Applications have to be written in English and be submitted via our
using the standard application file in its current version.
The application file, once filled out and submitted, is processed at
CAHA with LaTeX to create the final printable application for the
referees. For ease of use a
is available with detailed instructions together with a
LaTeX style file,
which is needed to process your application with LaTeX.
Submissions using old versions of the style file will be rejected by
the proposal acceptance system!
The template file is extensively commented.
Please read these comments carefully and closely follow the
The style file has been tested with LaTeX2e [version 2000/06/01, TeX
version 3.14159]. With older versions, an empty argument in the telescope
parameter (the most common case) causes a LaTeX error. In this case
you should proceed by hitting RETURN.
What to submit?
How to submit?
- Filled-out LaTeX-File template.
Please note: The template-file was created under UNIX.
If you edit the file with a WINDOW editor
you might have to use the command dos2unix to convert the
file format before submitting it.
- Optional: PostScript files with figures (plain postscript as
specified in LaTeX file; do not compress e.g. with gzip!)
If in doubt whether your proposal will be successfully processed
at CAHA, we strongly recommend to submit a rudimentary application
application (applicant (name...e-mail) and title of proposal are needed,
rest may be left empty) with a dummy figure in TEST mode (see below) as
soon as possible. Then we have enough time to react on potential problems.
- Submit your files via our
- The first file to be uploaded must be the plain LaTeX-file,
with filename-extension .tex, followed by other files
(figures), if needed.
- Send only one application per submission.
- Your own macros have to be incorporated into the main LaTeX-file
and NOT be uploaded as separate TeX-Files, i.e. you must
not submit more than one LaTeX-File for a given application!
When to submit?
Our submission system usually accepts proposals from about September 1 with
deadline September 30 for the Spring semester and about March 1
with deadline March 31 for the Autumn semester. This Spring 2019 semester
proposals can be submited until:
October 18, 2018, midnight (23:59:59 CEST)
Turn-around close to the deadline may be slow! It still is the
applicants responsibility to have the correct (!) LaTeX-File
received at CAHA before the deadline. Late proposals
will automatically be rejected by the system.
What will happen after submission?
- After receiving the files, the line \document is searched to
identify the LaTeX-file. All text in the LaTeX-File before
\document is discarded as is the text following the \EndOfApplication
command. It is also checked that the most recent style file
is used. Comments (text behind % in a line) are removed. If all this
is successful, LaTeX is run twice to get cross-references right.
- If a LaTeX-error occurs, the LaTeX log file together with the
LaTeX-File as received, are returned. No files are stored in
case of errors! Please correct the error and re-submit
- If the LaTeX-command \TestRun is active in your LaTeX-file,
your application will be processed as normal, but no proposal
ID will be assigned and no records are kept at CAHA. You
will be notified about the result of the trial LaTeX-run at
CAHA (positive or with log-file in case of a LaTeX-problem)
together with the postscript file, if produced successfully
from your application.
If all is to your satisfaction, you have to de-activate
\TestRun in the LaTeX-File and RE-SUBMIT the whole
proposal including any postscript files for figures!
The trial run mode allows to check the layout, as different
LaTeX-versions may produce slightly different layouts. Since
we now check the layout (i.e. that the allocated space is
not overrun) this is crucial for a successful submission.
Proposals which work fine at your site not necessarily run
through at CAHA, if the text is very close to the critical
- If LaTeX is run without problems dvips is used to create
the printable version of the application including optional
figures. A short verification mail including title and
identification of the proposal is sent to the P.I. The
printable postscript file as created at CAHA is sent under separate
mail, to avoid problems with potential size limits for incoming
e-mails on your host. If you do not receive this second mail, please
check the size limits for incoming mail on your system.
If you do not get any response within a reasonable time,
please contact us!
- Eleven (black-and-white) copies will be printed at CAHA from the
PostScript output file and passed on to the referees.
- The LaTeX file is used to fill the database used at CAHA for
administrative purposes (e.g. DFG application for
Additional material to support your application
If you want to supply additional material (if absolutely necessary)
to your referees, e.g. preprints or progress reports, please send
it as an e-mail attachment to or firstname.lastname@example.org.
Alternatively you may send 2 copies by ordinary mail to
Centro Astronómico Hispano Alemán A.I.E.
Compl. Observatorio Astronómico Calar Alto s/n
Sierra de los Filabres
E-04550 Gérgal (Almería)
Please do this only after you have received the mail with the
proposal ID and mark this ID clearly on both copies.
We will need a few days to prepare the proposals for shipment to
the TAC members. This should allow these preprints to reach
us on time.
Some features of the style file and the application procedure
you should know:
- The language for the text printed in the application has to
- Page restriction is checked during the LaTeX run. To
see the desired page layout you might want to run the empty
template file through LaTeX. A LaTeX error is generated
if a page overflow (e.g. in the title page or scientific
justification) occurs. If text length is critical you may
want to make use of the trial run mode to check page layout
as generated at CAHA!
- It is checked, whether all commands have been included
(e.g. none has been deleted by accident). In case this occurs,
please refer to the original template file to correct the
error. It is checked during our acceptance procedure,
if your LaTeX-file ends with the command
\EndOfApplication, which performs this check. All text
before the \documentclass and after the \EndOfApplication
lines are removed automatically, as are all comments with
the exception of your bibliographic data following the
\EndOfApplication command. These will be saved separately.
What you should NOT do!
- Do not append your own macros as separate files. This
will confuse our procedure. Please insert them at the
beginning of the main LaTeX-File.
- Do not use paths for the figures in the \includegraphics
statement. Copy them to the local directory, as this is
how they are processed at CAHA.
- Do not name a Postscript file of a figure with the same
name as the LaTeX-File. Our procedure will over-write
the figure with the LaTeX-postscript-output.
- Do not submit figures in a separate mail or on paper
by ordinary mail.
- Do not re-submit an application after you have received the
postscript verification. In case it is absolutely essential
to make changes to a proposal already entered into our
database, please contact us before you submit it again).