QSO Phase1 ESPaDOnS

The main concept behind the queue observation scheme with ESPaDOnS is to perform observation programs only during sky conditions or time constraints required to meet their science goals, as defined by the investigators. This can only be achieved if the programs are all grouped together in a database and are selected appropriately according to a set of constraints, rules and sky conditions. Programs are then carried out by a well trained, local team of observers in a service mode (i.e. investigators are not present at the observatory).

During 1999, CFHT has started a project to implement the necessary software and to review all the issues for achieving a queue/service observing mode with its CFH12K mosaic camera. This Queued Service Observations (QSO) Project has been developed in parallel to other projects necessary for the data acquisition (NEO), processing and analysis (Elixir), and archiving and distribution (DADS). The necessary software tools for proposal submission (Phase 2), selection of programs, management of the observations and execution of the observations have all been developed within the QSO Project. Most of these software components are for internal use only except for two obvious exceptions: Poopsy, proposals submission tool developed and maintained at CADC, and PH2, a Web based tool developed and maintained by CFHT for the second tier of proposal submission (see below).

The QSO mode has been used for CFH12K for over 200 nights between January 2001 and January 2003. Since the semester 2003A, MegaCam has been operated in the queue mode and starting in 2005B, observations with WIRCam have been entirely conducted under QSO as well. The spectropolarimeter ESPaDOnS has been used for several years at CFHT and has produced spectacular science. However, ESPaDOnS will strongly benefit from QSO as well since a good ensemble of programs need specific time constraints to be successful. The success of highly ranked programs also remains at the mercy of the weather under the classical mode. For those reasons, ESPaDOnS will be operated under QSO starting at the semester 2008A, with an automated pipeline also available to produce fully processed data. This tutorial explains how the phase 1 proposal submission should be prepared for this new mode of operations with ESPaDOnS.

This document presents the information for submitting a QSO proposal with ESPaDOnS for the semester 2008A. A complete description of the submission process with Poopsy and an outline of what will have to be done following the TAC evaluation for the second phase, planned for January, 2008, are included. A few QSO Rules used for the selection of the programs are presented and some other issues related to the QSO programs are also discussed.

For more information about the submission of your ESPaDOnS QSO proposal(s), contact the QSO Team.

Starting at the semester 2008A, the QSO mode is the ONLY mode of operation for the ESPaDOnS. So, the classical mode is NOT offered for ESPaDOnS for 2008A.

Many types of programs can benefit from the queue observing mode. Programs requesting excellent or exceptional sky conditions, surveys, short- or long-term monitoring, target-of-opportunity programs, are all well suited for the QSO mode. Also, contrary to the classical mode, it is now possible to submit very short programs necessitating only a few hours of observations. Programs scientifically valuable during bad sky conditions are also possible. During the submission phase with Poopsy (Phase 1), you are asked to specify what type of programs you are submitting for the QSO mode. These types of programs are defined below:

Regular: This category includes all of the normal QSO programs, with fixed or Solar System objects. For all these programs, the Phase 2 must be completed before a specific deadline prior to the semester with QSO periods. Only investigators with Solar System targets or other restrictive constraints might be allowed to modify their observations during the observing semester.

Target-of-opportunity (TOO): For this type of programs, the targets are not known before the beginning of the semester. In fact, the TOO programs are divided into two distinct categories: 1) Programs approved by TAC during the evaluation of all the proposals but for which the targets will be identified during the semester. For these programs, the investigators will have the possibility to define their targets using the appropriate tools developed for submission of the queue observations during the semester. 2) Programs submitted during a semester to observe unpredictable objects (e.g. supernova). In that case, the program must first be submitted through a special Web form (available on the QSO page) and approved according to the CFHT policy. If accepted, a certain amount of time is allocated and the information, entered during the Web submission, is used by the QSO Team to prepare and carry out the observations.

