1. Paths to Effective Scientific Proposals and Collaborations Luc Simard (James Di Francesco) Herzberg Institute of Astrophysics

2. In a meeting, if you come up with a good idea, you will be expected almost certainly to implement it yourself. Lesson #1:

3. Observing Proposals

4. Whee!

5. Some golden rules Scientific justification - Defining your idea Scientific justification - Defining your idea Sample definition Sample definition Strategy Strategy Technical justification Technical justification Application process Application process Execution Execution Proposals - Outline

6. Some Golden Rules Be clear (obviously but...) Be clear (obviously but...) Be concise (obviously but...) Be concise (obviously but...) Your proposal is dead if you go beyond a page limit Your proposal is dead if you go beyond a page limit Know your target audience Know your target audience Time allocation committees are made up of members with a wide range of expertise Time allocation committees are made up of members with a wide range of expertise You should write your proposal for non-experts and experts - a very delicate balance You should write your proposal for non-experts and experts - a very delicate balance Context, context, context: Why should a planetary astronomer be excited about your galaxy formation proposal? You must make the TAC care. Context, context, context: Why should a planetary astronomer be excited about your galaxy formation proposal? You must make the TAC care.

7. Some Golden Rules (continued) Pick your science goal very, very carefully Pick your science goal very, very carefully Avoid “swiss army knife” list of goals Avoid “swiss army knife” list of goals Your proposal should target a specific astrophysical problem, and it should show that the proposed observations will unambiguously discriminate between possible solutions (ideally between two of them) Your proposal should target a specific astrophysical problem, and it should show that the proposed observations will unambiguously discriminate between possible solutions (ideally between two of them) Your total observing time request should be strongly backed by your science goals Your total observing time request should be strongly backed by your science goals Avoid proposing incremental changes to an existing sample - this is not exciting Avoid proposing incremental changes to an existing sample - this is not exciting Similarly, avoid statements like “We will do these observations and see what we get” because TAC are not fond of “fishing expeditions”. Similarly, avoid statements like “We will do these observations and see what we get” because TAC are not fond of “fishing expeditions”.

8. Some Golden Rules (continued) Be sure that your proposal has not been done before!! Avoid duplication by searching relevant archives. Be sure that your proposal has not been done before!! Avoid duplication by searching relevant archives. If your proposal is successful, congratulations and enjoy! If not, us feedback from TAC and external referees for improving your proposal and re-submit (unless major flaw was found...) If your proposal is successful, congratulations and enjoy! If not, us feedback from TAC and external referees for improving your proposal and re-submit (unless major flaw was found...)

9. Strategy - Collaborations Collaborations are a fact of astronomy life Collaborations are a fact of astronomy life The benefit of a given collaboration depends on your current situation. The benefit of a given collaboration depends on your current situation. Collaborations are motivated by: Collaborations are motivated by: Desire to pool observing time - international proposals from sometimes minor partner countries can muster a large amount of time Desire to pool data - some datasets can be used for a variety of science goals Desire to pool expertise - especially important for multi-wavelength projects Large programs have a higher citation impact

10. Strategy - Collaborations (continued) How to choose a collaboration: How to choose a collaboration: Internal structure Internal structure Total democracy is not necessarily a good thing - a “benevolent dictator” is essential Total democracy is not necessarily a good thing - a “benevolent dictator” is essential Geographical distribution Geographical distribution Data access and publication policies Data access and publication policies Communications (exploders, telecons, face-to- face meetings) Communications (exploders, telecons, face-to- face meetings)

