SEP and Stanford Policies for Graduate Students

SEP students are members of a unique research group that strive to create a cooperative academic environment were students learn from each other and contribute to the education of their fellow students and to the support of the shared computational infrastructure. SEP students can expect to receive full financial support for tuition, stipend and academic-related travel, as outlined in the “Financial Support Policies” bullet below. They are also expected to contribute to the group activities by:

  • Actively participating in SEP seminars (see SEP Seminar Policies below) and attending Geophysics Department seminars.
  • Contributing to each of the bi-annual reports with which SEP communicates its research progress to the affiliate companies (except the fall report if the student was a summer intern away from Stanford.)
  • Contributing to the Spring SEP meeting.
  • Performing the tasks listed in the SEP Job List to assure that the shared computational infrastructure is properly maintained for the benefit of all SEP members.
  • Mentoring less experienced SEP students and openly communicating among students.

SEP Financial Support Policies

  • Tuition and stipend during Fall, Winter and Spring Quarters - SEP students are usually supported according to the rates determined by the University (tuitions) and the Dean Office (stipends).
  • Tuition and stipend during Summer Quarter - in the summer quarter a SEP student's stipend CANNOT be increased by up to 80% of regular stipend, independently on the student's academic progress and contribution to SEP's activities.
  • Academic-related travel - SEP usually pays for travel expenses to the SEP Spring meeting and the yearly SEG meeting. In addition, SEP pays travel expenses to attend a meeting outside of North America (e.g. EAGE in Europe) at least once in a graduate-student career. Additional academic-related travel is often supported. This additional support depends on: student's contributions to SEP, relevance of scientific meeting to student's research, potential usefulness for student's after-SEP career. Check with Biondo before submitting contributions (e.g. abstract) to conferences that require foreign travel.
  • Bonuses - SEP students CANNOT receive bonuses except for students that are awarded a competitive award or prize; the total amount of the student yearly bonus will be increased by the lesser of the following two amounts: 1) 50% of the prize/award amount, 2) 50% of the maximum yearly bonus allowed by the Geophysics department.

SEP Seminar Policies

  • Enrollment - SEP students are expected to enroll for SEP seminar in every quarter in one of the following ways:
    • Graduate class - GP 385A - Enroll with letter grading
    • Research units - GP 400, EARTH 400 and CME 400 - Enroll with letter grading
    • TGR dissertation (when TGR) - GP 802 and CME 802
    • During Autumn/Winter/Spring quarters MUST enroll in either GP 385A or GP 400 for sufficient number of units to have a total of 10 units per quarter.
  • Term Paper - At the end of each quarter, students enrolled in SEP seminar must provide a written research document to Biondo and Bob. This document can be one of the following, according to the student's status and quarter of enrollment:
    • Draft of SEP report (Fall and Winter quarters)
    • Draft of paper ready to be submitted to a journal
    • Draft of a thesis chapter (for TGR students)
    • SEP members are responsible for entering title of their seminar talk before the Geophysics Dept's TWIG deadline (Friday at noon in previous week).
    • If a scheduled seminar speaker becomes aware of not being able to present at the scheduled time, it is her/his responsibility to find and alternative speaker to present in her/his place.
    • If an SEP member plans to be temporarily absent, he/she must enter the departure and return dates in brackets close to his/her name on the Forthcoming speakers list. If the person's name is in the top half of the list, he/she should notify by email the changes in the schedule to the 6 people listed immediately below his/her name.
    • No use of electronic devices (laptops, tablets, phones) is allowed except by the speaker(s)

Graduation requirement (in addition to University's and Department's requirements)

  • Thesis should have at least one application of proposed methods to a 3D and/or 3C data set.
  • At least one peered-reviewed paper must have been submitted presenting an aspect of the thesis contributions.
  • Create a thesis web page and assure that all the relevant material (PDF, sources, …) are accessible from the web.
  • Archive thesis in SEP report repository directory including source codes and Scons/Makefiles.
  • At least one program, representing the major thesis contributions, should be left in distributable form either in Seplib or accessible from the thesis web page.
  • Work with the person responsible for the Data Library to properly archive data sets used in the thesis, if they are not already in the Data Library.
  • Clean up home directories, personal device, and scratch directories.
  • Send to SEG the abstract of your thesis for publication in the “Dissertation Abstracts” section of Geophysics. You can find the link to the Application Form in this page

Usage of SEP's Computing Facilities

SEP offers a first-class computing environment and using computers is a large part of SEP daily activities. Al student are expected to to help SEP computer environment; individual responsibilities are listed in the Job List . All users should follow the rules contained in SEP Computing Web Page and related links.

