From cff0bbc5b5a3c54f801e8e3ab1e3c517af9c777c Mon Sep 17 00:00:00 2001 From: Erik Tollerud Date: Mon, 8 Sep 2025 10:05:21 -0400 Subject: [PATCH 01/22] cycle 5 template --- finance/proposal-calls/cycle5/template.md | 30 +++++++++++++++++++++++ 1 file changed, 30 insertions(+) create mode 100644 finance/proposal-calls/cycle5/template.md diff --git a/finance/proposal-calls/cycle5/template.md b/finance/proposal-calls/cycle5/template.md new file mode 100644 index 00000000..bddae8fe --- /dev/null +++ b/finance/proposal-calls/cycle5/template.md @@ -0,0 +1,30 @@ +### Title + +### Project Team +Describe who is expected to work on the project. If work will be undertaken by an open hire instead of (or in addition to) other project members, please indicate that here. + +### Project Description +How does this benefit Astropy packages / users / community / ...? Short summary. + +#### Roadmap Items +What [roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) item(s) does this work help address? + +### Project / Work +Details here as needed for Astropy community members to understand what is planned. + +### Approximate Budget +Currency: US $ +The approximate budget should be specified in USD. However, we are open to spending funds worldwide. Budgets should be converted to USD using a plausible exchange rate. + +Include overheads, fringe, etc. if money is paid as sub-grant (note that the Moore grant caps overhead at 15%). + +- Salary / contractor fees etc. (give sum here, details about contract, payment method (contract/sub-award) etc. can be worked out with the finance committee later) +- TOTAL + +Please note that we would happily accept budget items other than the above. + +Travel and conference registration should be submitted separately as needed. + +### Period of Performance + +List the expected range of time the budget should be allocated for. \ No newline at end of file From 8b1befafcb229c52563680148a31c2ca0cfc40cb Mon Sep 17 00:00:00 2001 From: Erik Tollerud Date: Mon, 8 Sep 2025 10:10:28 -0400 Subject: [PATCH 02/22] add cycle 5 announcement --- finance/proposal-calls/cycle5/cycle5.md | 125 ++++++++++++++++++++++++ 1 file changed, 125 insertions(+) create mode 100644 finance/proposal-calls/cycle5/cycle5.md diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md new file mode 100644 index 00000000..706b23a0 --- /dev/null +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -0,0 +1,125 @@ +TODO: + +*update numbers +*example FR + +# Cycle 5 funding requests and ideas + +# Changes relative to the previous cycle + +The primary changes for this Cycle relative to Cycle 4 are ... + + +# Funding goals + +Funding requests (FR) shall improve the Astropy Project. This includes work on code for the core repository, for coordinated or affiliated packages, infrastructure (e.g. testing, CI), tutorials, workshops, notebooks, community engagement, inclusion, diversity and empowerment, and anything else broadly Project related. + +FRs shall foster the Astropy Project goals of community, shared work, and cooperation and shall be described, reviewed, and executed in this manner. + +FRs need to clearly identify how the the funding will be used (e.g. "pay $YYY (US) to add Klingon Standard Time to astropy.time" or "organize astropy workshop to engage amateur astronomer community in Antarctica") + + +# Funding amount + +We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cycle. Note that this budget is for the next two years, but we emphasize that we are accepting proposals for up to three years in periods of performance. We anticipate the opportunity for the Project to get more funding within the next two years, and FRs with three-year-long projects will help us develop future grant and budget proposals. We encourage the community to aim high and propose projects that might be more ambitious than the two-year budget, as it will tangibly help us get budget to cover the remainder. We also encourage folks who plan to maintain the same effort level and costs over the next three years, to let us know. + +# Period of Performance + +Each FR should specify how long the project will last (the "Period of Performance"). A project can be anywhere from 1-3 years. For ongoing projects, longer periods of performance are better, as that lowers the administrative overhead of the project. In particular, FRs for subawards are best done with longer periods of performance e.g. 3 years. + +Note that if your proposal has a longer Period of Performance than one year, funds beyond that horizon are contingent on funds from the project being available. + + +# What can the funding be used for? + +Money can be used for travel, subscriptions, etc, in addition to direct financial support to individuals. + +The funds currently come from a NASA ROSES grant. It includes the following general areas: + +* Basic maintenance and development on all aspects of the Project +* Project-wide infrastructure +* Affiliated packages +* Astropy Learn and Community Engagement + +The Finance Committee assumes responsibility for ensuring that all awards made are consistent with any applicable funding agency rules. + + +# Funding Request process + +Funding Requests (FRs) should be posted as pull requests to https://github.com/astropy/astropy-project/ with the initial title text "Cycle 5 Funding:". The goal is to make this process as easy as possible for everyone, so we impose a limit of 100 lines assuming 80 char/line. We provide a template below. Please place the file with your FR at https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5 (the same location as the template). + +We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, etc. + +* TBD: **_Draft_** FR Deadline (new requests after this date will not be reviewed this cycle) +* Three week iteration and discussion period during which draft FRs can be fleshed out and modified +* TBD + 3wk: Finalized FRs are due +* Finance Committee reviews for compatibility with legal conditions +* TBD + 4wk: Voting period + +We aim to achieve broad consensus before the vote. Requesters are encouraged to combine ideas and teams, modify, or withdraw FRs during the discussion period as appropriate. Discussion is open to anyone; it is not restricted to voting members. It is also expected that the Finance Commitee will give feedback regarding budgets and periods of performance during this discussion period. + +At the second deadline, the text for the FRs is frozen but comments are still welcome. Within 5 business days of this deadline, the Finance Committee will review all requests to ensure they are compatible with the terms of the currently available funding sources and should be included in the FRs to be voted on. + +After that, voting members of the Astropy Project (as of the start of the vote) vote on the FRs using thumbs up/down on a dedicated comment. Every voting member of the Astropy Project has equal