IMPORTANT CONTACTS

CTIO La Serena
Leonor Opazo, CTIO NOAO-South, Administrative Manager
Internationally: +56-51-205-227, within CTIO offices, dial extension 227, lopazo@ctio.noao.edu

Ximena Herreros, CTIO Diroff Administrative Assistant
Internationally: +56-51-205-215, within CTIO offices, dial extension 215, xherreros@ctio.noao.edu

Mario Urrutia, Scientific Staff Administrative Assistant
Internationally: +56-51-205-340, within CTIO offices, dial extension 340, murrutia@ctio.noao.edu

Elaine Mac-Auliffe, AURA-O, Administrative Assistant to AURA-O Director
Internationally: +56-51-205-217, within CTIO offices, dial extension 217, emacauliffe@ctio.noao.edu

Tucson Human Resources Office
D’Andrea Williams, Human Resources Supervisor
+520-318-8158, dandrea@noao.edu

Cindy Burnett, Senior Employment Specialist
+520-318-8116, burnett@noao.edu

Monica Jimenez, HR Specialist
+520-318-8563, mjimenez@noao.edu

Tucson Procurement/Imports Office
Kathy McBride, Procurement and Relocations Mngr.
+520-318-8180, kmcbride@noao.edu            

Cliff Aldrich, NOAO Imports, Shipping & Receiving Sup.
+520-318-8126, caldrich@noao.edu

 CTIO JOB CANDIDATE HANDBOOK

 Who We Are & What We Do

 The National Optical Astronomy Observatories (NOAO) is an internationally recognized research center in optical and infrared astronomy. Our mission is to support, facilitate, and advance discoveries in astronomy. Key to this mission is the operation of world-class telescope facilities, continuing research and development, and promoting the public understanding and support for astronomy and related sciences. 

NOAO operates world-class telescope facilities for the nation’s astronomers at three of its divisions: Kitt Peak National Observatory (KPNO), the Cerro Tololo Inter-American Observatory (CTIO), and the National Solar Observatory (NSO). Astronomers come from all over the world to do research at NOAO’s nighttime and solar telescopes. 

NOAO Scientists conduct research in astronomy at all three sites, and working with NOAO technical staff, plan, test, and develop new observing technologies and innovative telescope instruments on behalf of U.S. astronomers. We also foster partnerships with outside universities and research institutions to develop the breakthrough telescopes of the future. For example, NOAO is managing partner of the SOAR Consortium, an international collaboration to build a sophisticated 4-meter telescope in Chile.

NOAO promotes public understanding and support for astronomy, physics, and related sciences through a vigorous program of public information, media relations, and outreach. This includes major educational initiatives designed to make astronomy and science more accessible to U.S. teachers, schoolchildren, college students, and the general public.

NOAO is part of AURA, the Association of Universities for Research in Astronomy, a nonprofit association of twenty-seven member universities and four international affiliates with strong teaching and research programs in astronomy and physics. AURA’s current membership consists of the University of Arizona, Boston University, California Institute of Technology, University of California, Carnegie Institution of Washington, University of Chicago, University of Colorado, Harvard University, University of Hawaii, University of Illinois, Indiana University, Iowa State University, Johns Hopkins University, University of Maryland, Massachusetts Institute of Technology, Michigan State University, University of Michigan, University of Minnesota, University of North Carolina at Chapel Hill, Ohio State University, Pennsylvania State University, Princeton University, State University of New York at Stony Brook, University of Texas at Austin, University of Washington, University of Wisconsin, and Yale University. International affiliates are Universidad de Chile, Universidad Nacional Autonoma de Mexico, Pontifica Universidad Catolica de Chile, and Observatoire de Mont Megantic (Canada). 

Formed in 1957, AURA manages NOAO under an agreement with The National Science Foundation. AURA also manages the Space Telescope Science Institute in Baltimore, Maryland, and the International Gemini 8-Meter Telescopes Project.  Policy for AURA and its Centers is set by a Board of thirteen Directors elected from the association membership.  AURA’s executive and administrative affairs are managed by the president of AURA through a small corporate office located in Washington, DC.  In 1997 AURA commemorated its 40^th anniversary with the production of a videotape celebrating its history and proclaiming its vision for the future of astronomical research. This videotape is available in the NOAO library.  AURA’s corporate organization and mission are further described at http://www.aura-astronomy.org/ 

The Tucson headquarters of NOAO include the director’s office, central administrative services (such as human resources and accounting), computer and software services, facilities and maintenance, and the main support facilities for Kitt Peak operations. Resident scientists, engineers, technical and administrative staff maintain offices and laboratories in Tucson. USGP/SCOPE, the Instrumentation Group, and NOAO Public Information and Education units are also here. In addition, Tucson is headquarters for several important telescope project teams initiated or partnered by NOAO. These include the SOAR 4-m Telescope Project, NSO’s Synoptic Optical Long Term Investigations of the Sun (SOLIS) project, the Global Oscillation Network Group (GONG), and the USGP office. 

