Faculty Resources

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

Breiona Ghee, Budget Specialist

bghee2@jhu.edu | 410-516-8775 | Malone 160

• 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

Kim Franklin, Academic Program Manager
Point of Contact for PhD Inquiries.
kfrank19@jh.edu| 410-516-7451 | Malone 160

• 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 Williams, Academic Program Manager

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

Meagan Wade, Senior Academic Program Coordinator
mwade12@jhu.edu | 410-516-8577| Malone 160

• Malone Hall room reservations
• Package and mail deliveries
• Lost and Found
• Faculty candidate visits
• CS seminar speaker logistics and scheduling

Visit the Academic Council web page for information on:

• Faculty Responsibilities
• Academic Titles and Policies
• Appointments and Promotions for Tenure-Track Faculty
• Tenure Regulations
• Teaching Faculty Guidelines
• FMLA Guidelines
• Proposal Policies for New Degree and Certificate Programs

Visit the Faculty and Staff Resources and WSE page.

• Center for Educational Resources
• Blackboard help
• Instructional and Communication Resources – clickers, multimedia, communication tools, podcasting, policies

• 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 Breiona Ghee.
• 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

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.
• Meagan Wade or Breiona Ghee 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. For questions or concerns about mail and packages please contact Meagan Wade: mwade12@jhu.edu.

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 Breiona Ghee.

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.

• Follow these guidelines for Business Meals
• Reimbursement for emergency purchases when a JHU approved purchasing mechanism is not at your disposal

Academic Program Manager Kim Franklin 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 Kim Franklin , along with a three-week window of time that you and your student are most available for the GBO. Kim 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 Kim Franklin to reserve a room
• The student should e-mail Kim Franklin or Meagan Wade 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 Kim 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, Kim 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