voting rights. + +The Coordination and Finance Committees will select FRs following the ranking by the members, taking into account the discussion, available effort level to implement, and any restrictions associated with the available funds. + +# Post-request process + +Once selection is completed, an FR that is *not* selected does not continue further, although it can always be re-proposed. It is also possible that if more funds become available before the next cycle, a proposal may be accepted later but with a revised timieline. + +If an FR *is* selected, 🎉! Now the work begins. + +Once a proposal is accepted, the finance committee will assign a committee member contact to ensure invoices are submitted, process is followed, etc. At the same time, the Coordination Committee will assign a COTR (see below) for that FR. + +The following general steps follow whan an FR is selected: + +1. The FR is assigned a final budget and funding source, and the PR is merged. +2. A new tracking issue is created for the FR (by the finance committee member contact), which includes the budget, period of performance, and identifies the assigned COTR. +3. Work updates are given in the tracking issue, although out-of-band clarifications/conversations with the finance committee contact or COTR are welcome. It is the responsibility of the COTR to ensure these updates happen (although they don't necessarily need to be done by the COTR themselves). +4. As work is completed, the funded personnel or their institutional representative submit invoices via OpenCollective (exact details of this will be clarified for each issue as details vary from person-to-institution). +5. The issue is closed when the FR's work is completed, the budget is exhausted, or the period of performance expires. + +Note that if your proposal has a longer period of performance than one year, funds beyond that horizon are contingent on funds from the project being available. + +# COTRs + +As in last Cycle, all proposals will be assigned a COTR (Contracting Officer's Technical Representative). This concept is borrowed from government funding agencies, although it is to be stressed that Astropy's goal is to make the COTR role as low-overhead as possible. + +COTR's key responsibilities include: + +* Technical expertise: COTRs are experts in the contract's specific area, evaluating the contractor's performance with their technical knowledge. +* Contract compliance: COTRs monitor and ensure the contractor follows contract terms, reviewing deliverables to meet expected Astropy community standards. +* Performance evaluation: COTRs assess contractor performance, verifying the work meets contract expectations. +* Issue resolution: COTRs play a role in resolving issues or disputes, collaborating with the finance committee, the Coordination Committee, and the broader Astropy Project. +* Communication and reporting: Acting as a liaison, COTRs ensure transparent communication, and reporting progress and issues (see above). + + +# Fostering constructive discussion + +We want to stay true to the "radical transparency" ethos of the Project and thus we are asking the community to comment on the FRs publicly. At the same time, we want to ensure that the conversations stay as constructive as possible to foster the Astropy Project’s commitment to maintaining a positive and welcoming culture. Thus, here we provide some example language that might help commenters stay constructive with their comments. + +Example of non-constructive comments are: + +* “This is not worth our time.” +* “Person X has never really done anything that I think is good.” + +Examples of constructive comments are: + +* “This is probably not a good way to spend Project funds because package abc already provides the same functionality.” +* “It's not clear to me the value that this would bring to the Project. Do the proposers have a way of assessing impact?" +* “I’m concerned the project team does not have the necessary skills to get this done. Can the team offer more proof of expertise, or bring in help from team members who have more relevant expertise?" + +If you are worried about your comments being perceived as inappropriate, you are welcome to send your feedback directly to the Finance Committee at finance@astropy.org or ask on Slack. You are also welcome to use the “thumbs down” vote without adding comments. If you have any concerns about this process and the ensuing discussion that you would prefer to discuss privately, contact the ombudsperson at confidential@astropy.org. + + +# Open hire process + +FRs can include an “open hire” process to identify people to undertake the activities described. Should such a request be accepted, the Finance Committee will organize a recruitment process to find the right person (or people) to carry out the work. Members of the FR team will be asked to assist in the recruitment and hiring process. The number of open hire requests selected may be limited by Finance Committee staffing availability. + +We envision a recruitment process that expands beyond the US Astronomy community and would include the various Research Software Engineering forums in addition to the AAS Job Register. We are in the process of putting together a hiring guide. + + +# Template and examples + +The following is a template proposal: [template.md](template.md). We also include an [example](example_draft_FR.md) that is an acceptable **Draft** FR (due March 1) to emphasize that drafts can include minimal information and are meant to be fleshed out and modified based on feedback before the final deadline (March 22). You can also refer to successful Cycle II/3/4 **Finalized** FRs at [this link](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/2021-proposal), [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle3), or [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle4) . From ecd98c8624cfd22478c958fe1b7530e567d89dd6 Mon Sep 17 00:00:00 2001 From: Erik Tollerud Date: Wed, 17 Sep 2025 14:21:58 -0400 Subject: [PATCH 03/22] todo updates --- finance/proposal-calls/cycle5/cycle5.md | 6 ++++-- 1 file changed, 4 insertions(+), 2 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 706b23a0..ba7645fa 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -1,7 +1,9 @@ TODO: -*update numbers -*example FR +* update numbers +* example FR +* add SPOC role +* clarify matching roadmap is one of the goals # Cycle 5 funding requests and ideas From 7aa2d4f25a625da9820576f08e8f5c7a9b1745d4 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 14:46:55 -0400 Subject: [PATCH 04/22] Add more details --- finance/proposal-calls/cycle5/cycle5.md | 28 ++++++------------------- 1 file changed, 6 insertions(+), 22 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index ba7645fa..87861806 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -9,17 +9,12 @@ TODO: # Changes relative to the previous