ESO Spanish Users : Policies summary P90

Table of Contents Who may submit, time allocation policies Requesting use of non-standard observing configurations Policy regarding offered/available

Table of Contents Who may submit, time allocation policies Requesting use of non-standard observing configurations Policy regarding offered/available observing configurations Observing programme execution Phase 2 Service Mode policy: constraints and targets are binding Pre-imaging runs Data rights, archiving, data distribution Publication of ESO telescope results Press Releases Several policies regarding all aspects of use of ESO telescopes have been refined over the years by the ESO Observing Programmes Committee (OPC), and by the Science and Technology Committee (STC). Here we summarize those policies relevant for ESO proposers for Period 90. For details on individual policies we refer to theVLT/VLTI Science Operations Policydocument. Who may submit, time allocation policies ESO proposals may be submitted by any group or individual. One single person, thePrincipal Investigatoror PI, must be assigned to be responsible for the programme. The PI will also act as the offcial contact between ESO and the proposers for all later correspondence (Phase 2 information, data distribution, etc.). By submitting a proposal, the PI takes full responsibility for its contents, in particular with regard to the names of CoIs and the agreement to follow the ESO policies and regulations, including the conditions specified in the present Call for Proposals. Following the introduction of the ESO User Portal, PIs identify themselves uniquely in Phase 1 proposals by their User Portal username. Note that each individual is allowed to have only one account in the User Portal database; multiple accounts must not be created or used by the same user. Failure to comply with this restriction may lead to the rejection by ESO of the proposals by the offending PI. All valid proposal received by ESO prior to the submission deadline will be reviewed by the OPC, who will rank them according to the scientific merit of the proposal and the importance of its contribution to the advancement of scientific knowledge. Furthermore, proposals should provide evidence that the proposing individual or team have the expertise and sufficient resources to carry out the analysis. Proposals should be self-contained. The evaluation will be based solely on their explicit contents, to the exclusion of external references. For non-member state proposals the following additional criteria will be taken into account: The required telescope/instrumentation is not available at any other observatory accessible to the applicants. If an ESO member state proposal and a non-member state proposal are rated equally, preference will be given to the ESO member state proposal. The following policy, extracted from the agreement between ESO and its host state Chile, governs the allocation of time toHost State Proposals. "Chilean scientists who present meritorious projects shall have the right to obtain up to 10% of the observing time of ESO telescopes". For VLT projects at least one half of this 10% shall be dedicated to projects of Chilean astronomers in cooperation with astronomers of ESO member countries. Following the recommendations of the OPC and a technical feasibility check, the ESO Director General grants observing time based on OPC ranking and availability. However, in the case of sudden astronomical events a ToO or DDT programme may be activated, and may lead to an interruption of the currently active run. Requesting use of non-standard observing configurations Proposers should pay particular attention to the fact that, as indicated in the instrument manuals, use of certain non-standard instrumental modes or configurations requires prior approval by ESO. This approval must be obtained before submitting the Phase 1 proposal. Corresponding requests, including a brief justification, must be submitted by email tousd-help@eso.orgat least two weeks before the proposal submission deadline. Failure to follow this rule may lead to the rejection of the proposal by ESO for technical reasons. Policy regarding offered/available observing configurations Users will be promptly informed if it becomes impossible to support some currently offered instrument mode, and may be asked to switch from Service Mode to Visitor Mode or vice versa. In general, runs requiring non-standard configurations will only be accepted in Visitor Mode. Observing programme execution Observations in both Visitor and Service Mode must be executed as described in the Phase 1 proposal, including the instrument modes and specified targets. Departures from Phase 1 specifications and targets will not generally be allowed, unless a sound scientific justification exists, and provided that the change does not involve a significant increase in the pressure factor on oversubscribed regions of the sky. The request for changes of targets and instrument set-up(s), along with the corresponding scientific justication, must be submitted via the web-based form available at target change web page of ESO. For any other departure from Phase 1 specifications a justification must be provided in writing toparanal@eso.orgat least one month before the beginning of the observations for runs scheduled in Visitor Mode. For Service Mode runs, these requests and associated justifications must be submitted tousd-help@eso.orgor top2pp-waiver@eso.org(clear instructions are available at