Paths to Effective ScientificProposals and CollaborationsLuc Simard (James Di Francesco)Herzberg Institute of Astrophysics

In a meeting, if you In a meeting, if you come up with a good come up with a good

idea, you will be idea, you will be expected almost expected almost

certainly to implement certainly to implement it yourself.it yourself.

Lesson #1:

Observing ProposalsObserving Proposals

Whee!Whee!

Some golden rulesSome golden rules

Scientific justification - Defining your Scientific justification - Defining your ideaidea

Sample definitionSample definition

StrategyStrategy

Technical justificationTechnical justification

Application processApplication process

Execution Execution

Proposals - OutlineProposals - Outline

Some Golden RulesSome 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 Your proposal is dead if you go beyond a page limitlimit

Know your target audienceKnow your target audience Time allocation committees are made up of Time allocation committees are made up of

members with a wide range of expertisemembers with a wide range of expertise You should write your proposal for non-experts You should write your proposal for non-experts

and experts - a very delicate balanceand experts - a very delicate balance Context, context, context: Why should a Context, context, context: Why should a

planetary astronomer be excited about your planetary astronomer be excited about your galaxy formation proposal? You must make the galaxy formation proposal? You must make the TAC care.TAC care.

Some Golden Rules (continued)Some Golden Rules (continued)

Pick your science goal very, very carefullyPick your science goal very, very carefully Avoid “swiss army knife” list of goalsAvoid “swiss army knife” list of goals Your proposal should target a specific Your proposal should target a specific astrophysical problem, and it should show that astrophysical problem, and it should show that the proposed observations will unambiguously the proposed observations will unambiguously discriminate between possible solutions (ideally discriminate between possible solutions (ideally between two of them)between two of them)

Your total observing time request should be Your total observing time request should be strongly backed by your science goalsstrongly backed by your science goals

Avoid proposing incremental changes to an Avoid proposing incremental changes to an existing sample - this is not excitingexisting sample - this is not exciting Similarly, avoid statements like “We will do Similarly, avoid statements like “We will do these observations and see what we get” these observations and see what we get” because TAC are not fond of “fishing because TAC are not fond of “fishing expeditions”.expeditions”.

Some Golden Rules (continued)Some Golden Rules (continued)

Be sure that your proposal has not been done Be sure that your proposal has not been done before!! Avoid duplication by searching relevant before!! Avoid duplication by searching relevant archives. archives.

If your proposal is successful, congratulations and If your proposal is successful, congratulations and enjoy! If not, us feedback from TAC and external enjoy! If not, us feedback from TAC and external referees for improving your proposal and re-submit referees for improving your proposal and re-submit (unless major flaw was found...)(unless major flaw was found...)

Strategy - CollaborationsStrategy - Collaborations

Collaborations are a fact of astronomy lifeCollaborations are a fact of astronomy life

The benefit of a given collaboration depends on The benefit of a given collaboration depends on your current situation. your current situation.

Collaborations are motivated by: Collaborations are motivated by: Desire to pool observing time - international Desire to pool observing time - international proposals from sometimes minor partner proposals from sometimes minor partner countries can muster a large amount of timecountries can muster a large amount of timeDesire to pool data - some datasets can be Desire to pool data - some datasets can be used for a variety of science goalsused for a variety of science goalsDesire to pool expertise - especially important Desire to pool expertise - especially important for multi-wavelength projects for multi-wavelength projects Large programs have a higher citation impactLarge programs have a higher citation impact

Strategy - Collaborations (continued)Strategy - Collaborations (continued)

How to choose a collaboration:How to choose a collaboration: Internal structureInternal structure

Total democracy is not necessarily a good Total democracy is not necessarily a good thing - a “benevolent dictator” is essentialthing - a “benevolent dictator” is essential Geographical distributionGeographical distribution Data access and publication policiesData access and publication policies Communications (exploders, telecons, Communications (exploders, telecons, face-to-face meetings)face-to-face meetings)

Strategy - Surveys and CampaignsStrategy - Surveys and Campaigns

A lot of today’s astronomy is now driven towards A lot of today’s astronomy is now driven towards survey (also called campaign) science. Good survey (also called campaign) science. Good reasons ….reasons ….