cycle -The primary changes for this Cycle relative to Cycle 4 are ... - +The primary change for this Cycle (relative to previous Cycles) is that the [Roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) will be used to help determine funding priorities. In addition, the Strategic Planning and Organizing Committee (SPOC) will participate in funding request review, solicitation, and selection as the maintainers of the roadmap. Also, due to funding uncertainties, the period of performance and budgets should be just one year, as opposed to multiple years. # Funding goals +Funding requests (FR) should address items on the Astropy Project’s Roadmap. In particular, funding will be prioritized for “red” and “orange” roadmap items, which have been identified by the community as being high priority. -Funding requests (FR) shall improve the Astropy Project. This includes work on code for the core repository, for coordinated or affiliated packages, infrastructure (e.g. testing, CI), tutorials, workshops, notebooks, community engagement, inclusion, diversity and empowerment, and anything else broadly Project related. - -FRs shall foster the Astropy Project goals of community, shared work, and cooperation and shall be described, reviewed, and executed in this manner. - -FRs need to clearly identify how the the funding will be used (e.g. "pay $YYY (US) to add Klingon Standard Time to astropy.time" or "organize astropy workshop to engage amateur astronomer community in Antarctica") - +Funding requests may be submitted which include the recruitment and hiring of someone to complete the task. # Funding amount @@ -27,24 +22,13 @@ We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cy # Period of Performance -Each FR should specify how long the project will last (the "Period of Performance"). A project can be anywhere from 1-3 years. For ongoing projects, longer periods of performance are better, as that lowers the administrative overhead of the project. In particular, FRs for subawards are best done with longer periods of performance e.g. 3 years. - -Note that if your proposal has a longer Period of Performance than one year, funds beyond that horizon are contingent on funds from the project being available. - +The period of performance should be for one year. Ideally, Jan 1,2026--Dec 31, 2026. # What can the funding be used for? -Money can be used for travel, subscriptions, etc, in addition to direct financial support to individuals. - -The funds currently come from a NASA ROSES grant. It includes the following general areas: - -* Basic maintenance and development on all aspects of the Project -* Project-wide infrastructure -* Affiliated packages -* Astropy Learn and Community Engagement - -The Finance Committee assumes responsibility for ensuring that all awards made are consistent with any applicable funding agency rules. +Money can be used for travel, subscriptions, etc, in addition to direct financial support to individuals, including individuals based outside of the United States. +The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fiscal sponsor, and the Finance Committee assumes responsibility for ensuring that all awards made are consistent with any applicable funding agency rules. # Funding Request process From 45e400db684eacbf01ed1a00c7acdf7ca23abb83 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 14:49:53 -0400 Subject: [PATCH 05/22] Update finance/proposal-calls/cycle5/cycle5.md Co-authored-by: Erik Tollerud --- finance/proposal-calls/cycle5/cycle5.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 87861806..4d2ad5c3 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -14,6 +14,8 @@ The primary change for this Cycle (relative to previous Cycles) is that the [Roa # Funding goals Funding requests (FR) should address items on the Astropy Project’s Roadmap. In particular, funding will be prioritized for “red” and “orange” roadmap items, which have been identified by the community as being high priority. +FRs shall foster the Astropy Project goals of community, shared work, and cooperation and shall be described, reviewed, and executed in this manner. + Funding requests may be submitted which include the recruitment and hiring of someone to complete the task. # Funding amount From cd28c9c961a15d3a6d0bc245147e5b5664fc4f43 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 14:54:57 -0400 Subject: [PATCH 06/22] Revise template for Cycle 5 proposal calls Updated the project/work section to clarify deliverables and revised budget details for sub-awards. Added specific period of performance for Cycle 5. --- finance/proposal-calls/cycle5/template.md | 10 +++++----- 1 file changed, 5 insertions(+), 5 deletions(-) diff --git a/finance/proposal-calls/cycle5/template.md b/finance/proposal-calls/cycle5/template.md index bddae8fe..d9777f08 100644 --- a/finance/proposal-calls/cycle5/template.md +++ b/finance/proposal-calls/cycle5/template.md @@ -9,22 +9,22 @@ How does this benefit Astropy packages / users / community / ...? Short summary. #### Roadmap Items What [roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) item(s) does this work help address? -### Project / Work -Details here as needed for Astropy community members to understand what is planned. +### Project / Work / Deliverables +Details here as needed for Astropy community members to understand what is planned. This should include a description of expected concrete results or deliverables. ### Approximate Budget Currency: US $ The approximate budget should be specified in USD. However, we are open to spending funds worldwide. Budgets should be converted to USD using a plausible exchange rate. -Include overheads, fringe, etc. if money is paid as sub-grant (note that the Moore grant caps overhead at 15%). +Include overheads, fringe, etc. if money is paid as sub-award to an institution. - Salary / contractor fees etc. (give sum here, details about contract, payment method (contract/sub-award) etc. can be worked out with the finance committee later) - TOTAL Please note that we would happily accept budget items other than the above. -Travel and conference registration should be submitted separately as needed. +Travel and conference registration should be submitted separately from this funding request, as needed. ### Period of Performance -List the expected range of time the budget should be allocated for. \ No newline at end of file +List the expected range of time the budget should be allocated for. For Cycle 5, the ideal period of performance is Jan 1, 2026–Dec 31, 2026. From 6990155d3457d4323c399aa0186fa1bb9c1cf428 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 14:58:18 -0400 Subject: [PATCH 07/22] Update funding amount section in cycle5.md --- finance/proposal-calls/cycle5/cycle5.