Updated November 3, 2024

Check these “quick reference” pages for help on items important to postdoctoral researchers. What else would you like to see here? What questions do you and your colleagues ask often? Send your ideas to co-webmaster Mike Bernard and communications specialist Jonathan Deutschman.

If you are joining us for the first time as a postdoctoral scholar, welcome!

Visit the Whiting School of Engineering’s Postdoctoral welcome page, the “onboarding” manual, and checklist for important information and actions to take.

You can go to these Mechanical Engineering staff members for help!

John Soos, Senior Academic Program Coordinator
me-academic@jhu.edu | 410-516-7154| Latrobe 223

  • Key distribution and office assignments
  • Reserving rooms for class, lab, and group meetings
  • Teaching Assistant hiring and payments

Glennisha Fulton, Grants and Contracts Specialist
gfulton3@jhu.edu | 410-516-6782 | Latrobe 223

  • Purchasing of supplies and equipment
  • Travel reimbursements
  • Coordinate shipments and deliveries
  • Reserving rooms for class, lab, and group meetings

Ada Simari, Administator
asimari@jhu.edu | 410-516-6451 | Latrobe 223

  • Arranging meetings with the Department Head
  • Postdoc appointments
  • Postdoc Payroll
  • Visa Issues

Jonathan Deutschman
jdeuts10@jhu.edu

  • News, events, updates

Financial Staff

Ada Simari, Administrator
asimari@jhu.edu | 410-516-8542 | Latrobe 223

  • Facilities

Lynne Griffith, Grants & Contracts Manager
lgriff33@jhu.edu | Latrobe 223

  • Salary and Payroll

Hardware and Software

Students and researchers are welcome to use the computer facilities throughout campus, especially in the Milton S. Eisenhower Library and the Brody Learning Commons.

Laptops, pads, and software are available at a discount student rate when purchased through Hopkins.

  • Information Technology Services – offers all kinds of Microsoft, Adobe, math, multimedia and engineering software.
  • MATLAB – free for student computers
    • Visit the Johns Hopkins Software Catalog
    • Log in with your JHED ID and password
    • Click on “Click Here to Browse Catalog”
    • Enter “Matlab” in the search bar and hit enter
    • Click on “Matlab for Students” (note: this is the same version as for faculty and staff, with the same toolboxes)
    • Follow the instructions that appear on how to download the software.
Library Services

Visit the Johns Hopkins Library page for information about our libraries.

We have a librarian! Contact Engineering Librarian Steve Stich at 410-516-8357 or sstich@jhu.edu. He can help find engineering research resources and show you how to use the library’s resources and services.

Canon Printer iR_ADV 6265

  • Located in Latrobe 217
  • Services include printing, scanning, faxing, file storage, copying
  • Driver Access and Operations Guide
  • IP Address: 10.160.48.40
  • Fax number is +1-410-516-4316.
    • Fax using individual sheets or multiple documents through the document feeder.
    • Dial “9” to get an outside line, then…
      • For local numbers, dial the area code and telephone number.
      • For long-distance numbers, dial “1” then the area code and telephone number.

Large Format Printer

The printer in the administrative office is only for use by staff and faculty. Please do not connect to or use that printer.

Laboratory Safety is the responsibility of all who use, maintain, or visit the labs within the Mechanical Engineering department. Laboratory researchers are responsible for working with the principal investigator to become familiar with the appropriate hazard information and safety policies before performing any work.

Researchers in select laboratories will be issued lab coats and goggles, depending on the type of materials used in the labs.

Resources

Purchasing and Reimbursements

There are specific rules and guidelines that the University requires for purchases to be made, whether that is for a research project, a club, or any other purchase where University funds are used in either a grant or in department funding.

  • Purchasing and Reimbursements guide – read this before making purchases to ensure you’re properly reimbursed.
  • SAP Concur – self-service reimbursement
    • The University has moved to a self-service reimbursement system where anyone seeking reimbursement can make a direct request instead of waiting for a staff member to make a request, which saves you time!
    • SAP Concur will allow you to submit reimbursements easily and quickly.
    • Visit the Johns Hopkins Expense Processing page for training links to the Concur system and to take advantage of real-time training sessions.
  • Submit Reimbursement Requests Before 90 Days have Passed – Reimbursement requests must be submitted for reimbursement to the University within 90-days of the purchase date. Please submit your requests at least several days before this deadline to allow the department to submit the request on time. If they are submitted after 90 days, the expenses will be paid to the purchaser as a payroll supplement instead of reimbursement and will be subject to payroll taxation.
Orders