11. Strategy - Surveys and Campaigns A lot of today’s astronomy is now driven towards survey (also called campaign) science. Good reasons …. A lot of today’s astronomy is now driven towards survey (also called campaign) science. Good reasons …. Well-executed surveys have a higher scientific impact in the literature (think SDSS) Well-executed surveys have a higher scientific impact in the literature (think SDSS) Many new instruments have been especially built for survey work (MegaPrime, SCUBA2) Many new instruments have been especially built for survey work (MegaPrime, SCUBA2) Large and statistically well-understood samples are obtained (think legacy archives) Large and statistically well-understood samples are obtained (think legacy archives) Avoids “over-competition” i.e., lots of “three-night” projects trying to do the same thing Avoids “over-competition” i.e., lots of “three-night” projects trying to do the same thing Surveys generate a lot of ancillary activity, e.g., follow-up studies Surveys generate a lot of ancillary activity, e.g., follow-up studies From an operational point of view, observatories like surveys because they are easier to support than a multitude of PI programs. From an operational point of view, observatories like surveys because they are easier to support than a multitude of PI programs.

12. Strategy - Surveys and Campaigns (continued) Calls for Survey Programs are issued by almost every observatory out there Calls for Survey Programs are issued by almost every observatory out there IMPORTANT CONSIDERATION: Surveys may not be ideal for graduate theses if students want to take their thesis project from “A to Z” IMPORTANT CONSIDERATION: Surveys may not be ideal for graduate theses if students want to take their thesis project from “A to Z”

13. Must be astrophysically-driven Must be astrophysically-driven Assembling a well-justified multi-wavelength dataset is a powerful way to obtain observing time Assembling a well-justified multi-wavelength dataset is a powerful way to obtain observing time Proposed observations may fill an important wavelength gap that will unlock crucial new science (e.g., GOODS-N observations with CFHT/WIRCAM) Proposed observations may fill an important wavelength gap that will unlock crucial new science (e.g., GOODS-N observations with CFHT/WIRCAM) If multiple facilities are needed to fill multiple gaps, careful consideration must be paid to each facility’s scheduling constraints. Otherwise, program may stretch over too many years! If multiple facilities are needed to fill multiple gaps, careful consideration must be paid to each facility’s scheduling constraints. Otherwise, program may stretch over too many years! Strategy - Multi-Wavelength Synergy

14. Backup plans must be in place in case some of the proposed observations may not be successfully acquired. These plans must be discussed in the proposal. Backup plans must be in place in case some of the proposed observations may not be successfully acquired. These plans must be discussed in the proposal. Strategy - Multi-Wavelength Synergy (continued)

15. Application process is now split in two steps: Application process is now split in two steps: Phase I (Why you should get time) Phase I (Why you should get time) Phase II (How granted time will actually be used) Phase II (How granted time will actually be used) Phase I Phase I Connects TAC with proposers Connects TAC with proposers Most important elements are the scientific and technical justifications Most important elements are the scientific and technical justifications Some phase I tools: Some phase I tools: Gemini: PIT Gemini: PIT CFHT: Poopsy CFHT: Poopsy HST: Astronomer’s Proposal Tool (APT) HST: Astronomer’s Proposal Tool (APT) Spitzer: SPOT Spitzer: SPOT Chandra: Remote Proposal Submission (RPS) Chandra: Remote Proposal Submission (RPS) Application Process - Phase I and II

16. Phase II Phase II Connects Observatory with proposers Connects Observatory with proposers It is a detailed timeline of the entire observing program (down to the nearest minute) It is a detailed timeline of the entire observing program (down to the nearest minute) Must be incredibly complete to avoid getting inadequate data - especially in queue mode! Must be incredibly complete to avoid getting inadequate data - especially in queue mode! Contains details on : Contains details on : Target list and acquisition sequences Target list and acquisition sequences Observing sequence for each target Observing sequence for each target Instrm’tal config’s, int. times, dither patts Instrm’tal config’s, int. times, dither patts Required calibrations Required calibrations Data quality metrics (e.g., S/N) Data quality metrics (e.g., S/N) Notes to queue observers to guide real-time decision Notes to queue observers to guide real-time decision Application Process - Phase I and II (continued)

