Out-of-cycle funding request: Astropy workshops at Hawaiian observatories

[mwcraig]

This funding request is for a series of Astropy workshops/code-along sessions at some of the large observatories in Hawaii in Feb 2024. The project team include @pllim, @ejeschke and @wtgee @jplolo.

We envision a two-step process for approving/implementing this: If the proposal is given initial approval then we will survey the observatories listed in the proposal and update it with a detailed schedule.

[jdswinbank]

Hi @mwcraig — thanks for this!

We reviewed this in the Finance Committee, and would like to ask for a couple of clarifications:

• What discussions have already taken place between the proposal team and the observatories in question? Have they already expressed interest in workshops of this sort, or are you waiting to approach them after this request has been approved? Do you know if the observatories will be able to provide e.g. meeting facilities?
• Are the observatories able to cover some or all of the costs?

[mwcraig]

What discussions have already taken place between the proposal team and the observatories in question? Have they already expressed interest in workshops of this sort, or are you waiting to approach them after this request has been approved? Do you know if the observatories will be able to provide e.g. meeting facilities?

Are the observatories able to cover some or all of the costs?

Two of the project personnel are at Subaru and have indicated the type of space we need (a modest-sized conference room) will be easy to schedule. We also spoke with someone at Gemini while at SciPy who expressed enough interest for us to submit the proposal. Some of the observatories are still fairly strict about external meetings because of COVID, which was part of the reason for proposing several small visits instead of one large visit.

We were waiting to approach them until we have some sort of preliminary approval of this request. We suggest, as a next step, sending an email to the observatories listed along the lines of: "We have applied for funding from Astropy for a one-day Astropy workshop/coding session at your observatory. Are you interested in participating? If yes, can you provide appropriate meeting space and is your observatory able to contribute to some of the travel expenses for the presenters?"

If this is OK with the Finance Committee we will approach observatories and report back on interest and support.

[kelle]

Yes, ok. Please proceed. (This approval is tentative pending formal approval of our modified travel budget from NASA...which we expect will get approved in the next month or so.).

[mwcraig]

@jdswinbank -- we have (at last!) update this. The main changes are:

• Change in project team
• Indicated level of interest from observatories and revised plan for number of workshops

@jplolo @ejeschke @pllim

[mwcraig]

@jdswinbank @kelle -- any updates on this?

[jdswinbank]

Hi Matt — the NASA budget revision took longer than expected. Kelle has finally got things moving (she is a hero) and is now close to finalizing things with NumFOCUS. I will check in with them to see how things look.

[kelle]

Are these still happening this month?

[mwcraig]

No; we left the timeline up in the air with the observatories a bit. February had been the original goal because it is slightly less expensive than other times of year. A couple of circumstances have changed so if this moves forward the project team will need to visit to talk through dates.

[jdswinbank]

Hi Matt, sorry for the delay. This is approved as budgeted. Please submit submit claims for reimbursement to the Astropy NASA grant (here).

[mwcraig]

Wonderful, thanks for the news! We will start making concrete plans.

[mwcraig]

Update: we are tentatively planning to do the workshops the first week of December. @jdswinbank @kelle -- can you please confirm that these dates are ok with the NASA grant timeline and your expectations?

[jdswinbank]

I think that works 👍

[pllim]

Dates are set and I started a meeting page at https://github.com/astropy/astropy/wiki/ALOHA-2024 . We will fill out more info soon. Thanks!

[pllim]

Aloha! The workshops were done successfully. @mwcraig and I will submit expenses. @eteq went too but he has other funding source.

Do you need a written report? If so, in what form and where?

We are also putting together a photo album but that will take some time as we rely on people to upload photos at their convenience.

Thank you for your support. Mahalo!

[jdswinbank]

Thanks @pllim !

Given that the workshop materials are available at https://github.com/astropy/astropy-workshop/tree/ALOHA-2024 and the agenda is at https://github.com/astropy/astropy/wiki/ALOHA-2024, I don't think an extensive written report is necessary. Maybe just a brief note indicating how many people participated and any thoughts about how well it all went and whether there are lessons learned for the future.

[pllim]

Re: #352 (comment)

Workshop Brief Report/Summary

Astropy Learning at Observatories of HAwaii (ALOHA) was held from Dec 2-6, 2024 at Subaru Telescope (Hilo) and Keck Observatory (Waimea).

In-person participation was roughly between 10-20 people per day at each location, with slightly better turnout at Keck. Virtual participation was one person each day but it was a different person.

We added an outreach component by having one of the workshop presenters talk at an Astronomy on Tap event on Dec 6. Roughly 100 people attended that event.

Overall, it went well. There were always at least a couple of people actively participating. Based on the discussions, we opened follow-up issues and PRs, where appropriate; e.g., list of issues in astropy, astropy/photutils#1970, astropy/specutils#1201, astropy/astroplan#605, and new example notebooks. Long-term return-of-investment (e.g., new collaboration or contributors) remains to be seen.

Lessons learned from @jplolo (one of the LOC members):

• Make it clear in the reminder emails that you don’t need to have initially filled out the interest form to join the workshop.
• Make it clear in advance that the workshop isn’t cumulative and one can show up, or tune in, on the days/times they’re available.
• Make it clearer that the group dinner (before Astronomy on Tap) is for everyone and their family/friends of all ages. It's not just for the organizers.
• Start the participant group in Slack and send invites to it earlier.

[pllim]

As a bonus, we also present workshop Google Photos album put together by SOC and LOC.

Once Matt get his reimbursement, I think we can close out this issue.

Aloha and mahalo!