Table 7.1: Proposal Preparation Checklist
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| 1) Obtain Template |
Send an e-mail message to newprop@stsci.edu containing the words `request templates' in the subject line. |
| 2) Receive Template |
You will receive via return e-mail:
- the Phase I Observing (GO/SNAP) Proposal Template file obstemplate.tex and the Archival Research (AR) and Theory Proposal Template file artemplate.tex;
- the style file phase1.sty;
- an example of a completed observing template file in obsexample.tex.
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| 3) Fill out the Template |
Fill out the appropriate Proposal Template file using your favorite text editor. Detailed Instructions can be found in Chapter 8. Summary instructions can be found in the templates themselves. |
| 4) Prepare a Postscript or PDF version of your proposal. |
For most proposers, the easiest way to produce a Postscript or PDF version of the proposal is to use the LaTeX software on the completed proposal template. If you are not familiar with LaTeX, please check with your system manager for how to run it on your system, and how to use PostScript encapsulation for any figures. The STScI Help Desk (see Section 1.5) may also be contacted for assistance with any questions or problems. Some proposers may prefer to use different word processing software to produce a Postscript or PDF version of the proposal, and this is acceptable. However, note then that: (i) you must still complete and submit the cover part of the LaTeX template; and (ii) the Postscript or PDF file must include the information in the cover part of the proposal. All figures must be encapsulated into the PostScript or PDF file (i.e., you should create only one file). Please realize that any color figures in your file will be printed using grey scales, and will not be available to the reviewers in color. |
| 5) Send the completed proposal template to STScI: "LaTex Submission" |
To complete the first part of your submission, send the completed Phase I proposal LaTeX template file to STScI by e-mail to newprop@stsci.edu. Set the formattedsubmission keyword in the LaTeX template to either `EMAIL' or `FTP' (see Section 8.5), depending on how you plan to perform your formatted submission (see step 6). |
| 6) Send the Formatted Version to STScI: "PostScript/PDF Submission" |
To complete the second part of your submission, send your PostScript or PDF file to STScI in one of two possible ways.
- a) ftp: We highly recommend that you transfer via ftp. We have assigned a high security area for this purpose, and although you can put your files there, only the appropriate STScI staff can retrieve them. Please refer to the on-line ftp submission instructions. Do not put the LaTeX template in the ftp area.
- b) e-mail: You can also send your PostScript or PDF file by e-mail to newprop@stsci.edu. We do not recommend this method though, since PostScript or PDF files may contain large figures that are truncated or corrupted by some email facilities. Under no circumstance should you send your file as an attachment to your LaTeX submission (step 5).
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| 7) Receive an STScI acknowledgement of your "LaTex Submission" |
You will receive an acknowledgment of your unformatted LaTeX submission immediately after it has been received at STScI. Due to network problems, especially near the deadline, the acknowledgment messages may be delayed. Please do not re-submit your proposal without checking with STScI or waiting at least 2 to 3 hours. If no acknowledgment is received within a few days, you should contact the STScI Help Desk (see Section 1.5). |
| 8) Receive an STScI acknowledgement of your "PostScript/PDF Submission" |
You will receive a separate acknowledgement for your PostScript or PDF submission. This acknowledgement will confirm whether or not your proposal has been printed successfully. This may not happen until several days after the deadline. If you have not received your second acknowledgment within one week, then please contact the STScI Help Desk (see Section 1.5). |
