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Frequently Asked Questions (FAQ)

Subaru Call for Proposals

This page summarizes frequently asked questions received by the Subaru Open-use Team regarding the Call for Proposals (CfP). The answers are based on actual inquiries from applicants and are intended to supplement the information provided in the CfP, Open-use Policy, and related documents.

Contents

1. Account Systems (STARS / ProMS)

Q. Can STARS and ProMS accounts be linked?

A. No.
STARS and ProMS are independent systems and cannot be linked at the account level.

However, after a proposal is accepted, users are required to follow the instructions provided in the notification email to enable access to observation data and related services.

In particular: - A STARS account is required to download observation data. - If you do not already have a STARS account, one will be created for you and sent within about one month after the notification. - If you do not receive the STARS account information, please contact helpdesk_at_naoj.org.

For Co-Investigators (Co-Is): - If Co-Is need access to services such as: - raw data in the STARS archive, - HSC queue observation logs (for HSC proposals), or - the PFS Science Platform (for PFS proposals), their STARS accounts must be associated with the proposal. - The PI must match each Co-I’s ProMS-registered name with the corresponding STARS ID via the following page:
https://subaru.mtk.nao.ac.jp/proms/stars/login.php - STARS account creation for Co-Is can also be requested via this page.

Please follow the instructions and deadlines specified in the post-selection notification email.

Q. Why can’t I see my past proposals after logging into ProMS?

A. Past proposals disappear from the ProMS dashboard after the semester changes.
This is a system specification, not an error.

Q. How can I access or download a past proposal?

A. Use the Proposal ID and password sent at the time of submission.
These credentials allow you to download past proposals even after they no longer appear in the dashboard.

Q. Can I view ProMS proposals using a STARS account?

A. No.
Because the systems are independent, STARS accounts cannot access ProMS proposals.

2. Affiliation and Applicant Status

Q. My affiliation will change between proposal submission and the observing period. Which affiliation should I list?

A. Please list your affiliation at the time of proposal submission.
If a future move is planned, it may be noted in parentheses.

Example:
- Current Institute (Visiting Researcher at Next Institute from MM/YYYY)

Q. Should future fellowships or joint appointments be listed?

A. Yes.
If a fellowship or joint position will start after submission, please clearly indicate it in addition to your current affiliation.

Q. If a fellowship grants eligibility to use Subaru, must it be stated?

A. Yes.
Such status (e.g., EACOA fellow) should be explicitly mentioned to ensure proper eligibility confirmation.

Q. How long must my contact email address remain valid?

A. At least until the proposal results are announced.
Applicants should ensure that their email address remains valid through the notification period.

3. Proposal Submission and Web Form Inputs

Q. I have special scheduling requirements that do not fit within 40 characters. Can I leave “Preferred Dates” and “Acceptable Dates” blank?

A. No. Please enter “N/A”.
Enter “N/A” in both fields and describe the details in Section 13 (Schedule Requirements).

Q. Can I write “See Section 13” in those fields?

A. No.
This may cause a system error. Please use “N/A” instead.

Q. Will writing “N/A” negatively affect the proposal evaluation?

A. No.
As long as the scheduling constraints are clearly described in Section 13, there is no negative impact on evaluation.

Q. Where should detailed scheduling constraints be described?

A. In Section 13 (Schedule Requirements).
All detailed or complex constraints should be consolidated there.

4. Use of the Science Justification Template (from S26B)

Q. Is the Science Justification template mandatory from the S26B Call for Proposals?

A. No.
From the S26B Call for Proposals, a Science Justification template is available; however, its use is optional during this transition period. Proposers may choose to use the template or submit their Science Justification in their own format.

When submitting a Science Justification using the template, a warning message may appear if, for example:

  • the page margins are smaller than specified, or
  • the paper size is not A4.

Even if such a warning is displayed, you can still proceed by clicking the Submit button and complete the submission.

However, please note that proposals that violate these requirements may be disqualified during the TAC process.

Q. What happens if my Science Justification violates the Dual Anonymous (DA) guidelines?

A.
Although there is no penalty for DA violations in this semester, it is possible to introduce a penalty of rejection in future semesters.
To avoid any risk, please revise your Science Justification to comply with the DA guidelines before submission.
If you notice a potential DA violation before the submission deadline, replace the PDF with a corrected version and resubmit.

5. Observation Participation Style (On-site / Remote)

Q. What does “On-site observation support for the student PI domestic proposals” mean?

A. It applies only to proposals with a student PI affiliated with a Japanese institution.
Such proposals may conduct observations from the summit or base facilities.

