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Johns Hopkins School of Medicine

Graduate Programs

Faculty Resources

For Graduate Programs

  • Policies: Policies and Guidelines for SOM graduate programs are created by the Committee on Master’s and PhD programs. The list of current policies can be found on the OGBE Policy Finder page. Individual graduate program policies must be in compliance with SOM and University policies and should be detailed in the program’s handbook.
  • Resources: OGBE maintains a Teams site for graduate program administrators that contains guides and information on different topics. Additionally, the University provides guides such as the SIS Help & Training Materials page and the Student Enrollment and Account Management (SEAM) page.
  • Data Management: The various systems used by SOM graduate programs can be accessed through the GBE Landing Page. Each program may request additional program-specific links to be added to their view.
  • Are you onboarding a new administrator? Please reach out to the following offices for training and access to different systems:

For Graduate Student Advisors

  • Advisors have access to their students’ information through the SIS (Student Information System). Refer to SIS Help for Advisors or reach out to the student’s program coordinator for assistance.
  • Advisors and their PhD students discuss the JHU Mentorship Commitments of Faculty Advisors and PhD Students and have annual meetings on the student’s Academic Progress and Professional Development Plan (aka their IDP). The IDP Forms can be accessed and completed anytime through the SOM PhD Student Academic Progress Tools.
    • Advisors use these structured discussions as well as regular one-on-one interactions to acknowledge student achievements, provide constructive feedback and clearly articulate any concerns.
    • Keeping shared notes of discussions with the student, through the IDP forms, emails, and/or project management tools is essential to prevent misunderstandings and ensuring alignment on goals, plans and timelines. 
  • Advisors should communicate expectations through discussions and in writing, including steps to address challenges in academic research performance. At the same time, advisors should ensure they are aware of the student’s graduate program requirements, so that their expectations align (e.g., number of publications at graduation). As soon as concerns arise, advisors should inform the student’s program director and share relevant documentation so that you can work together to support the student.
  • Biomedical PhD programs require annual or bi-annual thesis committee meetings. The thesis committee provides an extended network of mentors for the students. Advisors are encouraged to share challenges and concerns proactively with the student's thesis committee members to ensure they are discussed and addressed effectively. The Thesis Committee Tracker can be accessed through the SOM PhD Student Academic Progress Tools and provides a record of the student’s progress and the committee’s recommendations throughout the student’s studies.
  • The university provides extensive student health and well-being services, including resources on How Faculty & Staff Can Help. Please refer to the guidance on  Recognizing and Assisting Students in Distress for assistance in directing students to the appropriate services and points of contact. Additionally, the student’s graduate program director and the Assistant and Associate Deans for Graduate Biomedical Education would be able to provide guidance as needed.
  • In cases of interpersonal conflict, please refer to the JHU Student Conduct Code and the SOM Conflict Resolutions Procedures in the Context of the Relationship Between Faculty Mentors/Advisors and Graduate Students. Please reach out to the student’s graduate program director for guidance. Additional resources include the Assistant and Associate Deans for Graduate Biomedical Education and the JHU Ombuds.
  • SOM PhD students on full-time status receive guaranteed funding for 5 years or more, depending on their graduate program’s offer. This funding is not interrupted during probation. In cases where the advisor experiences funding difficulties, the department, the graduate program, and the school’s leadership will work together to ensure that students continue to receive their guaranteed funding. 
  • The SOM Policy for Graduate Student Remediation, Probation, and Dismissal provides guidance for academic concerns regarding coursework, degree research, and any other academic performance issues. Importantly,
    • The first section of the document provides information and link to resources on supporting the student.
    • Advisors should reach out to the student’s graduate program director as soon as there are concerns about academic research progress, so that the program assists with providing support.
    • Advisors may not unilaterally place a student on probation. Only the student’s graduate program can do so with guidance from the Associate Dean and by following the process and notification steps outlined in the policy.
    • This policy does not cover any performance concerns about assigned work covered by the Collective Bargaining Agreement (i.e., work unrelated to the student’s academic progress). For work related issues, please contact the student’s graduate program director who can engage the Associate Dean and the Provost Office for guidance, as needed.
    • Advisors of SOM PhD students are required to complete the SOM mentoring training through the SOM Office of Faculty Development. Please reach out to the student’s graduate program for more information. Additionally, the Office of the Provost maintains a list of Mentoring Resources.
    • Policies regarding mentoring oversight as well as other topics of interest to advisors can be found on the OGBE Policy Finder page as well as the individual graduate programs’ policy handbooks.

      • For Graduate Course Directors

      • Please review the Guidelines for School of Medicine Graduate Course Delivery, and reach out to your graduate program directors with any questions.
      • All courses except independent study and 1-to-1 tutorials, should be offered through Canvas at JHU. For assistance with Canvas, visit Faculty Resources and contact the Office of Online Education for support.
      • The Canvas GBE Course Resource Site brings together a collection of resources and guidance on course design and delivery. If you serve as a course director, administrator, instructor, or TA please ask your program coordinator to request access for you.
      • Are you developing a new course? Submit a new course request to the Registrar’s Office for approval and contact the Office of Online Education for support on course design and Canvas course setup.
      • Are you interested in building or refining your teaching skills? Review opportunities listed in the monthly email from the Office of Faculty Development (OFD) for opportunities across campuses and online. Reach out to OFD if you would like to request more tailored assistance, such as one-to-one coaching or a consultation for you and your instructors.