I check on the status of an access request? 

Log into  BP Logix and click on ,My Submitted Forms. Identify the form you want to view and click on it.   At the bottom of the request, you will be able to see the approval history of the form and who it is currently assigned to. 

What do I do if I have a staff member who is leaving my department? 

Supervisors are encouraged to submit a Pennant User Access ‘Terminate Access’ request for all staff who are leaving their department. 

In the event a supervisor does not submit a form, there is a process set up that monitors changes in WorkDay (via Penn Community).  The process emails OUR and Pennant Ops if a user who has access to Pennant has a change to their status (active -> inactive) or if their ORG changes (internal transfer or promotion).  OUR will create a ticket in FreshService to research if the person needs to be terminated and request that the supervisor submit a Pennant User Access ‘Terminate Access’ request as follows: 

  1. Login to Pennant@Penn (@Penn )
  2. Select “Path Workflow Queue (BP Logix)” found in the “Reporting and Workflow Tools” panel
  3. Click on Available Forms
  4. Select Pennant User Access Request
  5. Fill out the request:
  • Select “Yes” for Are you submitting for another person?
  • Search for the staff member by name, penn-id or pennkey and select the staff member for the list.
  • Select Terminate Request’
  • Enter the Effective Date
  • Confirm that the supervisor is listed as the Approval Supervisor is correct.  If necessary, enter the correct supervisor and click Next
  • You will be presented with a list of access to be removed.  Select “Yes” next the associate row you want to remove access from. You also have the option to add notes at the bottom of the fo rm. Click Show Notes and then Add New Note to add a note.
  • Review your selections on the Confirmation page and click Submit
  • The request will be routed to the appropriate areas to terminate access. You will be notified when the request has been completed by email. 

What do I do if a staff person needs additional or different access? 

Follow the steps for requesting new access above.   Please add a Note or Comment stating that all current access should be retained or if something should be removed in addition to what is being added. 

How do I request training required for the access request? 

All users are required to complete Security and Privacy training (see below) on WorkDay Learning, which will be assigned to your Learning Plan when the form is received by SRFS.  No additional requests for training need to be requested.  The training will be assigned (if on-line) or scheduled if in person by the group who manages the training. 

Training required for all staff with access to student information: 

  • Family Education Rights and Privacy Act (FERPA) – Overview
  • Information Security at Pennant – A practical guide
  • Information Privacy at Penn 

 How do I request access to the Pennant Data Warehouse collections? 

  1. Login to Pennant@Penn (@Penn )
  2. Select “Path Workflow Queue (BP Logix)” found in the “Reporting and Workflow Tools” panel,
  3. Click on Available Forms
  4. Select Data Warehouse (DW) Access Request Form
  5. Select the Category = Student
  6. Select the form = Pennant Accounts, Pennant Student or Pennant Financial Aid as appropriate.  (note: a separate form is required for each collection.
  7. Privilege change will be ‘New ID’ if they do not have a DW account or ‘Change privileges’ if this is a request for additional collections.
  8. Fill out rest of the questions and click on Submit. 

How to I request that access to the Pennant Data Warehouse collections be removed.  

Same steps are above, but you select ‘Remove Privileges’ instead of New ID or Change. 

Access to Pennant Reports 

How do I request access to Pennant Records Reports? 

  1. Login to Pennant@Penn (@Penn )
  2. Select “Pennant Reports (Records)” found in the “Reporting and Workflow Tools” panel.
  3. Login with your PennKey and Password.
  4. You will be directed to the Account Request page and follow the instructions on the form to request access. 

How do I request access to Pennant Aid Reports? 

  1. Login to Pennant@Penn (@Penn )
  2. Select “Pennant Aid Reporting)” found in the “Financial Aid” panel.
  3. Login with your PennKey and Password.
  4. You will be directed to the Account Request page and follow the instructions on the form to request access.