ISAAC NEWTON GROUP OF TELESCOPES (ING)
Roque de los Muchachos Observatory, La Palma

Visitor Pack

  1. Welcome
  2. Health and Safety Issues for Visiting Observers
  3. Travel To/From/On Site
  4. Observer Support at the Telescope
  5. Override Programme
  6. Astronomy Computing
  7. Visitor Programme
  8. On Departure

  1. Welcome

    2. Dear Colleague,

    Welcome to the island of La Palma and to the telescopes of the Isaac Newton Group. May I wish you a safe, productive and enjoyable visit.

    This information is provided to ING visitors on their arrival at the Roque de los Muchachos Observatory (Observatorio del Roque de los Muchachos, ORM). Please take a few minutes to read the accompanying notes: they are intended for all users of the 2.5m Isaac Newton Telescope and the 4.2m William Herschel Telescope, known collectively as the Isaac Newton Group.

    During your stay you will meet or see many of our staff; all of them are here to make your observations possible and successful, so please do not hesitate to ask anyone for advice or assistance. The staff you will interact with most are listed below with a brief description of their duties.

    Support Astronomer (SA): Each run is allocated a SA whose role is to help you maximize the scientific returns from your trip. They will have contacted you or the principal applicant in advance and will help you interact smoothly with the rest of the Observatory. The SA will introduce you to operating the instrument and telescope on the first night of your run. When things are running satisfactorily he or she will probably leave you in peace unless you request differently.

    Observing Support Assistant (OSA): The WHT has an OSA whose role is also to support you and help you get the best out of the equipment. Your OSA also has an important role to play safeguarding the telescopes, their associated equipment, and yourself. There will be times when the OSA will have to close down the telescope for safety reasons. If they do so then it will be because of criteria based on design limitations and experience. Your understanding, if this happens to you, would be much appreciated.

    Online information to help you to prepare your observing trip can be found at Planning Observations (http://www.ing.iac.es/astronomy/planning/).

    Marc Balcells, director@ing.iac.es
    Director

  2. Health and Safety Issues for Visiting Observers

    3. The Observatory site is situated at an altitude of 2400 metres above sea-level. This height is not usually a problem and no medical examination is required for visiting observers. But if for any reason you think it might affect your physical condition, it would be advisable to check with your local doctor before coming out.

    You are strongly advised to declare any serious medical condition to the Director of the ING (directoring.iac.es) before arranging your visit. Such conditions include respiratory or heart problems, epilepsy, diabetes, any medical condition which may be significant in the event of an accident or emergency, etc. With your permission he will ensure that the essential personnel are aware of the condition. Be assured that all medical matters are treated in strict confidence.

    Astronomical observing is a potentially dangerous occupation. It frequently involves the operation of heavy equipment, in pitch darkness, at high altitude, and in lousy weather. Severe accidents have occurred at astronomical observatories, so visitors must take safety issues seriously.

    Visitors should note that the ING safety policy applies to them as well as to observatory staff.

    The responsibility for safety on site during daytime working hours is vested in ING's Leader of the Operations Team, and at night in the Observing Support Assistant (OSA). They are the first point of contact in case of any emergency, and they have the authority to take decisions on safety issues, such as determining that the buildings or the observatory site should be evacuated, and such decisions must be obeyed. The IAC Residencia provides a 24-hour porter service who can also be contacted in case of an emergency.

    For emergency procedures please refer to the Health and Safety (http://www.ing.iac.es/Intranet/safety/safetyindex.html) section on the Intranet web pages (only accessible at the observatory).

    First aid, emergencies and medicines

    There is a first aid room in the IAC Residencia and one in the INT building. First aid kits are available in the WHT and JKT kitchens.

    The OSA's mobile number is (0)616 974 513. He/She starts work 30 minutes before sun set. The IAC night porter's mobile number is (0)609 554576 and works until 23:00, stays on site and is on call for emergencies. During working hours you may contact the operations team by making an F79 call on the ING intercom or calling 670 using the ING Cisco phones. The WHT control room (telephone number: (0)922 405559, (0)922 425452) is manned throughout the night (except when abandoned due to bad weather). The general emergency number in Spain is (0)112; they will speak your language!