Typically, you can send a web link with the item you would like to purchase to:

  • Barb Adamson – Profs. Katz and Meneveau’s researchers, postdocs, and students
  • Lucy Ng – Profs. Hemker and Wang’s researchers, postdocs, and students
  • Serene Davis – everyone else

If you do not have the link, the following information is necessary to make an order:

  • Company name
  • Item number(s), or link(s) to item(s)
  • Cost
  • Quantity
  • If the item weighs >100 lbs. or will be shipped on a pallet.
  • Shipping – the least expensive shipping method will be used.
  • Budget number and approval from advisor.
  • If purchase exceeds $2,500, 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.
Deliveries
  • All items delivered to the department will be received in Latrobe 217.
  • Items weighing >100 lbs. or are shipped on a pallet must be delivered to the end destination and not to Latrobe 217.
Shipping
  • Items being delivered to the department must be shipped to

Johns Hopkins University
3910 Keswick Road
Latrobe Hall, Room 217 – Attention: (recipient)
Baltimore, Maryland 21211

  • International Shipping must be arranged through the Mechanical Engineering Administrative Office.
  • Outgoing packages related to University business will be packed by the sender, who will deliver the package to Latrobe 223 Front Office. Senders must provide a cost center or internal order number. The package will be sent by FedEx Ground. If overnight or second-day service requested, sender will need to make arrangements to drop off package to FedEx Office on N. Charles Street.
Packing Slips

In order to comply with federal and JHU auditing policies we are required to collect and file all packing slips from items purchased by our department. The packing slip is our proof the item was received.

When receiving a package in Latrobe 217, everyone must take these steps:

  1. Open the package and verify the contents are what were ordered.
  2. Place the Packing Slip into the bin on the wall adjacent to the receiving table that corresponds to the faculty member who authorized the purchase.
  3. Sign the Shipping and Receiving book before leaving the room.

At the end of each week the packing slips will be collected, scanned, and matched with the order in accordance with audit policies. Failure to properly retain and submit packing slips will result in the loss of ordering privileges.

Sales Tax Exempt

The University is generally exempt from sales tax. All purchases qualifying for sales tax exemption that are arranged through the University (e.g. Cindy or Barb in the Mechanical Engineering Administrative Office) will automatically be charged without 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.

Mail

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 Latrobe 217 and recipients will be notified. They should not be picked up until the packages are logged in.

Taxes

For information on taxes, including deductions and filing taxes, visit these pages:

Pay Statements

Visit ESS, or “Employee Self-Service” to view your pay statement, or pay “stub” as they were called when paper paychecks were the only option before Direct Deposit started.

  • Go to my.jhu.edu and sign in with your JHED ID and password.
  • Select the “HR” tab and then the “ESS” tab.
  • Sign in again with your JHED ID and password.
  • Select the “Payroll Info” tab and you will see the pay statement.

OIS

The Office of International Services supports the international students, scholars, and faculty associated with Johns Hopkins University. Through a variety of services and programs, the OIS helps ensure that the legal, cultural, and other special needs of our international communities are met.

Social Security Number (SSN)

A Social Security Number, or SSN, is needed for all international students who are paid a salary through student employment or graduate financial aid.

Visit the OIS’s Social Security Number page to find out how to obtain one.

Visas

The OIS helps with visas: J-1, F-1, and others.

Travel Registry

The International Travel Registry provides an easy-to-use way for those traveling internationally on university-related business to register their travel plans.  You may have to sign in with your JHED ID and password.

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.

Facilities Help

The Mechanical Engineering department has 30 laboratories throughout the Homewood campus. With the depth and breadth of our research, labs can be as simple as a laptop on an office desk to as complex as a full laboratory with elaborate equipment and potentially dangerous situations and substances that need vigilant maintenance.

Inevitably, there will be problems with offices, facilities, and equipment that need attention beyond our department’s ability to address them.  These could be as simple as an overflowing trash can to non-working radiators and air conditioners or as complex as discovery of major structural problems. There is a central reporting tool that the department uses to vet, record, and refer such problems to get the appropriate help.

Visit the Mechanical Engineering Department Facilities Concerns site to report your problem, no matter what type or size, except for computer and IT issues.

