Phase 2 Proposal Instructions for Cycle 10

2.3 General Instructions

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In this section, we describe how to fill out the RPS2 template (the #.prop file, where # is the Phase II proposal identification number which will be supplied by your Program Coordinator). Information about retrieving samples of completed RPS2 files is presented in2.4Examples and General Advice, along with a discussion of common questions and problems observers might have when filling out the template.

Note the following general instructions and conventions when filling out the RPS2 template:

• Entries must conform precisely to the formats specified in this document and their order must be correct as well (see2.5Proposal Template).
• Some information transferred from your Phase I proposal to the Phase II template may no longer be clear. For example, a table originally formatted in LaTeX may now be an unintelligible run-on of symbols. Please verify that all general information intended for inclusion in Phase II is readable.
• Information that must be entered into the RPS2 template exactly as shown is indicated in BOLD TYPE. Items to be replaced by specific entries are enclosed in <angular brackets>. For example, SEQ <exposure-list> NON-INT could become SEQ 2-3 NON-INT or SEQ 10, 23, 15 NON-INT, depending on the appropriate exposure numbers.
• Proposal data may contain only standard ASCII characters. All other symbols must be spelled out. Greek letters must be spelled out (e.g. BETA-LYR, H-ALPHA). The degree sign should be replaced with ÒDÓ (e.g. BD+16D516). Subscripts and superscripts are not allowed.
• Information that cannot be made to conform to the required formats may be entered in a ÒCommentsÓ line. Comment lines are not interpreted by the software but are maintained in the database and do appear on printouts of the forms.
• Keywords on the Target Lists and Visit and Exposure Specifications can be deleted if no entry is required (i.e., the value is not relevant to your observations or the default value is acceptable).

If you are unable to use the RPS2 software, please contact your Program Coordinator (listed in your notification letter) to make other arrangements.

2.3.1 Proposal Information [Proposal_Information]

This block contains basic information about the proposal including the

• Title,
• Proposal_Category, and
• Cycle.

The template you receive from your Program Coordinator will have all the above filled out based on your Phase I submission.

For those Phase II submissions that are not based on a Phase I proposal (e.g., GTO programs), the Proposal_Category should be selected from one of the following:

GO (General Observer)	GO/DD (DirectorÕs Discretionary time)
SNAP (snapshot proposals)

 

A Proposal_Category of SNAP is used for ÒsnapshotÓ programs. By their nature these programs take advantage of otherwise-unused blocks of telescope time for relatively short exposures. SNAP exposures therefore must carry as few restrictions as possible. In particular, Special Requirements should not ordinarily be used with SNAP programs (consult with your Program Coordinator if you feel you need to do so). Also, less-restrictive guiding is ordinarily used for SNAP exposures because that is adequate for short exposures and because that helps extend FGS lifetimes. Some special policies apply to SNAP programs. In particular, STScI will not repeat failed SNAP exposures.

The Cycle should be 11; multiple values of Cycle are not permitted. In pure parallel proposals (see 6.2Pure Parallels), the suffix /PAR should be added to the appropriate type from the above list. This identifies the proposal as a pure parallel.

2.3.2 Parallel Information [Parallel_Pointing_Tolerance]

This information is required with pure parallel proposals (those with a Proposal_Category ending in /PAR). It does not apply to primary proposals.

The Parallel_Pointing_Tolerance gives the maximum acceptable variation in pointing at the parallel aperture during a parallel visit. The units are arcsec but must be explicitly stated. The number must be non-negative (e.g., 10"). This will normally be set to the maximum pointing change that still allows exposures taken at slightly different pointings to be combined later during data analysis.