    If you feel unwell, notify the operations team or your OSA or get someone to do so. For your own safety, do not, under any circumstances, go to your room and lie down without telling someone. If someone else tells you they feel unwell, make sure that the ING's Leader of the Operations Team, the OSA or the IAC Residencia porter are informed

    In case of an emergency contact ING's Leader of the Operations Team at daytime normal working times, or the Observing Support Assistant (OSA) at night. The IAC Residencia provides a 24-hour porter service who can also be contacted in case of an emergency.

    Observers who are resident in a European Economic Area (EEA) country or Switzerland are advised to carry a European Health Insurance Card (EHIC) to facilitate any medical care within the Spanish public health system that may be needed during your stay on La Palma. Residents of the Netherlands and UK may apply for their EHIC respectively at:

    http://www.ehic.nl

    and

    http://www.ehic.org.uk

    Residents of other EEA countries and Switzerland should apply for their EHIC through their national health insurance systems.

    Without this card you will be required to pay any doctor and hospital charges.

    Note that the range of medicines available on site is extremely limited, since ING is not legally permitted to dispense medicines. This legal restriction includes non-prescription items such as aspirin, and visiting observers would be well-advised to bring their own supply.

    Other items which visitors are advised to bring include lip-salve (the atmosphere on site can be extremely dry), sun shield (particularly for those who intend to do much walking on site) and travel-sickness tablets (for those who might be affected by the journey up and down the mountain road).

    At the telescope building

    At night, keep lights to a minimum and carry a torch when moving around the buildings. Keep fire doors closed.

    Alcoholic drinks are not allowed in the telescope buildings. Smoking is prohibited in all ING buildings. Drinks and cold snacks are allowed in the control rooms; please use the kitchen for hot meals. You may use the refrigerators, however please remove all your items at the end of your run. It is good practice to label (name and date) what you put in the fridge.

    Security boxes have been installed in the control rooms to safe guard your personal possessions like compact discs. The key for the box is located on the visiting astronomer car key ring.

    Working on site

    Note that at the altitude of the observatory the atmospheric pressure is approximately three quarters of sea-level pressure, similar to a pressurised aircraft cabin. This does have physiological effects. Therefore avoid as far as is possible driving between sea-level and site if you have a heavy head-cold; there have been cases of damaged eardrums caused by inability to equalise pressure. The effects of heavy colds, head and chest infections and sinus conditions can be greatly exacerbated on site. Avoid taking heavy exercise shortly after arriving on site.

    Observers working alone at night are at particular risk. Carry the lone worker alarm and mobile phone always with you. Your Support Astronomer will show you how it works.

    Procedure in case of a fire

    The ING contact person is the operations team during working hours and the WHT OSA at night.

    If you discover a fire:

    1. Raise the alarm at once by operating the nearest break glass fire alarm.
    2. Call the operations leader or your ING contact person or get someone to do so, providing your exact location.
    3. If trained in the use of fire extinguishers and you feel you can easily extinguish the fire, attempt to do so with the equipment provided. Never take personal risks.
    4. If you cannot tackle the fire, should the fire get out of control or your escape route is threatened leave the building quickly and calmly by the nearest available escape route, whenever possible, assisting in evacuating visitors and leaving windows and doors closed.
    5. Do not stop to collect personal belongings and do not use the lifts.

    On hearing the evacuation signal:

    1. Leave the building quickly and calmly by the nearest available escape route, whenever possible, assisting in evacuating visitors and leaving windows and doors closed.
    2. Do not stop to collect personal belongings and do not use the lifts.
    Fire assembly point:
    1. The normal point of assembly is the car park; however you may be directed to another area by the operations leader or your ING contact person.
    2. Do not re-enter the building until informed it is safe to do so by the operations leader or your ING contact person.
    3. If you believe someone is missing, inform the operation leader, your ING contact person or the fire brigade officer.

    The operations leader or the ING contact person will call (0)112 if a fire has been discovered that cannot be tackled. If a fire is discovered the operations leader or the ING contact person must inform the IAC reception, ING management and the ING safety adviser.

    Once a fire incident has been resolved the operations leader or the ING contact person, after agreeing with ING management or the ING safety adviser, will inform staff and visitors how to proceed.

    Walking around site

    Please take care when walking around the site. There are many precipices and the rock is very unstable. Keep to roadways and marked paths. Beware of bad weather conditions: in poor visibility it is extremely easy to lose your way and snow or ice can make the shortest journey an ordeal. Always wear adequate shoes or boots.