Well-executed surveys have a higher scientific Well-executed surveys have a higher scientific impact in the literature (think SDSS)impact in the literature (think SDSS) Many new instruments have been especially Many new instruments have been especially built for survey work (MegaPrime, SCUBA2)built for survey work (MegaPrime, SCUBA2) Large and statistically well-understood samples Large and statistically well-understood samples are obtained (think legacy archives)are obtained (think legacy archives) Avoids “over-competition” i.e., lots of “three-Avoids “over-competition” i.e., lots of “three-night” projects trying to do the same thingnight” projects trying to do the same thing Surveys generate a lot of ancillary activity, e.g., Surveys generate a lot of ancillary activity, e.g., follow-up studiesfollow-up studies From an operational point of view, observatories From an operational point of view, observatories like surveys because they are easier to support like surveys because they are easier to support than a multitude of PI programs.than a multitude of PI programs.

Strategy - Surveys and Campaigns (continued)Strategy - Surveys and Campaigns (continued)

Calls for Survey Programs are issued by almost Calls for Survey Programs are issued by almost every observatory out thereevery observatory out there

IMPORTANT CONSIDERATION: Surveys may not IMPORTANT CONSIDERATION: Surveys may not be ideal for graduate theses if students want to be ideal for graduate theses if students want to take their thesis project from “A to Z”take their thesis project from “A to Z”

Must be astrophysically-drivenMust be astrophysically-driven

Assembling a well-justified multi-wavelength Assembling a well-justified multi-wavelength dataset is a powerful way to obtain observing timedataset is a powerful way to obtain observing time

Proposed observations may fill an important Proposed observations may fill an important wavelength gap that will unlock crucial new science wavelength gap that will unlock crucial new science (e.g., GOODS-N observations with CFHT/WIRCAM)(e.g., GOODS-N observations with CFHT/WIRCAM)

If multiple facilities are needed to fill multiple If multiple facilities are needed to fill multiple gaps, careful consideration must be paid to each gaps, careful consideration must be paid to each facility’s scheduling constraints. Otherwise, program facility’s scheduling constraints. Otherwise, program may stretch over too many years!may stretch over too many years!

Strategy - Multi-Wavelength SynergyStrategy - Multi-Wavelength Synergy

Backup plans must be in place in case some of Backup plans must be in place in case some of the proposed observations may not be the proposed observations may not be successfully acquired. These plans must be successfully acquired. These plans must be discussed in the proposal.discussed in the proposal.

Strategy - Multi-Wavelength Synergy (continued)Strategy - Multi-Wavelength Synergy (continued)

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 Phase II (How granted time will actually be used)used)

Phase IPhase I Connects TAC with proposersConnects TAC with proposers Most important elements are the scientific and Most important elements are the scientific and technical justificationstechnical justifications Some phase I tools: Some phase I tools:

Gemini: PITGemini: PIT CFHT: PoopsyCFHT: Poopsy HST: Astronomer’s Proposal Tool (APT)HST: Astronomer’s Proposal Tool (APT) Spitzer: SPOTSpitzer: SPOT Chandra: Remote Proposal Submission (RPS)Chandra: Remote Proposal Submission (RPS)

Application Process - Phase I and IIApplication Process - Phase I and II

Phase IIPhase II Connects Observatory with proposersConnects Observatory with proposers It is a detailed timeline of the entire observing It is a detailed timeline of the entire observing program (down to the nearest minute)program (down to the nearest minute) Must be incredibly complete to avoid getting Must be incredibly complete to avoid getting inadequate data - especially in queue mode!inadequate data - especially in queue mode! Contains details on : Contains details on :

