Ask CS: Faculty

Check these “quick reference” pages for help on the Ask CS items important to Computer Science faculty.  Links to websites are blue.

What else would you like to see here?  What questions do you and your colleagues ask often?  Send your ideas to communications specialist Shani McPherson.

  • Our goal is to minimize the administrative burdens which may impede teaching, research, and collaboration. Our team of diverse professionals are eager to work with you and our students to reach the mission of the University.  Click the tabs below for a brief outline of  some activities we can help with and additional resources which you may find useful!

    Laura Graham, Administrator
    lgraham@jhu.edu | 410-516-8577 | Malone 157

    • Departmental operations, facilities, and policies
    • Supervision of the administrative team
    • Hiring and Payroll
    • Operating budget
    • P-card monthly reconciliation for faculty and staff
    • Financial policies
    • Liaison to WSE Business Office

    Javonnia Thomas, Sr. Financial Analyst
    jthomas@jhu.edu | 410-516-0455| Malone 155

    • Meet with faculty every 60-90 days to review accounts for accuracy and to plan for future expenses and student support
    • Assist with financial reporting, and projections for sponsored Projects, Payroll, tuition return, and banking
    • Primary point of contact for research submissions, sub awards, and external collaboration documents
    • Pre and Post Award activities in COEUS, Grants.Gov,  Fastlane, and SAP
    • Financial Management of Gifts and Discretionary Accounts
    • Policy Guidance on allowable cost and financial regulations for Discretionary Accounts, Grants, Gifts, and Contracts.
    • Liaison for Central offices such as JHURA, Compliance, Billings, etc.

    Tonette McClamy, Budget Analyst
    tmcclam1@jhu.edu | 410-516-4384 | Malone 160C

    • Tax-free purchasing of supplies, memberships, and equipment on faculty accounts utilizing University approved methods (Online via P-card, Purchase orders, and check request)
    • Reimbursements for travel and miscellaneous business expenses paid from faculty accounts
    • Guidance on JHU purchasing and travel policies and procedures and utilizing CONCUR
    • Clarification of requirements for proper documentation of expenses
    • Monthly reconciliation of expenses posting on Sponsored & Non-Sponsored accounts
    • Assistance with Pre Award and Post Award activities in COEUS, Fastlane, and SAP

    Zachary Burwell, Academic Program Administrator
    PhD Inquiries.
    zburwel1@jhu.edu | 410-516-7451 | Malone 159

    • Payroll, Salary, and Fellowships
    • Financial Aid for Tuition and Health Insurance
    • Registration, student-status, and graduation questions
    • Academic Advising – general questions
    • Student letters – Enrollment, Good Standing, and Funding
    • GBO and Dissertation Defense scheduling
    • Provide backup for MSE questions and requests

    Revelie Niles, Academic Program Administrator

    Point of Contact for MSE students

    rniles3@jhu.edu| 410-516-6282 | Malone 161

    • Registration, student-status, and graduation questions
    • Academic Advising – general questions
    • Good Standing, Funding, and Enrollment letters
    • Financial Aid for Tuition and Health Insurance
    • Provide backup for PhD questions and request

    Joanne Selinski, Director of Undergraduate Studies
    Undergraduate Inquiries.
    joanne@cs.jhu.edu | 410-516-4117| Malone 225

    • Coordinates undergraduate academics and advising
    • Manages course information and course assistant hiring
    • Advises HopHacks – our biannual hackathon

    Shani McPherson, Communications Specialist
    sprovos1@jhu.edu | 410-516-4778 | Malone 160 D

    • Manages all marketing, print and online communications and social media
    • Liaison to the WSE and central communications office and assists with event logistics and outreach activities.

    Debbie DeFord, Administrative Coordinator
    debbie@cs.jhu.edu | 410-516-8775 | Malone 160

    • Petty Cash, reimbursements, and check requests for Department activities such as Happy Hour, ACM events, Hop Hacks, etc.
    • Timesheet  entry for hourly-paid students
    • Malone Hall room reservations
    • Malone Hall J-Card access to rooms
    • Package and mail deliveries
    • Computer Science seminar announcements
    • Lost and Found
    • Faculty candidate visits
    • CS seminar speaker logistics and scheduling
  • Visit the Academic Council web page for information on:

  • Visit the Faculty and Staff Resources and WSE page.

