Keck Call & Proposal Instructions

Call for Proposals: UC time on the Keck Telescopes

Semester 2025A (Feb. 1, 2025 through July 31, 2025)

Deadline: Proposals are due on Thursday, Sept 19, 2024 by 5:00pm PT

1.1 Due Date

Proposals for UC observing time on the Keck Telescopes for Semester 2025A are due by 5:00 pm PDT on Thursday, Sept 19th, 2024. There will be 40 nights available on K1 and 52.8 nights available on K2 spread evenly across the semester and lunar phase.  The sharp decrease in the number of K1 nights available is due to a shut down from March 9- April 23 for the first of two planned shutdowns to conduct repairs of the telescope pier. There are 7 one-hour Partnership ToO interrupts available.  A PI may ask for a larger number of UC-time only ToO interrupts as well.

1.2 Proposal Process

NOTE: This semester UCO is offering funding for participation in the The Pilina and Kōkua Initiative, a pilot project to facilitate observers from our constituencies to travel to Hawaiʻi, observe at WMKO headquarters, meet and perhaps give informal talks to WMKO staff about science and their scientific program, and most importantly participate in Hawaiʻi community (not necessarily astronomy related) activities. The Pilina (relationship to people and place) and Kōkua (to help in ways that are called for) Initiative will provide travel support for observers for the period of their observations in addition to two extra days to provide time for connection and service to people and place. Participants will spend at least one full day devoted to community engagement programs while at WMKO.   If you wish apply for participation in The Pilina and Kōkua Initiative please indicate this in section 3.5 of your proposal.

The principal consideration in evaluating proposals will be the scientific merit of the proposed project. Projects that take maximum advantage of the unique capabilities of the Keck Telescopes will be given high weight. A brief description should be given of backup programs that will be carried out if conditions are not suitable for the primary program. Please see https://www.ucobservatories.org/observatory/keck-observatory/keck-proposal-instructions/ which describes the UC online proposal submission process, and https://www.ucobservatories.org/observatory/keck-observatory/keck-proposal-guidelines/ which describes the required sections and their page limits. The Time Allocation Committees take page limits very seriously, so please pay close attention as you draft your proposal.

Keck is continuing the login-password system to allow you to retrieve and modify your coversheets. Returning observers should use the same account information as last semester. New observers may request an account from the page http://www2.keck.hawaii.edu/inst/PILogin/login.php

The coversheet form is available through the login page link above. Once you have created a coversheet and you are logged in, please go to the instructions for submitting Keck proposals at: https://spg.ucolick.org/cgi-bin/TAC/login.cgi to create the rest of your proposal as a PDF file to upload to the UC proposal server. Note that the coversheet has been modified again this semester, so please pay close attention when filling it out.

You may use the extra page allocated to the project update if this is a resubmission to respond to the previous TAC comments, even if the previous submission was unsuccessful.  It would be useful to mention the previous proposal title (if different), PI (if different) and proposal number.

1.3 Be Kind to your TAC Members 

Please read the page limits carefully on the keck-guidelines web page (https://www.ucobservatories.org/observatory/keck-observatory/keck-proposal-guidelines/) and adhere to them. TAC members will be instructed to stop reading any text beyond the stated page limits. Note that the text format is 12 point font; single-spaced; one-inch margins.

Although there is not a formal limit on the number of Keck proposals that one PI can submit, experience has shown that TAC members view one PI submitting numerous proposals as a real burden on the reviewing process; it generally does not increase the odds of a PI getting Keck time. Please use moderation.

1.4 Time Domain Astronomy (TDA)

Observers will continue to have the ability to propose both Target of Opportunity (ToO) and Cadence programs using the Keck Cover Sheet. Keck policies related to Target of Opportunity (ToO) and Cadence proposals can be found at https://www2.keck.hawaii.edu/inst/common/Keck_TDA_ToO_policy_SSC_Approved.pdf and https://www2.keck.hawaii.edu/inst/common/Keck_TDA_Cadence_policy_SSC_Approved.pdf.

If your project involves both Classical and TDA observing, you MUST put in two separate cover sheets so that the Keck TDA software can clearly distinguish between the two. Instead of submitting the same text twice, please submit the actual proposal text under the Classical cover sheet; the text submitted under the TDA (ToO or Cadence) cover sheet should merely include the proposal title, PI, and proposal number, together with a sentence stating that the main text can be found under the proposal number of the Classical cover sheet. The Cover Sheet form will not let you submit one proposal requesting both Classical and TDA observing time.