Target list and acquisition sequencesTarget list and acquisition sequences Observing sequence for each targetObserving sequence for each target Instrm’tal config’s, int. times, dither pattsInstrm’tal config’s, int. times, dither patts Required calibrationsRequired calibrations Data quality metrics (e.g., S/N)Data quality metrics (e.g., S/N) Notes to queue observers to guide real-Notes to queue observers to guide real-time decisiontime decision

Application Process - Phase I and II (continued)Application Process - Phase I and II (continued)

Instrumental configurationInstrumental configuration Imager or spectrometer modeImager or spectrometer mode Spatial resolution (array configuration)Spatial resolution (array configuration) Wavelength range (bandwidth) and spectral Wavelength range (bandwidth) and spectral (velocity) resolution(velocity) resolution Filters/grating etc.Filters/grating etc.

Depth and areal coverageDepth and areal coverage Must show that all observations can be done Must show that all observations can be done

with required S/N (image or in spectral line) with required S/N (image or in spectral line) in the total observing time requestin the total observing time request

What mapping strategy will be used? How is What mapping strategy will be used? How is proposed mapping area justified (largest proposed mapping area justified (largest coherent structures/bubbles, cosmic coherent structures/bubbles, cosmic variance, etc.)variance, etc.)

Technical JustificationTechnical Justification

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

Technical Justification (continued)Technical Justification (continued)

Length of Time Request:Length of Time Request: proportional to the amount of ancillary info proportional to the amount of ancillary info

about a targetabout a target proportional to the share of your particular proportional to the share of your particular

institution has in the observatoryinstitution has in the observatory equal to the amount of time needed to get equal to the amount of time needed to get

the job done (at first)the job done (at first)

Technical Justification (continued)Technical Justification (continued)

Data Analysis and ResultsData Analysis and Results

Must convince TAC that you will be able to Must convince TAC that you will be able to handle the data (type and volume) and get handle the data (type and volume) and get the reduction done in a short amount of timethe reduction done in a short amount of time

What measurements will be produced and What measurements will be produced and how do they address science goalshow do they address science goals

Use simulations or models to demonstrate Use simulations or models to demonstrate the utility of the proposed datathe utility of the proposed data

Proprietary period? Typically 1 year. Zero Proprietary period? Typically 1 year. Zero proprietary time maximize scientific impact proprietary time maximize scientific impact (Hubble Deep Field). (Hubble Deep Field).

Technical Justification (continued)Technical Justification (continued)

Scientific Justification - Defining Your IdeaScientific Justification - Defining Your Idea

Laying out the problemLaying out the problem

State at the very beginning exactly what State at the very beginning exactly what you want to doyou want to do

Brief relevant historyBrief relevant history

Current statusCurrent status

RamificationsRamifications

Existing versus proposed observationsExisting versus proposed observations

Describe existing data and their limitations Describe existing data and their limitations (e.g., slits)(e.g., slits)

Describe how proposed observations will Describe how proposed observations will exactly address the science goals (e.g., IFU), exactly address the science goals (e.g., IFU),

Scientific Justification - Defining Your Idea Scientific Justification - Defining Your Idea (continued)(continued)

Sample DefinitionSample Definition Selection procedureSelection procedure Why interesting??? (Uniqueness is key)Why interesting??? (Uniqueness is key) Justify size! Often limited by reasonable Justify size! Often limited by reasonable amount of time one can request ... amount of time one can request ...