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 4d2ad5c3..8ed288d4 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -20,7 +20,7 @@ Funding requests may be submitted which include the recruitment and hiring of so # Funding amount -We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cycle. Note that this budget is for the next two years, but we emphasize that we are accepting proposals for up to three years in periods of performance. We anticipate the opportunity for the Project to get more funding within the next two years, and FRs with three-year-long projects will help us develop future grant and budget proposals. We encourage the community to aim high and propose projects that might be more ambitious than the two-year budget, as it will tangibly help us get budget to cover the remainder. We also encourage folks who plan to maintain the same effort level and costs over the next three years, to let us know. +We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cycle. # Period of Performance From f963f54d70cd1918b5ac4350ffe66678c6c0abc3 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 15:20:56 -0400 Subject: [PATCH 08/22] Revise Cycle 5 funding request guidelines --- finance/proposal-calls/cycle5/cycle5.md | 44 ++++++++++++------------- 1 file changed, 21 insertions(+), 23 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 4d2ad5c3..66675848 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -2,22 +2,18 @@ TODO: * update numbers * example FR -* add SPOC role -* clarify matching roadmap is one of the goals # Cycle 5 funding requests and ideas # Changes relative to the previous cycle -The primary change for this Cycle (relative to previous Cycles) is that the [Roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) will be used to help determine funding priorities. In addition, the Strategic Planning and Organizing Committee (SPOC) will participate in funding request review, solicitation, and selection as the maintainers of the roadmap. Also, due to funding uncertainties, the period of performance and budgets should be just one year, as opposed to multiple years. +The primary change for Cycle 5 (relative to Cycle 4) is that the [Roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) will be used to determine funding priorities. In addition, as the maintainers of the roadmap, the Strategic Planning and Organizing Committee (SPOC) will participate in funding request review, solicitation, and selection. Also, due to funding uncertainties, the period of performance and budgets should be just one year, as opposed to multiple years. # Funding goals Funding requests (FR) should address items on the Astropy Project’s Roadmap. In particular, funding will be prioritized for “red” and “orange” roadmap items, which have been identified by the community as being high priority. FRs shall foster the Astropy Project goals of community, shared work, and cooperation and shall be described, reviewed, and executed in this manner. -Funding requests may be submitted which include the recruitment and hiring of someone to complete the task. - # Funding amount We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cycle. Note that this budget is for the next two years, but we emphasize that we are accepting proposals for up to three years in periods of performance. We anticipate the opportunity for the Project to get more funding within the next two years, and FRs with three-year-long projects will help us develop future grant and budget proposals. We encourage the community to aim high and propose projects that might be more ambitious than the two-year budget, as it will tangibly help us get budget to cover the remainder. We also encourage folks who plan to maintain the same effort level and costs over the next three years, to let us know. @@ -30,46 +26,48 @@ The period of performance should be for one year. Ideally, Jan 1,2026--Dec 31, 2 Money can be used for travel, subscriptions, etc, in addition to direct financial support to individuals, including individuals based outside of the United States. -The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fiscal sponsor, and the Finance Committee assumes responsibility for ensuring that all awards made are consistent with any applicable funding agency rules. - -# Funding Request process +Funding requests may be submitted which include the recruitment and hiring of someone to complete the task. See below: Open Hire Process. -Funding Requests (FRs) should be posted as pull requests to https://github.com/astropy/astropy-project/ with the initial title text "Cycle 5 Funding:". The goal is to make this process as easy as possible for everyone, so we impose a limit of 100 lines assuming 80 char/line. We provide a template below. Please place the file with your FR at https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5 (the same location as the template). +The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fiscal sponsor, and the Finance Committee assume responsibility for ensuring that all budgets are consistent with any applicable funding agency rules. -We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, etc. +# Funding Request Process Overview -* TBD: **_Draft_** FR Deadline (new requests after this date will not be reviewed this cycle) -* Three week iteration and discussion period during which draft FRs can be fleshed out and modified -* TBD + 3wk: Finalized FRs are due -* Finance Committee reviews for compatibility with legal conditions -* TBD + 4wk: Voting period +We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, and for the SPOC to ensure as much of the Roadmap is possible is being addressed. -We aim to achieve broad consensus before the vote. Requesters are encouraged to combine ideas and teams, modify, or withdraw FRs during the discussion period as appropriate. Discussion is open to anyone; it is not restricted to voting members. It is also expected that the Finance Commitee will give feedback regarding budgets and periods of performance during this discussion period. +* Oct 11, 2025: **_Draft_** FR Deadline +* Three week iteration and discussion period during which draft FRs can be fleshed out and modified. During this time: + * the SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. + * the Finance Committee will review budgets and may provide feedback and/or request more information. +* TBD + 3wk (Nov 1): Finalized FRs are due, two week Voting period begins +* TBD + 5wk (Nov 17): The SPOC and Finance Committee will work together to select funding requests and allocate budgets based on alignment with the Roadmap, community input, available effort, and available funds. +* TBD + 7 wk (Dec 1): Drafting contracts begins. +* Jan 1, 2026: Work commences -At the second deadline, the text for the FRs is frozen but comments are still welcome. Within 5 business days of this deadline, the Finance Committee will review all requests to ensure they are compatible with the terms of the currently available funding sources and should be