Kitt Peak National Observatory maintains the world’s largest concentration of optical telescopes. These include KPNO’s Mayall 4-meter, the 2.1-meter, the Coude Feed, and the .9-meter telescopes. The newest facility on Kitt Peak is the 3.5-meter WIYN telescope, which is operated by NOAO on behalf of the WIYN Consortium comprised of Universities of Wisconsin, Indiana, Yale University, and NOAO. Also on Kitt Peak are: the University of Arizona’s 2.3-meter, .9-meter, and .5-meter telescopes; the Michigan-Dartmouth-MIT Observatory’s two telescopes, the McGraw-Hill 1.3-meter, and the Hiltner 2.4-meter; the National Radio Astronomy Observatory’s 12-meter dish and 25-meter Very Long Baseline Array dish; Edgar O. Smith 1.2-meter; Wisconsin H-alpha Mapper (WHAM); Case-Western Reserve’s Burrell-Schmidt .6-meter; the MIT/NASA Explosive Transit Camera and Rapid Moving Telescopes, and the Southeastern Association for Research in Astronomy’s (SARA) .9-meter telescope. 

NSO telescopes on Kitt Peak include the McMath-Pierce Solar Telescope facility, which is the world’s largest solar telescope (1.6-meter main and two .9-meter auxiliaries, as well as a 70 cm Vacuum Telescope). NSO also operates telescopes at Sacramento Peak, New Mexico, located 50 miles southeast of Alamogordo, at an elevation of 9,200 feet in an area of excellent observing conditions. The principal observing instruments of NSO at Sacramento Peak are the Vacuum Tower Telescope and the Evans Solar Facility. The .76-meter Vacuum Tower Telescope was designed to provide the sharpest possible image of small solar details. The Evans Solar Facility contains a .4-meter chronograph which permits coronal observations, a .4-meter telescope, and a coelostat. The Observatory also operates a number of specialized instruments to measure magnetic and velocity fields in the solar atmosphere and monitor sunspots, flares, and other daily activity on the sun’s surface.  

NSO/Tucson is also the headquarters of the Global Oscillation Network Group (GONG), an international, community-based project, which is conducting a detailed study of the internal structure and dynamics of the Sun using helioseismology.  In order to exploit this new technique, GONG has developed a six-station network of extremely sensitive and stable solar velocity imagers located around the Earth to obtain nearly continuous observations of the Sun's ``five-minute'' oscillations, or pulsations.  The sites that comprise the GONG network are Big Bear Solar Observatory (California), Mauna Loa Observatory (Hawaii), Learmonth Solar Observatory (Western Australia), Udaipur Solar Observatory (India), Observatorio del Teide (Canary Islands), and the Cerro Tololo Interamerican Observatory (Chile).  The network averages around 90% coverage, and at this level, it is possible to reliably "fill in" the few remaining gaps and have essentially complete data.  GONG has also established a major, distributed data reduction and analysis system, located at NSO/Tucson, to facilitate the coordinated scientific investigation of these measurements.  In 2000, the existing 256 ² pixel cameras will be replaced with 1024 ² ones, and the new system is scheduled to operate for a full eleven-year solar cycle, producing continuous magnetograms in addition to the helioseismic data and science. 

The SOLIS Project will comprise three modern instruments on a single mount and will replace aging facilities currently operated by NSO at Kitt Peak and Sacramento Peak. SOLIS will make optical measurements of processes on the Sun over periods of many years. The overarching goal is to test and improve our understanding of how and why stars like the Sun exhibit activity. The quality, quantity and availability of long-term solar data will improve dramatically with the use of these instruments and will provide data to help us understand the solar activity cycle, sudden energy releases in the solar atmosphere, solar irradiance changes and their relationship to global change. 

