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Science Scheduler - Practical User Guide

Document Version: 2.5 | Last Updated: March 2026

What's New in v2.4 (February 2026): - Observatory selection is now remembered across all pages — select once, and it's pre-selected everywhere - Exoplanet transit search filters (hours, depth, magnitude, altitude, moon filter, telescope settings) persist across sessions - Transit list shows ingress/egress times and full observation window start/end columns - Minimum altitude verified at ingress, midpoint, and egress with per-phase altitude display

This guide provides step-by-step instructions for common tasks in the Science Scheduler system.

Table of Contents

  1. Getting Started
  2. Creating Exoplanet Transit Observations
  3. Managing Observatory Configuration
  4. Understanding Observation Types
  5. Monitoring Your Observations
  6. Accessing Files Through Projects
  7. Setting Up Observation Notifications
  8. Managing Your Observatory
  9. Using the NINA Plugin
  10. Troubleshooting

Getting Started

First-Time Login

  1. Access the web interface at your institution's Science Scheduler URL
  2. Log in with credentials provided by your observatory administrator
  3. Select your observatory from the dropdown in the top navigation — this selection is remembered and will be pre-selected on all pages going forward
  4. Configure telescope settings (one-time setup per observatory)

Dashboard Overview

The main dashboard shows: - Stat cards: Total, Completed, In Progress, Pending, and Failed/Aborted observation counts - Recent Observations: The last 5 observations with status and details - Recently Used Observatories: Quick access to observatories you've worked with - Submit New Observation button for creating observations directly from the dashboard

Creating Exoplanet Transit Observations

The Exoplanet Transits page simplifies creating time-critical transit observations with automatic timing calculations.

Step 1: Configure Telescope Settings

Before creating your first observation, configure your telescope specifications:

  1. Navigate to Exoplanet Transits page
  2. Select your Observatory from the dropdown
  3. Click Configure Telescope Settings
  4. Enter your telescope specifications:
  5. Telescope Aperture (mm) - e.g., 200
  6. Focal Length (mm) - e.g., 1000
  7. Camera Pixel Size (μm) - e.g., 3.8
  8. Readout Time (seconds) - e.g., 10
  9. Min/Max/Default Exposure times
  10. Default Binning (1, 2, 3, or 4)
  11. Click Save Settings

Note: These settings are saved per observatory and will be reloaded automatically next time.

Step 2: Select a Transit

  1. Enter the date range you want to search:
  2. Start Date: Beginning of your observing period
  3. End Date: End of your observing period
  4. Click Search Transits
  5. Browse the list of visible transits
  6. For each transit, you'll see:
  7. Planet name (e.g., "KELT-16 b")
  8. Ingress/Egress times (in UTC)
  9. Transit duration
  10. V magnitude
  11. Click Select for the transit you want to observe

Step 3: Configure Observation Parameters

After selecting a transit, configure the observation details:

Timing Parameters

  • Baseline Before (minutes): Observing time before ingress (default: 60)
  • Baseline After (minutes): Observing time after egress (default: 60)
  • Total Duration: Calculated automatically (baseline + transit duration)

Example: For a 2-hour transit with 60-minute baselines: - Start: 60 minutes before ingress - End: 60 minutes after egress - Total: 4 hours of observing

Priority and Scheduling

  • Priority: Choose observation priority (1-10, where 10 is highest)
  • Priority affects scheduling order, not buffer time
  • Use 9-10 for critical/rare events, 5-7 for most observations, 1-3 for low importance

Overhead Buffers: The scheduler adds duration-based overhead buffers to account for slewing, centering, and focusing: - Short observations (under 30 min): 20-minute buffer - Medium observations (30-89 min): 25-minute buffer - Long observations (90+ min): 30-minute buffer

Camera Settings

  • Binning: Camera binning mode (1x1, 2x2, 3x3, or 4x4)
  • Higher binning = faster readout, less resolution
  • Recommended: 1x1 for exoplanets unless needed for faint targets
  • Filter: Select your filter (V, R, I, or Clear)

Exposure Settings

The system provides a default exposure time as a starting point, but you should set the exposure time based on your knowledge of your telescope and camera system. The default does not account for your specific equipment capabilities, sky conditions, or scientific requirements.

