APO 3.5-m Users Committee Phonecon, 2/27/06 Attending: Suzanne Hawley, Bruce Gillespie, Michael Strauss, Jon Holtzman, Remy Indebetouw, Bruce Balick, Russet McMillan, Karl Glazebrook Absent: Don York, John Bally, Al Harper Minutes taken by Bruce Gillespie ********************************** User feedback, comments from Institutional representatives: Princeton (Michael Strauss)--Michael reported that the PU users are happy. Colorado--no report. NMSU (John Holtzman)--One user reported some positive feedback on how well her challenging observations of Venus were supported by the site staff. Johns Hopkins--no report. Chicago--no report. UWashington (Suzanne Hawley)--Suzanne reported that everything is going fine, plenty of good thesis data being taken. Also, a flare- star observing run is planned for next month with 5-second time resolution using DIS. Univ. of Virginia (Remy Indebetouw)--Remy said he didn't think UVa was using the telescope very much yet. Suzanne reminded the group that UVa is getting 5 to 6 half-nights per quarter of DD time. Remy also wanted to know who to contact about NIC-FPS. BruceG suggested he contact either Stephane Beland at CU (sbeland@colorado.edu), or any of the 3.5-m Observing Specialists. ********************************** Discussion of telescope/instruments report: BruceG summarized highlights from the report (see below). Suzanne added that we are planning to have an engineering shutdown in May to install the new drive boxes. ************************* 3.5-m Telescope, Instruments, and CIF Projects Highlights, 1/20/06 through 2/22/06 Bruce Gillespie 0) Overview Highlights include a continued good run of operability for the telescope and instruments, completion of the new drive-box CIF project, and progress on the new top-end and DIS-upgrades projects. The unusually good weather for this time of year persisted, and was largely well used for observing, although we are beginning to have concerns about potential fire risks related to the dry conditions. We are also beginning to plan the summer engineering shutdowns. 1) Telescope The 3.5-m telescope was largely well-behaved during the past month. During engineering time, the drive servos were tested and tuned to try to solve the problem of poor tracking in the parts of the sky where azimuth velocity approached zero and reverses (in the NW and NE quadrants). Some improvement was noted, but it is felt that fixing the problem will only be possible when we upgrade and replace the drive servos, hopefully next year. 2) The performance of the instruments was near nominal, and noteworthy are: o DIS: Testing of wavelength stability with instrument rotation was done, which indicated a roughly 1-Angstrom drift in the spectrum at various rotator angles. Discussion and analysis of this is ongoing. o Echelle: The echelle instrument control computer was upgraded without incident. o NIC-FPS: Last-minute problem with dewar vacuum, currently under investigation. 3) Engineering and CIF projects The assembly of the three new drive boxes was completed, and they passed their bench testing. The boxes will be installed on the telescope during the summer, or earlier if there is a problem with the existing boxes. Design work continued on the new top end, and materials have been received and machining work on some of the parts continues. Maintenance and enhancement of TUI and other software systems continued. The DIS upgrade project (gratings, optics, new detector) is underway; parts are being ordered. 4) Miscellaneous Gabrelle Saurage (the new Observing Specialist) spent a training weekend at the telescope. ********************************** Short-term data storage policy: For the record, Suzanne summarized our previous discussion and decisions on 3.5-m data storage. APO will not archive 3.5-m data. As has always been our practice, telescope users are obliged to download their data to their home institutions as soon as is practical. We do intend to keep the data from the past 6 to 9 months on disk at the site. At the start of every quarter, the data older than 6 months will be erased. If we end up short on disk space, this policy may be revised as necessary. There were no further comments or discussion on this topic. ********************************** GRB alert program status: Suzanne mentioned that the ARC-wide GRB alert program has been suspended by mutual agreement with the GRB team. It is still possible for the individual ARC institutions to make GRB follow-up observations within their internal scheduled time allocations. ********************************** Backup program advisement: BruceG offered the committee a draft paragraph to be added to the automated observer notification message. After some discussion about the wording and intent, BruceG modified the paragraph as follows. It was also suggested that the advisement be added to the proposal form. Draft text: "There may be occasions where unanticipated observing conditions or hardware/software problems prevent you from making your primary program observations. We advise all 3.5-meter telescope users that we strongly recommend that you have in reserve at least one backup science observing program when you use the telescope, preferably one that uses a different instrument from your primary program. If you do not have a backup program and you determine that your primary observing program is not achievable, you should consider relinquishing the telescope to the observatory staff who will attempt to make the best alternative use of the observing time that conditions and circumstances allow." ********************************** Triplespec white paper: Suzanne noted that UVa has fulfilled an ARC request to provide a short white paper describing the Triplespec NIR spectrograph project, written by John Wilson. The white paper was distributed to the Users Committee members prior to the meeting, and Suzanne asked the committee members to distribute it to their respective user communities for comments. The committee members are to forward any feedback to Suzanne within a week, from which she will report our assessment to the ARC Board of Governors. ********************************** Actions from previous meetings: ACTION: Once we collect the the names of the designated institutional systems administrators, BruceG will have them listed on the APO web pages for reference. STATUS: Completed, see http:// www.apo.nmsu.edu/Site/directory/projdirectory/default.htm. ACTION: BruceG will write a paragraph about the importance of having back-up programs, to be added to the e-mail automated message we send observers prior to their runs. STATUS: In draft. ACTION: Users Committee members should poll their users to ask if the the present data distribution/security systems at APO are adequate, and if not, why. STATUS: Completed. ACTION: Users Committee members should poll their users to ask if we should permanently archive all 3.5-m data, and possibly make it available to the public, and if so, why. STATUS: Completed. [new actions from last month]: ACTION: The Users Committee members will need to help disseminate the [Futures Committee] draft report to their users. STATUS: Report not yet available. ACTION: BruceG will ask Russell what the pros and cons are of keeping TUI compatible with older versions of operating systems and libraries. STATUS: Discussed with RO. ACTION: Users Committee members should poll their users to ask if there are compelling reasons to keep TUI operable without using the latest version of operating systems. STATUS: Open. We are considering a policy where TUI users will need to work remotely from computers that have at least the "n-minus-one" versions of operating systems and libraries. ********************************** Next Users Committee phonecon will be on Tuesday, 4 April, at 8:30 AM Pacific Time. Agenda and other materials will be sent to the committee members during the preceding week. APO APO APO APO APO Apache Point Observatory 3.5m APO APO APO APO APO This is message 951 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