Guidelines for Remote Observing Support at WIYN (WODC 00-09)
Submit ORP: All remote observers and times of observing will be specified in the ORP. In addition, all support requirements (in accordance with the guidelines) will be specified. If this information is not received by six weeks prior to the remote session, there is no guarantee that support can be scheduled (e.g. no afternoon calibration support).
Get a Remote Observing Tutorial: Remote observers should receive a tutorial from an experienced colleague (each institution should have an individual identified for this) to learn how to use the remote observing tools efficiently. The tutorial should also review these guidelines and other standard practices that have been learned through experience.
For UW-Madison observers, contact Kyle Westfall (westfall@astro.wisc.edu) or Steve Crawford (crawford@astro.wisc.edu) for this tutorial.
Enter Coordinate Caches: For large remote programs all object coordinates should be entered into a cache prior to the observing run.
In setting up computer connections to WIYN, you will need the password for the "observer" account. Find out in advance, or ask the operator.
Some tasks cannot be operated remotely, such as taking afternoon calibrations and taping data. On-site support for afternoon calibrations is needed because the mirror covers can not be operated remotely as well as other functions like switching ports (for safety reasons). The Data Archiving and Distribution System is intended to eliminate the need for taping data. However, there will be some overlap of taping until observers are comfortable with CD format only. The level of manpower needed to support these daytime tasks will be on the order of four hours per day. Universities with observers on-site will be expected to use their own people for the remote support, however, if this is not possible specific requests for daytime support must be submitted with the ORP.
Daytime Interaction: Daytime support people will be responsible for contacting the remote observers prior to the day of their run to verify the calibration/taping needs. They should establish a time to make contact on the afternoon of the run if the remote observer wants to participate. Any phone calls will be originated by the remote observer unless a problem arises.
The remote observer should inform the site support person of what criteria are needed for their program. For example, do they need good seeing?, Is focus critical?, Do they need photometric conditions?, etc.
Instrument Startups: Remote observers will be expected to have first used the instrument on-site before using it remotely. However, if there were situations such as a "one time" observer wanting to observe remotely we would allow this as long as there was an "experienced" observer with them.
Instrument Configurations: The level of support for instrument configurations will conform to existing guidelines (one setup per night, two maximum per run)
Nighttime support for fully remote sessions will be provided by the telescope operator (OA). Because of this, some reduction in observing efficiency will occur. The remote observer will be expected to operate the instruments, transfer data, verify fields and make observing decisions. The OA will perform focus sequences and other tasks needed for instrument optimization that can be done more efficiently on-site. Nighttime support of remote observing sessions will be provided by the on-site observers whenever applicable.
The telescope operator is still entitled to a 30-minute night lunch. The remote observer can establish a prearranged time for this (around the middle of the night), but the telescope will be closed during this time unless there is an observer on-site.
Remote observers must understand that communication cannot be at the same level as if they are on-site. Using Ytalk or other keyboard communication methods is not hands-off and requires concentration unlike verbal communication. A single point of contact will be established for remote sessions with multiple observers. The recommended approach for remote communication with the on-site support people is to use an Internet audio link (TBD) for general information transfer (e.g. "OK, the telescope is guiding") and to use keyboard communication for things like new object coordinates.
The remote observer must understand and be able to interpret telemetry windows if they wish to monitor the status of the telescope and instruments. The remote institutions will provide training on the telemetry tools, if needed.
Authority of On-Site Support People: Nobody wants to lose a night (or significant portion of one) because a remote observer was not prepared and spent nighttime hours trying to figure out how to transfer an image. The WIYN institutions should develop their own guidelines that describe what to do if...
Of course, the OA will have the authority for any decisions they would have with visiting observers (e.g. closing due to weather).