This page describes the requirements of the PDF attachment, including templates, sections, and page limits. The PDF attachment is written as a standalone file using STScI-provided templates and is uploaded through APT.

The PDF attachment describes the science goals and technical requirements of the proposed observations. It is prepared outside of APT using one of the STScI-provided templates and is uploaded into APT for submission. The PDF attachment consists of pre-defined sections, some of which are required of all proposals and some which may only be required in certain circumstances. Proposals of different sizes and types have varying page limits requirements, that must be respected.

Proposers are encouraged to follow the articles JWST Getting Started on Your Proposal and Getting Started with Planning JWST Observations in planning and submitting their proposals. Proposers should also be familiar with the policies on data rights, duplications, dual anonymous review, use of GAI, and other important topics covered in JWST Key Policies, JWST Dual Anonymous Peer Review, and JWST General Science Policies.

Proposers are reminded that the review panels will include observational and theoretical astronomers and planetary scientists with a broad range of scientific expertise. They will not necessarily have specialists in all areas of astrophysics or planetary science, so the proposals must be written for this general audiences of scientists.

Templates

A proposal consists of a completed APT proposal form and an attached PDF file. Template files for the creation of the PDF attachment (below) are available for both LaTeX and Microsoft Word.

Proposers should carefully check the below important information for LaTeX and Microsoft Word (or other word processor) users. 

PDF attachments must be prepared using one of these templates.

Templates for JWST Cycle 6 proposal PDF attachments: 

Note: The templates have intentionally different margins to accommodate about the same amount of text per page.

As a courtesy, we have provided compliant example PDF attachments below that proposers may wish to use to verify the formatting compliance of their PDF attachments. Below we also provide the formatting specifications for each template, which may be especially helpful for proposers using word-processing software other than Microsoft Word.

Important information for LaTeX users

An example of a compliant LaTeX-produced PDF attachment is provided: JWST_proposal_example_LaTeX_cy6.pdf

Proposers should verify that other packages they use do not override the formatting definitions in jwstproposaltemplate_v6.sty. Commonly used packages that may interfere include apjfonts, times, and savetrees.

Proposers should take care when adjusting spacing around figures, for example:

• Figures, tables, and other floats cannot bleed into the margins or appear before the "Scientific Justification" heading;
• The spacing between figure/table caption text and body text must respect the line spacing.

LaTeX template formatting specifications

Important information for Microsoft Word users

An example of a compliant Microsoft Word-produced PDF attachment is provided: JWST_proposal_example_Word_cy6.pdf

Proposers should open the template file with their word processor of choice, rather than copying and pasting the template text into a blank document.

Proposers should carefully verify that their word processor settings do not override the template formatting. This is especially important for proposers using word processors other than Microsoft Word. 

Proposers should take care if copying and pasting text into the template file. Occasionally pasted text will have different indentation properties, even when pasting with "Match Formatting" or "Keep Text Only."

Proposers should take care when adjusting spacing around figures, for example:

• Figures, tables, and other floats cannot bleed into the margins or appear before the "Scientific Justification" heading;
• The spacing between figure/table caption text and body text must respect the line spacing.

Microsoft Word template formatting specifications

Sections of the PDF attachment

The PDF attachment consists of "Core Sections," "Supplemental Information," and "References." Combined, the information in each of these must respect the page limits given below.

• "Core Sections" include the
  • "Scientific Justification" (required for all proposals),
  • "Description of Observations" (for all GO and Survey proposals), and/or 
  • "Analysis Plan" (for all AR and Calibration GO proposals; optional for Combined GO+AR proposals). 
• "Supplemental Information" consists of
  • "Special Requirements,"
  • "Justify Coordinated Parallel Observations,"
  • "Justify Coordinated Observations with Other Facilities," and/or
  • "Justify Duplications,"

and may not be necessary for all proposals. Please see below and/or JWST Proposal Types and Categories to determine whether any of these sections are required for your proposal.

• "References" are required for all proposals. Any use of GAI must also be stated here in accordance with the policy on the use of GAI tools.

Core Sections

The bulk of the PDF attachment should be comprised of the following "Core Sections." Section headings for sections that are not needed or required may be removed.

Combined, the information in these "Core Sections" must respect the page limit requirements.

Scientific Justification

This item is required for all proposals.

This section should present a balanced discussion of background information, the program's goals, its significance to astronomy in general, and its importance to the specific sub-field of astronomy it addresses. The proposal should address the selection criteria listed on JWST How Your Proposal is Evaluated. 

Depending on the type of proposal, the following items should also be included:

• Treasury GO, Pure Parallel, and Legacy AR proposals should address the value to the astronomical community of the data products that will be generated by the program.
• Survey proposals should provide a complete description of the target sample, as well as the minimum number of targets required to achieve the science goals.
• AR proposals should describe how the project improves upon or adds to the previous use of data.
  • AR Theory proposals should additionally include a description of the scientific investigations that will be enabled by the successful completion of the program, and their relevance to JWST.
  • AR Data Science Software proposals should describe how the software packages that will be developed are relevant to and necessary for the reduction or interpretation of JWST data.
• Calibration (GO and AR) proposals should describe what science will be enabled by the successful completion of the program, and how the currently supported core capabilities, their calibrations, and the existing data processing are insufficient to meet the requirements of this type of science.
• Laboratory astrophysics relevant to the JWST observations, complementary ground-based observations, or citizen science components in support of the program science goals should be described here.

