Internal Technical Memoranda ITM-1999-05
Procedures for Activating Targets of Opportunity
G. Miller, W. Kinzel, and J. Younger
July 19, 1999
ABSTRACT
This report describes the procedures for processing a Target of Opportunity activation request.
1. Target Of Opportunity (ToO) Proposals
Accepted ToO programs require a Phase II submission. The Program Coordinator (PC) assigned to
a ToO proposal is responsible for the following items:
• Insuring that the submitted Phase II abstract includes the desired turn-around time (See
Section 2.8, ”Visits Requiring Rapid Processing”), triggering event, and probability of
occurrence.
• Determining with the Contact Scientist (CS) the required turn-around time, if the targets
are generic (e.g. a galactic nova) or specific, and if a Phase II has to be resubmitted when a
visit is activated.
• Providing to the Principal Investigator (PI) a list of people to contact when a visit is activated (See UIR: “Activating Your Target of Opportunity Proposal”).
• Setting the Long Range Plan (LRP) state of the ToO visits to not_LRP_candidate.
The PI should provide a contact and alternates (including their phone numbers and e-mail
addresses) who can activate the ToO.
2. Activation of ToO Visits
The PI or an alternate initiates activation of a proposal by submitting a ToO Activation Request. In
the request the PI identifies the visit (or visits) to activate and supplies the information needed to
properly schedule the observation on HST. This information should include target position, instrument filter/grating combinations, exposure times, and any other scheduling requirements not
already in the submitted Phase II program.
2.1 PI Contact
After submitting the activation request, the PI must contact the Program Coordinator (PC) or one
of the alternates listed on the form and verify that it has been received by the Institute.
2.2 Verification and Discussion of Request
The PC (or an alternate) verifies receipt of the request and discusses any remaining questions with
the PI. These should include:
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Internal Technical Memoranda ITM-1999-05
• What changes need to be made to the existing program?
• What flexibility does STScI have with the execution windows, links, orientation and so on?
• How can the PI be reached 24 hours a day?
2.3 Activation Alert
The contact person sends an e-mail message to the following groups, alerting them that a ToO has
been activated:
• Program Coordinator Team (pc@stsci.edu)
• Science Planning and Scheduling Team(spst@stsci.edu)
• Observatory Planning Meeting (opm@stsci.edu)
• Director’s Office (Macchetto)
• HST Flight Ops at GSFC (if the turn-around time is less than 7 days)
2.4 Target of Opportunity Coordinator (TOC)
A TOC -- usually the PC for “uncomplicated” proposals -- will coordinate the evaluation of the
request and obtain its approval or denial. In the case of complicated or very short turn around proposals, the PC may need to concentrate on implementation issues, and another person will assume
the TOC duties.
2.5 Evaluation
The PC, the CS, and the SPST calendar supervisor identify execution opportunities and how well
the observations of this event meet the approved science goals. Long Range Planning (LRP)
assesses the effect of the ToO’s insertion into the schedule on other HST observations. Then the
TOC will make a recommendation to the Director’s office, and the Director’s Office makes the
final decision whether to activate the ToO. The TOC or the PC should relay this decision to the PI.
Phase II Proposal Resubmission
The PC discusses with the PI all the observation and scheduling requirements and decides if the
Phase II has to be resubmitted. The PC and the SPST calendar supervisor will determine the deadline for submission of Phase II, emphasizing to the PI that failure to resubmit on time may prevent
execution of the observation.
2.6 Approval by the Director’s Office
Normally, Duccio Machetto, Associate Director for Science Programs, makes the final decision
approving (or denying) the activation of a ToO. If he’s not available, then one of the following
individuals can make the decision:
• M. Hauser, Deputy Director
• S.V.W. Beckwith, Director
2.7 Replanning and Scheduling
After approval by the Director’s Office, the HST schedule of observations is replanned to include
the ToO observations.
By this time the Phase II program should have been resubmitted, if necessary. The CS, the PC and
SPST will conduct a review of the proposal to assure the safety of the observations and to verify
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that the program complies with the observing time allocation and scientific objectives. ToO proposals using the STIS MAMA detectors must pass bright object checking before they can be
scheduled. The CS will conduct a Phase B review.
Set to Flight Ready
After the Phase II has been prepped and all necessary reviews have been completed, the PC sends
a galley proof message to the PI, which includes a deadline for the PI’s response (if done by phone
an entry should be made in the history file). After the PI approves, the PC sets the visits to flight
ready.
Notification of Displaced Proposals
The LRP reassigns planned windows to visits in other proposals displaced by the ToO, informs the
respective PCs and CSs, and sends e-mail to opm@stsci.edu concerning the displaced visits.
2.8 Visits Requiring Rapid Processing
Visits that need a short turn-around (fewer than 7 days) require a pre-approval from the Director’s
office. The PC already should have worked out any implementation questions with the PI. When
the request comes in, it must be handled without delay or it may not be possible to schedule the
observations. The same procedure will be followed, but the steps outlined previously must be done
in parallel rather than sequentially.
Phase II Development
The PI must be prompt with any changes to the program. For some types of ToOs, it may be wise
for the PI to develop and submit a Phase II with several versions of the same visit, depending on
the expected range of parameters of the event (e.g., visits with different exposure times depending
on target magnitude). Then, when the ToO is activated, the appropriate visit(s) would be selected
rather than waiting for a resubmission.
Director’s Office Pre-approval
Director’s Office approval can be a time consuming step, especially if the activation request occurs
after business hours. For short turn-around visits, the PC should work with Presto management and
the Director’s Office to understand the conditions for approval of an activation request. This preapproval specifies the conditions that the TOC can use to make a final decision on whether to activate the visit or not. The specific pre-approval requirements are unique to each proposal and are
based on:
• the HST schedule of observations not being too "adversely disrupted."
• the request being consistent with the science objectives of the proposal.
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3. Activation Request Checklist
Activity
Comments
PI Contact and Verification (Section 2.2)
Rapid Processing Required? (Section 2.8)
Activation Request E-mail Alert (Section 2.3)
ToO Coordinator Assigned (Section 2.4)
Evaluation (Section 2.5)
Phase II Resubmission?
Recommendation to Director’s Office (Section 2.5)
Director’s Office Approval (Section 2.6)
Relay DO Decision to PI
Scheduled (Section 2.7)
Flight Ready (Section 2.7)
Loads Generated
LRP Reschedules Displaced Visits (Section 2.7)
Notify PC/CS and OPM (Section 2.7)
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