Use of the JCMT Apartment

1. Introduction

1.1 Facilities in Hilo will be provided by the Joint Astronomy Centre (JAC) to individuals wishing to undertake extended visits to the James Clerk Maxwell Telescope (JCMT). Although intended mainly for students wishing to undertake visits to the JCMT as part of their training in research or instrument development, these facilities will also be made available to all visitors approved by the Director, JCMT.

1.2 To make this arrangement beneficial for all parties, an 'extended visit' will be considered to last, normally, for a minimum period of one month up to a maximum period of four months. Requests for visits of longer duration may be considered, although the provision of housing may be restricted to the maximum period of four months.

1.3 Students generally will not be accompanied by their supervisor for the whole, or even any, of the extended visit.

1.4 Visitors will be accommodated on a 'first come first served basis' although, normally, preference will be given to students.

2. Provision of housing in Hilo

2.1 Accommodation, in the form of a rented house or apartment, will be provided through the JAC, for visitors from the Partner countries (UK, Canada and the Netherlands) and will be funded from the JCMT Shared Operations budget.

2.2 Normally, students who are not receiving remuneration from JCMT funds, and any other visitors working specifically on JCMT-related projects, which have been approved by the Director, JCMT, will not have to pay for rental of the accommodation, but will be expected to meet the costs of their daily subsistence.

2.3 A rate of $260 per week for rental of the accommodation will be charged for any visitor who is in receipt of a per diem allowance and/or does not fulfill the criteria outlined in paragraph 2.2 above. This charge will cover the costs of accommodation, utilities and cleaning at the end of the visit.

2.4 Visitors will be required to pay for all long-distance telephone calls.

2.5 All visitors must ensure that the accommodation is kept clean and in a good state of repair.

2.6 The JAC does not accept responsibility for loss or damage of personal property of visitors while staying in the accommodation provided.

3. Provision of facilities at the JAC

3.1 Visitors will be provided with working space within the JAC on a best efforts basis.

3.2 Visitors will be provided with a key for the JAC and access for out of hours working.

3.3 Visitors will be provided with usernames and access to computing facilities.

3.4 Visitors will have access to reasonable items of consumables, such as computer output material.

3.5 Visitors will be expected to attend the JAC for a reasonable time each week of the visit to Hawaii.

3.6 At the end of the visit, visitors will be encouraged to present a seminar on his or her work if appropriate.

4. Provision of observing experience at the JCMT

4.1 Visitors will be allowed to accompany JCMT staff during supported observing runs at the JCMT, subject to the prior agreement of the visiting astronomers.

4.2 Subject to the approval of the local supervisor and Director JCMT, experienced students may be allowed to support SERVICE observing programmes of their partner country and/or Director's Discretionary Time (DDT) programmes.

4.3 Subject to the approval of the local supervisor and Director JCMT, students will be allowed to accompany support staff in testing equipment and undertaking Engineering and Commissioning (E&C) work when appropriate.

4.4 Subject to the approval of the local supervisor and Director JCMT, experienced students may be allowed to undertake E&C observations if appropriate.

5. Requirements for Students

5.1 Requests for use of the JCMT facilities must be made to the Director, JCMT. The Head of Department of the student will provide a reference of the suitability of the student and his/her ability to benefit from the extended visit to Hawaii.

5.2 A single individual on the JCMT staff will be appointed as the 'local' supervisor for the student for the duration of the visit. The Director, JCMT must have agreed with the local and remote supervisor about the day-to-day supervisory arrangements and the monitoring of progress prior to the visit by the student.

5.3 At least two months prior to the student's expected arrival date in Hawaii, the home supervisor will agree in writing with the Director JCMT, acting on behalf of the local supervisor, a programme of work which the student is expected to undertake while in Hawaii, and a plan of execution of this work.

6. Requirements for non-Students

6.1 Requests for the use of the JCMT facilities must be made to the Director, JCMT with a supporting case outlining the benefits to be gained from the extended visit.

6.2 Requests from students will be given priority, therefore all requests from non-students will only be considered up to one month in advance of the proposed visit.

7. General

7.1 There is no public transport available within Hilo. Taxis, car hire or any other form of transport will not be provided by the JAC and is the responsibility of the student and/or their funding organisation.

7.2 All visitors will agree to follow the safety rules and all other pertinent rules applying to JAC staff while using the JAC facilities.

7.3 Visitors, or their home institution, will be responsible for all health care costs (including high altitude medical, dental, etc.).

7.4 Any activity engaged upon by the visitor which leads to an unreasonable charge on JCMT Operations, will be levied as a charge against the Partner country concerned.