Instructions for Submission of Health Information Fall 2014 and Spring 2015

Incoming Spring 2015 students must complete several online forms and submit documents for verification purposes.  Failure to meet the requirements will result in denial of student registration privileges. These forms MUST be submitted by July 1, 2015.

Once logged in, click on FORMS and complete:

  1. Notification of Privacy Practices
  2. Health History
  3. Immunizations (see instructions below)
  4. TB Risk Screening

Submitting your immunization records:

Important! Submission of your immunization information is a 3-step process. Please follow the instructions carefully and complete each step in the following order to ensure that your records are processed without delays.

Step 1.  See Your Healthcare Provider

Have your medical provider complete the Immunization Worksheet.   Please Note: The immunization Worksheet must include your provider's signature with title and copies your original immunization records.    

Step 2.   Prepare your records for upload.

You can upload your immunization records, as well as the Immunization Worksheet but they must be in PDF format. If you cannot do this you can alternately fax them. A fax number will be provided.

Step 3.  Enter your immunizations online.

Log onto the SHS Portal (you'll need your Penn Key and password)

Enter the information on the Immunization Worksheet into the online Immunizations form, as directed.  After you complete the online immunizations form, you can upload your Immunization Worksheet and all other related documents to Student Health Service (SHS).

IMPORTANT! Please DO NOT upload or fax your records until you finish entering your information online. Sending your records to us before entering them online will greatly delay processing.

Note: If you get a message indicating that the site cannot locate your student information, please try back in a few days. It sometimes takes time for the information to load into our systems from the registration system. If the problem persists, or if you have any problems please feel free to contact the Immunization Compliance Office at or call us at 215 746 3535 option #4.


  • Has your healthcare provider completed the Immunization Worksheet, including signing/stamping and contact information?
  • Have you attached copies of original records/blood test reports with your Immunization Worksheet?
  • Have you entered your immunization online before you have sent this to us by fax? If not you will have to contact us.


The Immunization Worksheet

The immunization requirements

Printable version of these instructions

Penn Key information

Frequently Asked Questions for Submission:

Why do I need to do this online and send my records as well?Students enter this information into our systems in a process similar to insurance waiver information. The uploaded documentation is necessary for verification purposes.

Why send copies of the original immunization records and the Immunization Worksheet?The purpose of the Immunization Worksheet is to simplify the information to help students enter it correctly. We still need copies of the original documents to verify the online information. They also provide a richer level of medical information.

Why can't I upload the records first?If we receive your records without completing the online immunization form, there's nothing for us to verify. Eventually this will have to be entered by our staff manually and this great slows down the process for the student.

I don't have a healthcare provider to fill out the Immunization Worksheet.If you have copies of your original immunization records, but are not able to get the Immunization Worksheet completed, we'll accept and process them without the Worksheet but it will cause a delay. You'll still need to submit the online form using these records.

Why can't I just have my healthcare provider send you the Immunization Worksheet and other records?Because students MUST complete the online forms first or it delays the processing.

What happens if I miss the July 1 deadline?It will create a delay in processing your records. This can affect your compliance status in the fall and you may be placed on registration hold.

I want to send all this before the deadline, but I'm still receiving my shots. What should I do?Send the information you have before the deadline. Contact our office at 215 746 3535, option #4, and then #5 and you can arrange to get us the new records.

Frequently Asked Questions for Immunization