5  Logistics

We’re a small lab, and logistics shouldn’t be a source of stress. If something’s not working, access isn’t set up, you don’t have the equipment you need, or policies aren’t clear — tell me. I’ll help sort it out.

5.1 Work Hours and Flexibility

Since we’re a computational lab, we’re not tied to wet lab equipment or shared instrument schedules, so your schedule is flexible. That said, I expect you to maintain a regular presence and be engaged with the team.

Before you begin, we will set expectations for the number of hours per week you will be working, but the timing is always flexible. Some of you may be early risers who prefer morning work; others work better later in the day. Seasonal adjustments are fine too. What matters is that you’re productive, meeting deadlines, and available for meetings and collaboration.

Remote work is completely fine.1 Many of our team members work from home part-time or full-time. Just keep your calendar updated so people know when you’re available, and make sure you’re responsive to Slack and email during core collaboration hours.

5.2 Time Off, Vacation, and Sick Leave

Stanford provides employees with vacation and sick leave. You should take full advantage of this. As a general guideline, I encourage you to take at least 2-3 weeks off per year. You need the rest, and good science requires a fresh mind.

For vacation, give me a heads-up with as much advance notice as you can (preferably, at least two weeks), and make sure your ongoing work is in a stable state before you leave. We’ll arrange coverage for urgent issues if needed.

Sick leave is what it sounds like — use it when you’re sick. If you’re feeling unwell, stay home. A few hours here and there — no advance notice needed. Extended illness or medical issue? Let me know, and we’ll figure out how to support you.

If you have personal or family matters that require unexpected time off, talk to me directly. We’re a small lab, and I care about you as people, not just as researchers. We can make things work.

5.3 Travel and Reimbursement

Travel for conferences, collaborations, or fieldwork is part of our work. If you’re interested in attending a conference or visiting a collaborator, let’s talk about it early so we can plan and budget appropriately.

Stanford Travel and Reimbursement:

  • All travel must be booked through Stanford’s travel management system. Check the Stanford Travel website for current procedures and approved vendors. Ask Sweden (one of the EPH admins) if you are not sure what to do. You must follow Stanford Travel policies to get reimbursed.
  • Typically, reimbursements take 1-4 weeks after the travel has concluded. If this is a financial burden for you, let Matt know so we can figure out an alternative.

For questions about what’s reimbursable or approval procedures, contact Matt or Sweden.

5.4 Building Access and Desk Arrangements

Our lab is located in 1701 Page Mill. There is plenty of hotel space for you to drop in whenever you want. Parking is free. If you have meetings on campus, e-bikes are available to borrow (for free, all day). There’s also a regular shuttle to and from the medical campus. To get access to the building, email Kevin Horner (EPH admin) and cc Matt.

If you need a dedicated desk, let me know. Unfortunately, space at Stanford is highly constrained — there are (literally) no private offices available for non-faculty at 1701 or Alway. However, I will do my best to get you a dedicated desk. Everybody will have access to hotel desk space and be able to reserve the conference rooms.

5.5 Computing Resources

Computing: We have access to Stanford’s computing clusters (Sherlock, Carina, Marlowe, etc.). If needed, you’ll be set up with accounts during onboarding. These clusters handle the large simulations and analyses that many of our projects rely on.

Software and Licenses: Most scientific software we use is open source or already licensed by Stanford (e.g., MATLAB, R). If you need a specialized tool or license, let me know. This usually takes 2-3 weeks, so plan ahead.

  1. Obviously, as long as adheres to Stanford’s employment policies and the relevant country’s laws.↩︎