JHED Department Administrator Reference
Table of Contents
JHED Department Administrator Reference ........................................................................................................................... 1
Accessing the JHED Department Admin Application ........................................................................................................ 2
Adhoc/SOR Record Manager ............................................................................................................................................. 3
ADHOC/Sponsored Account Expirations and Extensions ................................................................................................. 4
Deletion Mgr Tab: Records Pending Deletion .................................................................................................................. 4
Sponsoring JHED Accounts ................................................................................................................................................. 4
Steps to Create a JHED Account ......................................................................................................................................... 5
Expiring Sponsored/ADHOC Accounts ............................................................................................................................. 11
JHED Account Terminations ............................................................................................................................................. 11
ADHOC/Sponsored vs. System of Record Accounts ........................................................................................................ 12
Social Security Numbers................................................................................................................................................... 12
Temporary Social Security Numbers ............................................................................................................................... 13
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Accessing the JHED Department Admin Application

Login to the JHPortal: http://my.jh.edu

Click the JHED quicklink to see additional options:

Click Dept Admin Tools.
If you do not see this link, you have not been granted JHED Department Admin access. Please click the
Help Desk quicklink and submit a ticket to request access.
Department Manager approval is required. Access is based on individual department codes. Please
provide as much information as possible such as department codes or the JHED ID of another JHED
Administrator that your access should mirror. A member of the Enterprise Directory team will contact you
to complete the process.
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Adhoc/SOR Record Manager

To view, edit or create a JHED account, you will select the Adhoc/SOR Mgr tab:
The Adhoc/SOR Mgr page will show you any active records that you have sponsored. You can adjust the expiration date
for these records on this page, or by opening the individual record.
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ADHOC/Sponsored Account Expirations and Extensions

Expirations and Extensions of ADHOC/Sponsored Accounts
o To comply with data security requirements, sponsored accounts must be renewed every six months.
o
o

You may extend an expiration date at any time prior to the current expire date. You do not need to
wait to receive an expiration notice e-mail.
If a record that you have sponsored is sent by a primary system of record such as SAP (Payroll), you will
no longer see the record listed as a sponsored account. The primary system of record maintains the
record in JHED.
Expiration Notices and Account Deletion
o Sponsors of a JHED ADHOC account will receive expiration notices 21, 14, and 7 days prior to expiration.
If you wish to extend the record, login to the Toolkit and adjust the expiration date.
o
If you miss the expiration, the record will move into the 7 day deletion queue. The user will also receive
a notification as well as any other JHED Administrators for the user’s department code.
o
During the 7 day deletion period, you will find the record in the Deletion Mgr tab. You can save the
record during that time and it will be listed again in your sponsored account list.
Deletion Mgr Tab: Records Pending Deletion

If an account remains in the 7 day deletion queue, it will be locked after the 7th day.

After the record is locked, the user will lose access to JHED and any applications that require JHED credentials.
The record will need to be recreated with the “Add User to JHED” link in the Toolkit. The SSN must be correct to
match up to the existing account and re-enable it.
Sponsoring JHED Accounts
Most JHED records are provided to JHED in daily feeds from systems of record. SAP provides the record prior to the hire
date so that the account can be setup for Hopkins resources (i.e., e-mail) prior to the hire date. This means that JHED
Department Administrators do not need to enter records manually and wait for SAP to send the record to join to it.
In some cases, particularly for Contractors, Visiting Faculty, and Vendors, the record will not be included in a system of
record. These records are created and maintained by the JHED Department Administrators. Sponsored accounts
require at least 2 sponsors. Other JHED Administrators who have access to the department the record falls under may
still access and extend the record as needed. However, only the sponsors will receive expiration notices. Note: All JHED
Department Administrators will receive deletion notices for their department(s).
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Steps to Create a JHED Account
To create a new record, click the Add User to JHED link:

You will be asked to search for the user by name in JHED to see if it may exist already.
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As noted on the page, it is very important to take the time to confirm a user does not exist in JHED already. This is
particularly important if user a using a temporary SSN provided by the Enterprise Directory Team or another system that
has a pool of enterprise temporary SSNs (SAP, ISIS, Medical Staff Office and SOM Registrar).
A person should never have multiple records in JHED. This can happen, but it should always be corrected as soon as
possible. Multiple JHED accounts can cause many problems for the user and can impact their access to resources.
If there are matches, you will see the list of options to review.
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

If the record doesn’t exist, click “Continue”.
Enter the information on the Personal Info tab.
When you click Next, the SSN is checked against existing JHED records, both active and inactive. If there
is an active JHED record with a matching SSN, a message will appear and not allow you to continue. If
the record exists, but is inactive or locked, it will associate the JHED ID and Hopkins ID with the account
you are creating.

If the SSN exists for an Active record, you will receive a message when you click Next and will not be able to
continue:
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
The Affiliation Info tab requires you to make selections from drop-down lists in order.
Department is mapped to Division and Institution. You will see only the appropriate available options in
the drop-down lists after you make your selections. You will only see department’s that you have access
to (and their subsequent Division and Institution). If you do not see a department that you need access
to, please submit a ticket to the Help Desk to request access.

Complete at least the required fields on the JH Info page (indicated by *). You can open the record after it is
created to edit these fields if needed.
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
Complete at least the required fields on the Contact Info page. You can open the record after it is created to
edit these fields if needed. If you do not have an Office Phone or Campus/Office Address available when
creating the record, you may enter “n/a”. Click “Finish”.