included in the FRs to be voted on. +We aim to achieve broad consensus before the vote. Requesters are encouraged to combine ideas and teams, modify, or withdraw FRs during the discussion period, as appropriate. Discussion is open to anyone; it is not restricted to voting members. -After that, voting members of the Astropy Project (as of the start of the vote) vote on the FRs using thumbs up/down on a dedicated comment. Every voting member of the Astropy Project has equal voting rights. +Voting members of the Astropy Project vote on the FRs using thumbs up/down on a dedicated comment. Every voting member of the Astropy Project has equal voting rights. The Coordination and Finance Committees will select FRs following the ranking by the members, taking into account the discussion, available effort level to implement, and any restrictions associated with the available funds. +# How to Submit a Funding Request +Funding Requests (FRs) should be posted as pull requests to https://github.com/astropy/astropy-project/ with the initial title text "Cycle 5 Funding:". The goal is to make this process as easy as possible for everyone, so we impose a limit of 100 lines assuming 80 char/line. We provide a template: [Cycle 5 template](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5/template.md). Please place the file with your FR in the [cycle 5 folder](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5/), the same location as the template. + # Post-request process -Once selection is completed, an FR that is *not* selected does not continue further, although it can always be re-proposed. It is also possible that if more funds become available before the next cycle, a proposal may be accepted later but with a revised timieline. +Once selection is completed, an FR that is *not* selected does not continue further, although it can always be re-proposed. It is also possible that if more funds become available before the next cycle, a proposal may be accepted later but with a revised timieline. If an FR *is* selected, 🎉! Now the work begins. -Once a proposal is accepted, the finance committee will assign a committee member contact to ensure invoices are submitted, process is followed, etc. At the same time, the Coordination Committee will assign a COTR (see below) for that FR. +Once a proposal is accepted, the Finance Committee will assign a committee member contact to ensure invoices are submitted, process is followed, etc. At the same time, the Coordination Committee will assign a COTR (see below) for that FR. The following general steps follow whan an FR is selected: 1. The FR is assigned a final budget and funding source, and the PR is merged. 2. A new tracking issue is created for the FR (by the finance committee member contact), which includes the budget, period of performance, and identifies the assigned COTR. 3. Work updates are given in the tracking issue, although out-of-band clarifications/conversations with the finance committee contact or COTR are welcome. It is the responsibility of the COTR to ensure these updates happen (although they don't necessarily need to be done by the COTR themselves). -4. As work is completed, the funded personnel or their institutional representative submit invoices via OpenCollective (exact details of this will be clarified for each issue as details vary from person-to-institution). +4. As work is completed, the funded personnel or their institutional representative submit invoices to NumFocus. 5. The issue is closed when the FR's work is completed, the budget is exhausted, or the period of performance expires. -Note that if your proposal has a longer period of performance than one year, funds beyond that horizon are contingent on funds from the project being available. - # COTRs As in last Cycle, all proposals will be assigned a COTR (Contracting Officer's Technical Representative). This concept is borrowed from government funding agencies, although it is to be stressed that Astropy's goal is to make the COTR role as low-overhead as possible. From 93d7ec04cc14c74ab016c511222c1d11859485cf Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 15:24:16 -0400 Subject: [PATCH 09/22] mention SOW in template --- finance/proposal-calls/cycle5/template.md | 3 ++- 1 file changed, 2 insertions(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/template.md b/finance/proposal-calls/cycle5/template.md index d9777f08..34d51714 100644 --- a/finance/proposal-calls/cycle5/template.md +++ b/finance/proposal-calls/cycle5/template.md @@ -5,12 +5,13 @@ Describe who is expected to work on the project. If work will be undertaken by a ### Project Description How does this benefit Astropy packages / users / community / ...? Short summary. +This section, including the below subsections, will be used as the Scope of Work in the resulting contracts funding approved FRs. #### Roadmap Items What [roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) item(s) does this work help address? ### Project / Work / Deliverables -Details here as needed for Astropy community members to understand what is planned. This should include a description of expected concrete results or deliverables. +Details here as needed for Astropy community members to understand what is planned. This should include a description of expected specific results and/or deliverables. ### Approximate Budget Currency: US $ From abcb7b6531a436225562bced6c65071a79b62e44 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 22 Sep 2025 15:27:42 -0400 Subject: [PATCH 10/22] Revise project description and deliverables sections --- finance/proposal-calls/cycle5/template.md | 12 ++++++------ 1 file changed, 6 insertions(+), 6 deletions(-) diff --git a/finance/proposal-calls/cycle5/template.md b/finance/proposal-calls/cycle5/template.md index 34d51714..069b1a67 100644 --- a/finance/proposal-calls/cycle5/template.md +++ b/finance/proposal-calls/cycle5/template.md @@ -3,19 +3,19 @@ ### Project Team Describe who is expected to work on the project. If work will be undertaken by an open hire instead of (or in addition to) other project members, please indicate that here. -### Project Description -How does this benefit Astropy packages / users / community / ...? Short summary. +### Project Description / Scope of Work +Briefly describe how this work will benefit Astropy packages / users / community. This section, including the below subsections, will be used as the Scope of Work in the resulting contracts funding approved FRs. #### Roadmap Items -What [roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) item(s) does this work help address? +List which [roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) item(s) this work will help address? -### Project / Work / Deliverables -Details here as needed for Astropy community members to understand what is planned. This should include a description of expected specific results