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Visiting Astronomer Information

Visiting Astronomer Information:

Planning an Observing Run at JCMT or UKIRT


The following information is to be read by Principal Investigators, JCMT and UKIRT observers, and JAC visitors.

Contents:

1. Notes
2. Arriving on the Big Island
3. Arriving at the JAC
4. Getting to Hale Pohaku
5. Obtaining Medical Clearance
6. Observing at the Summit
7. Paying Your Bill
8. Photography & Video Recording at JAC Facilities

1. Notes

Travel Advisories


 US Visa Waiver Program for International Visitors:

Effective 09 January 2009, foreign travelers to the U.S. intending to use the Visa Waiver Program ("VWP") are not allowed to enter the U.S. unless they have been "pre-authorized" by the new online "Electronic System for Travel Authorization" ("ESTA").  Please visit:


for information about the system.

Effective 08 September 2010, a $14 fee will apply to all applications submitted for first-time approval or renewal.  This fee must be paid via the website using a Mastercard, Visa, American Express, or Discover credit or debit card.  Please see:


for more information about this new fee.

Canadian and Mexican citizens should follow these U.S. entry procedures:

Smoking


 Hawaii's smoking law prohibits smoking in public workplaces, and within 20 feet of any entrance. This includes all JAC facilities and vehicles, and the telescopes. For more information and links to the law itself, see:

All rooms and buildings at Hale Pohaku are non-smoking.

Bed Bugs


 To date, there have been no reports of bed bugs at Hale Pohaku.  For more information on efforts to keep bed bugs out of Hale Pohaku, see this memo issued by Mauna Kea Observatories Support Services.

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2. Arriving on the Big Island

Send your accommodation request 3 weeks in advance.


 As principal investigator, you must submit your accommodation requirements at least 3 weeks in advance.
  • The Observer Accommodation Request Form can be found within each telescope's web pages. (NOTE:  This form is hosted on a secure server to protect confidential information; you may have to add an exception to your security permissions to access the form.)
  • Problems with the electonic form?  Please use the pdf or text version, and fax it to +1 (808) 969-6591.
  • Each member of your team must submit a form.  It is your responsibility as principal investigator to ensure this task is completed on time.
  • Questions? Please email Accommodations.

The completed accommodation request forms provide us with essential information such as:
  • Contact Information -- a contact telephone number where you can be reached before your departure for Hawaii, and if staying with local family before/after the run.
  • Emergency Contact Information -- next-of-kin name/phone number and the name of your insurance carrier for use in case of a medical emergency. (This information will be kept confidential and will be destroyed upon your departure.)
  • Observing Team -- who from your group will be coming to observe, and their dates and times of arrival.
  • Hale Pohaku Accommodations and Transport -- dates for accommodation at and travel to/from mid-level.
    • The JAC will provide a vehicle for observers arriving at the standard times in accordance with Section 4 below.
    • Observers are usually expected to drive themselves between Hilo and mid-level.  The JAC does not have a shuttle.
    • The JAC can only make Hale Pohaku bookings for runs scheduled on the JCMT and UKIRT. Bookings for runs on other telescopes must be made through their offices.
    • Hale Pohaku does not allow additional guests.
  • Driver Information -- First time observers or non-drivers should endeavor to arrive during regular office hours.
  • Sea-Level Accommodations -- hotel and/or hire car reservations on the Big Island and/or Oahu. See the hotel list for more information.
    • We cannot guarantee meeting requests for bookings at specific hotels.  Please select hotels from the hotel list (with whom we have corporate accounts), or leave the choice to us.
    • Please consult a travel agent if you wish to stay at a hotel which is not on the hotel list.
    • We will gladly make hotel and hire car reservations for you if your flights require that you stay overnight, or you are on JAC or observation-related business before/after your observing run.
    • Please be advised that we do not make vacation bookings.
  • Billing Information -- for your reservations at Hale Pohaku and any long distance calls made from JAC telephones.

Arrive at least one day before your run.


 For visiting observers, it is mandatory that you arrive on the Big Island in time to spend one night acclimatizing at the lodge at Hale Pohaku before your run is scheduled to start. It is strongly recommended that you arrive via Hilo. If your flights require that you arrive/depart via Kona, you have three options for making your way to Hilo.

