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Updated September 17, 2020
Becoming a Visiting Student or Visiting Scholar in the Department of Mechanical Engineering
We welcome Visiting Students and Scholars – high school, undergraduate, and graduate – for research and academic experiences with our the Mechanical Engineering department at the Johns Hopkins University. We offer a stimulating, challenging, and rewarding experience to those appointed to such a position. This page gives general information, helpful web links, and information on what to do upon arrival.
NOTE: Until the University opens fully after the COVID-19 pandemic passes, no visiting student invitations will be extended. We look forward to welcoming you back someday, but not yet.
What’s the difference between Visiting Students and Visiting Scholars?
- Visiting Students typically take courses while at Johns Hopkins, though they may embark on some research.
- Visiting Scholars typically embark on research, though they may have the opportunity to take a course.
Typically, our faculty will invite a visiting student or visiting scholar for a period of a few weeks, a few months, or even up to a year or two to conduct research and gain academic knowledge. If you seek an appointment, also known as an invitation, you are welcome to contact the faculty member in whom you are interested to explore the possibility of working with him or her.
Please do not “spam” the entire faculty with the hope that one will respond. The department takes a dim view of such inquiries and will diminish the chances of your receiving an invitation.
Those who are selective in contacting faculty, demonstrating that you have read their research, and showing a genuine interest in their work have a better chance of receiving an appointment.
Once you receive an appointment / invitation, our academic administrative staff will contact you directly to begin the process. We’re happy to help!
Senior Academic Program Coordinator
223 Latrobe Hall
Other contact people will include your faculty supervisor.
The appointment/invitation process will take at least several weeks, if not a few months to be completed. This depends on whether you will need a visa and how long it will take for the visa to be issued.
Be sure to “like” our Facebook
page from your own Facebook page to follow along.
For Visiting Graduate Students and Scholars
Upon receipt of a visiting graduate student’s Admission Decision form, the department submits the admissions package to the Graduate Admissions office, who after processing sends them to the JHU Office of International Services (OIS).
For Visiting Undergraduate Students
Upon application approval by the Undergraduate Admissions office, they will notify the JHU Office of International Services (OIS).
For all Visiting Students and Scholars after the initial approval process
You will receive an e-mail from the “iHopkins” system with instructions on completing an electronic form that will allow the DS-2019 to be issued to you, which will then allow you to obtain the J-1 visa.
Please allow up to 2 weeks for the process to occur. This e-mail will also provide instructions on how to arrange for shipment of your DS-2019. Estimated costs of attendance can be found on the OIS website. Questions on immigration or visa issues should be addressed to OIS at firstname.lastname@example.org or +1-667-208-7001. Please do not ask Mike or Kevin for the status of the DS-2019, as they can only refer you back to the OIS.
The University’s Off-Campus Housing office can help you find a home, give advice on securing a lease, and connect with potential roommates. Note that while there is no housing on campus for graduate students, there are many homes and apartments available within 3 km / 2 miles of campus.
Off-Campus Housing Listing Database: this normally requires your JHED ID but until that’s issued, you can request access as a “Guest.” Visit the Guest Registration page for instructions to request access.
Our department does not endorse any specific living space, but we encourage you to explore all options within your price range.
Get a jump on getting connected at Hopkins!
In early June (Fall students) or early January (Spring students), the Registrar will send all enrolled new graduate students an e-mail that includes your JHED ID. The “Johns Hopkins Enterprise Directory” (JHED) is an online directory of all students, faculty, staff, and other associates with Johns Hopkins University, Johns Hopkins Medical Institutions, and all related entities.
This e-mail will also provide you a JHU e-mail address and set-up instructions. Note that until your JHED ID is activated, you will not have access to these services.
- Visit the Registrar’s “Getting Started/New Students” page.
- To activate your JHU e-mail address and JHED account, go to the “First Time JHED User” link for instructions.
- Visit the Johns Hopkins Information Technology “Getting Started” page to connect to the Hopkins WiFi and learn more about computer and software discounts.
- After setting up your JHED account, you can set up access to your JHU e-mail on your mobile phone. In your phone’s web browser, go to mobile.johnshopkins.edu. Sign in with your JHED ID and password and you will be taken to your JHU Outlook account where your e-mail can be accessed.
- Visit these sites to obtain free or deeply discounted software:
We’re excited that you have arrived and can’t wait to meet you! Before we meet, there are things to do. Select the tab appropriate for you for instructions.
You are required to register as a student each semester during which you are participating as a visiting student. While you are not charged tuition for this course, the tuition value of $5,704 per semester in 2020-21 is included as a University subsidy on your DS-2019 form.
Access to various buildings and offices will be granted in one of two ways:
- Using one’s J-card for electronic access.
- Using keys.
Students will receive access to buildings and offices as needed.
- Latrobe Hall is open during business hours Monday through Friday and most evenings and weekends.
- The third floor of Latrobe Hall will be accessible with J-card access for all students Monday-Friday 9:00 a.m.-5:00 p.m. Students with offices on this floor will have daily 24-hour access with J-cards.
- Other halls will be open during business hours Monday through Friday and limited access will be available at other times.
Desk space may be provided to visiting students depending on availability. Please ask your research supervisor where you will be seated.
- Visiting students who will work in Hackerman Hall (robotics) or Clark Hall (biomechanics) – contact your research supervisor for information.
- Visiting students who will work in Malone Hall (HEMI, some mechanics of materials) – contact your research supervisor or administrative coordinator Bess Bieluczyk at email@example.com for information.
- Visiting students who will work in Latrobe Hall (fluids, some biomechanics, some mechanics of materials) – contact your research supervisor for information.
- Once your research supervisor determines your desk location, you will receive keys to the Latrobe Hall building, your office space, and your desk from Kevin Adams. Note that there is a $5 refundable deposit charged per key.
- If your research supervisor is unsure where to place you, he or she can contact Kevin to find out what desks are available.
Contact Mike to arrange for a Hiring Paperwork meeting.
What will happen during the Hiring Paperwork meeting…
- Complete a New Hire Information Sheet. You can download and complete the form ahead of time. Leave the Administrative Actions section blank.
- You will receive a Confirmation of Campus Employment form.
- Mike will remind you to complete the online I-9 Form – and make an appointment with Student Employment Services in Wyman Park Building, 2 West.
- At the meeting with Student Employment Services, take your Confirmation of Campus Employment form and the identification shown in the I-9 form instructions. International students must take their I-20 form, passport, and visa. The staff will help you complete tax forms and, for international students, the Foreign National Information Form. They will also tell you how to apply for Direct Deposit.
Payday! How you will receive your salary…
Some visiting undergraduate students (and rarely, visiting high school students) are paid hourly and record their time with time cards.
Undergraduate Assistant or Graduate Assistant in Mechanical Engineering
- Freshmen – $12
- Sophomores – $13
- Juniors – $14
- Seniors – $15
- Graduate Students – $16
Note that some positions pay differently than these rates, depending on the salary stipulations of the grant or project.
Time Cards must be used to record hours worked. Please use either:
How to Submit Hours
- 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.
- Have the Principal Investigator (PI) or authorized supervisor sign the card to confirm and authorize your hours worked.
- Your PI or supervisor will send the card by e-mail to firstname.lastname@example.org.
- Subject line must read: “Time Card”
- Attach the completed time card.
- Designated staff will record the time in the CATS system in SAP and file the submitted time cards.
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.