Development of CTIO began in 1963 after extensive tests to select a site in the Southern Hemisphere for observation of those parts of the sky not seen from the Northern Hemisphere.  The observatory headquarters is located in La Serena, Chile, about 300 miles north of Santiago.  Facilities at La Serena include administrative offices and housing for U.S. employees and official visitors.  Additional living quarters are located at the observing site.  Observing facilities are located on Cerro Tololo and include the Blanco 4-meter, 1.5-meter, .9-meter, and .4-meter telescopes, a .6-meter Schmidt telescope on loan from the University of Michigan, a 1-meter telescope on loan from Yale University, and a .6-meter telescope originally installed by the Lowell Observatory of Flagstaff, Arizona. As at Kitt Peak, facilities are used by visiting scientists for a least sixty percent of available observing time, with the remainder available for use by staff members. 

The SOAR Telescope Project, with offices based in Tucson, is a partnership of four entities: The Country of Brazil, NOAO, the University of North Carolina at Chapel Hill (UNC-CH), and Michigan State University (MSU).  The telescope will be sited on Cerro Pachon in Chile, 400 meters from Gemini South, where it will be operated by CTIO.  The project was initiated in 1990 by UNC-CH.  Concept Design and Site Preparation were completed in June 1998.  Integration will begin in the second quarter of 2001 and first light is planned for the third quarter of 2002.  SOAR is intended to be the world’s best 4-meter telescope in both image quality and stray light control.  The mounting of up to eight instruments promises high efficiency and flexibility.  Compatibility with Gemini instruments is planned. 

                                                                                                                                                                                                                                                                                                             

EMPLOYMENT INFORMATION

Equal Opportunity in Employment 

It is NOAO's policy that there shall be no discrimination because of race, sex, color, age, religion, national origin, lawful political affiliation, marital status, veteran's status, and mental or physical disability.  This policy extends from consideration for hire through all employment considerations including termination.  Employees will be treated fairly and with respect. Additionally, as a Federal Contractor we take affirmative action to employ and advance in employment members of protected classes. A copy of our affirmative action plan is available in each department or division, in the libraries, and from the NOAO Human Resources Office. 

Duration of Employment 

Except for tenure appointments, no definite duration is implied by employment. The employee or the employer may terminate the employment relationship at any time. 

Personnel Classifications and Definitions 

Employees are classified as either exempt or non-exempt according to the type of work performed. Exempt personnel include scientific staff, technical, administrative, managerial, and other professionals who qualify for this classification under the Fair Labor Standards Act (FLSA). They are paid a fixed salary which covers all time worked. Non-exempt personnel do not meet the exemption tests under the FLSA. They are paid on a salaried or hourly basis and receive additional compensation for all hours worked, including overtime pay for hours worked in excess of forty hours per workweek.  

Employees are also defined as regular or temporary and full-time, part-time or seasonal. Regular full-time employees work full-time and, unless otherwise stated, have no definite limit to their contemplated term of service. They may participate in all benefit plans and may be classified as either exempt or non-exempt. 

Regular part-time employees work less than the standard full-time workweek and, unless otherwise stated, have no definite limit to their contemplated term of service. Regular part-time employees working at least 20 hours per week may participate in benefit plans on a proportionate basis according to the number of hours worked and by paying a portion of certain insurance premiums. 

Temporary staff may work full-time or part-time and are hired to meet a specific workload or project of limited duration. Normally, employment in this status will not exceed six months without approval of the Center Director or designee. Additionally, employees may be hired in a seasonal status to work intermittently on temporary projects. Temporary and seasonal employees are eligible for only very limited benefits. 
                                                                                                                                                                                                                                                                                                             

Relocation of Employees 

Employees recruited from or transferred to locations beyond a 50-mile radius of the Center may receive one-way travel and relocation expenses. Many relocation costs paid by NOAO are considered taxable income and appropriate tax withholding is generally performed in December of the year in which the relocation expenses are paid.  Relocation expenses paid for employees with term appointments not exceeding two years will be at the discretion of the Center Director or a designee. 

Within the U.S., travel allowance for a private automobile will be paid at the currently authorized rate for no more than two vehicles between the point of origin and the city in which the Center is located, by the most direct route.  Alternately, and for international moves, NOAO will pay one-way air coach fare for the employee and dependents.  For international moves, NOAO will normally not relocate automobiles. Meals and lodging en route will be reimbursed as substantiated by receipts.  Up to 30 days lodging, inclusive of any lodging previously reimbursed during the recruit­ment or transfer process, may be allowed after arrival. 

Moving of household goods will include packing and unpacking, be arranged by the Center, and upon approval of the Center Director or a designee.  For international moves, weights will be limited to 7,000 pounds for an individual or 11,000 pounds for a family.  An additional shipment will be allowed by airfreight of up to 250 pounds for an individual or up to 500 pounds for a family.  In addition, NOAO will pay for movement of authorized household goods into and out of a warehouse and for up to 30 days storage. Insurance not provided in base moving rate schedules may be obtained at the employee's expense. 