17. Instrumental configuration Instrumental configuration Imager or spectrometer mode Imager or spectrometer mode Spatial resolution (array configuration) Spatial resolution (array configuration) Wavelength range (bandwidth) and spectral (velocity) resolution Wavelength range (bandwidth) and spectral (velocity) resolution Filters/grating etc. Filters/grating etc. Depth and areal coverage Depth and areal coverage Must show that all observations can be done with required S/N (image or in spectral line) in the total observing time request Must show that all observations can be done with required S/N (image or in spectral line) in the total observing time request What mapping strategy will be used? How is proposed mapping area justified (largest coherent structures/bubbles, cosmic variance, etc.) What mapping strategy will be used? How is proposed mapping area justified (largest coherent structures/bubbles, cosmic variance, etc.) Technical Justification

18. Time Budgets and Overheads Time Budgets and Overheads Observations must be planned down to the nearest minute Observations must be planned down to the nearest minute Overheads can be significant, i.e., 100% !! Examples include: Overheads can be significant, i.e., 100% !! Examples include: Telescope offsets (motion and settling) Telescope offsets (motion and settling) Instrument re-configuration Instrument re-configuration Target acquisition Target acquisition Detector read-out Detector read-out Calibration during observations Calibration during observations Overheads must be included in your total time request as your on-sky time may be as low as 50%. Overheads must be included in your total time request as your on-sky time may be as low as 50%. Technical Justification (continued)

19. Length of Time Request: Length of Time Request: proportional to the amount of ancillary info about a target proportional to the amount of ancillary info about a target proportional to the share of your particular institution has in the observatory proportional to the share of your particular institution has in the observatory equal to the amount of time needed to get the job done (at first) equal to the amount of time needed to get the job done (at first) Technical Justification (continued)

20. Data Analysis and Results Data Analysis and Results Must convince TAC that you will be able to handle the data (type and volume) and get the reduction done in a short amount of time Must convince TAC that you will be able to handle the data (type and volume) and get the reduction done in a short amount of time What measurements will be produced and how do they address science goals Use simulations or models to demonstrate the utility of the proposed data Proprietary period? Typically 1 year. Zero proprietary time maximize scientific impact (Hubble Deep Field). Technical Justification (continued)

21. Scientific Justification - Defining Your Idea Laying out the problem Laying out the problem State at the very beginning exactly what you want to do State at the very beginning exactly what you want to do Brief relevant history Current status Ramifications Existing versus proposed observations Existing versus proposed observations Describe existing data and their limitations (e.g., slits) Describe how proposed observations will exactly address the science goals (e.g., IFU),

22. Scientific Justification - Defining Your Idea (continued) Sample Definition Sample Definition Selection procedure Selection procedure Why interesting??? (Uniqueness is key) Why interesting??? (Uniqueness is key) Justify size! Often limited by reasonable amount of time one can request... Justify size! Often limited by reasonable amount of time one can request... Methodology and expected results Methodology and expected results Brief description of instrumental configuration (expand in Technical Justification) Brief description of instrumental configuration (expand in Technical Justification) Brief description of analysis (expand in Technical Justification) Brief description of analysis (expand in Technical Justification) Description of output measurements Description of output measurements Anticipate some outcomes (if possible) and comment on their implications Anticipate some outcomes (if possible) and comment on their implications

23. Application Process - Phase I (Continued) EXAMPLE “Proto-Disks” at z ~ 1 in the Hubble Deep Field - North Gemini North Telescope 23 hours GMOS/IFU 2004B/2005A

24. Application Process - Phase I (Continued)

35. Execution - Classical Mode PROS: PROS: Full control over observing Expert, real-time quality verifications and decisions on next targets Direct access to staff expertise during obs Very inspiring visits to observatories (site, facilities, staff contacts) Direct observing experience will make your next proposals better Direct observing experience will make your next proposals better