    Select “Faculty Policies and Procedures / Academic Council” for information on:

    Select the Digital Measures link for displaying faculty CVs, service, publications, and activities.

    If you have questions regarding computers or software, please visit the CS IT Support page. If you need to purchase a computer for yourself or your student, please contact Tonette McClamy or Javonnia Thomas.If you need a software license, please check out the JHU Software Licensing Information Center for the list of licenses available through JHU.

  • We recognize that while research is a key mission for you and our school, it can be difficult to navigate; however, you are not alone and we want to free up your time so that you can “just work on the science”!

     

    Hopefully these items will help expedite the process:

    • Identify the funding opportunity using Gov, NSF.GOV, Limited Submissions,  etc.
    • Use the Departmental Submission Matrix to  ensure you have a smooth submission process.
    • If you know who your collaborators are click here and complete the PDF to notify your Analyst.
    • If you are still working out some kinks, click here and complete the document or copy and paste as much information as possible into an email per number 2 above.
    • Does your submission have a subrecipient? Click here
    • Here is a guide for weird terms, issues and requirements
    • Official information for your proposal cover pages and forms Click here
    • What type of proposal is this? Click here
    • Need help with Data Management ? Click here
    • Who is JHURA and what do they do? Click here
    • Templates for various documents coming soon. Please contact jthomas@jhu.edu meanwhile if you need help.

     

    Please don’t hesitate to reach out to our Sr. Financial Analyst via email or in person if your question is not answered here or you need further help.

     

  • The following information is necessary to make an order:

    • Company name
    • Item number(s), or link(s) to item(s)
    • Cost
    • Quantity
    • Shipping – please indicate if expedited shipping is needed, otherwise the least expensive method will be used.
    • Budget number and approval from advisor.
    • If purchase exceeds $3,000, provide either three independent quotes or a Sole Source Justification provided by the advisor, so a Purchase Order can be placed in the Johns Hopkins SAP system.
    • All items delivered to the department will be received in Malone Hall 160.
    • Debbie DeFord  or Tonette McClamy will contact you when your order arrives.
    • Items being delivered to the department must be shipped to

    Johns Hopkins University
    3400 North Charles Street
    Malone Hall, Suite 160- Attention: (recipient)
    Baltimore, Maryland 21218

    • Outgoing packages related to University business will be packed by the sender, who will deliver the package to Malone Hall Front Office.  Senders must provide a cost center or internal order number.  The package will be sent by FedEx.

    The University is generally exempt from sales tax.

    While personal purchases are discouraged for University business, they are occasionally necessary.  Please remember to use the Tax Exempt Sales Certificate before purchasing items with personal funds so you are not charged Sales Tax.  Johns Hopkins does not reimburse Sales Tax.

    Interoffice and postal mail are delivered daily, usually in the early afternoon.  The front office staff will distribute the mail to mailboxes the same day or early the next morning.

    Packages larger than the mailboxes will be stored and registered in Malone Hall, suite 160 and recipients will be notified.  They should not be picked up until the packages are logged in.

  • Please utilize the information in the tabs below to make sure your expenses qualify for reimbursement.

    Johns Hopkins Travel and Expense Management is the central resource for University faculty, staff, and students with regard to business travel on behalf of the University. Travel related to university activities or business should be booked using Concur and World Travel, Inc.  Each traveler will pay his or her expenses for any trip and then request reimbursement through the department.

    For technical challenges or help using Concur to complete a booking please contact:

    (800) 221-4730

    onlinehelp@worldtravelinc.com

     

    If there are other issues with booking which CONCUR cannot assist please contact Tonette McClamy.

     

    JHU travelers use a diverse pool of funding mechanisms to pay for travel. The Travel Guide is designed to assist in ensuring, compliance with IRS Accountable Plan rules for reimbursements of travel and business expenses, compliance with federal regulations when University employees travel domestically as well as internationally and equitable treatment of travelers in all University divisions/departments, and proper reporting of financial data for travel and business expenses.

    Briefly somethings to keep in mind as described in the Travel Guide :

    • Keep all itemized receipts and proof of payment for all expenses (meals, taxi, lodging, etc.)
    • Alcohol is not reimbursable on Grants
    • Travelers must adhere to Fly America Act when traveling on Grants
    • Turn in receipts ASAP after expense is incurred or TRIP is completed. Reimbursements not completely PROCESSED by department and accounts payable within 90 days of receipt date are not eligible for reimbursement via our TRIP system.
    • Students should receive travel authorization PRIOR to booking travel.

