AUTHOR FREQUENTLY ASKED QUESTIONS




Author Deadlines

When is my paper due?
When is my presentation due?
When should I start writing my paper?
When do I need to let JANNAF know about a change to my paper title, or a change to my author list or presenter?
What should I do if I know I'm going to miss a deadline for uploading one or more files?
When should I make my hotel reservation?
What is the deadline to register at the discounted/lowest fee?

Paper and Presentation Preparation, and Clearance Form

Where can I find guidelines for formatting my paper and/or presentation?
Is there a page limit for papers?
Is there a paper and/or presentation template available?
How much time do I have for my presentation?
How do I determine the correct distribution statement for my paper and presentation?
Who should I contact if I have questions about preparing or formatting my paper or presentation, or about completing my Paper/Presentation clearance form?

Uploading Files

Where do I upload my paper, presentation, and clearance form?
Why doesn't my Portal account user name and password work on the upload site?
Where do I find the information I need to create my account on the upload site?
Can one of my co-authors upload the paper, presentation, or clearance form?
What do I do if I need to upload a new version of my paper or presentation?
Who should I contact if I'm having issues with creating my account on the upload site, or with the upload of my files?

Changes or Withdrawal

How do I change the title or author list for my paper?
Do I need to let JANNAF know that someone other than the primary author will be presenting the paper?
What do I do if I need to upload a new version of my Paper or Presentation?
How do I withdraw my paper?

JANNAF Portal Account Requirement

Why do I need a Portal Account to view the Preliminary Program?
Why do I need a Portal Account to register for the May 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?
Who should I contact if I have questions about my Portal account or Portal account application?

Attendance / Registration

Do presenters have to register?
How do I register?
What is the registration fee?
What is included in the registration fee?
Who should I contact with a Registration Question?

JHU WSE ERG and JANNAF Contacts

I'd like a single list of people I should contact if I have technical questions about the program or subcommittee business, or have other questions about the JANNAF May meeting.

Don't see your question here?
Contact Shelley Cohen at scohen@erg.jhu.edu or call (410) 992-7302, ext. 215.



Author Deadlines

When is my paper due?

Papers are due Monday, 24 April 2017. Your Paper/Presentation Clearance Form is also due at this time. You are encouraged to review the Author Timeline / Deadlines posted on the Author Information Page of this website.

When is my presentation due?

Presentation files are due Monday, 8 May 2017. Please review the Author Timeline / Deadlines posted on the Author Information Page of this website.

When should I start writing my paper?

Most papers need to go through an internal and/or external review and approval process. This can take 2 to 3 weeks (sometimes more). Add this amount of time to your preparation timeline, working backward from the paper due date. As an example, if you need four (4) weeks to write your paper and need to allow three (3) weeks for the review process, you should start writing your paper no later than 6 March in order to meet the Paper submittal deadline. It is best to start early and have extra time for review and editing, if needed, rather than be rushed.

When do I need to let JANNAF know about a change to my paper title, or a change to my author list or presenter?

The short answer is to notify JANNAF as soon as you are aware of the need to make a change.

More specifically, for a change to be included in the Preliminary Program, we must receive it no later than 28 February 2017. To ensure that a change will be included in the printed Final Program, which will be distributed in Kansas City to meeting attendees, we must receive notification of that change no later than 10 April 2017. Even if you become aware of a change after 10 April, JANNAF still needs to know so that we can provide the updated information to meeting attendees via the On-Site Program Change Monitors.

Please email all changes to Shelley Cohen at scohen@erg.jhu.edu. Be sure to provide the following information in your email:

  • Primary Author's name
  • 4-digit Paper Tracking Number (provided in the Acceptance Email sent to the Primary Author in late February)
  • Details of the new information.

What should I do if I know I'm going to miss a deadline for uploading one or more files?

It is important that you make JANNAF aware that you are going to be late submitting one or more of your files. Please email Kathleen Rowan at krowan@erg.jhu.edu to request an extension. Be sure to provide the following information in your email:

  • Primary Author's name
  • 4-digit Paper Tracking Number (provided in the Acceptance Email sent to the Primary Author in late February)
  • Indicate which item(s) will be late
  • Indicate realistic date by which the late item(s) will be uploaded.

When should I make my hotel reservation?

JANNAF has arranged for two blocks of discounted rooms at the Westin Kansas City at Crown Center. These discounted rooms will be available until 1 May 2017, or until they sell out, whichever comes first. We recommend making your room reservation as soon as the room blocks have been opened for reservations (early March), or as soon as practical after that. We are not able to guarantee the availability of discounted rooms once the room blocks have sold out and/or after the cut-off date of 1 May.

