APO 3.5-m Users Committee Phonecon, 1/24/05 Attending: Suzanne Hawley, Michael Strauss, Russet McMillan, Karl Glazebrook, Bruce Balick, Bruce Gillespie, Don Lamb, Rene Walterbos, Fred Hearty, John Bally, Al Harper Absent: Don York, Jon Holtzman Minutes taken by Bruce Gillespie ********************************** Gamma-Ray Burst Targets-of-Opportunity observing plan: There was a lengthy and largely concordant discussion of the proposed plans and policies for ToO observations of GRBs using the 3.5-m telescope during the current and upcoming quarters. The basis for this was a straw-man proposal submitted earlier to the committee by Suzanne. The Users Committee gave strong support for this use of our telescope for this potentially important science, and a decision was taken for the interested parties to get together and draft short documents describing the science, the observing methods, and the recompense policies in order that the observing plan can be explained in detail to the larger ARC user community. Some details of the discussion follow; the ARC GRB users were asked to follow up on these and other details and produce the requisite documents. Since one of the "trigger" parameters of our plan is the optical brightness of the GRBs, Karl Glazebrook asked if anyone knew what the V-magnitude limit of Swift is. Don Lamb said that the stated prelaunch limit is V=24. He said we don't yet know the in-flight limit yet, and noted that the commissioning of Swift has become complicated due to more of its instruments coming on line, which has reduced the current observing efficiency. Don does not expect us to see rapid reports of GRB locations until after ~1 April. In Suzanne's proposal, there is no plan to observe GRBs in the mid-magnitude range (which assumes that Swift and other observatories would have this regime pretty well covered). On the other hand, Don suggested that NIC-FPS observations of targets in this brightness range would be potentially unique, but we should review this after the burst alerts start coming in in earnest in Q2. Karl asked what the science is for these, and Don replied that NIR observations gives much better extinction information, which is uncertain in visible-only observations. Most observatories cannot quickly field a NIR instrument during dark time, and we can. Also, modeling GRB afterglows is hard to pin down if one only has limited-wavelength data to work from. Karl mentioned that you also need the redshift, and Don said that others will probably get these. Suzanne's proposal posited an arbitrary 3-hour maximum time limit from the alert to commencing ToO observing with the 3.5-m telescope. Others countered with a suggested two-day suspense period. Don commented that in 2004 he had gotten useful data a day or more after the initial alert. Several people thought the <3 hour window would be too constraining. This needs to be discussed more. Karl pointed out that we won't get Swift V magnitudes very quickly, at least not early on. We will be getting a finding chart quickly, however. Suzanne asked if there would be magnitude information in the alert. Karl and Don said not right away. They said if the target were visible in the UVOT, we should go to NIC-FPS observing by default, and if "bright" we should go to the echelle program. What constitutes "bright" and how we assess it in the near term needs to be discussed. Suzanne then asked for comments on her proposed policy for half-night recompense to the interrupted programs, and requirements for data reduction and publications on rapid timescales. Michael Strauss said he like them "a lot." Bruce Balick supports the proposed program, and asked for short documents that outline the science, observing methods and protocols, and payback to the interrupted observers. Suzanne pointed out that currently UC and JHU have identified 4 half-nights in the Q1 schedule that are available as payback to interrupted observing programs. The typical GRB observing program is thought to last at least 2 hours. Fred Hearty said that NIC-FPS could easily get two complete photometric sequences of a GRB in that time. Don agreed, and thought that the longer exposures would be better with NIC-FPS, and that 2 hours should do it. He noted that pre-empted observers would often still get most or some of their scheduled observing on the night of the alert, and would then get more compensation in the payback time. Bruce Balick observed that he still needs documents to inform the users because regardless these pre-emption episodes are going to be complex and cause considerable inconvenience to the regular observers. Suzanne agreed, and said we must have the documents that detail the ToO program available to the whole ARC user community. Suzanne then asked for comments on publication limits (first 90 days - ARC only). Bruce Balick thought it was a good policy, and Michael seconded this opinion. Bruce Gillespie added that if the astronomer needed more time for some compelling reason, he could ask Suzanne for an extension, as is done with HST proprietary data periods. Suzanne said that she wanted the 90-day "ARC-only" period so that the GRB science can highlight ARC and the 3.5-m telescope, as opposed to us being the umpteenth author on a series of multi-observatory papers. She also said that in recent meetings with other observatory directors, it was not apparent that other observatories are capable of, or planning, any large-scale coordinated GRB observing programs. We could be the only semi-organized group, and this may be to our advantage. Bruce Balick thought this was great (for us), and plays into our unique "niche" potentials being discussed within the ARC Futures Committee. Don Lamb observed that his HETE2 GRB observations have clearly demonstrated our unique capability to do this. Bruce Balick noted that the original observing paradigm for the 3.5-m telescope was similar to that used by the Mayall 4-m at KPNO. These new kinds of fast-attack queue observing programs break the tradition and will need to be carefully "sold" to the general user community. Suzanne pointed out that, in effect, these ToO programs