    Be sure to collect a torch before it gets dark, and always carry it with you. All visiting observers should be issued with a torch as part of the visitors pack received on arrival.

    If you intend to leave the site to walk, always tell somebody before you leave.

    Clothing

    During the winter months (normally November to April inclusive) please ensure that you bring adequate clothing to protect you against wind, rain, snow, ice and generally cold conditions. Also remember that the weather conditions at the observatory can change rapidly, even in summer.

  3. Travel To/From/On Site

    4. Travel to and from the Observatory site

    Observers will travel to the observatory by the taxi booked by the ING. Please fill out the ING booking form for visiting observers (http://catserver.ing.iac.es/booking/) for making the appropriate arrangements. Book the taxi to and from the top well in advance. The cost of the taxi from sea level to site is about 45 euros one way. The journey takes about one hour and 15 minutes from the airport, and one hour from Santa Cruz de La Palma.

    Please bear in mind that bad weather can restrict the access to the observatory. In these conditions ING activates the bad weather procedure (http://www.ing.iac.es/astronomy/planning/winterprocedure.pdf) which means that the taxi can't get to the IAC's Residencia before 09:15am, and the way down must be done in daylight. Due to these restrictions, or if the observatory is unreachable, you will be reallocated in a hotel at sea-level or have to stay longer at the IAC's Residencia.

    Provided that there are available seats, you can also travel with the ING fleet. Please bear in mind that the ING fleet leaves the sea-level office in Santa Cruz de La Palma at 07:45am (weekdays only) and it returns at 04:00pm from the site (except Fridays 03:30pm). There is frequently transport at weekends but it is not guaranteed and you should check well in advance. For the latter reasons we recommend that you always book the taxi as your first choice, and arrange transport with the ING fleet at least two working days in advance.

    You should NOT travel up to the mountain top in anything except the official ING transport or the taxi. The roads can be impassable or dangerous at any time of the year, being the worst months November to April. In any case, please NEVER hire a taxi or a car without clearance from the ING.

    Travel on site

    Observing teams on each of the telescopes will be issued with an ING vehicle for travel on site, between the telescope buildings and the IAC's Residencia. The vehicle should not be taken off site.

    Drivers must have had an EU or International current, full driving licence for at least one year. Keys for the vehicles may be obtained from the reception desk at the IAC's Residencia the day of your first observing night. In case the keys are not encountered, please contact your Support Astronomer.

    Visiting observers will be asked to sign a form, before using these vehicles. Information on the use of the vehicles is available inside the vehicles. Please report any problem you find with the car via the ING fault database and remember the speed limit on site is 40 km/h and we drive on the right.

    Car and keys should be returned at the IAC's Residencia immediately following the last observing night. See below the current allocations:

    ING CarAssigned to
    Blue SEAT IBIZA 1679DCBWHT observer
    White SEAT IBIZA 1650DCBINT observer

  4. Observer Support at the Telescope

    5. A Support Astronomer (SA) will be present until approximately 23:00 local time on the first night of each WHT and INT run, to provide an introduction to the telescope, instrumentation and data-acquisition systems, and to safety issues. The SA will be on-call at the Residencia throughout the first night. Unless otherwise agreed, observers should meet their SA in the telescope control room at 15:00 on the first day of the run. Support astronomers usually make contact with their observers several weeks before the start of the observing run. INT support is provided by student SAs.

    The WHT 'observing support assistant' (OSA, an enhancement of the former 'telescope-operator' role) provides all-night, year-round operator and engineering support at the telescope. The OSA will be present (or at least contactable, by mobile phone at +34 616 97 45 13) from 19:30 (summer) or 18:30 (winter) every night.

    INT observers may call on the OSA for advice, but should be aware that the OSA usually has to stay at the WHT, and can't go to the INT to investigate problems. Critical technical problems which arise at the INT on weekends or public holidays, and which cannot be solved by the OSA, will not be addressed until the next working day.