New Observers:  You are strongly encouraged to spend two nights acclimatizing at Hale Pohaku if this will be your first observing run atop Mauna Kea.

It is also recommended that you arrive in time to spend a few hours in the JAC office to meet your Support Astronomer in order to discuss your safety, our observing techniques and the latest updates. JAC office hours are 07:30 to 16:30 Monday through Friday. Please understand it is extremely inconvenient for staff to meet with you outside of regular office hours, so please arrange your travel accordingly.

Maps and driving directions can be found here.

Don't forget to pack...
  • your current driver's license
  • warm clothing (hat, gloves, windbreaker) -- parkas and coveralls may be rented at Hale Pohaku for a nominal fee
  • sturdy, warm shoes
  • sunscreen & lip balm
  • polarized sunglasses
  • aspirin or acetaminophen for headaches

State & National Holiday Schedule


 The JAC Office will be closed in observance of following state and national holidays for 2012:

January 2
 New Year's Day (in observance of)
January 16
 Martin Luther King Day
February 20
 Presidents' Day
March 26
 Prince Kuhio Day
April 6
 Good Friday
May 30
 Memorial Day
June 11
 Kamehameha Day
July 4
 Independence Day
August 17
 Statehood Day
September 3
 Labor Day
November 6
 Election Day
November 12 Veterans' Day (in observance of)
November 22
 Thanksgiving Day
December 25
 Christmas Day


Due to the above holidays and other events that are held in Hilo throughout the year, we may not be able to secure hotel and hire-car reservations, or best rates for these, if we do not receive the three-week advance notice.  Also, we cannot guarantee bookings at specific hotels.

NOTE: The Merrie Monarch Festival takes place in Hilo the week after Easter (April 8-14, 2012). Local hotel or hire car reservations are very difficult to secure during this period. Please give us SIX weeks notice if you will need reservations during this event and try to arrange your travel accordingly.

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3. Arriving at the JAC

Register at the office.


 All members of your observing team should come to the JAC during regular office hours (07:30-16:30, Monday-Friday). Check in at the Reception Office -- Room 3, first room left of the main door. If necessary, you will be asked to complete registration documents and supply information that was not collected prior to your arrival.

In exceptional circumstances, observers unable to arrive during regular office hours must make alternative arrangements in advance with their Support Astronomer.

If you wish to eat before you go to Hale Pohaku, you have two dining options near the JAC: the Sky Garden Restaurant at the 'Imiloa Astronomy Center and the Campus Center Dining Room at UH Hilo.

Drivers must present a valid driver's license.


 It is assumed that you hold a current valid driver's license for standard-shift (manual gear transmission) and automatic-shift vehicles. If this is not the case we should have been advised earlier on your accommodation request form. Be sure to bring your current driving license -- you will be asked to present it upon arrival.

Get your safety briefing.


 You will be given a copy of the appropriate telescope's Safety and Observing Rules, which you should read carefully and sign. You are encouraged to review the Safety Briefing prior to your arrival. A complete Safety Manual is available on the web; hard copies are available at the JAC Office and at each telescope.

Making long distance phone calls...


 You are responsible for the cost of all long distance phone calls you make while at the JAC.
  • Please note the details of your calls on an Observers Telephone Logging List located in the staff lounge, visitors' offices, and telescope control rooms.
  • Phone cards, which are available at most airports and convenience stores, may be used for long distance and international calls on any touch-tone phone.
  • Your cell phone may need to be specially activated to work internationally.
  • Cell phones cannot be used at the telescopes.
  • Long distance and international calls cannot be made from Hale Pohaku without a phone card or your personal cell phone, so please plan accordingly.
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4. Getting to Hale Pohaku

NOTE: THE JAC HAS MANUAL AND AUTOMATIC GEAR VEHICLES IN ITS FLEET.  SMOKING IS NOT PERMITTED IN OUR VEHICLES.

Arrange transport to and from mid-level (JAC Vehicle & Transportation Policy).