and/or deliverables. +#### Project / Work / Deliverables +Provide the details of the planned work so that the Astropy community members will understand what is planned. This should include a description of expected specific results and/or deliverables. ### Approximate Budget Currency: US $ -The approximate budget should be specified in USD. However, we are open to spending funds worldwide. Budgets should be converted to USD using a plausible exchange rate. +The approximate budget should be specified in USD. However, we are open to spending funds internationally. Budgets should be converted to USD using a plausible exchange rate. Include overheads, fringe, etc. if money is paid as sub-award to an institution. From f2ac5fa67cb993fca179d114e6902aaeebce563b Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 29 Sep 2025 14:26:37 -0400 Subject: [PATCH 11/22] Remove clarification on matching roadmap goal Removed clarification about matching roadmap as a goal. --- finance/proposal-calls/cycle5/cycle5.md | 3 +-- 1 file changed, 1 insertion(+), 2 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 8ed288d4..057ac3e8 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -3,8 +3,7 @@ TODO: * update numbers * example FR * add SPOC role -* clarify matching roadmap is one of the goals - + # Cycle 5 funding requests and ideas # Changes relative to the previous cycle From 43ce8c5fe5e6f21c61c88578665fca68653d63ee Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 29 Sep 2025 14:27:35 -0400 Subject: [PATCH 12/22] Clean up TODO section in cycle5.md Removed TODO items for updating numbers and adding SPOC role. --- finance/proposal-calls/cycle5/cycle5.md | 2 -- 1 file changed, 2 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 057ac3e8..2f789f00 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -1,8 +1,6 @@ TODO: - * update numbers * example FR -* add SPOC role # Cycle 5 funding requests and ideas From 567c85e24991e35ee37d9c42073628bb5f0c57ba Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 29 Sep 2025 14:41:02 -0400 Subject: [PATCH 13/22] Clarify funding request selection criteria Updated selection criteria for funding requests to emphasize alignment with the Roadmap and available effort. --- finance/proposal-calls/cycle5/cycle5.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 66675848..c005899f 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -39,7 +39,7 @@ We envision a two stage FR process to enable the community to discuss and improv * the SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. * the Finance Committee will review budgets and may provide feedback and/or request more information. * TBD + 3wk (Nov 1): Finalized FRs are due, two week Voting period begins -* TBD + 5wk (Nov 17): The SPOC and Finance Committee will work together to select funding requests and allocate budgets based on alignment with the Roadmap, community input, available effort, and available funds. +* TBD + 5wk (Nov 17): The SPOC and Finance Committee will work together to select funding requests and allocate budgets. * TBD + 7 wk (Dec 1): Drafting contracts begins. * Jan 1, 2026: Work commences @@ -47,7 +47,7 @@ We aim to achieve broad consensus before the vote. Requesters are encouraged to Voting members of the Astropy Project vote on the FRs using thumbs up/down on a dedicated comment. Every voting member of the Astropy Project has equal voting rights. -The Coordination and Finance Committees will select FRs following the ranking by the members, taking into account the discussion, available effort level to implement, and any restrictions associated with the available funds. +The Coordination and Finance Committees will select FRs based on alignment with the Roadmap, ranking by the members, available effort to implement, and available funds. # How to Submit a Funding Request Funding Requests (FRs) should be posted as pull requests to https://github.com/astropy/astropy-project/ with the initial title text "Cycle 5 Funding:". The goal is to make this process as easy as possible for everyone, so we impose a limit of 100 lines assuming 80 char/line. We provide a template: [Cycle 5 template](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5/template.md). Please place the file with your FR in the [cycle 5 folder](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5/), the same location as the template. From d4060859bc7e31e03a429786a1226729f23fe03d Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Mon, 29 Sep 2025 14:45:06 -0400 Subject: [PATCH 14/22] Revise funding request deadlines and process dates Updated the funding request deadlines and related timelines. --- finance/proposal-calls/cycle5/cycle5.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index c005899f..2597fa07 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -34,13 +34,13 @@ The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fisc We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, and for the SPOC to ensure as much of the Roadmap is possible is being addressed. -* Oct 11, 2025: **_Draft_** FR Deadline +* Oct 17, 2025: **_Draft_** FR Deadline * Three week iteration and discussion period during which draft FRs can be fleshed out and modified. During this time: * the SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. * the Finance Committee will review budgets and may provide feedback and/or request more information. -* TBD + 3wk (Nov 1): Finalized FRs are due, two week Voting period begins -* TBD + 5wk (Nov 17): The SPOC and Finance Committee will work together to select funding requests and allocate budgets. -* TBD + 7 wk (Dec 1): Drafting contracts begins. +* TBD + 3wk (Nov 7): Finalized FRs are due, two week Voting period begins +* TBD + 5wk (Nov 24): The SPOC and Finance Committee will work together to select funding requests and allocate budgets. +* TBD + 7 wk (Dec 8): Announcement of selected FRs. Drafting contracts begins. * Jan 1, 2026: Work commences We aim to achieve broad consensus before the vote. Requesters are encouraged to combine ideas and teams, modify, or withdraw FRs during the discussion period, as appropriate. Discussion is open to anyone; it is not restricted to voting members. From e3c664cef6bf44334fbe8053a8c0b89d26ca845c Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Wed, 1 Oct 2025 14:30:09 -0400 Subject: [PATCH 15/22] Update finance/proposal-calls/cycle5/cycle5.md Co-authored-by: Adrian Price-Whelan <583379+adrn@users.noreply.github.com> --- finance/proposal-calls/cycle5/cycle5.