OB check and submission

The exact deadline for OB submission (end of Phase 2) is announced at each CfP individually, but it is normally around mid-December for semesters A and mid-June for semesters B. OB submission is done through the following website:
This tool should first be used to check if an OB is correct and ready to be submitted (despite some validity test solutions already implemented in the spreadsheets). The PI of the program is responsible for the validity and correctness of the OBs.

To use the check tool, one should input the spreadsheet name at the top, then click “Check”. The system will then list all the errors and warnings found, as shown in the example linked below:

An OB cannot be submitted if errors are present. Warnings do not prevent from OB submission, but the PI should make sure the information in the spreadsheet are correct.

Apart from using this tool, one should check that the codes within each tab are unique, especially those in the first column of the ob tab. Check, in particular, that there are no targets that were not listed in the proposal, and that the observing constraints are less or equally strict as the one from the proposal. Also, make sure that no OB exceeds 30 min of on-source time. However it is allowed to prepare OBs that use more total time than allocated by the TAC. This is to allow for some flexibility and backup options during the observations. Note that the time spent on the program will not be longer than allocated, and therefore in this case some OBs will not be executed. For Intensive Program, the PI can submit OBs planned for the following semesters, which can be executed when there is a chance of early execution.

To use the submission tool, log in using your STARS username and password (ProMS ID will not work in this case). If this is your first Subaru proposal, the STARS account will be set up, and information will be sent in a separate email. In case of doubts or questions, contact queue [at] naoj.org.

If the login is correct, a “STARS Login succeeded” information will appear. One session lasts for 3 hours, and there is no need to log in again during that time. Input your spreadsheet's name in the box at the top and click “Submit'. After submission, each spreadsheet will be double-checked for errors and consistency with the proposal, i.e. if they do not exceed the allocated time, if the constraints are the same, etc. If inconsistencies are found, the PI will be asked to correct the OBs.

It is possible to list all the spreadsheets and OBs that have already been submitted. For this, type the ID of your proposal in the “Proposal ID” field, and click “List files”.

We encourage the PIs to submit their observations as early as possible. This will give the observatory more time for consistency check, introducing necessary corrections, scheduling simulations, and will also allow for possible earlier execution (see Sect. 4.2). We will not accept Phase 2 submission after the deadline without an agreement between PI and QWG. If you are willing to proceed to Phase 2, but will not be able to submit the Phase 2 sheet by the deadline, please contact the queue working group.

Starting from S19A, we do not carry out a detailed review of Phase 2, or iterate with PIs for Grade C and F programs; i.e., we accept the submitted version of Phase 2 as it is. In case we find any obvious points to be corrected, we may modify the Phase 2 without any notification.