36. Execution - Classical Mode (continued) CONS: CONS: Adverse weather conditions will put you out of luck - it will probably take 0.5-1.0 yr to get back on the telescope (no TAC guarantee!). This is bad if you are trying to get your thesis done. Must become familiar with the instruments quickly - means that you may be on a very steep learning curve for the first half night even if you used the instrument before Scheduling is not flexible - quantum of time is one night... something 0.5 night Time consuming Loss of some functioning efficiency due to environmental factors (e.g., high-altitude)

37. PROS: PROS: Flexible scheduling Flexible scheduling Essential for synoptic studies Essential for synoptic studies Rapid follow-ups (e.g., GRBs) Rapid follow-ups (e.g., GRBs) Coordinated observations Coordinated observations Observations remain in queue until executed - a BIG PLUS Observations remain in queue until executed - a BIG PLUS Time savings (important if you are using multiple facilities) Time savings (important if you are using multiple facilities) Makes use of experienced observers (in principle...) Makes use of experienced observers (in principle...) Makes large, community-based programs possible (think CFHTLS, SDSS) Makes large, community-based programs possible (think CFHTLS, SDSS) Better efficiency from an observatory perspective Better efficiency from an observatory perspective Execution - Queue Mode

38. CONS: CONS: Lack of connection with observations (eavesdropping helps a bit here) Lack of connection with observations (eavesdropping helps a bit here) No room for real-time decisions based on incoming data No room for real-time decisions based on incoming data Observing programs must be defined in excruciating details down to detailed sequencing - some parameters hard to define if you have never use telescope Observing programs must be defined in excruciating details down to detailed sequencing - some parameters hard to define if you have never use telescope “Nobody knows your project like you do” “Nobody knows your project like you do” Queue priority scheme is still a black art - some observatories have not mastered it yet Queue priority scheme is still a black art - some observatories have not mastered it yet Chances that observations will be executed may depend on poorly understood/publicized constraints (“queue encourages poor condition proposals”) Chances that observations will be executed may depend on poorly understood/publicized constraints (“queue encourages poor condition proposals”) Execution - Queue Mode (continued)

39. Additional Considerations: - Queue mode is often only option, e.g., space-based telescopes, WIRCAM/MegaPrime @ CFHT - Community has embraced it (Gemini thought ~50/50, users wanted ~90/10) - Other opportunities must be given to students to gain observing experience

40. Publications (By far your most important task...)

41. Almostdone!

42. Define Your Goals Spend your efforts on papers for which you will be lead author. They are worth a lot more. Spend your efforts on papers for which you will be lead author. They are worth a lot more. Be realistic! It will always take a lot longer than you thought to write your paper Be realistic! It will always take a lot longer than you thought to write your paper As for observing proposals, keep your paper focussed on one or two ideas at most. As for observing proposals, keep your paper focussed on one or two ideas at most. Do not be “data hungry” - of course, a paper will always benefit from more data, but you have to learn to decide when enough is enough. Do not be “data hungry” - of course, a paper will always benefit from more data, but you have to learn to decide when enough is enough. Similarly, learn when to “freeze” your results - better data reduction is always around the corner. Similarly, learn when to “freeze” your results - better data reduction is always around the corner.

43. Writing Be clear, concise BUT complete Be clear, concise BUT complete You can use “we”, “I” or a neutral form, but stick with choice throughout the paper You can use “we”, “I” or a neutral form, but stick with choice throughout the paper Use consistent verb tense throughout paper Use consistent verb tense throughout paper A useful process is to: A useful process is to: Start by laying out the “skeleton” of the paper to break the ice, and create figures Start by laying out the “skeleton” of the paper to break the ice, and create figures Start by writing the “easy” parts (e.g., data reduction) Start by writing the “easy” parts (e.g., data reduction) Go through a full “brain dump” where you do not pay much attention to word crafting Go through a full “brain dump” where you do not pay much attention to word crafting Refine/verify ideas and overall organization Refine/verify ideas and overall organization Work through word crafting Work through word crafting Proof-read!! Proof-read!!