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 2597fa07..7b4d9cc3 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -32,7 +32,7 @@ The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fisc # Funding Request Process Overview -We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, and for the SPOC to ensure as much of the Roadmap is possible is being addressed. +We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, and for the SPOC to ensure as much of the Roadmap as possible is being addressed. * Oct 17, 2025: **_Draft_** FR Deadline * Three week iteration and discussion period during which draft FRs can be fleshed out and modified. During this time: From f96ff551a38cf4ef975351f44881866c49e3224c Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Wed, 1 Oct 2025 14:30:20 -0400 Subject: [PATCH 16/22] Update finance/proposal-calls/cycle5/cycle5.md Co-authored-by: Erik Tollerud --- finance/proposal-calls/cycle5/cycle5.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 7b4d9cc3..538e2745 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -36,8 +36,8 @@ We envision a two stage FR process to enable the community to discuss and improv * Oct 17, 2025: **_Draft_** FR Deadline * Three week iteration and discussion period during which draft FRs can be fleshed out and modified. During this time: - * the SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. - * the Finance Committee will review budgets and may provide feedback and/or request more information. + * The SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. + * The Finance Committee will review budgets and may provide feedback and/or request more information. * TBD + 3wk (Nov 7): Finalized FRs are due, two week Voting period begins * TBD + 5wk (Nov 24): The SPOC and Finance Committee will work together to select funding requests and allocate budgets. * TBD + 7 wk (Dec 8): Announcement of selected FRs. Drafting contracts begins. From 7f6a28448c1b7638e175fd2207cdb79610eb9a73 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Wed, 1 Oct 2025 14:30:30 -0400 Subject: [PATCH 17/22] Update finance/proposal-calls/cycle5/cycle5.md Co-authored-by: Adrian Price-Whelan <583379+adrn@users.noreply.github.com> --- finance/proposal-calls/cycle5/cycle5.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 538e2745..fb154f29 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -26,7 +26,7 @@ The period of performance should be for one year. Ideally, Jan 1,2026--Dec 31, 2 Money can be used for travel, subscriptions, etc, in addition to direct financial support to individuals, including individuals based outside of the United States. -Funding requests may be submitted which include the recruitment and hiring of someone to complete the task. See below: Open Hire Process. +Funding requests may be submitted even if they include the recruitment and hiring of another person to complete the task. See below: Open Hire Process. The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fiscal sponsor, and the Finance Committee assume responsibility for ensuring that all budgets are consistent with any applicable funding agency rules. From a0bba2dbe80a6f33556456a87fa7bcbcf264c549 Mon Sep 17 00:00:00 2001 From: Kelle Cruz Date: Wed, 1 Oct 2025 14:30:39 -0400 Subject: [PATCH 18/22] Update finance/proposal-calls/cycle5/cycle5.md Co-authored-by: Erik Tollerud --- finance/proposal-calls/cycle5/cycle5.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index fb154f29..ddc66a59 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -47,7 +47,7 @@ We aim to achieve broad consensus before the vote. Requesters are encouraged to Voting members of the Astropy Project vote on the FRs using thumbs up/down on a dedicated comment. Every voting member of the Astropy Project has equal voting rights. -The Coordination and Finance Committees will select FRs based on alignment with the Roadmap, ranking by the members, available effort to implement, and available funds. +The Coordination and Finance Committees will select FRs based on the voting results, alignment with the Roadmap, confirmation of available people to implement, and available funds. # How to Submit a Funding Request Funding Requests (FRs) should be posted as pull requests to https://github.com/astropy/astropy-project/ with the initial title text "Cycle 5 Funding:". The goal is to make this process as easy as possible for everyone, so we impose a limit of 100 lines assuming 80 char/line. We provide a template: [Cycle 5 template](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5/template.md). Please place the file with your FR in the [cycle 5 folder](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle5/), the same location as the template. From 1c8bc71d7ad44b0e1127325dbe8db3f394c6b95f Mon Sep 17 00:00:00 2001 From: Erik Tollerud Date: Wed, 1 Oct 2025 14:44:22 -0400 Subject: [PATCH 19/22] last minute updates from SPOC --- finance/proposal-calls/cycle5/cycle5.md | 13 +++++++------ 1 file changed, 7 insertions(+), 6 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 54030a8e..ddd2757e 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -1,4 +1,3 @@ - # Cycle 5 funding requests and ideas # Changes relative to the previous cycle @@ -16,7 +15,7 @@ We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cy # Period of Performance -The period of performance should be for one year. Ideally, Jan 1,2026--Dec 31, 2026. +The period of performance should be for one year. Ideally, Jan 1–Dec 31, 2026. # What can the funding be used for? @@ -30,15 +29,17 @@ The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fisc We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, and for the SPOC to ensure as much of the Roadmap as possible is being addressed. -* Oct 17, 2025: **_Draft_** FR Deadline +* Oct 17, 2025: **_Draft_** FR Deadline * Three week iteration and discussion period during which draft FRs can be fleshed out and modified. During this time: * The SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. * The Finance Committee will review budgets and may provide feedback and/or request more information. -* TBD + 3wk (Nov 7): Finalized FRs are due, two week Voting period begins -* TBD + 5wk (Nov 24): The SPOC and Finance Committee will work together to select funding requests and allocate budgets. -* TBD + 7 wk (Dec 8): Announcement of selected FRs. Drafting contracts begins. +* Nov 7, 2025: Finalized FRs are due, two week Voting period begins +* Nov 24, 2025: The SPOC and Finance Committee will work together to select funding requests and allocate budgets. +* Dec 8, 2025: Announcement of selected FRs. Drafting contracts begins. * Jan 1, 2026: Work commences +Note that these dates are nominal, and unplanned events like a government shutdown could extend some of the dates/deadlines. + We aim to achieve broad consensus before the vote. Requesters are encouraged to combine ideas and teams, modify, or withdraw FRs during the discussion period, as appropriate. Discussion is open to anyone; it is not restricted to voting members. Voting members of the Astropy Project vote on the FRs using thumbs up/down on a dedicated comment. Every voting member of the Astropy Project has equal voting rights. From 5aa15e4e60890144dc6ffb32a06073d0e97e30c5 Mon Sep 17 00:00:00 2001 From: Erik Tollerud Date: Wed, 15 Oct 2025 14:13:20 -0400 Subject: [PATCH 20/22] Update finance/proposal-calls/cycle5/cycle5.md Co-authored-by: Thomas Robitaille --- finance/proposal-calls/cycle5/cycle5.