     

    Please use the employee Travel Reimbursement Form or  visit JHU accounts payable for more information on how to submit your request. Non-Employees are described here.

     

     

    In partnership with International SOS, registered travelers will receive assistance with pre-travel preparations, including notifications about the destination country, risks, and prevention measures.

    • Be sure to create your own Travel Profile so staff can contact and support you in the event that there is a natural disaster, political unrest or other emergency situation in locations where you travel.
    • The International Travel Registry provides an easy-to-use way for those traveling internationally on university-related business to register their travel plans.

     

    From time to time there may be a need to be reimbursed for expenses not incurred during business travel. Please utilize the links below to get clarification on what qualifies and utilize this Non-Travel Reimbursement Form to submit your request.

     

     

     

  • Academic Program Administrator Zack Burwell will answer your questions about any advising or academic policy question.

    There will be an “Advising Tips for Graduate Students” document available soon.  In the meantime, here are resources that will help:

    Visit the CS Graduate – Academic Advising webpage.
    Advising Manuals

    Course Schedules

    Ph.D. students must write an annual graduate student self-evaluation with their advisors, which are due to the Graduate Program Chair Scott Smith soon after the spring semester concludes. Students will notified of this via email request. Once the student submits the self-evaluation, you (as their advisor) – in combination with Scott Smith – will write an annual performance review, which will be sent to the student before the fall semester begins.

    The Computer Science seminar series (en.600.601-602) is offered every Fall and Spring semester. All CS Ph.D. degree candidates are required to enroll and maintain satisfactory attendance. It is preferred that Computer Science MSE students attend as well. The CS seminar series provides an excellent forum to stay abreast on, and engaged in the latest discoveries and developments across the robust spectrum of computer science research. Each seminar session will feature a different speaker and before each session light refreshments will be provided for attendees.

    Check the Seminars and Events page for information about upcoming seminars of interest.

    Visit the University Course Catalog for university-wide information on degree programs, academic policies, courses and faculty.

    Some sections that graduate students find important:

    Our own webpages also contain many relevant items: Academic Resources

    Academic Program Administrator Zack Burwell will answer your questions about any advising or academic policy question.

    Graduate Board Oral examinations (GBOs)

    • Students usually take the GBO around year three of their degree candidacy. The GBO is a two-hour oral exam. Detailed information can be found in PhD Advising Manual
    • The University has additional GBO process policies.
    • Examiners include three Computer Science professors (with a primary CS appointment) and two professors from other departments, plus one more CS professor and one more professor from another department who will be available as alternate examiners.  All seven examiners/alternate examiners must be available. As your student’s primary advisor, you count as and inside member of the GBO committee, even if you do not have a primary CS appointment.
    • Two of the three (2/3) outside examiners must be Associate, Full, or Emeritus Professors
    • To schedule the GBO, you and your student must put together a list of at least seven potential faculty members, then your student must obtain their consent. Once this happens, email the list to Zack Burwell, along with a three-week window of time that you and your student are most available for the GBO. Zack will update you as the schedule comes together.

    Dissertation Defenses

    • You, the advisor, will tell your student when you believe they are ready to defend. You and your student will select a date and time for the defense. You will need about two hours. Contact Zack Burwell to reserve a room
    • The student should e-mail Zack Burwell or Debbie Deford a copy of their brief bio and abstract, including the dissertation’s title about three weeks before the defense date. Debbie will announce your defense via e-mail to the department
    • The Graduate Board requires that the student’s readers be you (as their primary advisor) and another JHU professor. Computer Science requires a third reader, who can be inside or outside of JHU. More detailed information can be found in the PhD Advising Manual
    • The student will send Zack their readers’ names and contact info. About three to five days before your defense, he will send a reminder to you and the additional two readers to attend the defense.
    • You, the advisor, will prepare the Reader’s Letter and have it ready for the readers’ signatures at the defense
    • When received, Zack will send the signed Readers’ Letter to the University’s Graduate Board, who will certify the degree at the next available conferral – usually in April, December, and August
  • Visit the  Undergraduate webpages and the University Catalog for info on degree programs, requirements, and more.