 The JAC will make every effort to provide a vehicle for observers to drive between the Hilo office and Hale Pohaku at the standard times listed below.
  • All drivers will be asked to present a valid driver's license upon arrival at JAC.
  • Non-drivers and those unwilling to drive will be offered transportation with a staff member at the standard times (see Vehicle Schedule below).
  • The JAC will arrange and pay for a taxi only if:
    • we cannot provide a vehicle for your use, or
    • we deem it unsafe for you to drive and there is no staff member with whom you can catch a lift, or
    • you do not have a driver's license and there is no staff member with whom you can catch a lift.
  • Observers who are unwilling to drive or who require transportation outside the standard times must arrange a taxi or hire car at their expense.
  • Please advise the JAC if any of your team members plans to make his/her own transport arrangements with non-JAC vehicles (private or rental car, taxi, etc.).
JAC vehicles may only be used for JAC-related business.
  • You may use a vehicle only for transportation between the JAC Office and Hale Pohaku, and between Hale Pohaku and the summit.
  • JAC vehicles are not to be used for transport to/from the airport or hotels, or to go out for a meal. The only exception is if you require supplies immediately before driving to HP, and you obtain prior approval from the Vehicle Scheduler.
  • No vehicle other than the one scheduled for you may be used for transport off Mauna Kea without permission of the Vehicle Scheduler.
  • Your assigned vehicle is not for your sole use during your observing run; it will be used by other observers and staff during your run.
Please consult your Support Astronomer if you have any questions about the JAC Vehicle & Transportation Policy.

Runs that finish early:  On the rare occasion that an observing run finishes early (e.g., due to poor weather) and the last night(s) are abandoned before driving to the summit, you may be able to drive down to the JAC at an earlier-than-scheduled time, but this can only occur if: 1) you are well rested and 2) permission has been granted by your Support Astronomer, who in turn must get permission from the Vehicle Scheduler.  If permission is not granted to use a JAC vehicle, you could return early by taxi at your expense; however, you still must obtain permission for an early return from your Support Astronomer. If the decision to abandon the last night of a run is made while at the summit, then it may be possible for you to drive down to Hilo the next morning after breakfast, but again only after permission has been given by the Vehicle Scheduler and your Support Astronomer.

Returning a vehicle during office hours:  Please park the vehicle in the JAC rear parking area, lock its doors, and turn in the keys at the Administration Office (Room 3, first room left of the main door).

Returning a vehicle after hours or during a weekend/holiday: Please park the vehicle in the JAC rear parking area and lock its doors. Deposit the vehicle keys in the lock box that is located on the left side of the mechanical workshop exterior door at the rear of the JAC building. You will need to obtain the lock box code from the Vehicle Scheduler or your Support Astronomer. If you return a vehicle on a weekend or holiday, please ensure it is returned fully fuelled. (JAC vehicles should be filled with petrol at the Union 76 Service Station on Kaumana Drive -- on the way up to Saddle Road. The station holds the JAC credit card. Fuelling is on a self-serve basis. Please leave the receipt with the attendant.)

Stick to the (vehicle) schedule!

JAC -> HP
Departing 1500
 travel up in time for dinner
Departing 2100
 travel up after dinner

HP -> JAC
Departing 1400
 travel down after lunch


If you need a departure time different from the above schedule and no JAC vehicle is available for your use, it is your responsibility to arrange transport (usually via taxi).
  • Currently, only two taxi companies offer transportation between Hilo and Hale Pohaku:
    • Patrick at HNE Taxi,  +1 (808) 938-7456
    • Roy at Da Best Taxi,  +1 (808) 557-7059
  • Reservations must be made 48 hours in advance.
  • The cost is approximately $125 plus tip.

It is vitally important that you are aware of these schedules and our very limited flexibility. Plan your Hilo arrival and departure with this in mind as it is unlikely you will be allowed to drive our vehicles at other times. Your departing flight from Hilo should be no earlier than 5pm on the day you leave HP. Please be sure to work closely with your Support Astronomer prior to arrival to ensure the transport schedules are not compromised and that you are not subject to an unexpected delay in getting to or from HP. Telescope time has been lost through inattention to the vehicle schedule.


Viewing the Vehicle Schedule: Type "vehicle" at the Unix prompt to get the current day's vehicle schedule, or "vehicle monday" for Monday's schedule, etc.

Need to change your reservations?


