SupportAgreementOutline

UserPreferences

This is a slightly edited version of Appendix A in the Magellan Facility Instruments Policy document. Copy it to an instrument-specific file before using it.

1. Instrument Description

See the example in the Facility Instruments Policy document.

2. Configuration

Specify the intended port
Specify the secondary mirror and ADC
Provisions for guiding: Does the instrument require one of the observatory guiders and, if so, specify which model
Specify instrument size and weight
List size and location of instrument racks, compressors, and other equipment
Description and location of the control console. Is this dedicated equipment or shared with other instruments?
Discuss telescope and rotator balance considerations
Specify special baffle requirements
Cable description and layout. State if the cables are permanently installed and if they are shared with other instruments. Is a cable wrap required?

3. Service requirements

Requirements for power, compressed air, and coolant
Air ducting for heat extraction
Requirements for cryogens

4. Routine Support

Description of the routine servicing & periodic maintenance that will be performed by the Observatory Staff both when the instrument is on and off the telescope
Technical personnel required for operation and an estimated amount of time they will regularly devote to the instrument
Consumable supplies required for operations with estimated quantities
Power, air, and coolant requirements
Description of the procedures required for instrument changes. These include pump down and cool down procedures, cabling, power up, filter and mask preparation, preparation of the data system, and actual start-up procedures. Actual handling procedures are described in a later section
Requirements for status reports from the support staff to the instrument group. Here the instrument groups would specify what feed back they expect from LCO on the operation and performance of the instrument
Instrument mailing list and the names of its members

5. Troubleshooting and Repair

List the subsystems that are serviceable by the observatory staff and describe those repair procedures that may be attempted by the local staff for each subsystem
List the critical subsystems and repair procedures that specifically may not be attempted by the local staff
Specify the procedures that must be followed when a problem occurs. This should include who is the responsible [individual] that should be contacted at the home institution, how notification is made, who coordinates the local effort at the observatory
Specify who authorizes and pays for replacement parts and contracted services
Specify what constitutes chronic or severe problems that go beyond the ability of the staff to maintain the instrument and/or that place excessive demands on the technical staff such that normal observatory operation is impaired. Under these conditions intervention by the instrument group is expected

6. Support provided by the Instrument Group

List the individuals at the home institution that are responsible for supporting the instrument:

Principal point of contact
Others: mechanical engineer, software systems, instrument scientist

Describe the remote help that will be provided.

On-line troubleshooting and consultation
Updating documentation
Purchasing parts and arranging repair service in the US
Specify the period for this support. Normally this would be for the life of the instrument as a Facility Instrument

Describe the on-site help that will be provided:

Individuals committed to traveling to Chile when necessary
Time to respond
Criteria and procedures for authorizing and scheduling trips

Describe the training that will be provided:

During the development phase at the home institution
On-site commissioning
Over the course of operations

7. Handling & storage fixtures

Description of required handling & storage fixtures and a statement of how they are to be provided
Procedures for moving the instrument to and from the telescope and mounting it on the telescope
Description of the off-telescope storage requirements including amount of space, type of environment, and power or cooling
Description of shipping requirements, shipping costs and how arrangements are made. State if this is an on-going expense, e. g. instruments shared with other observatories. If parts of the instrument must be returned to the home institution for periodic upgrade or service, so state

8. Special provisions

Describe an special provisions, conditions or modifications at the Magellan facility not already covered above and necessary in order to operate the instrument
List any factors associated with the instrument that would interfere with the operation of instruments on other ports or that otherwise constrain normal operations
Are there arrangements with other organizations, observatories, or groups that affect the way this instrument will be used and supported at LCO?