For more information about the Westin Kansas City at Crown Center (as well as transportation and Kansas City information), and to make your reservation directly in the appropriate JANNAF discounted room block once the hotel begins accepting reservations, please go to Hotel Page of this website.

What is the deadline to register at the discounted/lowest fee?

The last day to register at the discounted/lowest registration fee is Monday, 8 May 2017, by 11:59 p.m. Eastern Daylight Time. The fee will increase as of 12:00 a.m. Eastern Daylight Time on Tuesday, 9 May 2017. Registration information can be found on the Registration Page of this website. Registration will open in early March, at which time links and instructions will be added to the page.

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Paper and Presentation Preparation

Where can I find guidelines for formatting my paper and/or presentation?

We have posted a link to a helpful 4-page PDF file on the Author Information Page of this website. We recommend that you download and save it for future reference as you prepare your paper and presentation files. For your convenience, the link to the PDF file is also provided HERE.

Is there a page limit for papers?

No, there is not a page limit for papers. Papers are published electronically via the JANNAF Digital Online Collection (JDOC), which allows us to eliminate page limitations.

Is there a Paper and/or Presentation template available>?

Yes, a Paper template and a Presentation tutorial are both provided on the Author Information Page of this website. You'll find links to both files under "Author Links" on the left side of the screen.

How much time do I have for my presentation?

Thirty (30) minutes are allotted for each paper, unless otherwise indicated in the Preliminary Program. This 30 minute time-slot includes a post-presentation question/answer and discussion period. Keep your presentation to a maximum of 25 minutes to allow at least five (5) minutes for Q&A and discussion.

How do I determine the correct distribution statement for my paper and presentation?

We have provided a handy Distribution Statement Generator on the Author Information Page of this website. You'll find the link under Author Links. Answer a few questions about your paper, click on the "Generate Distribution Statement Footer" button at the bottom of the page, and then copy and paste the resulting text into the footer on the first page of your paper. Be sure to select the corresponding Distribution Statement (letter) on your Paper/Presentation Clearance Form.

Who should I contact if I have questions about preparing or formatting my paper or presentation, or about completing my Paper/Presentation clearance form?

Contact Kathleen Rowan at krowan@erg.jhu.edu or call (410) 992-7300, ext. 208.

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Uploading Files

Where do I upload my Paper, Presentation, and Clearance Form?

Papers, Presentations, and Clearance Forms are to be uploaded to this website: https://www2.cpiac.jhu.edu/docsub/login/myLogin.php. Detailed upload instructions, including guidance on creating your account on the upload site, can be found HERE.

Why doesn't my Portal account user name and password work on the upload site?

At this time, your JANNAF Secure Portal Account login credentials will NOT work when logging into the site where papers, presenations, and clearance forms are uploaded. The two sites are completely unrelated. You MUST create an account on the upload site, following the specific instructions provided.

Where do I find the information I need to create my account on the upload site?

Here's the information you need and where to find it:

  • Your first name, middle initial (no punctuation), and last name. These MUST match the inforamtion we have in our database. For your convenience, we provided the information from our database for the Primary Author in the Acceptance Email, sent to the Primary Author in late February (your name as indicated in the email salutation). If a co-author will be uploading files, they should contact Shelley Cohen to obtain the information as it is listed in our database.
  • 4-digit Paper Tracking Number. This number was provided in the Acceptance Email, which was sent to the Primary Author in late February. In the field for "Paper ID#", enter this 4-digit number. Do NOT type in "JANNAF" before the number.
  • Your email address.
  • A password that you choose.

IMPORTANT: After you've entered the required information and clicked "Register", your User Name will be displayed on screen. Be sure to write down and save your User Name AND your password. Although the system will generate an email to you with this information, it may not make it to your inbox, so it's best to retain the information just in case.

Can one of my co-authors upload the Paper, Presentation, or Clearance Form?

Yes, a co-author of your paper can create an account on the upload site and upload the files for your paper, so long as they are listed in the meeting database as a co-author for your paper. Their name needs to already be associated with your 4-digit paper tracking number; if they are in your paper's author list, then they are in the database.

Your co-author will use the same instructions for creating an account on the upload site (be sure to share it with them), but they should contact JANNAF to confirm how their name is listed in the database so that they can enter matching information during the account creation process.

What do I do if I need to upload a new version of my Paper or Presentation?

To upload a new version of your paper or presentation, follow the same instructions provided HERE, specifically steps 3 and 4. Use the same file name and file type and your new file will automatically overwrite the previous version.

Note that if a revised paper is submitted, a revised paper/presentation clearance form is also required.

Who should I contact if I'm having issues with creating my account on the upload site, or with the upload of my files?