 Any changes to reservations during your stay at Hale Pohaku must be made via the correct route:
It is insufficient just to notify the Camp Manager or the cooks/staff members of HP.
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5. Obtaining Medical Clearance


 All visitors and observers are warned of the potential dangers of working at high altitude.
  • STFC staff must have current high-altitude medical clearance.
  • All others (observers and visitors) are required to sign the appropriate medical alert disclaimer form:
  • Principal investigators are responsible for ensuring that every member of your team who plans to work at the telescope read, sign, and return a form.

Send disclaimer forms to:
  • by email:  accommodation@jach.hawaii.edu
  • by fax:  +1 (808) 969-6591, or
  • by post:  Joint Astronomy Centre, 660 N. A'ohoku Place, Hilo, Hawaii 96720, USA.

No one will be allowed to work at or visit the JCMT or UKIRT without first providing proof of proper high-altitude medical clearance or submitting a signed medical alert disclaimer form.
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6. Observing at the Summit

Safety first!


 You will be given a copy of the appropriate telescope's Safety and Observing Rules upon your arrival.
  • The Safety Briefing for visiting observers can be accessed through our website.
  • A complete Safety Manual is available on our website; hard copies are available at each telescope.
  • Winter weather (ice, snow, high winds) can create very dangerous conditions at the summit and force road closures and observatory evacuations. (The Telescope Operator decides when weather conditions warrant evacuation.)
  • Hard hats, if required, are supplied at each telescope.

Please don't hesitate to ask questions -- your safety is our first priority!

Making long distance phone calls...


 You are responsible for the cost of all private or business long distance calls which you make while at the telescope.
  • Please complete the Observers Telephone Logging List when making your calls.
  • Phone cards, which are available at most airports and convenience stores, may be used for long distance and international calls on any touch-tone phone.
  • Cell phones cannot be used at the summit.
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7. Paying Your Bill


 An invoice for your Hale Pohaku accommodation/meals and any long distance telephone calls you may have placed from our facilities will be mailed to your institution. If you prefer to pay for your charges before leaving, please see the Accounts Clerk at the JAC Finance Office (Room 6A). Payment may be made in the form of cash, travelers' check, or personal check (in US dollars).

If you have any questions regarding an HP billing, please contact the Finance Department.
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8. Photography & Video Recording at JAC Facilities


 The ever-increasing means of capturing images (e.g. cell phones, iPods, digital cameras) coupled with the relative ease of making these publicly available (e.g. via social networking sites) has led to the development of the following guidelines for the taking, and use, of still and video photography by staff and visitors at JAC facilities.

Still Photography:


 JAC staff and visitors may take still photographs both inside and outside the JAC facilities provided the photography is for personal or official (JAC) use.  Personal-use photography must not be used for financial gain (e.g. production of for-sale calendars) unless permission has been sought and given by the JAC. Personal-use photography taken inside JAC facilities and featuring images of staff members should not be posted on social networking sites without the agreement of the staff member(s). Personal-use photography posted on public sites should not contain content/commentary which is damaging to the reputation of the JAC.

Video Photography:


 Video photography of the exterior of the JAC facilities can be taken provided it is for personal use only (i.e. no financial gain) or official (JAC) use. JAC staff and visitors may take video photography inside JAC facilities subject to the following:
  • Staff should get permission from the respective Associate Director.
  • Visitors should get permission from either their JAC contact person or the accompanying Telescope System Specialist (TSS).
In approving requests for video photography, the approver should highlight the following:
  • The footage must not be used for financial gain unless specific approval is sought from and given by the JAC.
  • If the footage is to be made publicly-available (e.g. on social network sites), then it should not contain images/content/commentary which are damaging to the reputation of the JAC.
  • If the footage contains images of JAC staff, then their approval should be obtained before it is posted on any publicly available network.
In all cases, staff and visitors should be aware that there are formal Office of Mauna Kea Management permitting processes to be followed if photography/video is being taken for commercial purposes. Individuals can expect, therefore, that Mauna Kea Rangers may, on occasion, enquire about the purpose of any photography/filming that is taking place.
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Contact: JAC webmasters. Updated: Tue Jan 3 08:53:43 HST 2012

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