Description of Observations

This item is required for all GO proposals (including Combined GO+AR) and Survey programs.

Describe the overall experimental design of the program, justifying the selection of instruments, modes, exposure times, and requirements. Describe how the observations contribute to the goals described in the scientific justification. Quantitative estimates must be provided of the accuracy required to achieve key science goals. The JWST ETC generally provides sufficient information to determine the necessary exposure time. For modes that require target acquisition, proposers should verify that the exposure specifications provided meet the stated criteria for success. Successful target acquisitions are crucial for the success of the specified observations, and must be verified. Observing proposals that involve complex data analysis should include discussion of the analysis plan as part of the Description of Observations.

Depending on the type of proposal, the following items should also be included (in addition to the detailed rationale of the observations):

• Treasury GO proposals should include plans for data analysis and a description of how the data products will be made available to STScI and the community, the method of dissemination, and a realistic time line.
• ToO proposals must provide a clear definition of the trigger criteria and present a detailed plan for the observations to be performed if the triggering event occurs.
• Future Cycles GO proposals should describe the entire requested program and provide a cycle-by-cycle breakdown of the number of hours requested.
• Successful JWST proposers will be eligible to apply for NASA High-End Computing (HEC) Time. Proposers may wish to include that they intend to apply for HEC time, though this is not required.

If there is a discrepancy between the APT form and what is written in the Description of Observations in the PDF attachment, the APT form takes precedence. Proposers must therefore ensure that the APT submission explicitly includes all necessary constraints described in the proposal text. Failure to include relevant information may result in disqualification of the proposal. Additionally, the APT settings determine how a proposal is processed during the review. Failure to select the correct APT settings can result in the proposal being processed incorrectly. Any requests described in the Description of Observations but not correctly entered in APT may not be approved, even if reviewed by the TAC. 

There are no specific page limits on the section length, but proposers are strongly recommended to devote at least one page to the Description of Observations (all the sections need to fit within the allotted page limits). 

Budgets submitted later for approved proposals should be commensurate with the work outlined in the Description of Observations. Support for resources outside the original scope of work will not be considered. 

Analysis Plan 

This item is required for all AR proposals and Calibration GO proposals.

All AR proposals and all Calibration proposals (both GO and AR) should provide a detailed data analysis plan and describe the datasets that will be analyzed. This section is optional for Combined GO+AR proposals.

The plan should include a brief summary of the likely scale of the proposed program while adhering to the guidelines for JWST Dual Anonymous Peer Review. Inclusion of a target list is not required.

Depending on the type of proposal, the following items should also be included:

• Legacy AR proposals should also discuss the data products that will be made available to the community, the method of dissemination, and a realistic timeline. It is a requirement that data products be delivered to STScI in suitable digital formats for further dissemination via the MAST Data Archive or related channels. Any required technical support from STScI (and associated costs) should be described in detail.
• AR proposals with the Theory, Data Science Software, or Cloud Computing Studies flags should discuss the types of JWST data that will benefit from the proposed investigation, and references to specific data sets in the MAST Data Archive should be given where possible. They should also describe how the results of the theoretical investigation will be made available to the astronomical community, and on what timescale the results are expected.
• Calibration (GO and AR) proposals should discuss what documentation, and data products and/or software will be made available to STScI to support future observing programs. Proposers should explain how their programs complement ongoing calibration efforts by the STScI instrument groups. They should contact the relevant instrument groups to ensure that efforts are not duplicated, and if they are, justify why the duplications are necessary.
• Eligable JWST proposers may apply for NASA High-End Computing (HEC) Time. Proposers may wish to include that they intend to apply for HEC time, though this is not required.

Budgets submitted later for approved proposals should be commensurate with the work outlined in the Analysis Plan. Support for resources outside the original scope of work will not be considered. 

AR funding becomes available within 30 days of receipt of the grant PI notification letter. Any AR programs requesting a delay in the start date for funding must provide a justification as part of the Analysis Plan and the delay must be approved by the STScI Director.

There are no specific page limits on the section length, but proposers are strongly recommended to devote at least one page to the Analysis Plan (all the sections need to fit within the allotted page limits).

Supplemental Information

The following sections may be required for certain types of proposals and/or science cases. Section headings for sections that are not needed or required may be removed; however, the "Supplemental Information" heading must not be removed (even if no supplemental sections are required).

Combined, these sections should take no more than a single page.

Special Requirements

This item may be required for GO, Survey, or AR proposals.

All visit-level and exposure-level special requirements must be itemized in the proposal and have a scientific justification, discussed explicitly in the PDF portion of their proposal. Special requirements may only be added under exceptional circumstances after a proposal is accepted for execution.

