CEE Graduate Student Handbook

Other Information and Resources

TRAVEL

ALL personnel who travel on Vanderbilt business are required to have knowledge of and adhere to the University travel policy. All airfare must be booked through Concur, the system through which reimbursements are processed; failure to do so may result in denial of the claim for reimbursement. If, for some reason, you are unable to book airfare through Concur, you must call the University-approved travel agency, World Travel, at 877-271-9258 and provide a credit card to charge. Please check with the administrative staff to ensure you are compliant with these procedures prior to starting your travel.

All University-related travel must be pre-approved 24 hours prior to traveling. Travelers are also expected to be familiar with Vanderbilt’s Travel page, where the latest information on travel are posted. If you are traveling abroad, please ensure that you are compliant with Vanderbilt’s International Travel Policy. Visit the Tips section for suggestions on vaccines for Vanderbilt-related travel, business cards, funding sources, and other pertinent information regarding travel. Students should consult with their advisor regarding attendance to workshops and conferences.

Travel grants are available through the Graduate School for attendance at professional conferences and meetings. Graduate students are encouraged to apply. They must be submitted to the Graduate School 4 weeks prior to any travel. This is being enforced by the Graduate School effective immediately. You must attach an abstract to your travel grant application.

ATTENDANCE, HOLIDAYS, AND VACATION

Graduate students are advised of the University calendar and closures including standard University holidays. Students are expected to consult with their research advisor before taking personal days or taking vacation time. If the student does not have a research advisor, holiday and vacation leave should be approved by the DGS. In keeping with the professional nature of the graduate student-faculty advisor relationship, students should inform their research advisor when they must be absent because of illness or an emergency.

FINANCIAL SUPPORT

All PhD students are awarded a full scholarship as either a TA (Teaching Assistant) or RA (Research Assistant) which includes a stipend, 100% tuition & fees, and health insurance. Honors fellowships also may be awarded to students on a merit basis as a supplement to TA or RA support. The TA and RA support decisions are made for each student annually based on overall progress of the student towards completion of the degree sought, departmental needs and availability of funding. Students who receive TA or RA at any point of their studies are not guaranteed funding through the remainder of their studies and evaluated annually based on the above-mentioned considerations. Students are encouraged to apply for scholarships or fellowships sponsored by external governmental or private agencies like National Science Foundation, Department of Defense, Department of Energy, Department of Transportation, IBM and other organizations. See Tips section for resources on available scholarships & fellowships. Eligibility for external fellowships varies for foreign nationals.

The School of Engineering annually establishes a base stipend rate for full-time TA or RA enrolled in the PhD programs within the School of Engineering. Continuation of financial support after the first semester is dependent upon satisfactory progress toward the degree and performance of your assigned duties and responsibilities. Stipend increases beyond the base rate are at the discretion of your advisor and typically are based on performance and availability of external funds.

Master's students may be awarded a partial tuition scholarship, depending on their program.

Foreign nationals should consult International Student and Scholar Services for employment eligibility.

WELLNESS RESOURCES

Vanderbilt University offers a wide array of student support resources for health, wellness, student life and identity, academic support, funding, professional development, and administrative assistance. Please visit Vanderbilt’s Graduate School website at https://gradschool.vanderbilt.edu/student-resources/campus-services/ where you can find resources for support units such as the University Counseling Center (UCC), International Student & Scholar Support (ISSS), Center for Teaching (CFT), Career Center, and many others.

FREEDOM OF EXPRESSION

At Vanderbilt, we have a long tradition of free expression, which is one of our core principles. We believe in bringing together people of differing viewpoints for a common purpose. Learn more about how we practice free expression at Vanderbilt and read Vanderbilt’s Freedom of Expression policy in the Student Handbook.

