Keck Engineering Observing Time Policy

and

The Engineering Time Allocation Committee, E-TAC

Hilton Lewis and Bob Goodrich

1 May 2003

Mission

To provide structure and accountability to the Keck engineering programs and results.
To more quickly identify unneeded engineering nights so that they may be given back to science.

Charge

The engineering time allocation committee (E-TAC) will:

Review total engineering requests for the upcoming semester, and propose a total package to the Observatory Director and Deputy Directors.
Review individual engineering requests during the semester, on a quarterly basis. Schedule, prioritize, and request clarification when necessary.
Follow up on results from scheduled engineering tests.
Provide feedback on engineering results and usage for the SSC and/or CARA Board.
Identify science give-back nights in a timely manner, to allow institutions to solicit programs for their use.

The E-TAC process

In the era of increased competition for Observing resources, it is vital that we use engineering observing time effectively. We propose to modify our current approach to make it easier to communicate engineering results and to better focus our efforts to use engineering time as efficiently as possible

Current process

The allocation of engineering time is based on known needs (e.g. segment exchanges), upcoming projects (e.g. instrument commissioning) and experience (e.g. minor upgrades, testing of fixes). Typically the Observing Support Coordinator (currently Barbara Schaefer) conducts a survey to ascertain engineering needs for the upcoming semester, and then allocates nights based on the feedback received, after discussion with the Observatory Director, Deputy Directors, and other principals.

Planning for the actual engineering nights is left up to the groups interested in having the tests performed. There is little feedback to the wider Observatory on what the goals of the tests are, or what was accomplished.

Proposed new process

We propose that in future we adhere to the following process:

The Observing Support Coordinator will solicit written requests for engineering time in January and July of each year, for use in preparation of the next semester’s schedule.
The Keck Engineering TAC will allocate engineering time to proposals, based on these written requests. The requests should include: purpose of the test(s), time required, telescope and instrumentation configuration and preferred date/time. The successful requests will are posted in the engieering schedules for Keck I and Keck II.
As soon as possible, but no later than two weeks prior to the engineering run, the PIs for the engineering to be conducted will submit a detailed test plan, describing the tests to be performed, their durations and detailing all logistical needs (e.g. staff requirements, transportation, lodging, support). It is the responsibility of the PI to make all logistical arrangements. The plans will be reviewed by the Engineering TAC for completeness and will then be posted on the web, linked to the original requests.
One week prior to the engineering run, the E-TAC Czar (currently Randy Campbell) will distribute a detailed time breakdown of the upcoming run, along with the test plan, to CARA staff and the PIs.
There will be quarterly reviews of all engineering tests conducted over the previous quarter. These reviews may occupy one of the Support Astronomer meetings or a special Engineering Meeting may be called. PIs are expected to present any results (interim or final) at these reviews. These results and reports will be posted on the web, linked to the original proposals.

The ability of PIs to utilize previously allocated time in an efficient manner and to analyze and present existing data in a timely fashion will be a factor in considering the allocation of future engineering time.

Special cases:

Routine engineering tests—segment exchanges, phasing, stacking and pointing tests—will be scheduled by the Observing Support Coordinator.
Engineering projects related to interferometry must be coordinated through the interferometry group. The E-TAC does not handle interferometry engineering.
Commissioning plans for new facility instruments should be coordinated through the Support Astronomer in charge, for the case of new instruments. Details of commissioning tasks and results are expected, however they may be organized differently than other engineering requests. For example, the commissioning punch list and results may be hosted on the instrument’s Web page rather than the E-TAC’s Web page.