Special requirements may include:

• For Target of Opportunity (ToO) observations, identify whether the ToOs are (ultra-)disruptive or non-disruptive and clearly state how soon JWST must begin observing after formal activation.
• For GO proposals that are part of the:
  • Long-Term Monitoring (LTM) Initiative, describe the required cadence of observations.
  • JWST-Roman Science (JRS) Initiative, describe the connection with specific Roman observations.
  • HWO Precursor Science (HPS) Initiative, describe the link to specific HWO precursor studies, Science Case Development Documents, anticipated HWO observations, or technical trades.
• Specific dates/phases or ranges of specific dates/phases for time-constrained observations;
• Requirements for specific orientations;
• Willingness to waive exclusive access rights, either wholly or partially;
• Requests and justifications for non-zero Exclusive Access Periods for Large GO, Treasury GO, Calibration GO, JRS, or HPS proposals;
• Links between observations, including non-interruptible sequences; and
• Requests for low background or background-limited observations.

For Survey programs, observations should have minimal constraints to maximize their schedulability. Linking separate visits is not allowed.

Justify Coordinated Parallel Observations

This item may only be required for GO proposals.

This section must be used to provide a scientific justification for any requested coordinated parallel observations. Those observations may have science goals aligned with the prime program, or may advance goals that complement or enhance the prime science. It should be clearly indicated whether the parallel observations are essential to the interpretation of the primary observations or the science program as a whole, or whether they address partly or completely unrelated issues. The TAC may recommend to disallow coordinated parallels, without jeopardy to the prime science, if they decide that the scientific justification for the parallels is not sufficient. 

Justify Coordinated Observations with Other Facilities

This item may only be required for GO proposals.

If you have plans for conducting coordinated observations with other facilities that are either being requested through a JWST Joint Observing Program or that will affect the JWST scheduling, please describe them here; examples in the latter case are coordinated observations with other spacecraft or ground-based observatories where time has already been awarded by the other facility. Describe how those observations will affect the scheduling. Please, remember to follow dual anonymous guidelines as in the rest of the proposal. 

Proposers should carefully review the Partner Observatory-specific information required, as listed in JWST Additional Flags for GO Proposals and linked below for each Partner Observatory:

• Joint JWST-ALMA observing proposals
• Joint JWST-Chandra observing proposals
• Joint JWST-HST observing proposals
• Joint JWST-NASA Keck observing proposals
• Joint JWST-NOIRLab observing proposals
• Joint JWST-NRAO observing proposals
• Joint JWST-TESS observing proposals
• Joint JWST-XMM-Newton observing proposals

Failure to include the required information may result in the proposal being disqualified.

Justify Duplications

This item may only be required for GO or Survey proposals.

Justify, on a target-by-target basis, any potential duplication with previously accepted observing programs. Use the "Duplication" checkbox in the Observation Summary in APT to identify the duplicating observations. See JWST Key Policies for policies on duplications and the procedure for how to check for duplications.

References

This item is required for all proposals.

• Proposals must include appropriate references to validate statements or results in the proposal.
• Proposals found to contain multiple references to papers or documents that do not exist will be disqualified.
• There are no page limits on the References section.
• References have no particular formatting requirements (you can use your favorite style, including numbers); however, sufficient information should be given so that each reference can be found online.
• Following NASA policy, any material contained in the proposal that is derived from Generative Artificial Intelligence (GAI) technology must be described and cited, e.g., the name of the program, version number, the date and time, and a short statement on how the GAI was used. This information must be included with the References and does not count against the page limits. Failure to disclose the use of GAI will result in disqualification. More information on the GAI Policy can be found on JWST Key Policies.

Page limits

As described above, the PDF attachment consists of "Core Sections," "Supplemental Information," and "References," and each has its own page limit requirements:

• Combined, the sections in the "Core Sections" are allowed:
  • Four (4) pages, for Very Small GO, Small GO, Survey, and Regular AR proposals;  
  • Five (5) pages, for Very Small Combined GO+AR, Small Combined GO+AR, Medium GO, and Medium Combined GO+AR proposals;  
  • Six (6) pages, for Large GO, Large Combined GO+AR, Treasury GO, and Legacy AR proposals.
• Combined, the sections in the "Supplemental Information" are allowed one (1) page.
• "References" are required for all proposals, and have no page limit requirements.

Summary of page limit requirements

There are no limits on the numbers of figures and tables in the PDF attachment, and they may be interspersed in the text. However, the total page limit must be observed, they should not run into the page margins, nor should they appear before the "Scientific Justification" heading.

There are no specific page limits on the length of any individual section; however, proposers are strongly recommended to devote at least one page to the "Description of Observations" or the "Analysis Plan." The page limit for the "Core Sections" must be observed.

The Observing Description in APT will not be visible for TAC reviewers. Proposers must not use that free text field as a replacement for page limit space. 

Next: JWST How Your Proposal is Evaluated