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index ddd2757e..d1813e80 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -5,7 +5,7 @@ The primary change for Cycle 5 (relative to Cycle 4) is that the [Roadmap](https://github.com/astropy/astropy-project/blob/main/roadmap/roadmap.md) will be used to determine funding priorities. In addition, as the maintainers of the roadmap, the Strategic Planning and Organizing Committee (SPOC) will participate in funding request review, solicitation, and selection. Also, due to funding uncertainties, the period of performance and budgets should be just one year, as opposed to multiple years. # Funding goals -Funding requests (FR) should address items on the Astropy Project’s Roadmap. In particular, funding will be prioritized for “red” and “orange” roadmap items, which have been identified by the community as being high priority. +Funding requests (FR) which address one or more items on the Astropy Project’s Roadmap will be prioritized, with proposals that include work towards “red” and “orange” roadmap items being prioritized the most, since these have been identified by the community as being the most critical. FRs shall foster the Astropy Project goals of community, shared work, and cooperation and shall be described, reviewed, and executed in this manner. From 0423fe9688e78007558d8e6fd9e788548acbaee5 Mon Sep 17 00:00:00 2001 From: Erik Tollerud Date: Wed, 15 Oct 2025 14:25:42 -0400 Subject: [PATCH 21/22] final money and date updates --- finance/proposal-calls/cycle5/cycle5.md | 16 ++++++++-------- 1 file changed, 8 insertions(+), 8 deletions(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index d1813e80..0bbd974f 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -11,7 +11,7 @@ FRs shall foster the Astropy Project goals of community, shared work, and cooper # Funding amount -We anticipate a maximum of **$XXX,XXX** (US) to be available for this funding cycle. +We anticipate a maximum of **$250,000** (US) to be available for this funding cycle. # Period of Performance @@ -29,16 +29,16 @@ The funds currently come from a NASA ROSES grant. NumFocus, the Project’s fisc We envision a two stage FR process to enable the community to discuss and improve ideas, to merge teams with similar ideas, and for the SPOC to ensure as much of the Roadmap as possible is being addressed. -* Oct 17, 2025: **_Draft_** FR Deadline +* Oct 31, 2025: **_Draft_** FR Deadline * Three week iteration and discussion period during which draft FRs can be fleshed out and modified. During this time: * The SPOC may submit and/or solicit new proposals that fill gaps not addressed by the initial round of requests. * The Finance Committee will review budgets and may provide feedback and/or request more information. -* Nov 7, 2025: Finalized FRs are due, two week Voting period begins -* Nov 24, 2025: The SPOC and Finance Committee will work together to select funding requests and allocate budgets. -* Dec 8, 2025: Announcement of selected FRs. Drafting contracts begins. -* Jan 1, 2026: Work commences +* Nov 21, 2025: Finalized FRs are due, two week Voting period begins +* Dec 8, 2025: The SPOC and Finance Committee will work together to select funding requests and allocate budgets. +* Dec 19, 2025: Announcement of selected FRs. Drafting contracts begins. +* Jan 1, 2026: Work can commence once contracts are signed. -Note that these dates are nominal, and unplanned events like a government shutdown could extend some of the dates/deadlines. +Note that these dates are nominal, and unplanned events like extended government shutdowns could extend some of the dates/deadlines. We aim to achieve broad consensus before the vote. Requesters are encouraged to combine ideas and teams, modify, or withdraw FRs during the discussion period, as appropriate. Discussion is open to anyone; it is not restricted to voting members. @@ -105,4 +105,4 @@ We envision a recruitment process that expands beyond the US Astronomy community # Template and examples -The following is a template proposal: [template.md](template.md). We also include an [example](example_draft_FR.md) that is an acceptable **Draft** FR (due March 1) to emphasize that drafts can include minimal information and are meant to be fleshed out and modified based on feedback before the final deadline (March 22). You can also refer to successful Cycle II/3/4 **Finalized** FRs at [this link](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/2021-proposal), [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle3), or [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle4) . +The following is a template proposal: [template.md](template.md). We also include an [example](example_draft_FR.md) that is an acceptable **Draft** FR to emphasize that drafts can include minimal information and are meant to be fleshed out and modified based on feedback before the final deadline. You can also refer to successful Cycle II/3/4 **Finalized** FRs at [this link](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/2021-proposal), [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle3), or [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle4) . From d4245e02b7c8db7cfa71ec53c7f8dda8f7a2b9dd Mon Sep 17 00:00:00 2001 From: Thomas Robitaille Date: Wed, 15 Oct 2025 19:29:51 +0100 Subject: [PATCH 22/22] Remove example --- finance/proposal-calls/cycle5/cycle5.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/finance/proposal-calls/cycle5/cycle5.md b/finance/proposal-calls/cycle5/cycle5.md index 0bbd974f..94f7b50b 100644 --- a/finance/proposal-calls/cycle5/cycle5.md +++ b/finance/proposal-calls/cycle5/cycle5.md @@ -105,4 +105,4 @@ We envision a recruitment process that expands beyond the US Astronomy community # Template and examples -The following is a template proposal: [template.md](template.md). We also include an [example](example_draft_FR.md) that is an acceptable **Draft** FR to emphasize that drafts can include minimal information and are meant to be fleshed out and modified based on feedback before the final deadline. You can also refer to successful Cycle II/3/4 **Finalized** FRs at [this link](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/2021-proposal), [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle3), or [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle4) . +The following is a template proposal: [template.md](template.md). You can also refer to successful Cycle II/3/4 **Finalized** FRs at [this link](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/2021-proposal), [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle3), or [this one](https://github.com/astropy/astropy-project/tree/main/finance/proposal-calls/cycle4) .