Snapshot Programs: In a queue mode, it is very important to have programs requesting bad sky conditions and low completion level. Those snapshots program were introduced in the QSO system in 2002 and have been very useful. The definition of a snapshot program for ESPaDOnS is the following: 1) A snapshot program describes valuable science to be obtained on targets observed only in the worse sky conditions (seeing larger than 1.5", preferably during non-photometric conditions); 2) A snapshot program preferably request simple observations (i.e. sidereal tracking, no monitoring) and can produce useful scientific results even if the completion level of the program is low; 3) A snapshot program should preferably include short blocks of observations; 4) The time allocated for such programs is not accounted for in the statistics of time spent for the different Agencies; 5) The proprietary time for the data is 3 months following the end of the semester. Note that snapshot programs have the lowest priority but the chance of such programs to be executed, even partially, during a semester can be quite high.

For ESPaDOnS programs in the queued service observing mode, two submission phases are necessary. The first phase (Phase 1) is done through CADC Poopsy and consists in a general description of the program used for the evaluation by the Time Allocation Committee (TAC). This is the "normal" submission procedure for all proposals requesting time at CFHT. The second phase (Phase 2) is requested for ALL the ESPaDOnS queue programs for which telescope time has been allocated by the TAC. As described below, it is done prior to an observing semester (with a few exceptions) through an entirely new Web based tool developed at CFHT. During this phase, all the information necessary for the local staff to perform the observations is entered by the investigators and stored in a database at CFHT.

Phase 1: Poopsy

The first submission process for your queue proposal must be done through CADC's Poopsy. This Web interface has been updated with a special section allowing the submission of QSO programs. As described in the next section, it is very important to include as much information as possible now in your proposal. The Poopsy database, located at CADC, is copied at CFHT and the relevant information for queue programs is parsed to the CFHT queue database. For instance, if you enter all your targets in Poopsy, you will not have to do it again during the Phase 2!

Phase 2: PH2

The second phase aims at gathering all the information necessary for carrying out the observations for queue programs with allocated telescope time. This phase is done using a Web based interface, specially designed and developed for this purpose at CFHT. The tool is populating a relational database which constitutes the "brain" of all of the QSO operational processes. The Phase 2 for semester 2008A should take place around January, 2008, and should last several weeks. Investigators with programs requesting updated information during a semester (e.g. moving targets, target-of-opportunity) will be allowed access to PH2 during that semester. The Phase 2 for all the other regular programs will have to be completed by the deadline specified by CFHT. Complete information will be made available with the opening of the Phase 2 submission tool.

The PH2 tool is installed on the Web server at CFHT and a replicated, backup version is available at the CFHT summit.

The current version of Poopsy, now available for the proposals for 2008A, allows investigators to send proposals for the queue mode. A section has been created which includes some information necessary for TAC evaluation, and for the QSO Team in the preparation of the queue database. Below, we review the questions related to QSO proposals as introduced in this version of Poopsy.

As explained above, the queue mode is the only mode of observation for ESPaDOnS for 2008A. Answer "Yes" and complete the Queue Section.

2- Indicate the type of queue observing program: Regular, Target-of-Opportunity, Snapshot (Run Info section)

3- Indicate a global image quality (IQ) constraint describing your program ? (Run Info section)

The main concern of the queue mode is to observe targets under sky conditions required to meet the science goals defined for each program. During Phase 2, the investigators will have to define precisely observational constraints for their project. However, it is important that a global image quality for each program is defined during Phase 1 as well. An efficient queue can only be achieved if the database contains programs requesting a wide range in constraints, especially on the image quality, and the TAC will strongly consider the choice of image quality indicated here for the overall selection of the queue programs.

For ESPaDOnS, obviously the seeing is not a fundamental constraint, although it plays an important role in the amount of light that can get into the entrance fiber. The exposure time simulator gives a clear idea on the effect of the seeing on the S/N obtained on a given target. The probability for a specific program to be observed in queue mode depends strongly on the image quality requested versus the statistics of the site. The chance that your program is performed is less if you request a seeing of < 1" than if 1.5" is required. So, do not request a better image quality than what is really needed for your program. For guidance, the table below describe approximately the seeing statistics on Mauna Kea. These data are for the R-band and were taken with FOCAM at CFHT between 1993-1995 (more recent statistics confirm these values).