Planned Feature

A future update will calculate recommended exposure times based on telescope aperture, camera sensitivity, target magnitude, and desired SNR. For now, set exposure time manually based on your experience with your equipment.

Exposure Count: Automatically calculated based on: - Total observation duration - Exposure time - Readout time - Overhead (5 seconds per exposure)

Example Calculation: 

Total time: 4 hours = 14,400 seconds
Exposure time: 120 seconds
Readout time: 10 seconds
Overhead: 5 seconds
Time per exposure: 120 + 10 + 5 = 135 seconds
Exposure count: 14,400 ÷ 135 = 106 exposures

Step 4: Review and Create

  1. Click Add to Plan to add the observation to your review list
  2. Review the observation plan showing:
  3. Start Time: In both UTC and your local observatory time
  4. End Time: Hard deadline - observation will stop at this time
  5. Duration: Total observing time
  6. Exposure Details: Count, time, binning, filter
  7. Priority: As configured
  8. Edit if needed: You can modify priority or binning in the review dialog
  9. Click Create Observation when ready
  10. Confirm creation

Understanding Fixed-Time Observations

Exoplanet transits are created as fixed-time observations with these characteristics:

  • Hard start and end times: Observation must run within the specified window
  • Continuous exposures: Takes exposures repeatedly until end time
  • No early termination: Will not stop when exposure count is reached
  • Time-based looping: Uses NINA's time-based loop condition
  • Automatic completion: Stops automatically at end time

Important: The plugin will continuously take exposures until the fixed_time_end is reached, regardless of the calculated exposure count. The exposure count is an estimate for planning purposes.

Time Display

All times are shown in two formats: - UTC: Universal Coordinated Time (standard for astronomy) - Local: Your observatory's local time with timezone abbreviation

Example: 

Start: 2025-10-07 23:45:00 UTC (2025-10-07 17:45:00 MDT)

Timezone abbreviations include: - MDT (Mountain Daylight Time) - MST (Mountain Standard Time) - PDT (Pacific Daylight Time) - EST (Eastern Standard Time) - etc.

Managing Observatory Configuration

Telescope Configuration

Each observatory maintains its own telescope configuration, accessible from the Exoplanet Transits page.

Stored Settings: - Telescope aperture and focal length - Camera pixel size - Readout time - Exposure time limits (min/max/default) - Default binning mode

Why Per-Observatory? - Different observatories may have different equipment - Settings persist across sessions - Multiple users share the same configuration - Ensures consistent observations

Updating Configuration

To update telescope settings:

  1. Go to Exoplanet Transits page
  2. Select the observatory
  3. Click Configure Telescope Settings
  4. Update any values
  5. Click Save Settings

Changes are saved immediately and available to all users of that observatory.

Understanding Observation Types

The Science Scheduler supports three observation types:

Fixed-Time Observations

Best for: Exoplanet transits, occultations, time-critical events

Characteristics: - Hard start and end times (must observe during specific window) - Continuous exposures until end time - Cannot be interrupted or suspended - Highest scheduling priority - Protected by duration-based overhead buffers (for slewing/centering/focusing)

Example Use Cases: - Exoplanet transits (as created through Exoplanet Transits page) - Asteroid occultations - Variable star eclipses with known ephemeris - Satellite passes

How It Works: 1. Observation dispatched at (not before) fixed_time_start 2. Plugin slews to target and begins exposures 3. Takes continuous exposures until fixed_time_end 4. Time remaining condition prevents starting exposures that can't complete before end time 5. Stops automatically at end time 6. Uploads files and marks complete