CTIO moves are covered by a separate policy and are coordinated through the Procurement Manager in Tucson. The policy also explains payment of an overseas site allowance, lump sum allowances, if applicable, assistance for dependent family members, annual travel benefits and so on. 

Pre-Employment Inquiries
 
This organization is noted for its good reputation and NOAO employees enjoy enviable positions in the community.  To ensure this reputation is maintained, we reserve the right to inquire into the background of prospective employees including character references and previous employers.  For certain positions, credit references may be made.  The results of these inquiries are confidential. 

Physical Status and Examination 

It is NOAO's policy to assign employees only to duties they are physically and mentally able to perform.  For certain positions, applicants may be required to pass a physical examination as a condition of employment. Whenever considered appropriate, any employee may be required to undergo examinations to establish fitness or to continue in active service.  All such examinations will be at  NOAO's expense. 

Probationary Period

Where appropriate, a probationary period may be established at time of hire, when an employee is placed in a new position with different duties and/or responsibilities, or in order to provide the employee with the opportunity to improve when work performance or behavior is not at an acceptable level.  The length of this period will vary with the situation. 

Employment of Relatives

NOAO often employs relatives of employees with approval of the Director or a designee.  All applications for employment must be coordinated through the Human Resources Office according to recruitment policies and practices. Employees will not be employed within the chain of command of a related employee. Concerns regarding such employment should be discussed with the Human Resources Manager for resolution.
                                                                                                                                                                                                                                                                                                             

 Outside Employment 

The primary obligation of each employee is to carry out that part of  NOAO's program for which he or she is responsible.  Consideration of outside employment or consultation responsibilities should be guided by this principle, and none should be undertaken which is in conflict with it.  Approval by the Center Director is required before outside work may be accepted.   Employees considering, or engaged in, outside employment are advised to read policy B-III in the AURA Policy and Procedures Manual. Guidance on these matters is available from the Human Resources Manager. 

Inventions and Proprietary Information Agreement 

AURA requires employees, except Chilean hires, clerical and manual labor staff, to sign an Inventions and Proprietary Information Agreement.  Our policy is designed to encourage research without emphasis on financial gain, to make inventions available in the public interest and to recognize the proprietary interest of the Federal Government, and any other sponsors of research at AURA.  There are provisions for the inventor to benefit financially under certain conditions. Questions may be referred to the Human Resources Manager.

BENEFITS

Vacation 

Vacation for full-time non-exempt employees accrues on a biweekly basis at the rate of eight hour’s per month for the first two year’s of employment; 12 hour’s per month from three through five year’s service and 16 hour’s per month after five year’s service. Part-time employees working at least 20 hours per week accrue proportionate vacation credit.  Regular exempt employees accrue vacation credit at the rate of 16 hours per month from their date of hire. Temporary employees and part-time or seasonal employees working less than 20 hours per week do not accrue vacation. Vacation accrues during leave with pay, but not during leave without pay, and may not be used until earned. 

Vacations are to be taken at the convenience of the Center and normally require advance approval.  In emergencies, telephone approval, within 1/2 hour of starting time, from the Supervisor or a designee is required.  It is important to obtain approval since failure to do so may be considered No Report, therefore no pay. Incidental absences of eight hours or less require telephone approval. Vacations exceeding eight hours require written approval in advance, except in emergency situations, when telephone approval will suffice, but should be confirmed in writing on the first subsequent working day. Many supervisors accept and approve email requests for vacation and this will be considered written approval. Employees should check with their supervisor about acceptable methods of requesting vacation time.  

No more than 384 hours of vacation leave may be carried to a new calendar year.  Upon completion of employment, employees are paid unused vacation to a maximum of 384 hours.  These hours are proportionate for part-time employees.

Sick Leave 

Eight hour’s sick leave is accrued per month during the first year.  13.5 hour’s per month are accrued during the second and third years of employment and 20 hour’s per month thereafter. Sick leave does not accrue during leave without pay.  No more than 1440 hour’s sick leave may be carried forward to a new calendar year. Temporary and part-time employees who work at least 20 hours per week receive proportionate sick leave credit and may carry to the following year in proportion. 

Holidays

There are ten paid holidays each year (in U.S. locations) as designated by the Center Director. For CTIO employees there are 14 designated paid holidays. When a holiday occurs on a Saturday or Sunday, the preceding Friday or following Monday is designated as the paid holiday.   