For your information, the table below gives the average weather statistics for Mauna Kea. Note that the "A" semester is usually more affected by bad weather; time lost during the first few months of the winter can reach level of 50% and even more.

4- How many hours are required for this queue program for this semester ? (Run Info section)

A significant difference between the classical and queue modes is the way the observing time is accounted. In a classical mode, nights are usually requested and the total time asked includes the different operational overheads. In a queue mode, the time requested is in HOURS, and might or might not include overheads. For queue programs for the semester 2008A, you can follow these directives:

i)- You must request HOURS of observations. If the total time of your program is fractional (e.g. 32.4 hr.), please indicate so (.4 hr in a queue mode is possible).

ii)- In your calculation of integration time, ONLY the readout time for the CCD should be included. This depends on the readout speed selected (no binning is offered) for each exposure and additional operational overheads: fast (40 sec), normal(60 sec), slow(85 sec). Of course, to acquire one Stokes parameter in polarimetry mode, 4 exposures are needed; calculation should be done accordingly. The appropriate value is automatically charged at the phase 2 level.

iii)- Slewing and acquisition SHOULD NOT be accounted for in your calculations. Detailed instructions regarding the calibrations are given in the next section.

Several program with ESPaDOnS need specific dates and times for the observations to be carried out. This information can be precisely defined during the phase 2 period but it is important to include such constraints here because it can significantly influence the scheduling of the instrument on the sky.

6- How many additional HOURS would be requested to complete this project ? (General Info section)

Note: For the Phase 1, the Moon options are used to help us evaluate the best periods for a scheduling a queue observing period covering as many programs as possible. The influence of the Moon on the spectra acquired through the narrow optical fiber is very small.

ESPaDOnS is an instrument that has 3 Observing Modes, all offered in QSO mode:

    * spectroscopy 'star + sky' mode, R=68,000
    * spectroscopy 'star only' (no sky), R=80,000
    * spectropolarimetry, linear or circular polarization, R=68,000

There are also 3 CCD readout modes offered in QSO mode, with different gains, readout noises, and readout times. The "XSlow" mode will not be offered in QSO mode.

Please indicate which observing mode(s) and readout mode(s) are expected to be used for the proposed program.

One of the main advantages of the queue mode scheme is the possibility to share calibrations between a set of programs. To achieve this, a calibration plan has been defined and will be carried out regularly by the queue/service observers. This plan includes the necessary "detrend" frames for removal of the instrument signatures (bias, flat-fields) and wavelength and Fabry-Perot calibrations. More details can be found on the Upena pipeline page.

1- No programs under any circumstances are allowed to request "detrend", wavelengh and Fabry-Perot calibrations during Phase 1 or Phase 2. These calibrations are exclusively handled by the QSO Team.

2- If your program requires observing spectrophotometric standards (or any other photometric calibrator), you must include these observations in your program. No systematic photometric, spectroscopic or polarimetric calibrations will be done by the QSO Team with ESPaDOnS.

* Most of all the snapshot programs will be accepted so a given percentage does not make sense

Important Note: Telescope time is scheduled for A + B programs. Programs below the normal evaluation cut-off are generally C and S programs and are considered for overfilling the queue database. There is, of course, a good chance for these programs to get some data especially if the conditions requested are realistic and take advantage of poor sky conditions. Final choice of C programs is left to the QSO Team, after revision of the actual constraints imposed by the A+B programs.
TAC Rank: The proposals will be quantitatively ranked with respect to all the proposals included within this group and within this Agency (e.g. 2/5,3/5, etc.).

Integration Time (I-Time): The TAC will allow a certain number of hours, the "integration time", for each approved program. During the Phase 2, this number constitutes an upper limit and is automatically taken into account by the software in the preparation of the observations.