Time-Based Observations

Best for: Survey work, monitoring programs

Characteristics: - Specified duration (e.g., "observe for 3 hours") - Flexible start time (within constraints) - Continuous exposures for the duration - Can be scheduled around fixed-time events

Example Use Cases: - All-night monitoring of a variable star - Supernova follow-up (when timing is flexible) - Survey fields - Calibration sequences

How It Works: 1. Scheduler finds suitable time window 2. Plugin takes continuous exposures for specified duration 3. Stops when duration reached 4. Can be interrupted by higher priority observations

Flexible Observations

Best for: Traditional observations with specific exposure counts

Characteristics: - Fixed number of exposures - No time-based looping - Completes when all exposures taken - Flexible scheduling within constraints

Example Use Cases: - Photometry series (e.g., "take 50 × 120s exposures") - Deep imaging (e.g., "100 × 300s in each filter") - Traditional observing plans

Monitoring Your Observations

Observation List

The My Observations page shows all your observations:

Status Indicators: - Pending: Waiting to be scheduled - Assigned: Sent to observatory plugin - In Progress: Currently being executed - Acquisition Complete: Data acquisition finished, finalizing - Suspended: Paused (weather, equipment issues) - Completed: Successfully finished - Failed: Encountered an error - Cancelled: User-initiated cancellation - Aborted: Safety-triggered or system abort

Special Indicators: - Fast Mover chip: Displayed on observations marked as fast-moving objects (NEOs, asteroids). These use fine-grained 5-minute scheduling resolution for accurate tracking. - Operations Disabled / Dispatch Disabled: These appear as status chips on observatory rows in the My Observatories page, indicating when an observatory has dispatching or automation disabled.

Observation Details

For each observation, you can see:

Time Information: - Start Time: When observation begins (or began) - End Time: When observation will end (for fixed-time) - Time Remaining: Countdown for in-progress observations - Duration: Total observing time

Progress Tracking: - Exposures Taken: Current count vs. planned count - Files Uploaded: Number of FITS files received - Current Status: Real-time status updates

Actions Available: - View Details: See complete observation information - View Files: Access the Observation Files page for completed observations - Delete: Remove observation (if not in progress) - Edit: Modify observation parameters (if pending)

Real-Time Updates

The interface updates automatically when: - Observation status changes - New files are uploaded - Exposures complete - Errors occur

No refresh needed - the page updates via WebSocket connection.

Accessing Files Through Projects

The Projects page is the recommended way to view and download observation files.

  1. Go to Projects from the main menu
  2. Click on a project to expand it
  3. Expand a target to see its observations
  4. Look for the folder icon in the Files column
  5. Click the folder icon to open the Observation Files page

Observation Files Page

The Observation Files page displays:

  • File thumbnails - Preview images for your FITS files (when available)
  • File metadata - Filter, exposure time, capture timestamp, file size
  • File type badges - FITS or preview indicators

Actions available: - Click a thumbnail to preview the full image - Click Info to see detailed file metadata - Click Download to download individual files - Click Download All to get the complete file set

Project Overview Features

The project overview shows helpful information for managing your data:

Column Description
Duration Total exposure time for the observation
Status Current observation status (pending, running, completed, etc.)
Progress Exposure progress or image count
Files Folder icon when files are available (click to view/download)
Priority Observation priority level

Understanding End Times

For Fixed-Time Observations: - End time shows the hard deadline from fixed_time_end - Observation will stop at this time regardless of exposures taken - Displayed as: 23:45:00 UTC

For Other Observations: - End time is calculated based on start time + duration - May change if observation is rescheduled - Updates as observation progresses

Setting Up Observation Notifications

The Science Scheduler can send you email and/or Pushover push notifications when your observations change state.

