This is a Memorandum of Understanding between the following Institutes (as represented by their Director unless otherwise noted):

European Southern Observatory (Munich, represented by R. Gilmozzi),
Kapteyn Institute (Groningen),
Osservatorio Astronomico di Capodimonte (Naples)
Research School of Astronomy and Astrophysics, ANU (Mt Stromlo, represented by C. Burgess)

and, as signatories to the Appendix A only:

Anglo Australian Observatory (Sydney)
NFRA (Netherlands Foundation for Research in Astronomy)
University of Munich (Munich, represented by R. Kudritzki)

Introduction

This MOU defines the arrangements for the design, construction and use of the PN Spectrograph and for publication of scientific results, and the financial and other commitments of the participants. The instrument is a slitless spectrograph following the principles described in Taylor & Douglas (1995). The instrument is to be designed for use at the WHT and TNG and will serve as a design study for the VLT.

Formal commitments are made by the participating institutes listed above.

Individual participants are listed as members of the Project Group. Membership of these groups can be changed on the initiative of the participating institutes providing the corresponding commitments are maintained.

Project Group

The project group is responsible for modeling and specifying the instrument, for approval of the optical and mechanical design and for construction and testing, for integration of the instrument with observatory infrastructure and for other logistical aspects, and for management of the project including budget administration and planning.

In addition, the project group is responsible for planning and carrying out a scientific program which fully exploits the capabilities of the PN Spectrograph in the first three years of the use of the instrument at the WHT and TNG.

The project group will also be responsible for maintaining contact with the Directors of the WHT & TNG, to keep them informed about the PN Spectrograph and the role played by this instrument in the science carried out at these 4 m telescopes in the 8m telescope era. The goal is to show the challenging science research programs that can be done with the PN Spectrograph at the 4 m telescopes in the next 5 to 8 years, and how this instrument will be able to create a unique niche for extragalactic science.

Scientific programs with the PN Spectrograph will be carried out collaboratively by the whole project group. Each year, in the period before the March-April time allocation proposal deadlines, the group will collaboratively define the detailed scientific program to be carried out with the PN Spectrograph over the coming year. Having defined this detailed program, the group members undertake that, except by prior agreement of the whole PN Spectrograph group, they will not
1) apply individually, or in collaboration with others, for TNG or WHT time for programs on extragalactic planetary nebulae, or
2) apply individually, or in collaboration with others, for time on other telescopes for programs that duplicate any part of the agreed detailed program for the PN Spectrograph.

The names of all PN Spectrograph group members will appear on all publications by the group. For papers in major journals, the lead author or authors will be those who did most of the work that appears in the specific paper, in order of their contribution. The remaining authors will appear in alphabetical order. For conference papers and abstracts, the person presenting the paper will be the lead author, followed by those who did most of the work, and then the remaining authors in alphabetical order. Disagreements on author order will be resolved by the PI.

By agreement among the whole group, the group may co-opt individuals from outside the group for specific projects. These individuals will be regarded as group members when determining authorship order in publications coming from these specific projects.

It is expected that the appropriate (Co)PI will be responsible for the timely execution of duties allocated to each institute. In the Netherlands, where instrument development will take place within NFRA (Appendix A) K. Kuijken will be responsible for any special arrangements necessary.

The project group consists of:

(PI):
K. Freeman (RSAA)

(Co-PI):
M. Arnaboldi (OAC)
N. Douglas (Kapteyn)
R. Gilmozzi (ESO)
K. Taylor (AAO)

(Principal Participants):
K. Kuijken (Kapteyn)
T. Axelrod (RSAA)
R. Kudritzki (U Munich, OAC external appointment)
M. Capaccioli (OAC)
P. Merluzzi (OAC)

(Co-Participants):
Postdocs and Ph.D. students, as the opportunity arises, from any of the participating institutes, by agreement.
 
 
 
 
 
 

Project Management

Project Management is the responsibility of the Project Office consisting of Nigel Douglas (PM), Magda Arnaboldi (Deputy PM) and the PI. The project office is responsible for defining the work packages, in consultation with the other participants, and for allocating the work packages and the corresponding budget to participating institutes by negotiation. The project office will oversee the time schedule, supervise documentation, and keep track of budget and progress with contracts.

Operational Lifetime

It is intended at the outset that the instrument will operate for 5 years, to be re-evaluated at regular intervals by the (Co)PIs after 3 years of operation. It is intended that the instrument be ready for operation in May 2000. The operational lifetime may be extended by agreement between participating institutes.