Methodology and expected resultsMethodology and expected results Brief description of instrumental Brief description of instrumental configuration (expand in Technical configuration (expand in Technical Justification)Justification) Brief description of analysis (expand in Brief description of analysis (expand in Technical Justification)Technical Justification) Description of output measurementsDescription of output measurements Anticipate some outcomes (if possible) and Anticipate some outcomes (if possible) and comment on their implicationscomment on their implications

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

EXAMPLEEXAMPLE

““Proto-Disks” at z ~ Proto-Disks” at z ~ 1 in the Hubble Deep 1 in the Hubble Deep

Field - NorthField - North

Gemini North Gemini North TelescopeTelescope

23 hours GMOS/IFU23 hours GMOS/IFU2004B/2005A2004B/2005A

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Application Process - Phase I (Continued)Application Process - Phase I (Continued)

Execution - Classical ModeExecution - Classical Mode

PROS:PROS:

Full control over observingFull control over observing

Expert, real-time quality verifications and Expert, real-time quality verifications and decisions on next targetsdecisions on next targets

Direct access to staff expertise during obsDirect access to staff expertise during obs

Very inspiring visits to observatories (site, Very inspiring visits to observatories (site, facilities, staff contacts)facilities, staff contacts)

Direct observing experience will make your Direct observing experience will make your next proposals betternext proposals better

Execution - Classical Mode (continued)Execution - Classical Mode (continued)

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

PROSPROS:: Flexible schedulingFlexible scheduling

Essential for synoptic studiesEssential for synoptic studies Rapid follow-ups (e.g., GRBs)Rapid follow-ups (e.g., GRBs) Coordinated observationsCoordinated observations

Observations remain in queue until executed - Observations remain in queue until executed - a BIG PLUSa BIG PLUS Time savings (important if you are using Time savings (important if you are using multiple facilities)multiple facilities) Makes use of experienced observers (in Makes use of experienced observers (in principle ...)principle ...) Makes large, community-based programs Makes large, community-based programs possible (think CFHTLS, SDSS)possible (think CFHTLS, SDSS) Better efficiency from an observatory Better efficiency from an observatory perspectiveperspective

Execution - Queue ModeExecution - Queue Mode

CONSCONS:: Lack of connection with observations Lack of connection with observations (eavesdropping helps a bit here)(eavesdropping helps a bit here) No room for real-time decisions based on No room for real-time decisions based on incoming dataincoming data Observing programs must be defined in Observing programs must be defined in excruciating details down to detailed excruciating details down to detailed sequencing - some parameters hard to define sequencing - some parameters hard to define if you have never use telescopeif 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 - Queue priority scheme is still a black art - some observatories have not mastered it yetsome observatories have not mastered it yet Chances that observations will be executed Chances that observations will be executed may depend on poorly understood/publicized may depend on poorly understood/publicized constraints (“queue encourages poor condition constraints (“queue encourages poor condition proposals”)proposals”)

Execution - Queue Mode (continued)Execution - Queue Mode (continued)

Execution - Queue Mode (continued)Execution - Queue Mode (continued)

Additional Considerations:Additional Considerations:

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

PublicationsPublications(By far your most important task ...)(By far your most important task ...)

AlmostAlmostdone!done!

Define Your GoalsDefine Your Goals

Spend your efforts on papers for which you will be Spend your efforts on papers for which you will be lead author. They are worth a lot more.lead author. They are worth a lot more.

Be realistic! It will always take a lot longer than you Be realistic! It will always take a lot longer than you thought to write your paperthought to write your paper

As for observing proposals, keep your paper focussed As for observing proposals, keep your paper focussed on one or two ideas at most. on one or two ideas at most.

Do not be “data hungry” - of course, a paper will Do not be “data hungry” - of course, a paper will always benefit from more data, but you have to learn always benefit from more data, but you have to learn to decide when enough is enough.to decide when enough is enough.

Similarly, learn when to “freeze” your results - better Similarly, learn when to “freeze” your results - better data reduction is always around the corner.data reduction is always around the corner.