Step 1: Enable Notification Channels

  1. Navigate to your Profile page
  2. Scroll to Notification Preferences
  3. Enable Email Notifications (uses your account email)
  4. (Optional) Enable Pushover Notifications:
  5. Sign up at pushover.net
  6. Enter your Pushover User Key
  7. Optionally specify device names (comma-separated)
  8. Click Save

Step 2: Test Delivery

Click Test Notifications to verify both channels work. You'll see per-channel success or error feedback.

Step 3: Configure Per-Observation Notifications

When submitting observations, a notification panel appears (only if you have at least one channel enabled):

  1. Check which channels to use (Email / Pushover)
  2. Select which state transitions should trigger notifications
  3. All states are pre-selected by default — uncheck any you don't need

For full details, see Notifications.

Managing Your Observatory

If you are an observatory owner or administrator, you can manage your observatory's operational settings through the web interface.

Accessing My Observatories

  1. Log in to the web interface
  2. Look for Observatory Administration in the navigation menu
  3. Click My Observatories

Note: The Observatory Administration menu only appears if you have admin privileges on at least one observatory.

Controlling Dispatching and Automation

The My Observatories page shows all observatories where you have administrative privileges. For each observatory, you can control:

Setting Description
Dispatching When enabled, the scheduler can assign observations to this observatory
Automation When enabled, automatic observation creation from your target library is active

To toggle these settings: 1. Find your observatory in the list 2. Use the toggle switches in the Dispatching or Automation columns 3. Changes take effect immediately

When to Disable Dispatching

You may want to temporarily disable dispatching when: - Performing maintenance on your equipment - Testing new configurations - Weather conditions are poor but you haven't closed the observatory - You need to run manual sequences without interruption

Observatory Status Information

The My Observatories page also displays: - Status: Online, offline, busy, or maintenance - Location: Observatory coordinates - Last Heartbeat: When the plugin last communicated with the server - API Key: View or regenerate your observatory's API key

Who Has Access

Observatory administrative access is granted to users who: - Are the owner of the observatory - Have the can_admin permission on the observatory membership

Contact the observatory owner if you need administrative access.

Using the NINA Plugin

Plugin Installation

Prerequisites: - NINA 3.0.0.2001 or later - Windows 10/11 - .NET 8.0 Runtime

Installation Steps: 1. Download the Science Scheduler plugin from your institution 2. Extract ZIP file to NINA plugins directory: 

C:\Users\<YourName>\AppData\Local\NINA\Plugins\
3. Restart NINA 4. Verify plugin appears in Options > Plugins (gear icon)

Plugin Configuration

  1. In NINA, go to Options > Plugins (gear icon)
  2. Find Science Scheduler in the list
  3. Enter connection settings:
  4. Server URL: Provided by your institution (e.g., http://scheduler.yourobs.edu)
  5. API Key: Generated by admin for your observatory
  6. Observatory ID: Your observatory identifier

Settings are saved automatically and the plugin connects automatically when enabled.

Using the Science Scheduler Container

The plugin adds a Science Scheduler container to NINA's Advanced Sequencer:

Adding to Sequence: 1. Open NINA's Advanced Sequencer 2. From the Instructions panel, find Science Scheduler category 3. Drag Science Scheduler Container into your sequence 4. The container will: - Connect to server automatically - Request next observation - Execute observation - Upload FITS files - Report completion - Request next observation (repeat)

Automatic Features: - Tracking Control: Automatically disables mount tracking after each observation completes - File Upload: Uploads FITS files in background (doesn't block next observation) - Status Reporting: Sends real-time status updates to server - Error Handling: Reports failures and moves to next observation

Container Behavior:

The container runs continuously, executing observations one after another:

Loop:
  1. Request next observation from server
  2. Wait for assignment
  3. Execute observation (slew, center, take exposures)
  4. Disable mount tracking
  5. Queue files for background upload
  6. Report completion to server
  7. Repeat from step 1

Stopping the Container: - Click Stop button in NINA sequencer - Container will finish current observation, then stop - Won't start new observations after stop requested