2.3.3 Investigators [Investigators]

This block contains the names of the Principal Investigator (PI_Name), all Co-Investigators (CoI_Name), and their institute affiliations (PI_Institution and CoI_Institution). This information has been filled out based on the Phase I submission. If one of the Co-Investigators (or other individuals) is to serve as the contact for a program, then the Contact keyword should be set to Y. The Contact is the person the Principal Investigator has designated to receive all (non-budgetary) questions/information on the program and to be the official voice for the team. Only one person may be designated as the Contact. Once designated, only the Contact may make Change Requests so that conflicting requests are not made.

If any of the Investigators have changed addresses between the Phase I and Phase II submissions (or any time after the Phase I submission), please contact your Program Coordinator with the updated address. You cannot use the Phase II submission to implement address changes.

For Phase II submissions that are not based on a Phase I proposal, please fill in the information accordingly.

2.3.4 Abstract [Abstract]

The Abstract from your Phase I submission has been included in your Phase II template. You may need to update this text based on your final TAC allocation. Although we have attempted to convert frequently-used special LaTeX symbols, you should review this text carefully. Also, you may need to reformat some tabular information.

If a Phase II submissions is not based on a Phase I proposal, please fill in missing information.

2.3.5 Proposal Text Sections [Questions]

These four sections are needed for STScI to execute your program properly. Not all questions will need to be answered by every observer, and note that the answers to these questions will be made public along with the rest of the RPS2 file. As with the Abstract, please review this text to make certain all special symbols have been correctly converted, and reformat tabular information if necessary.

Description of Observations [Observing_Description]

Provide a detailed description of your observing plans. Text from your Phase I proposal has been inserted, but it will need updating based on your final TAC allocation and on details worked out in Phase II.

Justification of Real-time observations and Special Scheduling Requirements [Real_Time_Justification]

Provide an explanation for any real-time or special scheduling requirements, if they have been requested. Information from your Phase I proposal (Item 14) has been inserted, but it is possible that the text will need updating based on your final TAC allocation, to include the details worked out in Phase II, and to remove any special calibration requirements (see below).

Justification of Special Calibration Requirements [Calibration_Justification]

Provide a justification for any special calibrations required for your program, if requested.

Additional Comments [Additional_Comments]

Provide any additional comments that you feel STScI needs to know in order to properly implement your program.

2.3.6 Target Information [Fixed_Targets, Solar_System_Targets, Generic_Targets]

Chapter3:Fixed and Generic Targets [Generic _Targets] and Chapter4:Solar System Targets List [Solar_System_Targets] describe how to fill out the Target Lists.

2.3.7 Visit Information [Visits]

Chapter5:Visits and Exposures of this document describes how to fill out the Visit and Exposure Specifications. Instructions for submitting parallel observations are given in Chapter6:Parallel Science Exposures, and the detailed, instrument-specific parameters are described in PartII:Supported Science Instruments.

2.3.8 Data Distribution Information

HST observers are now expected to retrieve their proprietary data via the web, using either the archiveÕs web retrieval form interface or StarView. It is possible to request ÒhardÓ media (either an 8 mm or a DAT tape) by using one of these tools. Observation summaries (previously called Òpaper productsÓ) are also available, but only via the web.

The Principal Investigator (or the Contact identified by the PI; see 2.3.3Investigators [Investigators])will be informed automatically by e-mail when observational data and observation summaries are ready for retrieval. Anyone requiring access to proprietary data should be both a registered user and an authorized user of the HST archive. If you are only a registered user, you have access only to public data via your archive username and a password. The registration address you provide is where any hard media will be sent, but the address is not otherwise used. You can become a registered user by filling out a registration form on the World-Wide Web

• http://archive.stsci.edu/registration_form.html

or by contacting the Archive Hotseat at archive@stsci.edu.

Authorization additionally allows a PI and individuals selected by the PI to have access to the PIÕs proprietary data and privileged web access to the observation summaries (which are PDF files). To become an authorized user, contact the Archive Hotseat. Authorization requests will be inspected very carefully. For this reason, authorization may take a little longer than simple registration. We strongly encourage PIs desiring this option to become registered and authorized well in advance of the execution of their program.