1. Institute for Astronomy Comet DataBase Project Contact: Jacqueline Keane keane@ifa.hawaii.edu Instructions for Observing Log Sheet Conversion Authors: J. Pittichova, K. Meech, T. Riesen, J. Keane

2. Each image is a copy of 1 logbook page. Note – the specific examples for filling out the Excel log sheet use the UH 2.2m logsheet, other observatories have the same information arranged in a slightly different manner. All of the typed excel logs will be in the same format, regardless of observatory input format. A record is defined as the information from one CCD exposure, which reads on one line across the page. Each night has multiple pages (a few up to ~20). The top part of each page has the same information on all pages from that night. The blue line underlines one record.

3. Sample of different types of logsheet. UH2.2-m telescope

4. Sample of different types of logsheet. CTIO 1.5-m telescope

5. Sample of “difficult” hand writing.

6. Sample of somewhat better hand writing.

7. Sample of digital log sheet in Excel.

8. Portion of Handwritten Logsheet Typed version of Logsheet in Excel

9. The top part is the same for all pages from one night. Comments here will vary from page to page during one night. Please enter all comments into the same box. An example might look like: Pg 1 – Cirrus at sunset Pg 2 – Looks clear Pg 3 – Humidity at 54% Pg 4 – Moon rise All of these will be the same for a whole night, enter the total number of pages in the page number field.

10. Parameters for into the Top part of Page Some of the logsheets will be formatted differently from different observatories, so do your best to fill in the fields. If you don’t have information for all the fields, leave them blank. 1.Comments area – for you to communicate with us any issues you found while doing the data entry 2.This shows the chip orientation (N and E) – please record. (0,0) is the location of the read out of the CCD and is sometimes noted. 3.Filter wheel slot number (1-6) and description of filters (in this example B V R I). 4.Observatory name – this will change for different observatories. 5.Use this column to enter “1” if you had trouble reading the handwriting for any of the data entry records and need us to check it. 1 2 5 3 3 4

11. Parameters for entry of Excel column 1 The “Frame” number column defines the number for each individual image All numbers proceed in chronological order increasing by step of one Occasionally there can be 1-10 or 276-285; this mean the all these 10 images (1,2,3,4, etc.) share the same information The numbers may not be sequential (e.g. if we shared a night we don’t write a log of the other observer’s data) – gaps are OK. 1

12. Parameters for entry of Excel column 2 The “Object” column (in excel – upper part only in many handwritten logs) defines the object observed for each individual image Some observers wrote in all caps, others capitalized only the first letter. Follow the convention for all names to capitalize the first letter only with the following exception: Standard stars labeled as SA (stands for Selected Area) should be written with Caps SA98-670(Note no spaces) 2

13. Parameters for entry of Excel column 3 3 Column 3 describes “R.A.” or Right Ascension (aposition coordinate in sky – like longitude) R.A is in units of time on a 24-hour clock in hours, minutes and seconds The input format is numeric, with a colon delimiter The colon delimiter separates three parts of the R.A. The first part is 1 or 2 digits, spanning the numbers 0-23 – Hours The second part is always 2 digits, spanning the numbers 00-59 - Minutes The third part is in seconds, rounded to the 1, 0.1 or 0.01 second. Type it in as it is written. Values range from 00-59 – Seconds Note, in Excel so that these entries don’t convert to another format, you need to enter them as ‘11:31:57.38 – with a leading ‘. This applies to all colon delimited fields

14. Parameters for entry of Excel column 4 4 Column 4 describes “Dec.” or Declination, another sky coordinate (like Earth’s latitude) Declination is measured in degrees, arcminutes and arcseconds Input format is numeric, with +/- to explain North or South If a “ ° ” (degree sign) is given, leave it out. Incorrect: +75°:10:08.2, Correct: +75:10:08.2 The colon delimiter separates three parts of the Dec. The first part is 1 or 2 digits, spanning the numbers 0-90 – Degrees The second part is always 2 digits, spanning the numbers 00-59 - Minutes The third part is always 2 digits rounded to the nearest 1 or 0.1 arcsecond spanning the numbers 00-59

15. Parameters for entry of Excel column 5 5 Column 5 describes Epoch of the observation “Epoch” is the epoch of the equatorial reference frame for the Solar System It will always be either 1950 or 2000

16. Parameters for entry of Excel column 6 6 Column 6 describes the filter used in the observation (“Filt” or Filter) Input is usually a single capital or small letter Typical examples: B, V, R, I, U, r, z, cont. (for continuum filter)

17. Parameters for entry of Excel column 7 7 Column 7 describes “Start U.T.” or “UT Start” - the camera’s start time The observation start time is on a 24-hour time system Input is numeric, with a colon delimiter The colon separates hours from minutes and seconds of time Hours of time span 0-23 Minutes of time span 0-59 Seconds of time, if recorded, span 0-59 An example: 05:33:44

18. Parameters for entry of Excel column 8 8 Column 8 describes “Exp.” or the length of the exposure time of the image Data input is numeric Only 1-4 digits are required for this column Value should be in seconds. If not, enter as written

19. Parameters for entry of Excel column 9 9 Column 9 describes “Airm.” which is the Airmass (i.e. how much atmosphere we were looking through Data input is entirely numeric This will be a 4 digit number between 1 and 3 typically (5 would be the max)

20. Parameters for entry of Excel column 10 10 Column 10 describes “Start H.A.” or the Observed Hour Angle (which is a measure of how far over the telescope is pointing) The Hour Angle is written in units of time on a 24 hour clock Data input is numeric, with +/- to explain West or East Entries separated with a colon delimiter The hours, minutes and seconds are each 2 keystrokes – we don’t report this to any better than 1 second accuracy; sometimes even the seconds are not recorded

21. Parameters for entry of Excel column 11 11 Column 11 describes “See” or the Seeing (a measure of atmospheric stability and image resolution) Input is numeric. You may see “ written in the logs – this is the abbreviation for the units of measure (arcseconds). You do not need to enter the “ Format is 3 digits rounded to the hundredth, or whatever accuracy is given

22. Parameters for entry of Excel column 12 12 Column 12 describes “Focus”, or “Tel Foc” is the telescope focus Data input is numeric, usually a four digit number

23. Parameters for entry of Excel columns 13 & 14 14 Column 13 will have comments from the observing, which can consist of information about the bias counts or flat level counts, problems with guiding, information about weather etc. Data will be alpha numeric In Column 14 enter the number “1” if you had trouble reading the handwriting and need us to check 13

24. Data Entry Tips Type in data from left to right, not top to bottom. When in doubt, type what you see. If you can’t read the writing, type what you see and put a numeral “1” in the final column At the top row in the excel spreadsheet describe any issues you had (if any) with the data entry for the night. If you see ditto marks (“) type the data that was in the entry in the previous line example: We are trying to standardize the entry of Object fields for the database, so for Standard stars (SA), remove the spaces as shown in the example above

25. Data Entry Tips, Continued For colon delimited time entries – Excel tries to be clever and it will try to auto format the field for you. To force it to accept exactly what you type, put a leading single quote (‘) in front of the entry. In the example below the middle panel shows what happens without the single ‘, and the final panel shows the correct entries with the single quote