You will be provided with the JHED ID on the final page.
It may take up to 30 minutes to sync the record to all of the necessary systems that are required for the JHED
Login.
Important Note: If you expected a specific JHED ID (for an account that previously existed) and you
received a different JHED ID, please immediately submit a Help Desk ticket and do not provide the new
JHED account information to the user.
The Help Desk will alert the Enterprise Directory team and they can reconcile the accounts. The creation
of a different JHED account would mean that there is a discrepancy in the SSN between the JHED
account you expected and the SSN that was entered.
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View/Edit Existing Records

To view or edit a record, type the JHED ID into the “Update Record For:’ box and click “Go”.
Important Note about JHED Updates:
Records that are not sponsored/ADHOC accounts are provided to JHED by systems of record. These systems (SAP, ISIS,
Medical Staff Office (MSO), SOM Registrary, etc.) own the data for many of the attributes in the JHED record.
Changes to these attributes must be made at the source and those changes are then sent to JHED during daily
processing. When you open a record to view or edit, you will notice that some values are not editable. You will be able
to see at the top of the tab which system of record provides the data. The system of record listed on the first affiliation
tab is the “primary” system of record. This system provides much of the data on the Personal tab.
Records that have been provided by a system of record will look different than records that you have sponsored. Records
provided by a system of record will look similar to what you see for your own record when you login and choose your
“myProfile” quicklink.
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ADHOC records that you have sponsored will look more like the form used to create the record:
Expiring Sponsored/ADHOC Accounts
To expire an active sponsored ADHOC account, adjust the expiration date to today’s date. During the evening
processing, the record will drop into the 7 Day Deletion Queue and be locked in JHED after that time. If there are
security concerns and you wish to have the account locked right away, please submit a ticket through the Help Desk.
Only ADHOC/sponsored accounts expire. Records provided by a system of record are maintained in JHED by feeds
provided by the system.
JHED Account Terminations

When the record no longer exists in the system of record feed (or ADHOC account reaches expiration date) , the
affiliation will drop from the record. If the record does not have any additional affiliations, it will be placed in the
7 Day Deletion Queue.

If a record has multiple affiliations, the record will not drop into the deletion queue until the final SOR stops
sending the record. The affiliation-specific data will be removed for those SORs that terminate the record from
their feed.
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ADHOC/Sponsored vs. System of Record Accounts

ADHOC/Sponsored accounts only exist when no other System of Record is sending a record for the person. The
only exception is Alumni (which are suppressed from view in JHED).

ADHOC records are managed by JHED Department Administrators and have expiration dates. SOR records are
managed by feeds provided to JHED from the system of record. Both ADHOC and SOR records go through the
same 7 day deletion process.

SOR records that are saved from the Deletion Mgr (7 day deletion queue) are changed to ADHOC/Sponsored
accounts. The JHED Department Admin that saves the record is assigned as the sponsor of the account.

JHED Department Administrators can see all records in the Deletion Mgr and are able to save records that were
not originally under their own department. It is important to open the record to edit as needed once a record is
saved from the Deletion Mgr.

If you would like to be notified when a record that is not within your department access is dropped into the 7
day deletion queue, please submit a Help Desk Ticket with the JHED ID of the record. A member of the
Enterprise Directory Team will confirm that your request has been added and will notify you when the record is
available in the Deletion Mgr.

When a SOR record is sent to JHED and matches an existing ADHOC/Sponsored account, it will take control of
the record. If you are a JHED Department Admin for the department that the SOR sent for the user, you will still
be able to view the record and edit user-editable fields within the JHED Department Toolkit.
Social Security Numbers
The social security number is an important part of the JHED record. There are limited, but important uses for this
private information:
1. JHED records are created and maintained by multiple systems of record (e.g., SAP/Payroll, ISIS Student System,
Medical Staff Office, SOM Registrar, HHMI, Intrastaff and multiple community hospitals). SSN is the one
identifier that is shared among these systems and allows us to use this data to join records and avoid multiple
JHED accounts being created for one person. The full SSN is stored on one system that is responsible for
processing JHED feeds.
2. The last 5 digits of the SSN are required by users to:
a. Perform the First Time Login in the myJH Portal to setup their JHED account. Users are required to
provide private identifying information in order to confirm they are who they say they are when setting
up their JHED account.
b. Perform a password reset in the myJH Portal.
c. Call the Help Desk. The Help Desk Agent will ask the caller (at a minimum) for their JHED ID, Last 5 of
their SSN and their DOB. This is a security measure to ensure that the Help Desk Agent is talking to the
owner of the account. **SSN will never be requested over e-mail and should never be shared via email.
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Temporary Social Security Numbers
There are times when a valid SSN is not available, such as for foreign nationals who are waiting for their permanent SSN
or visiting, and may not receive one. In other cases, there may be Contractors or Vendors that do not wish to provide
their SSN. If a person will be included in a system of record feed at some point, it is very important that they provide
their correct information if a JHED record is being created for them as ADHOC initially. However, in cases where the
permanent SSN is not available, a temporary SSN from a valid pool of temporary SSNs may be used.
Records that will be included in SAP, ISIS, Medical Staff Office or SOM Registrar receive temporary SSNs from those
offices. There is a pool of SSNs provided to these offices. It is important to not attempt to make up an SSN, as this could
cause many problems, including having records joined that are not for the same person. This could allow someone
access to another’s private information and access to resources.
If the record you are entering will not be sent by a primary system of record (particularly Vendors and Contractors), you
may request a temporary SSN from the Enterprise Directory pool. A Help Desk ticket may be submitted via the myJH
Portal. You will be contacted by someone from the Enterprise Directory Team who will provide the temporary SSN that
you may use to create the Sponsored/ADHOC JHED record.
Temporary SSNs may not be re-used. Please submit a Help Desk ticket for each person you need a temporary SSN for,
even if you have a number from a record you’ve sponsored that is no longer active.
A Help Desk ticket may be generated via the myJH Portal by clicking the Helpdesk Quicklink:
And then click the IT Help link (or call 410-955-HELP)
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