    Some policies that undergraduate students find important:

     

    Director of Undergraduate Studies Joanne Selinski will answer your questions about any advising or academic policy question.

  • Undergraduate and masters students may apply for positions as course assistants. Hiring for these positions is managed by Joanne Selinski. Depending on the course, course assistants may be responsible for office hours, grading, leading labs and/or holding review sessions. Regular CAs usually work up to 10 hours per week. Head CAs average 15 hours per week. Students should expect these jobs to continue in to reading and exam periods. Additional details about the positions, including a link for the application, may be found here.

    Pay Rates

    • $10.00/hour for first time CAs – lower level course (600.1XX or 600.2XX)
    • $10.50/hour for experienced CAs – lower level course (600.1XX or 600.2XX)
    • $11.00/hour for first time CAs – upper level course (600.3XX and above)
    • $11.50/hour for experienced CAs – upper level course (600.3XX and above)
    • $3,000/semester for head CAs


    How to Submit Hours

    1. Hours may be reported electronically via a Google Form.
    2. Please submit one form per week. The week runs Monday to Sunday. If the dates/hours are not in this order it may create a delay in processing.
    3. Please complete all sections of the time sheet.
      • Job description is only necessary if there are multiple responsibilities – i.e. office hours, grading, lab, etc.
    4. Once submitted, your Faculty Instructor will have access to approve the hours electronically.
    5. Designated staff will record the time in the CATS system in SAP.
    6. Time cards must be submitted at least one week before each pay day by noon to meet the submission deadline of 2:00 p.m.
    7. Visit the 2016 Hourly Payroll Submission Deadline Schedule for the deadline in the “Time Entry Cutoff 2:00 p.m.” column.

    Undergraduate or Graduate students may be hired for research assistant positions. Please provide the following information regarding the hire to Laura Graham.:

    • Start date
    • End date (if known)
    • Brief description of the work to be performed
    • Hours per week – please specify if this is a set schedule or if hours will vary.
    • Hourly or semi-monthly pay rate. (Salary guidelines can be reviewed here).
      • Salary/hourly rate should be determined based on the nature of the duties assigned as well as the the expertise and experience required to adequately accomplish the tasks.
    • Source of salary funds (if being charged to a grant, please review availability of funding with Javonnia Thomas prior to making the hire).


    How to Submit Hours

    Students who will work a varied weekly schedule should submit their hours each week using this electronic timesheet. Hours worked should be broken down by date and number of hours. The completed timesheet should be sent by email to the faculty member, cc to Laura Graham. The professor should forward the approved timesheet to Laura for processing.

    • Timesheets must be submitted at least one week before each pay day by noon to meet the submission deadline of 2:00 p.m.
    • Visit the 2016 Hourly Payroll Submission Deadline Schedule for the deadline in the “Time Entry Cutoff 2:00 p.m.” column.

    Prior to beginning any campus job, students must complete the I-9 Employment Eligibility verification. The Student Employment office manages this process. Students should review the steps here and complete this before beginning work.

    View the Whiting School’s Graduate Student Assistant Leave Guidelines for information on paid vacation, illness, and holidays.
  • Please submit requests for appointments at least 45 day prior to the requested start date. If a candidate requires a visa, please allow at least 60 days lead time for J-1s and 120 days for H-1Bs (with premium processing).

    If you wish to hire a postdoctoral fellow in your lab, please submit the following information via email to Laura Graham, cc to Tracy Marshall. This information is necessary for all postdoctoral fellow appointments.

    • Current CV (including date of revision)
    • Proof of degree – this can be a copy of the diploma or official letter from the university. Please include a certified translation if the document is not in English.
    • Appointment Start Date
    • Appointment End Date
    • Period of appointment – maximum two year term with option for renewal
    • Detailed description of the work to be performed during the appointment
    • Requested salary (minimum $47,476/year).
    • Source of salary funds

    Please do not make any offers of employment or hire before the above process is completed.

    The Homewood Academic Council provides the rules for appointing researchers – either faculty or engineer/scientist/scholar. Please review the guidelines regarding research scientist/engineer/scholar positions before submitting your request.

    Description of Academic Titles Table I

    Description of Academic Titles Table II

    If you wish to request an appointment for someone in the research scientist/engineer/scholar track, please submit the following information via email to Laura Graham, cc to Tracy Marshall. This information is necessary for all appointments.