For Semester 2025A, two types of ToO requests can be made.  TAC- approved ToO projects which are able to interrupt observers at any of the four institutions, to increase the utility of the ToO process. These are called Partnership ToO proposals. There is a limit to the number of Partnership ToO interrupts.   The second kind of TAC approved ToO program (Institutional) can only interrupt UC programs.   Note that there is not a limit to the number of “Institutional” ToO interrupts of fellow UC observers. But because UC nights are only a fraction of the total available Keck nights, the probability of a successful ToO interrupt using UC time alone is smaller than for Partnership ToOs. Also note that UC Institutional ToO time can be interrupted by a Partnership ToO, so think through your strategy carefully.   Both Partnership and Institutional ToO interrupts are counted in full 1 hour increments even if less than 1 hour of time is used.  All ToO proposal requests should be made in units of 1 hour interrupts.

In 2025A, partial-night observations can be interrupted. The Keck guidelines state that “Individual TACs may designate a few nights (partial or whole) as exempt from ToO interrupts. This designation must be scientifically motivated, namely that such interruptions would seriously compromise the scientific return of the entire observing time. Proposers should make any such requests to their individual TACs as part of their observing proposal. Use of these exemptions is expected to be rare.” So if you think your project deserves, for scientific reasons, to have one of these rare exemptions from interruptions, please state so in your proposal and give a very strong justification for your request.

1.5 Cadence Observations 

Keck’s policies for Cadence observing (https://www2.keck.hawaii.edu/inst/common/Keck_TDA_Cadence_policy_SSC_Approved.pdf) are reasonably complicated. These include a new category called “Partnership Snapshot” observatories. If you are contemplating applying for Cadence time, please read the guidelines carefully.

Keck continues to reconcile cross-institutional cadence and ToO allocations. Scheduled cadence time is returned to the institution at a one to one rate, and ToO time is returned at a rate of two hours for every one hour interruption because the ToO PI will not choose to call for a trigger if the weather is unacceptable.

1.6  Twilight Cadence Observations

In 2025A, institutions will continue to be able to allocate one twilight observing program per telescope, for a total of up to two programs.  On Keck I, OSIRIS-NGS (imager only) will be available, and on Keck II, NIRC2-NGS will be available.  Please note that due to ongoing AO upgrades, there will be times in the semester when AO is unavailable for cadence observations.  Cadence program PIs are responsible for development of instrument scripts, providing documentation, and training of staff needed to make the cadence program a turnkey operation.

1.7 Large Multi-Year Projects 

UC LMAP observing projects with well-defined scientific objectives that require a large number of nights to bring to completion (normally 10 or more nights per semester). The UC LMAP program allows projects extending for more than one semester to be carried out with multi-year approval from the beginning. LMAPs should generally be directed toward obtaining a high quality, coherent, homogeneous data set that will allow scientific questions of major importance to be addressed in a thorough, systematic manner. Please consult https://www.ucobservatories.org/observatory/keck-observatory/keck-telescope-time-for-lmap-proposals/ for current policies regarding LMAPs.   Please note the additional requirement of inclusion of a Collaboration Management Plan listed at the top of section 1.2.  

A full Collaboration Plan should be submitted to the UCO Director’s office once a proposal has been granted LMAP status, the team must submit a Collaboration Management Plan to the Director’s Office within 2 months. It is not the intent of this policy to require specific terms in CMPs, but  to ensure that collaboration policies are known to members and clearly defined.  The plan should include:

• Publication Policy indicating how authorship and co-authorship is determined/merited.   This should include when this policy will no longer apply, ie. what will the publication policy be once the LMAP data collection is over or proprietary periods have expired.
• How collaboration leadership is structured, e.g. a single PI, committee, rotating spokesperson, etc.
• How membership in the collaboration is determined
• Code of Conduct for the collaboration members and how issues with code of conduct violations will be arbitrated.
• An acknowledgement that the policy has been shared with all members of the collaboration (including early career researchers.)