Q. What is the observation style for proposals that do not meet this condition?

A. Remote observation is the default.
For all other proposals, observations are conducted via Mitaka remote observation or Zoom-based remote participation.

Q. Will this policy continue in future semesters?

A. Yes.
The remote-observation-first policy will continue in future semesters, except for eligible domestic student PI proposals.

Q. Can overseas researchers or students participate in on-site observations?

A. In principle, no.
On-site observation support is limited to domestic student PI proposals. Other cases should plan for remote participation.

6. Proposal Categories and Instrument Choices (Subaru / Gemini / Keck)

Q. If my first-choice instrument is on Subaru and a Gemini instrument is listed as a second choice, which proposal category should I submit?

A. Submit a Subaru-alone proposal.
If the first-choice instrument is a Subaru instrument, the proposal should be submitted as a Subaru-alone proposal, even if a Gemini/Keck instrument is listed as a second choice.

Q. In that case, do I need to submit a proposal to Gemini / Keck as well?

A. No.
If the first-choice instrument is on Subaru, submitting a Gemini/Keck proposal is not required.

Q. When is it necessary to submit a Subaru / Gemini / Keck exchange proposal?

A. When the first-choice instrument is a Gemini instrument.
In that case, the proposal must be submitted as a Subaru/Gemini/Keck exchange proposal, and a corresponding Gemini proposal is also required.

7. Eligibility for Subaru-Gemini or Subaru-Keck Time Exchange (PI / Co-I)

Q. Does the requirement “Japanese or Taiwanese researchers” apply to the PI or to Co-Is?

A. It applies to the PI.
For Subaru-Gemini or Subaru-Keck time-exchange proposals, the PI must be a researcher affiliated with an institution in Japan or Taiwan.

Q. Can Co-Is include researchers from other countries (e.g., Europe or the U.S.)?

A. Yes.
There is no restriction on including Co-Is from outside Japan or Taiwan.

Q. Is there any limit on the number of foreign Co-Is?

A. No specific limit is imposed.
There are no restrictions on the number or nationality of Co-Is, provided that the scientific and operational structure of the proposal is appropriate.

8. Intensive Programs

Q. Can Gemini instruments (e.g., Maroon-X) be used in Intensive Programs?

A. Yes, but the proposal will be accepted only in B semesters (March deadline).
For Subaru Intensive Programs, the use of Gemini instruments through the time-exchange program is accepted only in B semesters (March deadline), in accordance with the CfP and the operational policy.

Q. If I request one night of Gemini time in each semester, is it still considered an Intensive Program?

A. Yes.
Even if the requested time is one night per semester, a request spanning multiple semesters is regarded as an Intensive-equivalent program.

Q. If I reduce the Gemini time request to only one semester (e.g., one night), can it be accepted in an A semester?

A. No.
Using Gemini instruments in A-semesters is fine. However, if you are proposing an Intensive Program that uses Gemini instruments, you must submit it under the B-semester call (March deadline), regardless of how many Gemini nights are requested.

Q. The CfP text is not very explicit. What document is used as the basis for this rule?

A. The decision is based on both the CfP and the operational policy document.
The restriction on Gemini instrument usage in Intensive Programs is explicitly stated in the CfP text. The judgment follows established rules and past precedents, not case-by-case discretion.

Q. There were past cases where Gemini instruments were exceptionally used. Could similar exceptions apply?

A. In principle, no.
Past exceptions were approved under special circumstances (e.g., director-level decisions due to scheduling or downtime issues). Such cases do not imply that similar exceptions will be granted in the regular CfP process.

9. Gemini / Keck Time Exchange (Special Cases)

Q. If Gemini/Keck is listed as the first choice but a Subaru instrument is listed as the second choice, what happens?

A. The proposal may be reviewed using the Subaru instrument as a substitute, at the TAC’s discretion.
If Gemini/Keck usage is not allowed under the rules but a Subaru instrument is clearly stated as a second choice, the TAC may decide to evaluate the proposal using the Subaru instrument.

Q. If I am unsure whether my proposal complies with the Gemini / Keck time-exchange rules, what should I do?

A. Please contact the Subaru Open-use Team before submitting your proposal.
The rules for Gemini/Keck time exchange can be complex. Applicants are strongly encouraged to consult the Open-use Team cfp_consult_at_naoj.org in advance if there is any uncertainty.

Last updated: February 3, 2026