    • Current CV (including date of revision)
    • Proof of degree – this can be a copy of the diploma or official letter from the university. Please include a certified translation if the document is not in English.
    • Appointment Start Date
    • Appointment End Date
    • Period of appointment
    • Detailed description of the work to be performed during the appointment
    • Summary of the person’s qualifications and why he/she was selected for the position
    • Requested salary
    • Source of salary funds

    Please do not make any offers of employment or hire before the above process is completed.

    The Homewood Academic Council provides the rules for appointing researchers – either faculty or engineer/scientist/scholar. Please review the guidelines regarding research faculty positions before submitting your request.

    Description of Academic Titles Table I

    Description of Academic Titles Table II

    If you wish to request an appointment for someone in the research faculty track, please submit the following information via email to Laura Graham, cc to Tracy Marshall. This information is necessary for all appointments.

    • Current CV (including date of revision)
    • Proof of degree – this can be a copy of the diploma or official letter from the university. Please include a certified translation if the document is not in English.
    • Appointment Start Date
    • Appointment End Date
    • Period of appointment.
    • Detailed description of the work and role in the research group during the appointment
    • Summary of the person’s qualifications and why he/she was selected for the position
    • Names and contact information for letter writers. These appointments require 3-5 letters of recommendation from outside reviewers at the rank of or above Associate Professor. Letters will be requested by the department chair.
    • Requested salary
    • Source of salary funds

    If you have questions about appointments for collaborators who might not fit in to the categories described in this section, please contact Laura Graham.

  • Please submit your request at least 4 weeks before the student’s intended start date for appropriate completion of all the necessary steps. If the visitor is not currently in the US, please provide 10 weeks to allow for visa processing time.

    Jessica Finkelstein processes requests for visiting high school and undergraduate students. Please provide the following information in an email to Jessica.

    • Student Name
    • Mailing Address
    • Email address
    • Status (HS or Ugrad)/year in school
    • Current institution
    • Appointment start and end dates
    • Payment details
    • Will the student be paid?
    • If yes, please indicate the source of funds?
    • If yes, how many hours per week?
    • Please specify if the student will submit weekly timesheets or if you want to calculate a semi-monthly amount based on the hourly rate and hours per week.
    • Please specify if you intend to cover other costs – i.e. travel, local accommodations, etc.

    Jessica will generate an invitation letter and be in contact with the student regarding the application and registration requirements for the visit.

    Additional information regarding the process for visiting high school or undergraduate students can be found here – https://apply.jhu.edu/apply/faq/visiting-student/.

    Please submit your request at least 4 weeks before the student’s intended start date for appropriate completion of all the necessary steps. If the visitor is not currently in the US, please provide 10 weeks to allow for visa processing time.

    Zack Burwell processes requests for visiting graduate students. Please provide the following information in an email to Zack.

    • Student Name
    • Mailing Address
    • Email address
    • Status (HS or Ugrad)/year in school
    • Current institution
    • Appointment start and end dates
    • Payment details
    • Will the student be paid?
    • If yes, please indicate the source of funds?
    • If yes, how many hours per week?
    • Please specify if the student will submit weekly timesheets or if you want to calculate a semi-monthly amount based on the hourly rate and hours per week.
    • Please specify if you intend to cover other costs – i.e. travel, local accommodations, etc.

    Zack will process a letter of invitation and send it to the student. Students will be required to complete an online application and upload the signed invitation letter. They will also need to send a copy of the signed acceptance to Zack. He will communicate with the student to be sure all the steps are completed.

    Additional information regarding the visiting graduate student policies and procedures can be found here – http://homewoodgrad.jhu.edu/academics/visiting-grad-student-scholar-policies/.

    Please submit your request at least 4 weeks before the student’s intended start date for appropriate completion of all the necessary steps. If the visitor is not currently in the US, please provide 10 weeks to allow for visa processing time.

    Please see the Visiting Graduate Student and Scholars Policies page to determine the appropriate title for your visitor.

    Visiting Scholars are unpaid, appointed positions extended to individuals who are post PhD and coming to JHU to engage in research collaboration with other JHU researchers. An appointment from the dean is required for this type of visitor.

    Please provide the following information in an email to Laura Graham who will process the request.

    • Name
    • Mailing Address
    • Email address
    • Current institution
    • Current title
    • Appointment start and end dates

    Detailed description of activities in which the researcher will engage

Back to top