WritingWriting

Be clear, concise BUT completeBe clear, concise BUT complete You can use “we”, “I” or a neutral form, but You can use “we”, “I” or a neutral form, but

stick with choice throughout the paperstick with choice throughout the paper Use consistent verb tense throughout paperUse consistent verb tense throughout paper A useful process is to:A useful process is to:

Start by laying out the “skeleton” of the Start by laying out the “skeleton” of the paper to break the ice, and create figurespaper to break the ice, and create figures Start by writing the “easy” parts (e.g., data Start by writing the “easy” parts (e.g., data reduction)reduction) Go through a full “brain dump” where you do Go through a full “brain dump” where you do not pay much attention to word craftingnot pay much attention to word crafting Refine/verify ideas and overall organizationRefine/verify ideas and overall organization Work through word craftingWork through word crafting Proof-read!!Proof-read!!

Structure of a PaperStructure of a Paper

Abstract (crucial)Abstract (crucial)

Introduction (“setting the stage”)Introduction (“setting the stage”)

Sample Selection and ObservationsSample Selection and Observations

Data Reduction and AnalysisData Reduction and Analysis

ResultsResults

Discussion (“Putting it all together”)Discussion (“Putting it all together”)

Conclusions (“Put here what you really want the Conclusions (“Put here what you really want the reader to remember”)reader to remember”) Acknowledgements (don’t forget funding Acknowledgements (don’t forget funding

agencies!)agencies!)

Draft Phase and Team SubmissionDraft Phase and Team Submission

Expect to be going through multiple iterations Expect to be going through multiple iterations with your collaboratorswith your collaborators

Factor in that your collaborators have their own Factor in that your collaborators have their own time constraintstime constraints

When you circulate a draft within your team, set When you circulate a draft within your team, set a deadline for feedback!!!a deadline for feedback!!!

Although this may seem more time-consuming Although this may seem more time-consuming than writing a paper alone, view this as a pre-than writing a paper alone, view this as a pre-referee process. Your submission and acceptance referee process. Your submission and acceptance will actually take less time and will go more will actually take less time and will go more smoothly.smoothly.

DO NOT EVER SUBMIT A PAPER WITHOUT THE DO NOT EVER SUBMIT A PAPER WITHOUT THE GREEN LIGHT OF ALL THE CO-AUTHORS...obvious GREEN LIGHT OF ALL THE CO-AUTHORS...obvious but you would be amazed!but you would be amazed!

SubmissionSubmission

Choose journal carefullyChoose journal carefully

Non-refereed publications carry very little weightNon-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 limitsRespect page limits

Pay attention to journal requirements on Pay attention to journal requirements on figures/plotsfigures/plots

Keep in mind that months can go by between Keep in mind that months can go by between submission and acceptancesubmission and acceptance

Dealing with a referee reportDealing with a referee report

Do not be discouraged!Do not be discouraged!

Read comments carefully to see what referee Read comments carefully to see what referee meantmeant

Sometime journal scientific editor will make his/her Sometime journal scientific editor will make his/her own commentsown comments

DO NOT try to argue with the referee. DO what the DO NOT try to argue with the referee. DO what the referee asks unless the referee is absolutely wrong. referee asks unless the referee is absolutely wrong.

In cases where you disagree with the referee at a In cases where you disagree with the referee at a fundamental level, you can request a second referee fundamental level, you can request a second referee - this will lengthen acceptance process- this will lengthen acceptance process

Prepare revised version of paperPrepare revised version of paper

Prepare a response to the referee’s comments. Be Prepare a response to the referee’s comments. Be very systematic. Go through each point raised by very systematic. Go through each point raised by the refereethe referee

Re-submit! Re-submit!

Dissemination of ResultsDissemination of Results

astro-ph: astro-ph:

Only accepted papers PLEASEOnly accepted papers PLEASE

To save paper, do not submit papers in To save paper, do not submit papers in manuscript format!manuscript format!

Talks:Talks:

Give a talk every time you are given the Give a talk every time you are given the opportunityopportunity

If you are visiting somewhere, contact their If you are visiting somewhere, contact their seminar organizer beforehand and offer to seminar organizer beforehand and offer to give a talk - be give a talk - be boldbold

Dissemination of ResultsDissemination of Results

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