Fixed-Time Observation Execution

When a fixed-time observation is assigned:

  1. Pre-Start Wait: Container waits until fixed_time_start
  2. Time-Based Loop: Uses NINA's time loop condition
  3. Continuous Exposures: Takes exposures repeatedly
  4. Automatic Stop: Stops at fixed_time_end
  5. Completion: Reports to server and requests next observation

In NINA Sequence, you'll see: 

Science Scheduler Container
  ├─ Slew to coordinates
  ├─ Center target
  └─ Time-Based Loop (until 23:45:00 UTC)
      ├─ Take Exposure (120s, Bin 1x1, V filter)
      ├─ Save Image
      └─ Repeat

Monitoring Plugin Status

Connection Status: - Green indicator: Connected to server - Red indicator: Disconnected - Yellow indicator: Reconnecting

Current Activity: - Target name and coordinates - Exposure progress (N of M) - Time remaining countdown — shows remaining time in the observation window (e.g., "2h 15m 30s") and prevents starting new exposures that can't complete before the window ends - Upload queue status

Logs: - NINA's log tab shows detailed plugin activity - Use for troubleshooting connection or execution issues

Troubleshooting

Common Issues

"Observation shows completed but took fewer exposures than expected"

For fixed-time observations: This is normal behavior. - The observation stops at fixed_time_end regardless of exposure count - Exposure count is an estimate, not a hard limit - Actual exposures may differ due to: - Longer/shorter readout times - Overhead variations - Start time delays - Weather interruptions

Solution: Check that observation ran for the full time window. Count completed exposures and verify timing was correct.

"Telescope settings don't persist between sessions"

Cause: Browser cache or configuration not saved - Ensure you clicked Save Settings (not just closed dialog) - Try hard refresh in browser (Ctrl+Shift+R or Cmd+Shift+R) - Verify you're selecting the correct observatory

Solution: 1. Navigate to Exoplanet Transits page 2. Select observatory 3. Configure telescope settings 4. Click Save Settings 5. Refresh page and verify settings reload

"Observation stuck in 'assigned' status"

Possible causes: - Plugin disconnected before completion - Network interruption - NINA crashed during observation - Server didn't receive completion message

Solution: 1. Check plugin connection in NINA 2. Verify observation actually completed 3. Check FITS files were uploaded 4. Contact administrator if stuck in assigned for >24 hours

"Fixed-time observation didn't start"

Common causes: - Observatory offline during start window - Weather conditions prevented opening - Higher priority observation blocked it - Plugin not running in NINA

Solution: 1. Verify observatory was operational 2. Check weather data for the time period 3. Review observation schedule for conflicts 4. Ensure NINA was running with Science Scheduler container active

"Cannot create observation - validation error"

Common errors: - "Fixed-time observations require both fixed_time_start and fixed_time_end" - Ensure both start and end times are set - "Exposure count must be at least 1" - Check that exposure count calculated properly - Verify exposure time and duration are reasonable - "Priority must be between 1 and 10" - Select a valid priority value

Solution: Review all required fields and ensure values are within acceptable ranges.

Getting Help

For technical issues: 1. Check NINA plugin logs (Options > Log, or via the log file) 2. Check web interface browser console (F12 → Console) 3. Contact your observatory administrator 4. Provide: - Observation ID - Timestamp of issue - Error messages (screenshots helpful) - What you were trying to do

For questions about features: - Refer to this guide - Contact your institution's Science Scheduler administrator - Check for updated documentation at your institution's website

Weather Holds and Safety Events

The Science Scheduler monitors safety device status reported by each observatory. When a safety event occurs:

  • Unsafe condition detected: The observatory stops receiving new observation assignments. Any in-progress observation may be suspended depending on the observatory's configuration.
  • Safe condition restored: The observatory resumes normal operation and becomes eligible for new assignments.

