Policies

Mt. Locke Instrument Support Policy           

McDonald Observatory observing support services covers three basic areas: hardware and control electronics, control and acquisition software, and optical setup and alignment. McDonald Observatory does not provide an instrument scientist for observers on the Harlan J Smith (2.7-m) or Otto Struve (2.1-m) Telescopes and does not provide on-site astronomers to train observers at any time during a run. The on-site personnel are experts in the maintenance and repair of the instrumentation but cannot serve as experts on the astronomical operation of the instrumentation.

Instruments are classified by the level of their on-site operational support by the Observatory staff. Facility Instruments are completely supported by the observing support group. PI Instruments supported by a Principal Investigator (PI) sometimes with assistance from the observing support group. 

Vacant Time                      

In the case where telescopes are not fully scheduled at the conclusion of the TAC process, observers may apply for the vacant time by sending the Assistant Director for Research Support a proposal via email. 

The proposal should include a science justification along with the desired dates and instrumentation. For users who want to extend their scheduled observing runs, an email request is sufficient. All valid requests will be processed approximately two weeks after publication of the schedule. 

Amendments to the telescope schedules are regularly updated on the proposals page. If there is a large amount of vacant time, the TAC will announce a new proposal period and reopen the application. 

Access to McDonald Observatory by Non-UT Austin Researchers    

McDonald Observatory grants a modest amount of telescope time to unsolicited, competitive proposals from the national and international astronomical communities. Time donated to researchers at institutions other than UT Austin is limited to approximately 10 percent of the time on the Harlan J Smith Telescope (2.7-m), Otto Struve Telescope (2.1-m), and 0.8-m telescope on an annual basis and is designated as "Director's Discretionary Time." The Observatory particularly encourages proposals from our partners in the Hobby-Eberly Telescope including Penn State, München and Göttingen. 

The institutional affiliation of the Principal Investigator on the submitted proposal defines whether a proposal is "UT Austin" or "non-UT Austin." 

Preparation by New Observers is Essential        

It is imperative that the Principal Investigators consider the need for the observer to be trained to use McDonald equipment. A summary of our adopted procedures follows:

1. The proposal form requires extensive information about the observing experience and English language proficiency of the telescope user to be scheduled. This part of the proposal must be filled out by all new potential observers. 
2. It is strongly encouraged for new observers to be trained by apprenticeship with an experienced observer. New observer training is verified by the person performing the training. The trainer is required to notify McDonald Observing Support of a successful training outcome prior to the new observer being allowed to operate the instrument in a solo mode. The training process is important and should be taken seriously by all new observers.
3. Time granted to new observers is contingent upon successful completion of the training plan approved in the proposal. Observers must arrange training within the assigned time prior to observing. Telescope time granted to an observer will be withdrawn if training plans are not finalized as instructed. All new observers must choose at least one of the following training options and indicate the choice in the proposal: 
   1. Attend at least two nights of observations with an experienced observer before your observing run to learn the instrument (this may entail a separate trip to the observatory);
   2. Arrange for a qualified observer to accompany you;
   3. Collaborate with a qualified observer; and/or
   4. Hire a qualified graduate student for the run. 

All new or untrained observers are required to communicate with the McDonald Observatory Assistant Director for Research Support via email within two weeks of notification of a successful observing program. They should present a detailed plan of how arrangements have been made to accomplish the required training. The telescope time granted is contingent on the approval of the training plan. Otherwise, the assigned time reverts to vacant time and will be made available to other proposers. Proposers are required to notify McDonald Observatory Assistant Director for Research Support of any change of the actual observer as the telescope time was granted under this restriction. 

Instrumentation Familiarization and Training for Observers

Observing Support staff will be available on the first afternoon of your scheduled run to discuss any changes in the operation of the telescope, software, and/or instrumentation since your last visit. Successful and qualified observers will be expected to basically operate in a "self-reliant mode" after initial checkout on the instrumentation and telescope.

Telescope Allocation Committee          

A Telescope Allocation Committee (TAC) reviews the proposals and ranks them based on the importance of the science, the appropriateness of the instrumentation to the task, and the productivity of the PI. Sponsorship of the observing time does not enter into the ranking process. TAC members create their reviews and grades independently and do not review their own, or their close associates' proposals. 

The TAC is composed of six UT Austin researchers chosen by the Assistant Director for Research Support  to provide a balance of research expertise on the TAC. These researchers may be faculty, research scientists, research associates, or senior post-docs. The members serve staggered three-year terms with two new members starting each January. The Assistant Director serves on an ex officio, non-voting basis and reviews the proposals for technical problems for the TAC. 

A summary of the TAC's review comments is presented along with the summary ranking of the proposal. The proposals are graded by the TAC on a scale of 1 to 5 with 1 being the highest ranking. The following definitions are used as guidelines: 

1.0= Excellent science: (must be done, no deficiencies); 

2.0= Good Science: no deficiencies, (schedule time as requested); 

3.0= OK Science: but has deficiencies such as write-up, time justification, instrumentation; (schedule as possible); 

4.0= Poor Science: major deficiencies, (but could get some time if other programs don't need additional time); and 

5.0= Bad or inappropriate Science for McDonald telescopes and should not get any time. 

The McDonald TAC may decline assigning telescope time to proposals with lower rankings, even if the telescope sits idle. This helps to focus staff time on observing efforts that might lead to important research results and avoids overworking the observing staff. 

Observer Contract          

Users of McDonald Observatory telescopes will be requested to sign the Observer Contract once per year. This document familiarizes the user with weather and safety rules and asks the observers to pledge their commitment to operate McDonald Observatory instruments and telescopes in a safe manner. It also acts as an opportunity to ask questions of the Observing Support staff member who will present the form to observers. 

Travel and Lodging        

All observers, from any institution, are responsible for their own travel to McDonald Observatory and for their living expenses onsite. 

All observers must notify McDonald Observatory staff of instrumentation and housing needs at least three weeks in advance of the observing run. 

Observers affiliated with UT Austin must follow policies for official business travel. 

Accommodation is available at the Astronomers Lodge, a small lodging and dining facility within walking distance of the telescopes.

Publication Credits         

All McDonald observers are required to include a footnote in all published papers which use McDonald Observatory data: "This paper includes data taken at The McDonald Observatory of The University of Texas at Austin". 

We urge all authors to cite any papers describing the instrument that was used.