http://www.eso.org/sci/observing/phase2/SMGuidelines/WaiverChanges.html) at least one week before the Phase 2 deadline. ESO reserves the right to reject the changes if they are insuficiently justified, conflicicting with any other approved programmes, or imply significant changes in the overall distribution of scheduled targets in the sky. Observations of targets for which no authorization has been obtained are not allowed at the telescope. Service Mode run execution The runs to be conducted in Service Mode will be subdivided into the following classes for operational reasons: Class A:All possible effort will be made to execute all OBs corresponding to the runs in the requested observing period. Approximately the first half (according to the OPC ranking) of the total amount of Service Mode time scheduled on each telescope falls in this class. Class B:These runs will be executed in the requested observing period on a best effort basis.Approximately the second half (according to the OPC ranking) of the total amount of ServiceMode time scheduled on each telescope falls in this class. Class C:Filler runs. OBs will only be executed if the observing conditions do not permit observations for runs within classes A and B. For Class A runs that are not completed by the end of Period 90, ESO will decide whether they can be declared "substantially complete", or have to be carried over to the next period provided that this is technically feasible. In general, a class A run will not be carried over for more than one additional natural visibility period. Class B and C runs will not be carried over. ToO runs are by definition Class A regarding priority in execution but they will not be carried over to the following periods regardless of their completion status. Phase 2 Service Mode policy: constraints and targets are binding To optimize the use of ESO telescopes in Service Mode a proper mix of runs requiring various observing conditions, and with targets spread over the entire range of RAs for a given period, is necessary. For this reason proposers are requested in their Phase 1 proposal to specify not only thetargets with accurate coordinates, but also the needed observing conditions (lunar phase, seeing, sky transparency).Due to their essential role in determining the long-term scheduling of Service Mode time, the constraints specified at Phase 1 are binding. Successful proposers will not be allowed to change the instrument set-ups, target lists and/or times per target that were requested at Phase 1 in their Phase 2 submissions, unless explicitly authorized by ESO. At Phase 2, only the relaxation of observing constraints is allowed. Pre-imaging runs A separate run must be specified for a VLT programme requiring pre-imaging. If this is not specified in the proposal, the time needed for the execution of the pre-imaging will be deducted from the total allocation of the project. Pre-imaging runs are always scheduled in priority class A, but must be specified as pre-imaging runs as this will not occur automatically. Please be sure to indicate the pre-imaging character of the run by using the corresponding INSconfig macro in the LATEX ESOFORM template. Data rights, archiving, data distribution All data obtained with ESO facilitiesare ESO property. ESO grants a twelve month proprietary period for science and acquisition data to the PI of the programme as part of which these data were obtained. This period applies to each data file individually.For Visitor Mode runs, it starts at thetime of the observation; while for Service Mode runs, as soon as the data are made available to thePI (or delegated observer).Should you wish to specify a shorter period than the nominal 12 months in Period 90, please do so using the ProprietaryTime macro in the LATEX ESOFORM template. Raw data of Public Surveys, calibration and technical data are not subjected to proprietary period and become publicly available as soon as they are ingested in the ESO Archive. For Visiting Astronomers, raw datawill in general be made available before astronomers leavethe observatory site. For both Visitor Mode and Service Mode observations, raw science data andassociated calibration data are distributed to the PIs and their delegates from their ESO User Portalaccounts. Publication of ESO telescope results Publications based on observations collected at ESO telescopes should state this in a footnote to the article's title. The corresponding observing proposal should be clearly identified by its ESO reference number. For example: Based on observations collected at the European Southern Observatory, Chile (ESO Programme 089.C-1234)". Press Releases Should you consider that your results are worthy of a press release to the general public, please contact the ESO Outreach Department (information@eso.org) as soon as possible, preferably no later than when the paper is submitted for publication. ESO reserves the right to use any data obtained with ESO telescopes as part of programmes allocated ESO time for press releases. Information partially extracted from the pdf document:ESO Call for Proposals –P90

Policies summary P90

Table of Contents

Several policies regarding all aspects of use of ESO telescopes have been refined over the years by the ESO Observing Programmes Committee (OPC), and by the Science and Technology Committee (STC). Here we summarize those policies relevant for ESO proposers for Period 90. For details on individual policies we refer to the VLT/VLTI Science Operations Policy document.