Part-time employees receive the same holidays as do full time employees.  They are paid in direct proportion to the average number of hours worked per day during the previous pay period if they have worked at least 40 hours or more during that pay period. 

Holidays occurring during vacation or sick leave will be paid and not charged against vacation or sick leave. Holiday pay is not granted during vacation in conjunction with retirement from employment.  Holidays occurring during leave without pay will not be paid. 

Flexible Spending Account

A Flexible Spending Account is available for employees eligible for group insurance. The Flexible Spending Account allows use of pretax dollars to pay insurance premiums for group medical and dental plans; a Health Care Reimbursement Plan saves taxes on health care expenses not covered by insurance; and a Dependent Care Assistance Program is available for dependent day care expenses.  Refer to the Summary Plan Description available from the Human Resources Office in Tucson for a complete description of this benefit. 
                                                                                                                                                                                                                                                                                                            

Medical Insurance 

We provide medical insurance coverage to regular full-time employees, and part-time employees working at least 20 hours per week. Separate plans may be in place depending on the staff member’s work site location, such as Arizona, New Mexico, and Maryland, for example. Outside these areas and for US Hires at CTIO, an indemnity plan is available. Spouses and unmarried dependent children under the age of 19 (or up to age 25 if full-time students), are also eligible.  NOAO pays 100% of the monthly premium for employee coverage and employees pay a portion of the premium for their covered dependents. Eligible part-time employees pay a portion of their own and their dependent premiums. 

Most medical services are covered and our current plan involve a co-payment, while out of network plans involve deductibles and co-insurance rates. Details and Summary Plan Descriptions are available from the Human Resources Office in Tucson. 

Dental Insurance 

We provide dental insurance coverage to regular full-time employees, and part-time employees working at least 20 hours per week. In Tucson a pre-paid plan with co-payment and discounted rates payable directly to participating dentists is available. Worldwide (including Tucson) an indemnity plan is available involving 100% coverage for preventive work and a deductible and co-insurance amounts for routine and restorative work. Spouses and unmarried dependent children under the age of 19 (or up to age 25 if full-time students), are also eligible. NOAO pays 100% of the monthly premium for employee coverage and employees pay a portion of the premium for their covered dependents. Eligible part-time employees pay a portion of their own and their dependent premiums. 

Total Disability Insurance 

After a one-year waiting period, regular employees and U.S. Hires at CTIO are eligible for this coverage. Eligibility continues during employment up to age 69-1/2. The one-year waiting period can be waived for new employees who, within three months prior to hire, participated in a similar plan through a previous employer. After six month’s of continuous disability, the plan pays 60% of monthly salary until age 65, or for 5 years or age 70 if worker becomes disabled after age 60. The benefit is reduced by Social Security, Worker’s Compensation, or employer paid sick leave benefits. The benefit also provides for contributions (up to 15% of base salary) to retirement plans and covers medical and dental benefits premiums until age 65. NOAO pays 100% of the cost of this insurance.

Life Insurance 

Regular employees and part-time employees working at least 20 hours per week and U.S. Hires at CTIO are eligible for this benefit beginning the first day of the month coincident with or following date of hire. NOAO pays for coverage of $40,000 for full-time employees and $20,000 for eligible part-time employees. Additional coverage, coverage for spouse and dependent children under age 18, and Accidental Death and Dismemberment insurance can be purchased at the employee’s expense. 

Business Travel Insurance 

Coverage extends to all employees, U.S. Hires at CTIO, Board of Directors, Consultants and AURA Officers. Participation continues throughout employment or Board affiliation. Coverage provides for up to $100,000 in accident insurance while on business authorized travel. Coverage does not extend to travel to and from primary work location. Amount of coverage is dependent on status and salary. 

Money Purchase Pension Plan 

After a one-year waiting period, and completion of at least 1,000 hours in a 12-month period, employees and U.S. Hires at CTIO are eligible. The waiting period can be waived for new hires if the employee participated in a similar plan within three months prior to being hired. NOAO contributes an amount equal to 10% of base salary. Employees may elect apportionment among numerous investment options and two investment companies. There is a vesting period of five years for 100% vestment in the plan. 

Tax Sheltered Account 

There is no waiting period or vesting period for this account. Employees may invest their own pre-tax dollars up to approved IRS maximums. Employees may elect apportionment among numerous investment options and two investment companies.  

Required Benefits Programs 

Worker's Compensation Insurance, Social Security coverage, Unemployment Insurance and COBRA coverage are provided as required by State and Federal regulations.