FREQUENTLY ASKED QUESTIONS


DoD Approval of Meeting

Has the December 2017 meeting received DoD approval?

JANNAF Secure Portal Account

Why do I need a Portal Account to view the Preliminary Program?
Why do I need a Portal Account to register for the December 2017 meeting?
What information do I need in order to create a JANNAF Secure Portal account?
How long will it take for my Portal account to be approved and activated?
My account has expired. How to I renew it?
I have forgotten my password. What do I do?
Who should I contact if I have questions about my Portal account or Portal account application?

Meeting Registration

How do I register?
What is the registration fee?
What is included in the registration fee

Hotel Reservations

Why are there different room rates for government employees and non-government employees?
My travel office makes my reservations. Can they get the JANNAF discounted rate?
I am a Marriott rewards member. Can I earn rewards for my stay at the Newport News Marriott during the conference?
I am NOT a Marriott rewards member. How can I learn more or sign up?
Why should I stay at the conference hotel? Why should I make my reservation in the JANNAF room block?
If I try to make my reservation in the JANNAF block and it is sold out, what should I do?


DoD Approval of Meeting

Has the December 2017 meeting received DoD approval?

An approval package to certify the December 2017 JANNAF Meeting as a “government approved” conference has been submitted by Mr. Drew DeGeorge, member of the JANNAF Executive Committee from the Air Force Research Laboratory at Edwards AFB. As of 25 September, the package has cleared several stages of the process.

However, please be aware that DoD approval of conferences takes several months and judging from past meetings, may not be received until just prior to the start of the December meeting. Interested DoD attendees are strongly encouraged to obtain a JANNAF Secure Portal account now and register (i.e., complete the Registration Form) for the meeting. This step does not require travel or training office authorization since it does not include a financial commitment. Payment of the registration fee may be completed as soon as permitted.



JANNAF Secure Portal Account

Watch this helpful Portal Account Tutorial (click on the image to begin). This tutorial includes audio.

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Why do I need a Portal Account to view the Preliminary Program?

The JANNAF Executive Committee has determined that the Preliminary and Final Programs for JANNAF meetings should be published as unclassified-limited, "Distribution authorized to U.S. Government and their contractors …" (U-C), which began with the June 2015 meeting. In order to ensure that only qualified U.S. Citizens are able to view these documents, they will now be posted on a secure website. You must create an account on this website. The process of creating the account includes verification of your employment and citizenship.

Once you have received email notification that your Portal account has been approved and you have set up your account password, go to the Program page of the meeting website. Click on the link to the Preliminary Program (pdf). If the next screen says “Access Denied”, simply enter your JANNAF Secure Portal account login information, click login, and the PDF file will open.


Why do I need a Portal Account to register for the December 2017 meeting?

The process of applying for a JANNAF Secure Portal account verifies that you are a U.S. citizen qualified to receive unclassified, limited-distribution information. To qualify, you must be employed by a DoD, DoE, or NASA facility, or with a DoD, DoE, or NASA contractor facility eligible for receipt of militarily-critical technical data. You must meet the same requirements to be able to attend a JANNAF meeting. So obtaining a JANNAF Secure Portal account replaces the need to complete the old Registration Certification Form, which requested the same type of information as the online Portal account form. Once you have a Portal account, we only need a little more information from you, which is gathered via the online Registration Form, and for those attending Classified Sessions, via JPAS or Security Clearance Certification Form A. Only those who have already obtained a Portal account (verified that they are eligible to attend JANNAF meetings) can access the online Registration Form and Security Clearance Certification Form A.


What information do I need in order to create a JANNAF Secure Portal account?

All Users Will Need:

  • Name, phone, and email of your HR or FSO who will certify citizenship and employment
  • Hints:
    • Don't overlook the required “Org Type”. The correct organization type (DoD, NASA, Industry, etc.) must be accurate to successfully complete the new account process.
    • Account requests must be completed in their entirety. They are not saved and/or available for editing and e-mail addresses cannot be duplicated.