Who may submit, time allocation policies

ESO proposals may be submitted by any group or individual. One single person, the Principal Investigator or PI, must be assigned to be responsible for the programme. The PI will also act as the offcial contact between ESO and the proposers for all later correspondence (Phase 2 information, data distribution, etc.). By submitting a proposal, the PI takes full responsibility for its contents, in particular with regard to the names of CoIs and the agreement to follow the ESO policies and regulations, including the conditions specified in the present Call for Proposals. Following the introduction of the ESO User Portal, PIs identify themselves uniquely in Phase 1 proposals by their User Portal username. Note that each individual is allowed to have only one account in the User Portal database; multiple accounts must not be created or used by the same user. Failure to comply with this restriction may lead to the rejection by ESO of the proposals by the offending PI.

All valid proposal received by ESO prior to the submission deadline will be reviewed by the OPC, who will rank them according to the scientific merit of the proposal and the importance of its contribution to the advancement of scientific knowledge. Furthermore, proposals should provide evidence that the proposing individual or team have the expertise and sufficient resources to carry out the analysis.

Proposals should be self-contained. The evaluation will be based solely on their explicit contents, to the exclusion of external references.

For non-member state proposals the following additional criteria will be taken into account:

  • The required telescope/instrumentation is not available at any other observatory accessible to the applicants.
  • If an ESO member state proposal and a non-member state proposal are rated equally, preference will be given to the ESO member state proposal.

The following policy, extracted from the agreement between ESO and its host state Chile, governs the allocation of time to Host State Proposals. "Chilean scientists who present meritorious projects shall have the right to obtain up to 10% of the observing time of ESO telescopes". For VLT projects at least one half of this 10% shall be dedicated to projects of Chilean astronomers in cooperation with astronomers of ESO member countries.

Following the recommendations of the OPC and a technical feasibility check, the ESO Director General grants observing time based on OPC ranking and availability. However, in the case of sudden astronomical events a ToO or DDT programme may be activated, and may lead to an interruption of the currently active run.

Requesting use of non-standard observing configurations

Proposers should pay particular attention to the fact that, as indicated in the instrument manuals, use of certain non-standard instrumental modes or configurations requires prior approval by ESO. This approval must be obtained before submitting the Phase 1 proposal. Corresponding requests, including a brief justification, must be submitted by email to usd-help@eso.org at least two weeks before the proposal submission deadline. Failure to follow this rule may lead to the rejection of the proposal by ESO for technical reasons.

Policy regarding offered/available observing configurations

Users will be promptly informed if it becomes impossible to support some currently offered instrument mode, and may be asked to switch from Service Mode to Visitor Mode or vice versa. In general, runs requiring non-standard configurations will only be accepted in Visitor Mode.

Observing programme execution

Observations in both Visitor and Service Mode must be executed as described in the Phase 1 proposal, including the instrument modes and specified targets. Departures from Phase 1 specifications and targets will not generally be allowed, unless a sound scientific justification exists, and provided that the change does not involve a significant increase in the pressure factor on oversubscribed regions of the sky. The request for changes of targets and instrument set-up(s), along with the corresponding scientific justication, must be submitted via the web-based form available at target change web page of ESO. For any other departure from Phase 1 specifications a justification must be provided in writing to paranal@eso.org at least one month before the beginning of the observations for runs scheduled in Visitor Mode. For Service Mode runs, these requests and associated justifications must be submitted to usd-help@eso.org or to p2pp-waiver@eso.org (clear instructions are available at http://www.eso.org/sci/observing/phase2/SMGuidelines/WaiverChanges.html) at least one week before the Phase 2 deadline. ESO reserves the right to reject the changes if they are insuficiently justified, conflicicting with any other approved programmes, or imply significant changes in the overall distribution of scheduled targets in the sky. Observations of targets for which no authorization has been obtained are not allowed at the telescope.