OFFICES AND COMMON USE AREAS

1. Desk spaces: The department has several rooms with carrel desk spaces which are designated for graduate student assignment. Funded full-time Ph.D. students who are TAs, RAs, and fellowship recipients are given priority for carrel desk assignment. The room assignments for graduate students are made with an undergirding philosophy of balance and therefore, we strive to have a mix of civil and environmental students, male and female students, domestic and international students, and a blend of faculty mentorship in each room. The new student desk assignments and any necessary adjustments to maintain balance are made in the fall semester. Students matriculating in spring or summer will be assigned to temporary space until fall desk assignments are finalized. 
2. Etiquette: Consult Appendix B for rules of conduct for shared office spaces.
3. Computers: Computers are provided at the discretion of the advisors. If you do not have a computer in your office space, then you might need to purchase your own computing device. 
4. Printing: Use the department printer in the CEE kitchen area (room 264) and student office area (room 296). To use the printers, you will have to use your VU ID card. If you are not an RA or a TA, then all print jobs will be charged to your VU card. The printers will not print anything until you are physically at the printer and scan your VU ID card.
   • Poster printing: Contact Charity Backs for current vendors for poster printing. 
5. Safety and Security: All faculty, staff, and students within the department play an active role in promoting safety and security. Students are responsible for any personal property that they bring to campus. Neither the Department nor the University accepts any responsibility for loss or damage to student’s personal property. Students are encouraged to close open doors to unoccupied areas and report any suspicious persons to Campus Security. Visit the Vanderbilt University Police Department for additional security information. Emergency contact numbers while traveling on Vanderbilt business are provided in Appendix D.
6. Card Access: Graduate student carrel offices, and Rooms 264 and 296 Jacobs Hall are accessed via Vanderbilt identification card. The department provides the names and room numbers to the building manager, who then programs the information into the card lock access system. Initial access is granted only by department staff (Maya Nashabi, department business manager). The building manager will not grant access at the request of a student. If you lose your initial ID card or obtain a new card after your initial card, you may go directly to the building manager to have your original access restored.  In cases of lost or replaced cards, the building manager may, at his discretion, ask for verification from the department staff before restoring access.
7. Break Room:  Graduate students can use their student ID to gain access to the room. All users should be mindful of the premises and participate in keeping the area clean and neat. Periodically, the room may be used to share donated food or leftovers from meetings. Food should be discarded or otherwise removed after two hours, and in no case remain later than 4:30 p.m. Please see the list below for expectations for all break room users.
   • Immediately clean up spills, spatters, and overflows.
   • When using the microwave, cover any open container. A splatter shield is provided.
   • The refrigerator in the CEE kitchen is for faculty and staff only. Students cannot use it.
   • DO NOT take items from the cabinets without prior permission (other than coffee and tea supplies).
   • Refill containers for sweetener, creamer, teabags, etc. from supplies located in upper cabinets near coffeemaker.
   • Any food items offered for general consumption may be placed on the table near the coffeemaker. Person(s) who donate the items are responsible for clean-up and disposal.
   • Food items left on the counter or table must be consumed and/or cleared after 2 hours, all trash discarded, and dishes and utensils cleaned and stored.
   • Break room may NOT be used for collection site of charitable donations.
   • Break room may NOT be used to solicit for any non-Vanderbilt sponsored activity.
   • Contact Charity Backs with questions or concerns regarding break room supplies.
   • Contact Maya Nashabi with questions or concerns regarding access.
   • Failure to observe these rules and expectations will result in suspension of access for any individual who abuses the privilege. 
   • Card reader on the door will be monitored for activity.

LAB INFORMATION

The spaces in the Environmental Lab are primarily for research. The Structures Lab has spaces for research and instruction. Any use of lab space outside of research and instruction must be communicated to the lab managers to give them ample time to determine if space and resources are available. Events that require lab use need to be planned well in advance since multiple users have ongoing research/projects/classes. Please contact the appropriate personnel for lab safety and procurement details.

If you will be working in the environmental labs, please review the lab safety guidelines before you work in the labs. Below are a few rules to remember when working in the environmental labs.

• Wear safety glasses in the lab. Wearing additional PPE (personal protective equipment) suitable to the task must be followed.
• Label the contents of all containers. Also, label long-term experiments to include your name, research advisor's name, and contact information. 
• Dispose of all chemical waste in approved VEHS containers with the pink VEHS waste tag. Place in a secondary container. Please do not dispose liquids, other than water, in the sink.
• After items are cleaned in the sink, please return the item back to its original location. Keep shared spaces clean and free of obstacles.
• If you borrow items from another professor's lab, please ask first and return the item in a timely manner.
• At times you work alone, please let someone in your research group know if you plan to be in the lab after hours. It is preferred that another individual be present in case there is an emergency.
• Secure your lab when you leave. Always keep primary entrance/exit doors closed.

Safety training for new lab members: Once your VUNet account is activated, please log in to Oracle: https://oraclecloud.vanderbilt.edu/. Navigate to the Learning Hub app and click on it. The Learning Catalog will open – use the search bar at the top to search “Initial Chemical and Physical Safety for Research Labs”. Click on the course to enroll and start the training. Once the training is completed, please email Rich Teising (Structures Laboratory) or Lesa Brown (ENVE laboratory) to schedule your in-person safety overview for the lab(s) where you expect to work.”