Usage of SEP's Field Data Library

Over the years SEP has collected an extensive library of field data sets that covers a broad spectrum of problems encountered when processing reflection seismic data. SEP students can use (and add) any data set in the library.However, all these data sets are not owned by SEP, but they are licensed to SEP by a company or another research organization. With the exception of few rare cases, SEP cannot distribute copies of the data to anyone (including academic institutions) without prior written consent from the data owner(s). This limitation also preclude you from taking a copy of the data with yourself after you graduate from SEP and using the data for your own post-SEP research and publications.

  • When using a data set from SEP data library it is the student responsibility to:
    • Read and follow the instructions regarding usage and publication of results obtained from the data contained in the README file.
    • Before publishing (including in SEP report) any results from the data sets make sure to fulfill all the requirements and obligations described in the README file. Failure of fulfilling these requirements may result in the last-minute removal of your paper from the SEP report.
  • When adding a data set to the SEP data library, please:
    • Make sure that the main directory containing the data have a complete and clear README file
    • Make sure that Denise Baughman has a copy of any licensing agreement relevant to the data
    • Make sure that SEP has a disk or tape copy of the whole data
  • At the beginning of a new academic year all SEP research personnel must sign the SEP Data Agreement.

Vacation & Summer Appointment Policy

  • Students are entitled to one week per quarter of paid vacation plus official University holidays. Students should enter their vacation plans in this online spreadsheet, and they should declare vacation taken and vacation planned before their summer appointment papers are submitted. Vacation entitlement does not accumulate from quarter to quarter except as described next. Students are entitled to as much unpaid summer vacation as they like; international students should verify with the Stanford International Center that heir plans are consistent with their visa requirements.
  • North American students may accumulate one week of their academic-year entitlement to add to their summer week for a total of two summer weeks (and two academic-year weeks) of paid vacation.
  • A slightly more generous vacation accumulation policy applies to students whose permanent home is outside North America. For them, up to two weeks from the academic-year entitlement may be merged with the summer week for a total of three summer weeks of paid vacation (and only one week of academic-year vacation).
  • Geophysical meetings outside of North America (e.g. Europe, China, …) that last less than a full week are considered to be SEP business that lasts a full week.
  • Graduating students may not use accumulated vacation to remain on the payroll after they leave.

Consulting policies

  • In general, SEP personnel may consult one day a week for an SEP sponsor company. If a student intends to consult for a company in the reflection-seismology business that is not an SEP sponsor, he/she should check with Biondo and Bob before committing to performing any consulting services.
  • Students and staff that want to sign Non Disclosure Agreement (NDA) must talk with Biondo before agreeing to do so.
  • Stanford University has specific rules guiding graduate students' consulting. These rules can be found in the chapter of Stanford Research Policy Handbook relevant to graduate students and related links.
  • Students that are neither a US citizen nor a US permanent resident are subject to further restrictions. Before committing to perform any consulting services, check the Research Handbook and, if in doubt, check with the International Center. You can start from here.

Intellectual property and Non-Disclosure Agreements (NDA)

  • To facilitate technology transfer the SEP policy is to place its inventions in the public domain, by publishing the results of our research in journals and conferences' abstracts.
  • All SEP personnel should comply with the obligations deriving from their signing the SU-18 form (Patent and Copyright Agreement for Personnel at Stanford) when they enrolled at Stanford. This is a useful FAQ about the SU-18 form.
  • Current Stanford University's policy is that graduate students must obtain prior approval from their advisor and the Dean of the School of Earth Sciences before signing any Non Disclosure Agreements (NDAs) with outside entities .

sep/internal/policies.txt · Last modified: 2020/12/04 18:03 by bob
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