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Click here to download the JHED Department Administrator Reference Guide
 
Toolkit Areas

Adhoc/SOR Manager
  • To create a JHED account, click on Adhoc/SOR Manager and click the link to Add User To JHED.
  • Adhoc records are those that are 'sponsored' by a JHED Department Administrator and are not included in any system of record (SOR). Once a system of record (SOR) sends information for that person, the account is no longer Adhoc. Adhoc records' primary fields can be edited via the Toolkit (excluding LID, Name and SSN. Contact jhed@jhmi.edu to request assistance for changing those fields).
  • SOR is the systems of record that provide data to JHED. These include JHH and JHU Payroll, Student Registration, and the Medical Staff Office. These SORs are the owners of the data and any primary fields that they provide can only be changed at the SOR and that data will then update JHED. Any field that you cannot edit comes from a SOR. The edit view now shows what SOR(s) is providing the data for each record.
Reports
  • View and print 'printed directory' views
  • Export selected data which can than be used in other programs such as Microsoft Excel.
    • Deletion Mgr
      • Use this tool to extend records that are in their final week prior to expiration.
      • 'Save' a person who has been removed from a system of record but still needs to remain in the directory. Saving them via this tool will change their status to Adhoc and you will be the sponsor.
Tasks

Adding A User
  • Required Fields: Although badge # is a required field, there are cases when you may be entering someone who has not received a badge yet or does not have one (such as contractors or emeritus professors). Please type n/a into the field if you do not have this information.
  • Name or SSN changes: If you realize that you have made a mistake in the Name or Social Security Number after you have created the LID, send an email to jhed@jhmi.edu to request assistance. These fields can't be edited after the record is created via the JHED Admin Toolkit.
  • Sponsored Accounts/Expiration Dates: It is very important to note that when adding new users, their status in the directory is listed as "sponsored". JHED receives data feeds from many primary systems of record such as JHU, JHH, and APL Payroll, and USIS (Student Registration). Once this data is in the system, JHED attempts to match those people who have been entered manually via the Admin Tool. When the match is made, the sponsored status naturally goes away and the record is then kept up to date by the data feeds provided by the system of record.

The expiration date that you provide enables the system to identify accounts that have not been matched with any that are arriving through the data feeds. These accounts will keep their sponsored status and the system will automatically begin notifying the Sponsor and Responsible Party three weeks prior to the expiration date. If the account is still active, the Sponsor or Responsible Party can extend the expiration date. If not, the account will expire and will be removed. 
Editing Records:
  • You will have full edit capabilities on "sponsored" people records. These are records that you or another Department Admin has created and it is not being sent to JHED by a System of Record (SOR).
  • A permanently affiliated person's Directory record does not have all fields available for edit. These are the fields that are sourced from the payroll or USIS systems. To make changes to these fields, submit this information to Payroll (via EDEM for JHU or PAF for JHH) or USIS and their data feeds will provide the current information to JHED.
  • Deleting Records:
  • It is not possible to delete account via the Admin Toolkit. Deletion of accounts is handled via the primary systems of record feeds. If there has been an error in creating the LID, or if someone has duplicate accounts, email jhed@jhmi.edu to explain the details and request that the account be deleted.
  • If an account remains ad hoc (or sponsored), there is an expiration date that can be adjusted as needed. If you would like to remove an ad hoc account, you can edit the expiration date for that account.
Field Definitions:
Personal Info
Name TitleSelect from the pull-down menu.
First NameFirst Name of the person you are creating this account for.
Middle NameMiddle Name of the person you are creating this account for.
Last Name:Last Name of the person you are creating this account for.
Nick Name:This name will be shown in parentheses next to the person's full name in the directory listing
SSN:Social Security Number is required to match this record to the corresponding record that arrives via the data feed from Payroll or Student Registration. The user will also use their SSN to authenticate to JHED for the first time. Please be sure that it is correct or the user will not be able to log in to JHED until it is resolved.
DOB:Date of Birth. Please be sure that this is accurate. This data is used in conjunction with SSN when the user logs into their account for the first time
Gender:This field is not editable by you after you submit this form. It is only editable via a data feed from this user's system of record. Please ensure accuracy.
Expiration Date:It is very important to note that when adding new users, their status in the directory is listed as "sponsored". Each "sponsored" person must have a sponsoring person at Hopkins (usually someone like you) that can vouch for this person and their need to gain access to Hopkins online resources. Sponsored people records will expire out of the directory, unless they are updated by a system of record. JHED receives data feeds from many primary systems of record such as JHU, JHH, and APL Payroll, and USIS (Student Registration). Once this data is in the system, JHED attempts to match those people who have been entered manually via the Admin Tool. When the match is made, the "sponsored" status naturally goes away and the record is then kept up to date by the data feeds provided by their system of record. For temporary people, such as I.T. contractors, visiting scientists or friends of Hopkins, such as donors or trustees, it is important to set the person's expiration date to closely match their stay at Hopkins. You can only set the expiration date 6 months ahead. You will need to extend the expiration date as needed. These accounts will keep their "sponsored" status and JHED will automatically notify the Sponsor and Responsible Party two weeks prior to the expiration date. If the account is still active, the Sponsor or Responsible Party can extend the expiration date. If not, the account will expire and will be removed from the Directory. This ensures that temporary accounts do not remain in the system indefinitely and the Directory will be as up to date as possible. If you are creating a people record for a faculty or staff member, set their expiration date to at least one month beyond their first scheduled pay date. When their data record comes to JHED from the system of record, it will blank out the expiration date.
Responsible Party LIDYour Login ID will show automatically since you are creating the account. Please provide the LID of someone (other than yourself) who will be able to account for this person's employment/student status (i.e., Dept. Administrator). This person will receive an email two weeks prior to expiration if the record remains in a sponsored status.
Affiliation Info:
Affiliation:Please select from the pull down menu. Additional Affiliations can only be added via a data feed from a primary source of record.
Institution:This pull down menu will provide a list of Institutions that you are able to create accounts under. If the departments that you have administrative access to do not include, for example, Johns Hopkins Hospital, you will not see it in the list.
Division:This list is generated from those departments that you have administrative access to.
Department:This list is dynamically generated when you select Division. It will contain only the Departments within the Division that you chose.
JH Info:
Title:Position title. SOR records show title given by Human Resources.
Employee Type:Select from the pull down menu.
Campus:Select this person's primary campus from the pull down menu.
Email:Please indicate this person's email address if available. This can be added later via the Edit form.
Additional Titles/Appointments:This is an area that allows you to add in a full position title since Payroll and other SORs have character limits on their titles causing them to be truncated. This can also be used for secondary appointments and titles.
Employment Start Date:The date that this person started in this position.
Employee Number:PCN Number or badge number of this is an APL employee.
Highest Degree:Highest degree.
Badge #:Please enter the Badge ID number from this person's primary campus. Please review this field before submitting to ensure accuracy. Please include the entire badge number.
URL:The address for this person's website or their departmental website.
Contact Info:
Office Phone:When a System of Record (SOR) such as Payroll supplies a record, this field is only editable by that SOR. Admins or users must contact the SOR to have the number changed.
Private Office Phone:This field is automatically suppressed until is changed on the Visibility Form. This field is not provided by a SOR.
Office Address:Please add the entire Office Address into this field. Include Room Number.
Home Address:This field is automatically suppressed until is changed on the Suppression Form.
Home Phone:This field is automatically suppressed until is changed on the Suppression Form. This field is displayed as it is typed.
Cell Phone:This field is automatically suppressed until is changed on the Suppression Form.
Pager:This field is automatically suppressed until is changed on the Suppression Form.