    There is no engineering support on-site during the following periods (local time):

    Summer weekdays 16:00 - 19:30 (15:30 - 19:30 on Fridays)
    Winter weekdays 16:00 - 18:30 (15:30 - 18:30 on Fridays)
    Weekends, public holidays From dawn until 19:30 (18:30 in winter)

    During these periods, the telescope buildings will be locked (key available from the Residencia reception), and visitors working alone should carry the lone-worker alarm and the lone-worker mobile phone. In the event of an emergency, call the Observing Support Assistant (phone (0) 616 974513) or Residencia reception (phone (0) 922 405500).

    On normal working days, the operations-team staff will carry out limited checks of the WHT and of the instrument scheduled for use that night. The telescope will usually be available to observers by 15:00. The operations team will not normally move any optical component in the instrument light-path (and if they do, the observers will be notified) but system restarts might change the detector readout settings. It's recommended that observers check during the afternoon that the instrument configuration has not been disturbed.

    Only ING staff are allowed to move the WHT, or its dome or shutters.

    Observers who think they may need to continue observing after sunrise, or after 08:00 local time (UT + 1) during June - September, or after 09:00 local time during the other months, should discuss these requirements with their SAs in advance. Such observations may come up against operational constraints, in particular the maximum allowed shift length for the OSAs, and the scheduling of instrument changes as early as possible during the working day.

    Observers who have a long observing run at the INT, and who plan to change the observing team during the run, should let their SA know, well in advance of the run, the names of the observers and the date/s of the handover/s. Safety training will be provided for the new observers on the day of each handover.

    Observers who wish to discuss any aspects of the run, after arrival on La Palma, but before the formal start-of-run introduction at the telescope, may want to arrange a preliminary meeting with their SA, perhaps in Santa Cruz, where the ING offices are located.

    Configuration changes

    Manual changes of the configuration of an instrument during an observing run (e.g. changes of filter, dichroic or grating) will be accommodated if they were requested explicitly in the original observing proposal. Such changes will be made by ING staff, and must not be made by visiting observers at either the WHT or INT. At the WHT, manual changes to instrument configurations can also be made during the night by the OSA. At the INT, instrument configuration changes can only be made on normal working days, when appropriately-trained day-time staff are available to effect the changes.

    Details of requested changes to the instrument configuration during a run should be confirmed with the SA well in advance of the run. Requests for configuration changes not specified in the telescope proposal will be handled on a best-efforts basis.

    The INT/WFC is offered at a default rotator position angle of 180 degrees. When there is compelling scientific justification (which should appear in the original observing proposal), other rotator angles (0, 90 or 270 degrees) can be offered for the duration of the run. Changes of WFC rotator angle during a run are not permitted.

    Observer experience

    Inexperienced WHT and INT observers must be accompanied by an experienced observer. 'Inexperienced' here means unable, alone, to make efficient (and safe) use of the observing night, whether from general lack of observing experience, or from lack of experience with the specific techniques to be used.

    In addition, it is essential that INT observers have considerable end-to-end observing experience with medium-sized telescopes. INT observers are responsible for all aspects of operation, from opening the dome in the evening, and operating the telescope and instrumentation throughout the night, to parking the telescope and closing the dome at the end of the night or in the event of deteriorating weather conditions.

    If there is any doubt about whether intended observers have sufficient experience, the advice of the SA should be sought.

    Lone working at the INT

    While observing alone at the INT, observers should always carry with them the lone-worker alarm, whose use will be demonstrated by the SA.

    INT observers who need help should make contact with the WHT OSA at dinner time, or contact him/her in the WHT control room (intercom 68, telephone (0)922 405559 or 452 on Cisco phones). Since there is no OSA at the INT, observers are expected to move the telescope, dome and shutters themselves. If there is ice on the dome, or there are other doubts about how to proceed, the WHT OSA should be contacted.

    Mechanical workshop

    ING has a well-equipped mechanical workshop, staffed during normal working hours by trained engineers. Observers requiring their services should contact the Head of Operations, opsheading.iac.es. With sufficient advance notice, assistance outside normal working hours may also be possible.

  5. Override Programme

    6. Observers should be aware that there are override programmes active which could affect your programme. A summary of these and the procedure by which they are triggered and carried out is given at ING override programmes (http://www.ing.iac.es/astronomy/observing/overrides.html).

  6. Astronomy Computing

    7. We provide a number of public computers and peripherals for general use by our visiting astronomers. We kindly ask our users to follow the conditions of use for ING computers and networks (http://www.ing.iac.es/~cfg/public/policies/aup.html). The information given below does not include the computers or the user accounts of the telescopes' observing systems.

