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Simplifying the WIYN Queue Form (1Mar96) (from KPNO, NOAO Newsletter No. 45, March 1996) Since the spring 1995 semester, we have required that all WIYN proposals include a WIYN queue observing form. This form asks for a description of the proposed observing program, including variations from the published standard observing procedure. This information is intended to help us during the TAC process and while executing the queue. Elsewhere in this Newsletter, you will read that the User's Committee has recommended that WIYN proposers do not submit their WIYN queue forms until after the TAC has met and ranked observing proposals. After careful consideration, we have decided that we cannot fully implement this recommendation--information contained on the queue forms is essential for evaluation of proposals by the TAC. However, as described below, we have tried to reduce the amount of requested information in order to minimize the effort involved. The reasons that we need detailed information about the proposed observations during the TAC process are: (1) having queue forms for all proposed programs allows us to resolve sample conflicts (e.g., multiple programs that want to observe the same fields using the similar Hydra configurations); (2) we can avoid over-scheduling any given range of right ascension range and can populate the initial queue with programs requiring a range of observing conditions, with the result that on any given queue operations night we can use WIYN optimally relative to the actual conditions. As the semester goes on, we construct estimated queue schedules for 4-6 weeks ahead and give PIs whose programs we might execute during that period a chance to update their queue forms. However, while observing, we have sometimes activated a lower ranked Imager program without interacting with the PI first simply by using the queue form initially submitted with the proposal. This has happened when we've had an unexpected technical problem at night which has disrupted our spectroscopic observing plan. Despite these benefits, we recognize that some WIYN proposers feel that submitting a WIYN queue form is an unreasonable burden, especially given the large over-subscription rate. We hope the following instructions will lessen this burden: (1) Please keep the benefits stated above in mind when filling out the form: we need enough information to evaluate your program fairly during the TAC process. But also keep in mind that, if you are allocated queue time, you will get the chance to revise your WIYN queue observing form, giving more information if necessary. So be as brief as possible without selling your program short. (2) Explicit and detailed instructions on how to execute your program are not needed initially. Programs which adhere to the published standard observing plan do not have to provide additional commentary in the Observing Program section of the WIYN queue observing form. If you are allocated queue observing time, we will request a revised WIYN queue form later. However, if executing your envisioned program deviates enough from the standard observing plan that the time required to execute your program will be significantly increased, please explain that in the Observing Program section of the queue form. For more information about the standard observing plan and estimating observing overheads, please see our WWW queue experiment WWW page (http://www.noao.edu/wiyn/queue). (3) If your program requires a specific set of objects, you must clearly justify this in the Science Justification section of the main proposal form. For example, you may need to observe M15 to test your hypothesis, and no other globular cluster will do. However, if you are awarded time in the queue but with relatively low grade, your objects may set before we make enough progress on higher ranked programs to schedule your program. (4) On the other hand, many programs do not require specific objects but want to observe a representative set. For example, you might like to observe four Abell clusters but it doesn't matter which four clusters are observed. An example of a sample (e.g. "Cluster A, Cluster B, Cluster C, etc.") complete with typical instrument configuration information (filters, gratings, required exposure times, number of exposures, etc.) must be specified on the WIYN queue form. You should state clearly in the Scientific Justification and/or the Technical and Scientific sections of the main KPNO proposal form why your sample needs to be the size you propose. If you are allocated queue observing time, you will be asked to submit your real sample when (and if) your program is scheduled. However, if your modified object selection conflicts with objects and instrument configurations in a different program already reviewed by the TAC, you will be asked to select a different target or justify why we should repeat the observation for your program. Note that some sample flexibility will increase the probability that programs with lower TAC grades will be executed since they must be sheduled around programs with higher grades. (5) A note to Hydra proposers: you do not have to specify the celestial coordinates of every object in every configuration on your WIYN queue observing form. You merely have to tell us the approximate celestial coordinates of the field centers of each proposed configuration. Examples of simple but acceptable WIYN queue observing forms may be found on the WIYN queue observing experiment WWW page (http://www.noao.edu/wiyn/queue). Dave Silva, Dave De Young, Dianne Harmer
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