Industry/Academia Will Also Need:

  • DLA (a.k.a. DD 2345) Certification Number
  • Name, phone, and email of your Government Sponsoring Official (GSO), contract number with expiration date


How long will it take for my Portal account to be approved and activated?

The amount of time from start to finish really depends on how quickly each person who needs to complete a portion of the online Customer Verification Form (CVF) does their part. There are ways that you can help move the process along.

  1. After you submit your part of the form, check your inbox for an automated email from portalemail@cpiac.jhu.edu asking you to verify your email address. Be sure to check your junk mail folder, just in case. Once you receive that email, click on the link. You don't need to do anything more at that point.
  2. Your Facility Security Officer or Human Resources Department (whichever contact information you provided in your portion of the form) will automatically receive an email from portalemail@cpiac.jhu.edu requesting that they verify your employment and citizenship. Be sure to contact that individual directly to alert them to look for the email, either in their inbox or junk mail folder. Follow up with them a day or two later to make sure they've submitted their portion of the form.
  3. If you work for Industry/Academia, you should also contact your Government Program Manager (or sponsor) directly to alert them that they'll soon be receiving an email from portalemail@cpiac.jhu.edu requesting that they verify the pertinent contract and expiration date; it could end up in their inbox or junk mail folder. Follow up with them a day or two later to make sure they've submitted their portion of the form.
  4. Once all parties have completed the form, it will automatically be routed to JHU WSE ERG and it will be reviewed and, barring any problems, approved. You will then receive an email from portalemail@cpiac.jhu.edu letting you know that your account has been established (remember to check your junk mail folder, just in case). Click on the link in that message, create a password, and you can begin using the account.

My account has expired. How to I renew it?

  1. A renewal notice was previously sent to you from portalemail@cpiac.jhu.edu when your account expired. This email message, which includes a unique link for you to begin the Portal account renewal process, will need to be re-sent to you. Please email Tricia Reider or call (410) 992-7300 to have the renewal notice sent again. Be sure to check your inbox and junk mail folders for the renewal notice message, which should arrive shortly thereafter. Then click on the link within to begin the renewal process and follow the instructions. Do NOT attempt to create a new account.
  2. Once you’ve completed and submitted the form, look for another email from portalemail@cpiac.jhu.edu in your inbox or junk mail folder right away. This email asks you to click on a link to verify your email address. Once you’ve done so, the system will then generate an email message (from the same email address as above) to your FSO or HR contact.
  3. You can speed the renewal process along by alerting your FSO or HR contact to look for this email in their inbox or junk mail folder, and completing their part of the process a.s.a.p.
  4. If you’re a contractor, you’ll also want to follow up with your GSO for the same reason.
  5. Once you receive notification that your account has been approved (via an email from the same email address as above—check your junk mail if not in your inbox), follow the instructions to activate your account. Be sure to keep a record of the password you create for future use. Note that passwords expire every 60 days.

I have forgotten my password. What do I do?

  1. Passwords expire every 60 days.
  2. Your user name is your email address.
  3. Your password is 16 characters and you set it up when you activated your approved account.
  4. If you don’t remember your password, type “12345” in the password field and click “Log in”.
  5. Click on the “Have you forgotten your password?” link and follow the instructions to re-set.
  6. Write down/save your password in a safe place.

Who should I contact if I have questions about my Portal account or Portal account application?

Mary Gannaway, Facility Security Officer, at mtg@jhu.edu or (410) 992-7304, ext. 211
OR
Tricia Reider, Assistant Facility Security Officer, at treider@erg.jhu.edu or (410) 992-7300, ext. 222.


Meeting Registration

How do I register?

Registration is now open. Once you have a JANNAF Secure Portal account (registration pre-requisite), there are just two steps to complete your meeting registration.

  1. Go to the Registration Page of the website and click on "Register for the December meeting". If you are not already logged into the JANNAF portal, you will see an "Access Denied" screen. Simply enter your login information and complete the brief online Registration Form.
  2. Pay the registration fee. You or someone you designate can complete this step; a JANNAF Secure Portal account is not needed. From the Registration Page, click on "Pay Registration Fee" and complete each screen. We strongly recommend reviewing the helpful notes provided at the top of the screen.