Service Mode run execution

The runs to be conducted in Service Mode will be subdivided into the following classes for operational reasons:

Class A: All possible effort will be made to execute all OBs corresponding to the runs in the requested observing period. Approximately the first half (according to the OPC ranking) of the total amount of Service Mode time scheduled on each telescope falls in this class.

Class B: These runs will be executed in the requested observing period on a best effort basis. Approximately the second half (according to the OPC ranking) of the total amount of Service Mode time scheduled on each telescope falls in this class.

Class C: Filler runs. OBs will only be executed if the observing conditions do not permit observations for runs within classes A and B.

For Class A runs that are not completed by the end of Period 90, ESO will decide whether they can be declared "substantially complete", or have to be carried over to the next period provided that this is technically feasible. In general, a class A run will not be carried over for more than one additional natural visibility period. Class B and C runs will not be carried over. ToO runs are by definition Class A regarding priority in execution but they will not be carried over to the following periods regardless of their completion status.

Phase 2 Service Mode policy: constraints and targets are binding

To optimize the use of ESO telescopes in Service Mode a proper mix of runs requiring various observing conditions, and with targets spread over the entire range of RAs for a given period, is necessary. For this reason proposers are requested in their Phase 1 proposal to specify not only the targets with accurate coordinates, but also the needed observing conditions (lunar phase, seeing, sky transparency). Due to their essential role in determining the long-term scheduling of Service Mode time, the constraints specified at Phase 1 are binding. Successful proposers will not be allowed to change the instrument set-ups, target lists and/or times per target that were requested at Phase 1 in their Phase 2 submissions, unless explicitly authorized by ESO. At Phase 2, only the relaxation of observing constraints is allowed.

Pre-imaging runs

A separate run must be specified for a VLT programme requiring pre-imaging. If this is not specified in the proposal, the time needed for the execution of the pre-imaging will be deducted from the total allocation of the project. Pre-imaging runs are always scheduled in priority class A, but must be specified as pre-imaging runs as this will not occur automatically. Please be sure to indicate the pre-imaging character of the run by using the corresponding INSconfig macro in the LATEX ESOFORM template.

Data rights, archiving, data distribution

All data obtained with ESO facilities are ESO property. ESO grants a twelve month proprietary period for science and acquisition data to the PI of the programme as part of which these data were obtained. This period applies to each data file individually.  For Visitor Mode runs, it starts at the time of the observation; while for Service Mode runs, as soon as the data are made available to the PI (or delegated observer).  Should you wish to specify a shorter period than the nominal 12 months in Period 90, please do so using the ProprietaryTime macro in the LATEX ESOFORM template. Raw data of Public Surveys, calibration and technical data are not subjected to proprietary period and become publicly available as soon as they are ingested in the ESO Archive.

For Visiting Astronomers, raw data will in general be made available before astronomers leave the observatory site. For both Visitor Mode and Service Mode observations, raw science data and associated calibration data are distributed to the PIs and their delegates from their ESO User Portal accounts.

Publication of ESO telescope results

Publications based on observations collected at ESO telescopes should state this in a footnote to the article's title. The corresponding observing proposal should be clearly identified by its ESO reference number. For example: Based on observations collected at the European Southern Observatory, Chile (ESO Programme 089.C-1234)".

Press Releases

Should you consider that your results are worthy of a press release to the general public, please contact the ESO Outreach Department (information@eso.org) as soon as possible, preferably no later than when the paper is submitted for publication. ESO reserves the right to use any data obtained with ESO telescopes as part of programmes allocated ESO time for press releases.

 

Information partially extracted from the pdf document:  ESO Call  for Proposals – P90