    User accounts

    A computer user account is allocated for your observing run by default, details of which are available from your Support Astronomer (SA). We can provide you with up to 3 additional guest accounts if necessary (see the current account assignments (http://www.ing.iac.es/astronomy/computing/private/accounts.html). For more guest accounts that you might require, or if you are visiting the ING and you need an account, please complete the Computing Facilities Questionnaire for visiting astronomers (http://www.ing.iac.es/~cfg/public/visitors/visitors.php).

    Certain access restrictions are applicable when using these guest accounts. In accordance with the ING Computer Security Policy, guest accounts are provided to be used within the ING network domain. That is to say, access to ING resources via these accounts is only permitted if the user is on ING premises.

    Public computers and installed software

    You can use the following public desktop computers using the account provided upon arrival:

    ComputerLocationOperating system
    INTDRPC1INT control roomLinux Fedora 14
    INTDRPC2INT control roomLinux Fedora 14
    WHTDRPC1WHT control roomLinux Fedora 14
    WHTDRPC2WHT control roomLinux Fedora 14
    WHTDRPC4WHT terminal roomLinux Fedora 14
    WHTDRPC5WHT terminal roomLinux Fedora 14
    WHTDRPC6WHT astronomy officeLinux Fedora 14
    WHTDRPC7WHT astronomy officeLinux Fedora 14
    ASTROMAC1WHT terminal roomMac OS X Lion 10.7/Windows 7 professional
    ASTROWIN1[1]Remote virtual machineWindows Server 2008 R2
    [1]: On linux, type: "rdesktop -u whtguest -d ING -g 90% ASTROWIN1" (replace whtguest by the username your are using). You can also type: "tsclient", and select terminal or add connection to ASTROWIN1. On Mac, you can use Microsoft's remote desktop connection on domain ING, but please note that it is not intended for use with Mac OS X v10.7 (Lion).

    The available software can be checked at this list of Linux installed software (http://www.ing.iac.es/astronomy/computing/software.html). The available software on Mac and Windows computers is limited to small number of basic applications. Please contact Astronomy Computing at the contact details given below for more information.

    Connecting to ING network and Internet

    ING's wireless external network ingext is password-protected at the WHT and INT control rooms, please contact your SA or Observing Support Assistant (OSA) to get the password, or check your visitor's pack upon your arrival. For accessing ingext elsewhere (WHT's building, Residencia's lounge or ING's sea-level office) registering the MAC address of your wifi card on your device is necessary, please submit a Computing Facilities Questionnaire for visiting astronomers. ingext requires Dynamic Host Configuration Protocol (DHCP), no static IP addresses are available.

    Please be aware that the use of the email outgoing ports 25 (SMTP) and 465 (SMTPS) within the ING network is not permitted, unless used for connecting with an ING email server. As a consequence you will be able to read, but not to send out email. Alternative ways for emailing within the ING network without using an ING email server, like webemail, or SSH and VPN connections, are not affected by this network security restriction.

    You can apply for a cable network access, based on DHCP. Please provide your ethernet MAC address using the Computing Facilities Questionnaire for visiting astronomers. There is also a list of fixed IP addresses at the disposal of visitors (http://www.ing.iac.es/~cfg/network/public/tempip.html) if the ethernet MAC address wasn't registered previously.

    IAC operates a wireless network at the Residencia that can be accessed from the bedrooms. Details on how to use it can be obtained at the reception of the Residencia. ING also provides a network hub in the computer room of the Residencia. For plugging your computer there you need DHCP and registering your ethernet's MAC address using the Computing Facilities Questionnaire for visiting astronomers.

    Users of Macintosh are requested to contact the ING Computing Group using the Computing Facilities Questionnaire for visiting astronomers well in advance of their visit, if they suspect that they will require any specific support for their computers.

    If your institution is connected to the network, you can log on the ING's eduroam wifi network using your network's username and password at your institution (enter username@domain as username). At the ING, security is set to WPA2-Enterprise and encryption to AES CCMP. More information can be found at http://www.ing.iac.es/~cfg/eduroam/index.html.