What is the registration fee?

The early registration fee is $1,200. You can take advantage of this discounted rate until the extended deadline of Monday, 27 November 2017. Beginning 28 November 2017, the registration fee increases to $1,350.00. The student registration fee is $250 (student I.D. must be shown on-site at the registration desk).


What is included in the registration fee?

Please visit the Registration page of the meeting website for this information.


Hotel Reservations

Why are there different room rates for government employees and non-government employees?

During the contract negotations with this hotel, the hotel did not agree to offer the per diem rate for all attendees (this is not unusual). They did, however, offer the per diem rate for government employees, and a discounted, but slightly higher, rate for all other attendees (government contractors, university personnel, and students). It is important that only government employees (this excludes government contractors) reserve their room in the Government Employees room block, as the hotel will request valid government employee i.d. upon check-in.


My travel office makes my reservations. Can they get the JANNAF discounted rate?

Absolutely! Please do provide the appropriate reservation link, or even the link to the Hotel Page of the meeting website where they'll find those links, to the person making your reservation on your behalf. They can also call the toll free number, (866) 329-1758, for reservation assistance. They'll need to reference either the JANNAF Government group block or JANNAF Industry group block to ensure that they obtain the JANNAF discounted rate and that JANNAF is credited with the reservation. If reserving through any other booking channel, the group code for the JANNAF Government block is JGOJGOA and the group code for the JANNAF Industry block is JIOJIOA. If there are any issues, please contact the JANNAF meeting planner, Shelley Cohen at scohen@erg.jhu.edu or call her at (410) 992-7302, x215.

JANNAF has made a contractual commitment to the hotel to fill a certain number of rooms during the conference, so we ask that all reservations be made in the official JANNAF room blocks for this reason. We thank you for your support.


I am a Marriott rewards member. Can I earn rewards for my stay at the Newport News Marriott during the conference?

Definitely! You can provide your Marriott Rewards number when you reserve your room, or you can provide it when you check in at the hotel. Even at the JANNAF discounted rates, and even reserving your room with the JANNAF-specific links, your rewards account will be credited with your stay.


I am NOT a Marriott rewards member. How can I learn more or sign up?

Go to the the Marriott Rewards webpage for more information and to join.


Why should I stay at the conference hotel? Why should I make my reservation in the JANNAF room block?

By staying at the Newport News Marriott at City Center, you will enjoy the convenience of being just a short elevator ride away from the location of the unclassified sessions, all of the meetings, and networking events. You'll also be able to park at the garage attached to the hotel, and be just a short walk from an assortment of restaurants, as well as across the street from a movie theater. Staying at the conference hotel means avoiding the stress of having to negotiate local traffic which might cause you to arrive late for the presentation you really want to see.

Additionally, staying at the conference hotel and reserving your room in one of the official JANNAF room blocks helps JANNAF to meet it's contractual obligations to the hotel, avoid penalties, and keep registration prices down. It also makes it possible for JANNAF to secure the meeting space necessary for this event at a greatly reduced cost. We thank you for your support.


If I try to make my reservation in the JANNAF block and it is sold out, what should I do?

If you attempt to make your reservation in one of the official JANNAF room blocks and the site indicates the JANNAF discounted rate is not available for the dates of your stay, this may mean that one or more nights of your stay are already sold out in the room block. Before doing anything else, please contact the JANNAF meeting planner, Shelley Cohen at scohen@erg.jhu.edu or call her at (410) 992-7302, x215. She will investigate, find a solution, and get back to you as quickly as possible.

Once the room blocks are sold out, or if it is past the cut-off date for JANNAF reservations (13 November 2017), if necessary, we will arrange for overflow rooms at a nearby hotel at a discounted rate for JANNAF attendees, and this information will be posted on the Hotel Page of this site.