44. Structure of a Paper Abstract (crucial) Abstract (crucial) Introduction (“setting the stage”) Introduction (“setting the stage”) Sample Selection and Observations Sample Selection and Observations Data Reduction and Analysis Data Reduction and Analysis Results Results Discussion (“Putting it all together”) Discussion (“Putting it all together”) Conclusions (“Put here what you really want the reader to remember”) Conclusions (“Put here what you really want the reader to remember”) Acknowledgements (don’t forget funding agencies!) Acknowledgements (don’t forget funding agencies!)

45. Draft Phase and Team Submission Expect to be going through multiple iterations with your collaborators Expect to be going through multiple iterations with your collaborators Factor in that your collaborators have their own time constraints Factor in that your collaborators have their own time constraints When you circulate a draft within your team, set a deadline for feedback!!! When you circulate a draft within your team, set a deadline for feedback!!! Although this may seem more time-consuming than writing a paper alone, view this as a pre-referee process. Your submission and acceptance will actually take less time and will go more smoothly. Although this may seem more time-consuming than writing a paper alone, view this as a pre-referee process. Your submission and acceptance will actually take less time and will go more smoothly. DO NOT EVER SUBMIT A PAPER WITHOUT THE GREEN LIGHT OF ALL THE CO-AUTHORS...obvious but you would be amazed! DO NOT EVER SUBMIT A PAPER WITHOUT THE GREEN LIGHT OF ALL THE CO-AUTHORS...obvious but you would be amazed!

46. Submission Choose journal carefully Choose journal carefully Non-refereed publications carry very little weight Non-refereed publications carry very little weight Some journals have no page charges (e.g., MNRAS) Some journals have no page charges (e.g., MNRAS) Make sure you are using the latest template! Make sure you are using the latest template! Respect page limits Respect page limits Pay attention to journal requirements on figures/plots Pay attention to journal requirements on figures/plots Keep in mind that months can go by between submission and acceptance Keep in mind that months can go by between submission and acceptance

47. Dealing with a referee report Do not be discouraged! Do not be discouraged! Read comments carefully to see what referee meant Read comments carefully to see what referee meant Sometime journal scientific editor will make his/her own comments Sometime journal scientific editor will make his/her own comments DO NOT try to argue with the referee. DO what the referee asks unless the referee is absolutely wrong. DO NOT try to argue with the referee. DO what the referee asks unless the referee is absolutely wrong. In cases where you disagree with the referee at a fundamental level, you can request a second referee - this will lengthen acceptance process In cases where you disagree with the referee at a fundamental level, you can request a second referee - this will lengthen acceptance process Prepare revised version of paper Prepare revised version of paper Prepare a response to the referee’s comments. Be very systematic. Go through each point raised by the referee Prepare a response to the referee’s comments. Be very systematic. Go through each point raised by the referee Re-submit! Re-submit!

48. Dissemination of Results astro-ph: astro-ph: Only accepted papers PLEASE Only accepted papers PLEASE To save paper, do not submit papers in manuscript format! To save paper, do not submit papers in manuscript format! Talks: Talks: Give a talk every time you are given the opportunity Give a talk every time you are given the opportunity If you are visiting somewhere, contact their seminar organizer beforehand and offer to give a talk - be bold If you are visiting somewhere, contact their seminar organizer beforehand and offer to give a talk - be bold

49. Dissemination of Results Conferences: Conferences: YOU MUST ABSOLUTELY GO TO CONFERENCES. At least once a year. YOU MUST ABSOLUTELY GO TO CONFERENCES. At least once a year. Choose your conference carefully for maximum impact (smaller group with a more targeted focus, plenty of time for discussions and interactions, etc.) Choose your conference carefully for maximum impact (smaller group with a more targeted focus, plenty of time for discussions and interactions, etc.) Give a talk! Posters are OK but not nearly as effective Give a talk! Posters are OK but not nearly as effective Identify interesting people and seek them out during coffee breaks Identify interesting people and seek them out during coffee breaks