This plan can mirror or reference other research organization’s plans/codes, e.g. SDSS, AAS, KSM; or can be entirely new.  The Collaboration Management Plan can take as many pages as required, but may be as short as 1-2 pages.   The UCO Director will appoint a group to review the Collaboration Management Plan (CMP) for completeness.  If clarification or changes are recommended by the review committee the LMAP team will have adequate time to respond before the next semester.  The final accepted CMP will be published on the UCO LMAP web pages.

1.8 At-Home (pajama mode) Observing

At-home observing will continue to be available to observers.  Please see https://keckobservatory.atlassian.net/wiki/spaces/MOSD/overview for information about remote observing, including at-home observing.

2.0 Notes on Instruments and Availability 

See the following web page for detailed notes on the availability of instruments for 2025A: https://www2.keck.hawaii.edu/observing/instavail.html.  Please note that the coversheet has been updated with questions about providing KOA data access to observers and Co-Is.  Please contact Cover_Sheet (cover_sheet@keck.hawaii.edu) if you receive any reports of problems with the coversheet form.

SPECIAL NOTES AND CONSIDERATIONS FOR 2025A:

Keck I Telescope:  Keck I telescope will be shut down from March 9- April 23 for the first of two planned shutdowns to conduct repairs of the telescope pier.  The second shutdown is anticipated in the Sept/Oct timeframe of 25B, and is expected to be of similar length.

Keck I AO: Keck I AO (Osiris-NGS/LGS) will be unavailable from February – June.  The AO Development and Operations teams are placing significant focus on improving the reliability and performance of the AO systems on both telescopes, in addition to bringing the new KAPA system online for Keck I.  As such, KI AO will be unavailable until July to ensure focus on integration, testing, commissioning, and science verification of KAPA, and to provide additional staff focus on AO reliability issues for both telescopes. Scheduling KAPA work relative to the long overall Keck I shutdown for the pier repair efforts further necessitates the need for this AO downtime.

KPF and KPF-CC: The 25A coversheet will contain both the KPF and KPF-CC instrument options.  The KPF Community Cadence (KPF-CC) program is operating a queue observation service in 2025A. For PIs who wish to opt in, they must select the KPF-CC instrument on their coversheet. PIs also must submit all proposed observational requests to the queue prior to their TAC’s proposal deadline. Much more detail on the KPF-CC program, how to opt-in, and how to submit requests can be found at this link, please read carefully: https://docs.google.com/document/d/1-TfR6lNEtHO3muw_2Sc7l9Klveb3yovMUu28Jeq21t0/edit?usp=sharing

Keck II AO: Keck II AO (Nirc2 and NIRSPAO) will be unavailable for 3 weeks beginning in mid-February, as well as 3 weeks beginning in mid-April.

NIRSPEC/NIRSPAO: Nirspec/Nirspao will be unavailable from February 1 through early March for routine service to remove ice from the dewar window.

DEIMOS: Deimos will be unavailable for 3 months beginning in April for the installation of a new science detector.

KPIC: KPIC Phase I capabilities are being offered as a facility instrument in 25A. More information on KPIC Phase I can be found at https://etlab.caltech.edu/instruments/kpic

NIRSPAO/KPIC: SCALES is expected to arrive at the Observatory in early 25B and will occupy Nirspao’s location in AO.  NIRSPAO-NGS/LGS/KPIC will no longer be offered for use once SCALES arrives.   Further details on the timeline for Nirspao availability will be communicated in the 25B instrument availability.  For more information on SCALES, see https://arxiv.org/pdf/2208.10721

NIRC2: The NIRC2 vector vortex coronagraph will be removed during the mid-April Keck II AO downtime and will no longer be available for use with NIRC2.  The vector vortex coronagraph will become available for use with SCALES once the instrument is commissioned.

Instrument Hibernations: WMKO, in consultation with the Science Steering Committee after the receipt of the findings of the Instrument Suite Evolution task force (comprised of members of the WMKO community and WMKO science staff), is undergoing a process of hibernation and eventual decommissioning of instruments in the coming years as new capabilities arrive and to be responsive to pressures on WMKO resources.  A hibernated instrument is not available for community use unless there is a significant emergent scientific and strategic need.  After a yearʻs hibernation, the hibernated instrument will be completely removed from service and decommissioned.  The community should begin planning for the following:

• NIRES:  NIRES is being considered for hibernation after the conclusion of the 2025A semester.  A final decision on hibernation will be made at the end of August and communicated to the science community.
• ESI:  ESI will be hibernated at the end of the 2026A semester.  ESI will continue to be scheduled in campaign mode to limit the number of reconfigs through each semester.
• Additional instruments are under consideration for hibernation and eventual decommissioning in later semesters, with a focus on those instruments whose capabilities are being significantly superseded by new instrumentation.