Contact Kathleen Rowan at krowan@erg.jhu.edu or call (410) 992-7300, ext. 208.

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Changes or Withdrawal

How do I change the title or author list for my paper?

Send an email to Shelley Cohen at scohen@erg.jhu.edu. Be sure to provide the following information:

  • Primary Author's name
  • 4-digit Paper Tracking Number (provided in the Acceptance Email sent to the Primary Author in late February)
  • For title change, provide new title, and also indicate old title.
  • To add an author, provide new author's full name, organization, mailing address, city, state, zip code, email address, and phone number. Indicate where they belong in the author order.
  • To remove an author, please indicate the name of the author to be removed.
  • If there are spelling corrections or organization changes, please be specific.

To ensure that changes will be included in the Final Program, we MUST receive them by 10 April 2017. For changes that arise after that date, please still send them to Shelley Cohen by email (email address provided above), as soon as possible; we will inform attendees via the on-site Program Change Monitors of any changes received after the Final Program has been sent to the printer.

Do I need to let JANNAF know that someone other than the primary author will be presenting the paper?

Yes. If one of your co-authors will be presenting the paper, please email Shelley Cohen at scohen@erg.jhu.edu as soon as you know, preferably prior to the deadline for changes to the Final Program (10 April 2017), but even as late as on-site during the meeting, we want to know who is presenting your paper.

If someone who is not a co-author is going to present your paper, we need to know this as well. In this case, please email Shelley Cohen (email address above) and provide their full name, organization, mailing address, city, state, zip code, email address, and phone number.

Note that the primary author will continue to receive all correspondence regarding the paper. The primary author should then forward all pertinent information to the presenter.

Remember that anyone attending the meeting, including presenters, MUST have a JANNAF Secure Portal account, and MUST register for the meeting.

What do I do if I need to upload a new version of my Paper or Presentation?

To upload a new version of your paper or presentation, follow the same instructions provided HERE, specifically steps 3 and 4. Use the same file name and file type and your new file will automatically overwrite the previous version.

Note that if a revised paper is submitted, a revised paper/presentation clearance form is also required.

How do I withdraw my paper?

If you must withdraw your paper, please notify Shelley Cohen by email at scohen@erg.jhu.edu as soon as you know this is necessary. Please provide the primary author's name along with the 4-digit Paper Tracking Number, which was provided in the Acceptance email sent to the primary author in late February. As a courtesy, please also inform your session chair.

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JANNAF Portal Account Requirement

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

Slide

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 May 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 Questionnaire. Only those who have already obtained a Portal account (verified that they are eligible to attend JANNAF meetings) can access the online Registration Questionnaire.


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 selected 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 form 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.

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.

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Attendance / Registration

Do presenters have to register?

Yes, anyone attending the meeting is expected to register and pay the applicable fee. All attendees must first have a JANNAF Secure Portal account as a pre-requisite to registration.

How do I register?

Once you have a JANNAF Secure Portal account, there are just two steps to complete your meeting registration.
NOTE: Registration is NOT yet open. These steps will be applicable once registration opens in early March.

  1. Go to the Registration Page of the website and click on "Register for the May 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 Questionnaire.
  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 $1,200.00. You can take advantage of this discounted rate until 8 May 2017 (at 11:59 p.m. EDT). Beginning 9 May 2017 (12:00 a.m. EDT), the registration fee increases to $1350.00. 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.

Who should I contact with a Registration Question?

For questions pertaining to the registration pre-requisite, i.e., the JANNAF Secure Portal account requirement, please contact
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.

For questions about the Registration Questionnaire or Registration Payment, please contact Shelley Cohen at scohen@erg.jhu.edu or call (410) 992-7302, ext. 215.

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I'd like a single list of people I should contact if I have technical questions about the program or subcommittee business, or have other questions about the JANNAF May meeting.

Technical Program or Subcommittee Questions:
JANNAF Propulsion Meeting (JPM): Peter Zeender
Programmatic and Industrial Base (PIB): Kirk Sharp
Structures and Mechanical Behavior (SMBS): David Owen OR Tom Alsbrooks
Propellant and Explosives Development and Characterization (PEDCS): Andy Taylor
Rocket Nozzle Technology (RNTS): David Owen
Safety and Environmental Protection (SEPS): William Bagley

Paper/Presentation Preparation or Submittal; Clearance Form Questions;
Document Upload Site concerns:
Kathleen Rowan

Meeting Program (including program changes): Shelley Cohen

Meeting Registration Questions: Shelley Cohen

JANNAF Secure Portal Account: Mary Gannaway OR Tricia Reider

Hotel Questions: Shelley Cohen

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