Latrobe Conference Rooms

To reserve Latrobe 106, 313, or 320, contact any of these staff:

To appoint a Visiting Scholar or Visiting Student please ask your faculty supervisor or PI to contact the academic staff, Mike Bernard or John Soos to start the process.

Only faculty members and PIs can initiate these requests.

  • At least 90 days’ notice before the intended appointment date is required for international visitors.
  • At least 6 weeks’ notice before the intended appointment date is required for American visitors.

Please do not hire any visitor before ensuring pre-notification to the academic staff. If a visitor arrives on campus without an approved appointment, there are consequences:

  • International visitors will likely be sent back to their home country and possibly will suffer visa consequences and re-entry restrictions. You may be requested to pay for their return transportation.
  • Before the appointment’s first day, visitors cannot work in your laboratory (and would need to complete necessary lab safety training) and will have no access to campus services, including receiving keys to buildings or labs.

Meet postdoctoral associates and friends in these research centers related to the Department of Mechanical Engineering!

Join the Homewood Postdoctoral Association, which offers community, academic and social support, and career development opportunities.

Check out and “like” their Facebook page!

Visit the Homewood Graduate and Postdoctoral Affairs page for information on academics, services, and professional development.

The Johns Hopkins Postdoctoral Association based on the East Baltimore campus, welcomes and supports postdocs from all Hopkins campuses.

The National Postdoctoral Association provides a voice for postdocs all over the United States.

Occasionally, you may feel overwhelmed by the rigors of research and education, especially if coupled with outside stresses like health and family concerns. Johns Hopkins offers a host of resources where you can ask for and receive help.

If you need someone to listen, you can talk to your research supervisor or any Mechanical Engineering staff member who is available to listen. Sometimes, venting to someone may be all you need. Sometimes, though, you may want to talk to someone who is trained to help people in distress. View these pages for information and hours:

EMERGENCY HELP

In case of emergency:

OTHER HELP

Safety and Security

The Johns Hopkins Safety and Security office offers many services to keep you and those around you safe. View the page for information on those services and other tips for your personal safety.

Well-Being

Check out the Student Wellness page, which offers support and services in seven key areas of wellness: emotional and mental health, physical health, finances, professional life, spiritual health, sexual health, and social well-being.

Get Personal Help

Occasionally, postdoctoral researchers may feel overwhelmed by the rigors of research and education, especially if coupled with outside stresses like health and family concerns. Johns Hopkins offers a host of resources where you can ask for and receive help.

If you need someone to listen, you can talk to your faculty research supervisor, Department Head Prof. Gretar Tryggvason (gtryggv1@jhu.edu), or Sr. Administrative Coordinator Angela Brooks (abrook65@jhu.edu). Sometimes, venting to someone may be all you need. Sometimes, though, you may want to talk to someone who is trained to help people in distress. View these pages for information and hours:

  • Homewood Graduate and Postdoctoral Affairs
    • Get help with academic and life issues like mental and physical health, financial hardships, interpersonal conflict, advising concerns, coursework and research performance, and visa concerns.
    • The Homewood Graduate and Postdoctoral Affairs Emergency Fund provides limited short-term financial assistance to currently enrolled graduate students and full-time postdoctoral fellows experiencing financial hardships.
  • Office of Student Life – for information on services, offices, events, and student groups
  • Ombuds Office – confidentially and informally raise any concern involving Ph.D. students and postdoctoral fellows, assist in conflict resolution, and provide feedback on problematic trends and systemic issues. Schedule a consultation here.
  • Office of Student Disability Services – to get help with a physical or mental incapacitation, no matter how minor.
  • Counseling Center – to get help with any emotional concerns, when feeling overwhelmed, and when needing mental health support in a caring environment.
  • Crisis Intervention
  • EMERGENCIES– call the Security office at 410-516-7777 or the Baltimore City Emergency Line at 911.
Diversity, Inclusion, and Equity
  • Prof. Dennice Gayme – Chair of the Diversity and Inclusion committee – dgayme@jhu.edu – to discuss concerns about diversity, inclusion, and equity in your personal experience or issues affecting our Mechanical Engineering community.
  • Diversity and Inclusion Feedback Form – use this Google form to provide anonymous feedback, suggestions, and concerns to the Diversity and Inclusion committee of our department.
  • Office of Institutional Equity

Visit these pages for policies and other resources.

In response to the COVID-19 pandemic, the Whiting School has created this community resources page.

This addresses health and wellness needs, coping with social distancing, research, remote courses, future course registration, and visa concerns.

Go have some fun! (click here, too)