    Observational data

    The ING provides visiting astronomers with DVDs for data recording, and DDS3 tapes if using the INT/WFC, whilst they are observing. Visitors can also use their external devices to download the data or data transfer via FTP. Please follow these instructions for transferring and recording data (http://www.ing.iac.es/astronomy/computing/recording.html).

    It is an ING policy that all astronomical images are archived and eventually sent to the image archive operated by the CASU Astronomical Data Centre in Cambridge (see the ING data ownership policy (http://www.ing.iac.es/astronomy/observing/data_ownership.html) for more information. To ensure that all images are archived, please do not delete any files on the observing directories.

    If you need to recover any data or an observational log of your run during the propietary period, your request will need to be made via the ING Astronomy Group. Please contact the Support Astronomer of your observing run or the Head of Astronomy.

    The following directories can be used for temporary file storage, for instance, for doing data reduction and analysis:

    DirectoryAssigned toComments
    /reduction/local/WHT and INT observersLocal scratch areas (not exported to the network) available on computers named: *DRPC*
    (eg. WHTDRPC1 or INTDRPC1) and ASTROMAC1.
    /scratch/inta/ intb/INT observer
    /scratch/whta/ whtb/ whtc/WHT observer

    Please be aware that these areas are not backed up. Moreover, files could be removed without warning, ie. if free disk capacity drops below 10%.

    To work with observational data, first copy the files from the /obsdata directories to a scratch area (/reduction/local or /scratch) on a *DRPC* computer. Then you can log on using one of your assigned guest accounts.

    Printing

    The following printers are available (to obtain the IP address of a printer, type the command in the column 'To obtain IP' below at the prompt of a computer within the ING network):

    PrinterLocationDescriptionTo obtain IP
    wht_laserWHT terminal roomB/W duplex laser printer
    nslookup hpwht
    wht_colorWHT terminal roomColour duplex laser printer
    nslookup whtcolor
    int_laserINT control roomB/W duplex laser printer
    nslookup hpint
    hp-5d5th floor, sea-level officeB/W duplex laser printer
    nslookup hp-5d
    hp-5c5th floor, sea-level officeColour duplex laser printer
    nslookup hp-5c
    astrofax5th floor, sea-level officeColour duplex laser fax, printer, copier and scanner
    nslookup astrofax

    To print on the above printers from the public computers, please write the following at the command line:

    lp -d<printer> <file>

    lp -d<printer> -o sides=two-sided-long-edge <file>

    Where printer is the printer's name as provided in the first column of the table above. If you need to print from your laptop using ingext network, please follow the instructions on how to print to ING printers as a guest (http://www.ing.iac.es/~cfg/private/printers/guestprint.html).

  7. Visitor Programme

    8. We run a full seminar and visitor programme, and we invite all observers to spend some time before or after their runs at the ING sea-level base (or sea-level office, SLO) in Santa Cruz de La Palma (http://www.ing.iac.es/about-ING/Overview/ing_overview.html#slo), in order to give a seminar on their research or instrumentation work.

    Such a visit may also allow discussion of your run with, for example, your Support Astronomer, or start the reduction of your data. We have office and computing facilities for visitors, and a good library (http://www.ing.iac.es/astronomy/library). If you would like to present a seminar on your work, please contact the seminar organiser (contact available at the seminar programme (http://www.ing.iac.es/astronomy/science/seminars.html). ING may well be able to cover your extra costs if your observing grant does not; just ask the seminar organiser when you contact him to set up your visit.

    Visiting astronomers are invited to report on important highlights obtained using the ING telescopes or beautiful images to the ING Public Relations Officer (contact available at the Public Information (http://www.ing.iac.es/PR). Sometimes it can happen that in twilight there might be an observing gap in your programme. If this happen maybe you can be interested in picking up a PR object from our list of PR targets (http://www.ing.iac.es/PR/targets).

    Don't forget to buy an ING souvenir before leaving La Palma! Please contact your Support Astronomer or Observing Support Assistant during your run.

  8. On Departure

    9. Please hand in torches when paying your bill (including private telephone calls) at the IAC reception desk.

    At the end of your observing run please fill in the feedback form (http://catserver.ing.iac.es/feedback/) and use this acknowledgement (http://www.ing.iac.es/astronomy/observing/INGinfo_ack.html) in any papers based on data obtained with ING telescopes. If you have suggestions on how to improve the service we provide, please mention this in your feedback. This feedback and your suggestions are important to us.