Exploitation Costs

Exploitation costs include, as well as sending observers to use the instrument, the costs of moving the instrument between TNG and WHT, storage, shipping the instrument and other infrastructural expenses on La Palma, as well as replacement and/or improvement of parts of the instrument. While it is not expected that participating institutes make a long-term financial commitment, it is the case that the signatories to this MOU recognize that exploitation costs will arise and will be a necessary part of using the instrument. Each (Co)PI undertakes to apply for the necessary resources within his/her institute and/or country. In particular, it is expected that exploitation costs will be paid on as-near-as-possible proportional basis to the scientific involvement (i.e total number of (Co)PI and (Co)Participants).

Disposition

After the operational lifetime is ended, a unanimous agreement must be reached between the Co-PIs on the disposition of the equipment. If no agreement is reached, the equipment will return to the funding institutes, as near as possible on a proportional basis to the initial financial investment.

Budget

The institutes hereby make the following financial commitments:

OAC/UMu	IL 150,000,000	(approx $A 150k)
RSAA	$A 50,000
KI	hfl 55,000 + 7 months manpower via NFRA	(approx $A 83k)
ESO	DM 35,000 (via guest instrument program)	(approx $A 35k)

The project office requests notification of any constraints on the period in which funds will be available, or how they may be used, before the MOU is signed. Absence of such notification will be taken as a guarantee that the funds are available in the period commencing with the signing of the MOU to the end of December 2000, at the request of the project office. Participating institutes will not have the right to enter into correspondence with real or potential contractors unless at the request of the project office. Institutes or individuals which control funds in their home country will make use of these funds only as requested by the project office, on the authority of two of the three members of the project office, and will do so within 10 days of being requested. The project office has the sole responsibility for approving contracts or authorizing payments (i.e. ``sole and exclusive signing authority''). The project office will have documentation available on request at all times on how funds have been allocated.

Budget Overrun

There will be half-yearly reporting on the budgetary situation by the Project Office. In case of an actual or projected shortfall the situation will be reviewed by signatories with no a priori commitment on the result of this review.

Reference

K. Taylor & N.G. Douglas (1995) ASP Conference series 71, p33.

Signatories

R. Gilmozzi	ESO 


P. v.d. Kruit	Kapteyn Institute


C. Burgess	ANU


M. Capaccioli	OAC 

Document date: November 4, 1998  

Appendix A: Special Arrangements

1. NFRA has been requested to provide 7 months' manpower for this project (originally for the construction of the No 2 collimator). Owing to the successful unitary design this manpower can be expended on other mechanical work and/or for the Finite Element Analysis of the overall design. NFRA will therefore be involved in the (time) planning phase and will be asked to make a commitment then. Moreover, NFRA has a strong national responsibility with respect to instrumentation in the Netherlands as well as logistical support on La Palma. For this reason it has been agreed that J. de Haas (NFRA) will operate as Project Manager and K. Kuijken as PI for Dutch operations and logistics.
2. The University of Munich is, at the time of signing, not a direct financial contributor but R-P Kudritzki is formally involved as an appointee of the OAC.
3. The Anglo Australian Observatory is not a direct financial contributor but K. Taylor is formally involved as a co-PI in recognition of his contribution to the PNS concept.

Signatories

B Boyle         AAO 


R. Gilmozzi     ESO 


P. v.d. Kruit   Kapteyn Institute


C. Burgess      ANU


M. Capaccioli   OAC


H. Butcher	NFRA 


R-P Kudritzki	University of Munich

 

Document date: November 4, 1998  

Appendix B: General Constraints on Instrument

(Final specifications, to be written by Project Group and approved by PI, are to be compatible with the following list)

1. The instrument is to operate in a small range around OIII (5007Å). The addition of an Halpha arm (via a dichroic) has been considered during the design phase but the effect of this addition (both in terms of funding and performance of the OIII arm(s)) has not been examined. The addition therefore has the status of an option to be decided upon later.
2. The instrument will not be tunable except for adjustments done mechanically and off-line. Focusing of the (observatory) dewars must be done using capstans or some other mechanical aid. In particular there will be no positioning devices such as focus aids and grating tilt adjustment - the instrument must be made robust and stable enough to make these unnecessary. There are two minor exceptions envisaged:
   • if an Halpha arm is used a filter wheel will be added
   • a screen with holes or slitlets can be flipped or rotated into place exactly at the focal plane and illuminated with appropriate lamp(s) (to enable focusing of the camera by adjusting dewar location, and to permit spectral calibration)
3. Unless impossible because of financial or technical constraints the instrument should be designed and built to allow operation in simultaneous dual-arm mode with, as a back-up facility, the possibility of operation with one CCD. In practice this means that the grating assembly should be large enough to reflect the whole pupil and that the camera should be designed appropriately. Detectors are not included but are provided by the relevant observatory (2k x 2k minimum).