NIRSPEC/NIRSPAO reconfigs:  Please note that Nirspec and Nirspao nights will be scheduled in campaign mode to limit the number of reconfigs into AO during the semester.  This may impact the ability to schedule certain date critical observations.

Notes regarding Subaru facility and instrument availability in 25A:

• Telescope Downtime: Due to electrical work on the dome bogie cart, the telescope will be down for about three nights in February or early March.
• The following Facility instruments are available for S25A semester: FOCAS, HDS, HSC, IRCS(+AO188), MOIRCS, PFS
• PFS: The Prime Focus Spectrograph (PFS) will be available for open use in S25A under shared-risk mode. For the latest information and application procedures, please refer to the PFS webpage. Most importantly, all PFS proposals (including time exchange programs) must provide the “target upload ID” in the proposal. Also, please note that targets must be fixed at the time of proposal submission – the targets cannot be changed at later stages. The default observing mode of PFS is the queue mode. Fibers will be shared by different programs.
• Queue mode weather factor: HSC/PFS queue mode proposal must consider 30% bad weather factor in order to increase the observation completion rate by ensuring sufficient observation time. The requested time in HSC/PFS queue mode should not exceed 3.5 nights (35 hours).
• NsIR Downtime: Due to the installation work of the Nasmyth Beam Switcher (NBS), all instruments except for IRD on the NsIR focus – including IRCS, SCExAO, CHARIS, VAM, FastPDI and REACH – will be unavailable for about 2.5 months between late March and July.
• SSP: IRD-SSP will be allocated the final 6 nights. If PFS-SSP is accepted, it will be assigned up to 36 nights in S25A, and therefore the number of available dark nights for normal programs may be limited in this case.
• HSC: There will be at most two or three HSC observing runs in the S25A semester.
• LGSAO with TBAD: The laser guide star (LGS) system for AO188 will be operated with TBAD (Transponder Based Aircraft Detector) with a shared-risk policy. Please check the AO188 webpage for the latest information.
• DM upgrade for AO188: As part of the AO3k project, the DM has been upgraded from a 188-element bimorph mirror to a 3228-actuator magnetic mirror. AO188 provides three modes: NGS/AO188-mode (uses 188-element WFS + 3k-element DM), LGS/AO188-mode (uses 188-element WFS + 3k-element DM), and NIRWFS/AO3k-mode (uses NIR WFS + 3k-element DM). While NIR WFS provides high-performance AO correction, NGS and LGS mode performance is unchanged because they use 188-element WFS. Please refer to the AO3k web page for more information.
• PI-type instruments: Proposals to use visiting instruments/devices must include the relevant PIs as Co-investigators. Following instruments/module are offered for open use in S25A:
  • CHARIS with SCExAO+AO188 (including spectro-polarimetric mode)
  • VAMPIRES with SCExAO+AO188 (cameras have been upgraded for improved sensitivity, speed and dynamic range. A new multi-band imaging mode is available.)
  • Fast PDI with SCExAO+AO188 (in a shared-risk mode)
  • REACH (combination of SCExAO and IRD for single-mode fiber spectroscopy)
  • IRD with AO188 (NGS-AO or LGS-AO, in a shared-risk mode)
  • NsIR Wave Plate Unit (a visiting device for IRCS/SCExAO polarimetry mode)
  • NIR WFS (a near-infrared wavefront sensor inside the AO188 instead of the visible wavefront sensor).
• CHARIS, FastPDI and VAMPIRES can be used together at the same time as the modules of SCExAO. Please check the relevant webpages for the latest information.
• REACH can be used simultaneously with CHARIS with any dispersion modes, but the wavelength coverage of CHARIS will be from 1850nm to the longest wavelengths.
• Instrument switch between some instruments: Instrument switching between IRD, REACH, CHARIS, VAMPIRES and Fast PDI in one or half observation night for one observing proposal is possible. Please check the official Subaru call for details.