An important component in the preparation of the proposals during Phase 1 and 2 of all the queue mode programs instituted around the world is the availability of a exposure time simulator. Since the investigators are not present during the observations, it is crucial for the QSO observers to know that if the observations are undertaken during sky conditions requested, the science goals should be reached because the proposers have verified that using a robust exposure time simulator. It is not always easy to judge the science merit of an exposure frame and this is better accessed by quantitative evaluation.

An exposure time simulator for ESPaDOnS has been developed by Jean-Francois Donati. A Web based interface for the simulator is available here. Note that the space of parameters available in the simulator is much larger than the options offered by QSO. It is strongly recommended to use the simulator during Phase 1 and Phase 2 of the queue programs with ESPaDOnS!

The QSO Team has integrated a Email communication system inside PH2 ("HelpDesk") that allows the investigators to send request to the Team during the Phase2. This system is also available during the semester through PH2. It includes several discussion forums, and keeps tracks of all the communication related to the QSO mode for each program identified by its runID. Even if a bit cumbersome, using the Helpdesk is much preferable that using a normal email system. It ensures that everybody related to the observing process is informed,

After each observing night, a report detailing what observations were performed is available on the CFHT Web site. These reports include the observations groups executed and the sky conditions at the time of the observations. This does not mean that your data will be immediately available (see below). The goal of these reports is to inform the community of the progress of the queue and, in particular, the current status of your program.

Current global statistics for a semester are also available on the QSO Web page.

As part of the data quality control assessment, all data taken will be automatically processed and calibrated by the Elixir Team. Data evaluation will be done in two steps: during the observation by the Service Observer ("on-line" evaluation) and, during and after the data processing. This last step is very involving and represents one of the reasons why data cannot be distributed immediately after a QSO run, unless specifically justified during the Phase 2 period. If the observations are judged satisfactory, the queue database is then updated by the Queue coordinator.

Data distribution (raw and processed data) will be ensured by the DADS Team. Our goal is to be able to distribute the data to the PI of each project (or another member if specified during the Phase 2) and the relevant calibrations at the period specified during the phase 2 (e.g. after a QSO run, at the end of the program, end of semester). Due to the heavy workload, it might not be possible to send the data to the investigators during an observing run. However, for certain types of programs (e.g. TOO) where looking at the data as soon as possible is important, this will be possible under the supervision of the Queue coordinator.

A special procedure is taking place regarding the proprietary period for data obtained with ESPaDOnS in the QSO mode. By default, the proprietary period of QSO data extends to 1 year + 1 month starting at the end of the QSO semester. For instance, data taken for the 2008A semester (February 1st - July 31st) will have a default release date set to 08/31/2009. If an extension is requested in Poopsy and approved by TAC, a new date will be set for this program through the QSO system. The release date for the data is indicated in the fits headers by the keyword REL_DATE. This system applies only to QSO data. For snapshot programs, the proprietary time is 3 months following the end of the semester.

The QSO Team is formed of Pierre Martin (QSO Project Scientist/Manager),Billy Mahoney (Database/System Programmer), Tom Vermeulen (System Programmer), and Mary Beth Laychak, Peter Forshay, Adam draginda, Rachael Zelman, and Todd Burdullis as Service Observers. During a QSO run, supervision is ensured by the QSO Coordinator (one of the CFHT Resident Astronomers) who, among other things, is responsible for managing the queue database, planning of the observations, and maintaining the contact with the investigators, if necessary. Observations will be conducted by the Service Observer and the Resident Astronomers, with a strong involvement by the Observing Assistants. Software support will also be provided during the observing nights. For TOO programs and decisions related to the viability of some programs, the CFHT Executive Director acts as the final authority.

Image Quality (IQ)	Frequency (%)
IQ 1.0"	80
1.0" < IQ 1.5"	15
IQ > 1.5"	5

Sky Conditions	Frequency
Usable Nights	~70%
Lost to Weather	~20-30%
Usable Photometric Nights	~50%

Grade	Grade Name	Global Priority	% of Telescope Time
A	"Must-Do"	Highest	35-50
B	"Prioritized"	Good	35-50
C	"Best Effort"	Medium	20-30
S	"Snapshot"	Lowest	*