were activated at the beginning of the current quarter, but haven't yet been implemented because the Swift alert system is not yet ready. Michael Strauss said that we'd better get moving fast and start selling the value and particulars of the program to our constituents. Suzanne added that subject to commissioning and early shared-risk observing in Q1, NIC-FPS may not be ready for general ToO observing until Q2. On the question of recompense to interrupted programs, Suzanne stated (and others agreed) that the half-night payback should be in "usable" observing conditions, since by definition the pre-emption was done during usable conditions. Also, if the program being run when a GRB alert happens is marked as "time-critical" the ToO will be aborted or postponed. Some care in proposal selection and processing will need to be done to regulate the appropriate use of the non-interruptable flag. Don Lamb liked the "usable-night" recompense policy, saying that it will help sell the ToO program to the general users. He also agrees with the policy of including everyone involved with the GRB program, the Observing Specialists, and the interrupted observers, as Co-Is on GCN circulars. Fred agreed with this, as did Suzanne. Suzanne said that a GRB group is forming within ARC with scientists from UC, CU, and JHU participating. PU, UW, and NMSU participants are welcome to join, and should do so quickly. Users Committee members should pitch this to their respective users. All interested ARC users should contact Suzanne who will put them on the ARC GRB ToO group mailing list. Note that to participate in the program will require an approved ToO proposal offering time in recompense for pre-empted programs. Don Lamb mentioned that given the availability of sky, weather, and estimates of GRB detections, it is probable that the average frequency of GRB alerts we would be interested in is probably ~6 per quarter, or one every other week. Fred asked if it were possible to have access to all the deep NIC-FPS GRB data to do parallel science. Suzanne said that all the GRB data will be made public to ARC astronomers after the 90-day publication period. In summary, Suzanne asked the GRB principals to get together and produce the documentation requested above, and for the Users Committee members to communicate this program to their respective users. ********************************** NIC-FPS status: Fred Hearty reported that he, his team, and APO staff, have accomplished 7 usable nights of NIC-FPS commissioning in the past few months, and that the instrument is being used by a "user" in shared-risk mode this week for the first time. There are recurring problems with indexing the filter wheels, and a software workaround has been devised as the temporary fix until the microswitches can be fixed. Also, the dewar doesn't hold a hard vacuum for as long as we would like, and we will probably need to take the instrument out of service for a de-gassing procedure one day every week or two. This can be arranged to be done mainly on cloudy days/nights. The Fabry-Perot etalon needs more engineering work and will most likely not be usable for science this quarter. If the etalon needs to be removed for bench testing, this will not happen before the summer when the filter wheel and vacuum problems are addressed. Suzanne said that at the end of the January observing with NIC-FPS, we will decide if the instrument will be available for use (as a backup or ToO instrument) outside the blocks of time it is currently scheduled in February and March. Fred admitted that he is late getting the users documentation up to snuff, so he offered that he will be personally available to coach NIC-FPS users this quarter, both in and out of real time. ********************************** Engineering Shutdown plans for 2005: Suzanne mentioned that the Critical Design Review for the "new top-end" project will be held at APO in April, and at that time a decision will be taken whether or not to install it on the telescope this summer. In order to have some flexibility, and to mitigate the problems we have had with marathon summer shutdowns in the past, we are planning to have three shorter shutdowns this year. We are planning a one-week shutdown in June, and two-week shutdowns in both July and August. Besides the new top-end, we are going to install new telescope drive boxes, realuminize the 2ndary mirror, and do the usual routine annual maintenance tasks in these shutdowns. A side benefit of this is that there will be periods of scheduled observing time throughout the summer, although the short nights and typical weather patterns at APO during July and August will make for challenging observing conditions. ********************************** User feedback on new sunset/sunrise-start/stop protocol: Suzanne noted that the new observing protocol for sunrise/sunset seems to be working well. She wants the Users Committee to talk this up with their users and collect any feedback. Rene Walterbos said NMSU supports the changes. Suzanne said that she has heard very little, but what there has been has been positive. Russet McMillan noticed that there is a wide variation among users of who shows up on time, or not. ********************************** User feedback on early experience with observer auto-notification system: Suzanne asked what people thought of this. Rene said that Jon Holtzman likes the new system. Russet commented that for block scheduled programs the users get a lot of unnecessary messages, but fixing this "feature" would be tricky. ********************************** Last month's minutes were approved without comment. Next phonecon will be on Monday, February 14, at 8:30 AM Pacific Standard Time. APO APO APO APO APO Apache Point Observatory 3.5m APO APO APO APO APO This is message 888 in the apo35-general archive. You can find APO the archive on http://www.astro.princeton.edu/APO/apo35-general/INDEX.html APO To join/leave the list, send mail to apo35-request@astro.princeton.edu APO To post a message, mail it to apo35-general@astro.princeton.edu APO APO APO APO APO APO APO APO APO APO APO APO APO APO APO APO APO