Weather holds and safety events are logged in the observatory history and visible on the observatory detail page. If your observation was affected by a safety event, you'll see this reflected in the observation status and history.

Getting Help

If you need assistance:

  1. Check the Troubleshooting Guide for common issues
  2. Use the Contact Support page in the web interface to submit a support request
  3. Contact your institution's Science Scheduler administrator

Best Practices

For Exoplanet Observations

  1. Configure baseline times appropriately:
  2. Minimum 30 minutes before ingress for stable baseline
  3. Minimum 30 minutes after egress for complete coverage

  4. Longer baselines (60-90 min) recommended for better light curve

  5. Choose appropriate exposure times:

  6. Aim for SNR > 100 for reliable transit detection
  7. Avoid saturation - check calculated exposure time
  8. Consider overhead: shorter exposures = more overhead

  9. Balance: longer exposures = fewer points on light curve

  10. Set realistic priorities:

  11. Use priority 9-10 only for critical/rare transits
  12. Most transits: priority 5-7 is appropriate

  13. Save priority 10 for truly once-in-a-lifetime events

  14. Check timing carefully:

  15. Verify UTC times match your expectations
  16. Confirm local time makes sense for your observatory
  17. Ensure observation fits within night (dark time)
  18. Check for Moon interference

For Scheduling

  1. Plan ahead:
  2. Submit observations at least 24 hours in advance
  3. Critical observations: submit 48-72 hours ahead

  4. Allows scheduler to optimize and resolve conflicts

  5. Be realistic:

  6. Don't over-schedule (leave slack for weather)
  7. Consider typical seeing and weather patterns

  8. Account for equipment setup time

  9. Monitor results:

  10. Check observations completed successfully
  11. Verify FITS files uploaded
  12. Review data quality
  13. Adjust settings for future observations

For Multi-User Observatories

  1. Communicate:
  2. Discuss critical observations with other users
  3. Coordinate to avoid scheduling conflicts

  4. Share results and learnings

  5. Be considerate:

  6. Don't monopolize high-priority settings
  7. Use appropriate priority levels

  8. Leave time for others' critical observations

  9. Respect the schedule:

  10. Trust the scheduler's decisions
  11. Don't override unless absolutely necessary
  12. Report issues to help improve the system

Appendix: Time Zones

The system displays times in both UTC (Universal Coordinated Time) and your observatory's local timezone.

Common Timezone Abbreviations:

North America: - PST/PDT: Pacific Standard/Daylight Time (UTC-8/-7) - MST/MDT: Mountain Standard/Daylight Time (UTC-7/-6) - CST/CDT: Central Standard/Daylight Time (UTC-6/-5) - EST/EDT: Eastern Standard/Daylight Time (UTC-5/-4)

Europe: - GMT/BST: Greenwich Mean Time/British Summer Time (UTC+0/+1) - CET/CEST: Central European Time/Summer Time (UTC+1/+2)

Other: - HST: Hawaii Standard Time (UTC-10) - AKST/AKDT: Alaska Standard/Daylight Time (UTC-9/-8)

Note: Daylight saving time changes are handled automatically based on the date.

Glossary

Baseline: Pre- and post-transit observing time for establishing comparison flux

Binning: Combining pixels on camera chip (2×2 = 4 pixels → 1, faster readout)

Exposure Count: Number of individual images to take

Exposure Time: Duration of each individual image (in seconds)

FITS: Flexible Image Transport System - standard astronomy image format

Fixed-Time Observation: Observation that must run during specific time window

Ingress: Beginning of transit (planet starts crossing star)

Egress: End of transit (planet finishes crossing star)

Priority: Importance level (1-10) affecting scheduling decisions

Readout Time: Time camera needs to transfer image data (camera-specific)

SNR: Signal-to-Noise Ratio - quality metric for astronomical data

UTC: Universal Coordinated Time - standard time reference for astronomy