Top 12 – Postdocs

top12Updated November 7, 2018

Check these “quick reference” pages for help on items important to postdoctoral researchers. 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 co-webmaster Mike Bernard.

 

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

    Kevin Adams, Senior Academic Program Coordinator
    kadams24@jhu.edu | 410-516-5930 | Latrobe 223

    • Key Distribution
    • Reserving rooms for class, lab, and group meetings
    • Teaching Assistant hiring and payments

    Shawna O’Brien, Grants & Contracts Coordinator
    sobie22@jhu.edu | 410-516-6782 | Latrobe 223

    • Purchasing of supplies and equipment
    • Travel reimbursements
    • Coordinate shipments and deliveries

    Deana Santoni, Administrative Supervisor
    dsantoni@jhu.edu | 410-516-6451 | Latrobe 223

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

    Marty Devaney, Administrator
    mdevane2@jhu.edu | 410-516-8542 | Latrobe 223

    • Facilities

    Lori Lewis, Sr. Grants & Contracts Analyst
    lori.lewis@jhu.edu | 410-516-6029 | Latrobe 223

    Kimberly Moore, Grants & Contracts Analyst
    kmoore76@jhu.edu | 410-516-7132 | Latrobe 223

    Shawna O’Brien, Grants & Contracts Coordinator
    sobrie22@jhu.edu | 410-516-6782 | Latrobe 223

    Lindsay Tarner, Grants & Contracts Analyst
    lashby1@jhu.edu | 410-516-2938 | Latrobe 223

    Alison Wampler, Grants & Contracts Manager
    awampler@jhu.edu | 410-516-5253 | Latrobe 223

    • Salary and Payroll
  • 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.

    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

    • Located on the 3rd floor of Latrobe Hall
    • Print posters and large-scale documents
    • IP Address: 10.160.48.244
    • USB Drive accessible
    • Contact Marty Devaney with questions and to request access.

    The printer in the back of 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

  • 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
    • Nancy Lippi – Profs. Hemker and Wang’s researchers, postdocs, and students
    • Shawna O’Brien – 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.
    • 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.  Please contact Shawna for assistance.
    • 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.

    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.

    Please contact Grants & Contracts Coordinator Shawna O’Brien or Administrator Marty Devaney in Latrobe 223 for help.

    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.

    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.

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

    Most undergraduate students, a few graduate students, and occasionally, staff are paid hourly and record their time with time cards.

    Hourly Pay
    Undergraduate Assistant or Graduate Assistant

    • Freshmen – $10
    • Sophomores – $11
    • Juniors – $12
    • Seniors – $13
    • Graduate Students – $14

    Hiring
    To hire a student for Undergraduate Assistant or Graduate Assistant positions, contact Sr. Research Service Analyst Lori Lewis.  Provide the date of hire, the position hired, and student year to determine hourly pay.

    Time Cards
    Time Cards must be used to record hours worked.  Please use either:

    How to Submit Hours

    1. Complete all sections of the time card.
      • Name: the employee’s full name
      • “Pernr”: the SAP personnel number
      • Principal Investigator for Grant/CC: supervisor name
      • Cost Center/Internal Order: the account number to charge salary
      • Signature:  employee signature and date. Both can be typed.
      • PI/Supervisor Signature: supervisor’s signature and date. Both can be typed.
      • Hours Submitted by…: leave blank, as the MechE staff will complete this.
    2. Have the Principal Investigator (PI) or designee sign the card to confirm and authorize the hours.
    3. Send the card by e-mail to meadmin@jhu.edu
      • Subject line must read:  “Time Card”
      • Attach the completed time card.
    4. Designated staff will record the time in the CATS system in SAP and file the submitted time cards.

    Deadlines
    Time cards must be submitted by e-mail to meet the submission deadline of 2:00 p.m. one week before payday.

    Visit the Hourly Payroll Submission Deadline Schedule for the deadline in the “Time Entry Cutoff 2:00 p.m.” column.

    Hours submitted after the deadline will be paid at the next available pay period.

    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.
  • 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,
    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.

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

    The International Travel Registry provides an easy-to-use way for those traveling internationally on university-related business to register their travel plans.

    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 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.  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.

    Contact Administrative Coordinator Shawna O’Brien to reserve Latrobe 106 or Latrobe 320.

  • To appoint a Visiting Scholar, Visiting Student, and other appointees please contact Mike Bernard to start the process. View this list for the types of available appointments.

    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 Mike.  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, 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.
  • 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:

    • Counseling Center – to get help with any emotional concerns, when feeling overwhelmed, and when needing mental health support in a caring environment.
    • Sexual Assault Helpline
    • Emergencies – call the Security office at 410-516-7777 or the Baltimore City Emergency Line at 911.
  • Visit these pages for policies and other resources.

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