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?
On the Paper/Presentation Clearance Form, who can sign as the “Releasing Official”?
How do I determine the correct distribution statement for my paper and presentation?
What should I list as the “Controlling Office”?
On the Paper/Presentation Clearance Form, what is the “Date of Designation”?
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?
Can one of my co-authors upload the paper, presentation, or clearance form?
I have two files to upload for my presentation (or paper). How do I upload multiple files for one deliverable?
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 logging into my Portal account, 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 December 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 do 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?

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?

Getting Ready for the Meeting

Where can I find a daily schedule?
I haven't heard from my session chair. What should I do?
Do you need my bio?
What should I bring with me to the meeting?

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 December meeting.

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

Contact Katie Cochran at kcochran@erg.jhu.edu or call (410) 992-7300, ext. 208.

Author Deadlines

When is my paper due?

Papers are due Monday, 12 November 2018. 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, 26 November 2018. 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 up to six weeks). 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 24 September 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 12 September 2018. To ensure that a change will be included in the printed Final Program, which will be distributed on-site to meeting attendees, we must receive notification of that change no later than 29 October 2018. Even if you become aware of a change after 29 October, 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 Katie Cochran at kcochran@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 August)
  • 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 Katie Cochrach at kcochran@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 early September)
  • 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 a block of discounted rooms at the Hilton Vancouver Washington. These discounted rooms will be available until 26 November 2018 at 11:59 p.m. PST, or until they sell out, whichever comes first. We recommend making your room reservation as soon as the room block has been opened for reservations (approximately late-September), or as soon as practical after that; it is fairly common for the JANNAF room block to sell out before the cut-off date. We are not able to guarantee the availability of discounted rooms once the room block has sold out and/or after the cut-off date of 26 November.

For more information about the Hilton Vancouver Washington (as well as transportation and Portland area information), and to make your reservation directly in the 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 Friday,7 December 2018, by 11:59 p.m. Eastern Standard Time. The fee will increase as of 12:00 a.m. Eastern Standard Time on Saturday, 8 December 2018. Registration will open in late-September; preliminary Registration information can be found on the Registration Page of this website.

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Paper and Presentation Preparation

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

Paper Guidelines can be found in two (2) documents posted on the Author Information Page of this website:

  • Paper Preparation Guidelines
  • and
  • Paper Template
Presentation Guidelines can be found in two (2) additional documents posted on the Author Information Page of this website:
  • Creating Effective Presentations
  • and
  • Preparing Presentations for Submittal

We recommend that you download and save these files for future reference as you prepare your paper and presentation files.

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 restrictions.

Is there a Paper and/or Presentation template available?

Yes, a Paper template has been provided in MS Word format, and detailed Presentation guidelines are have also been provided on the Author Information Page of this website. You'll find links to all of these 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.

On the Paper/Presentation Clearance Form, who can sign as the “Releasing Official”?

The Releasing Official should be the person responsible for approving the release of your paper/presentation for primary distribution by JANNAF under the Distribution Statement you have designated.

  • If you are a government contractor, the appropriate Releasing Official is typically your government sponsor or government contracting official for the project about which you will be presenting.
  • If you work for the government, the Releasing Official is typically the Export Control Officer, the Program Manager that oversees the effort about which you will be presenting, or the Branch Manager.
  • An author should only sign as the Releasing Official for their own work if the work was internally funded and they’re the president or CEO of their company (contractor).

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 pape and the first slide of your presentation. Be sure to select the corresponding Distribution Statement (letter) on your Paper/Presentation Clearance Form.

What should I list as the “Controlling Office”?

The Controlling Office would be the agency for which the Releasing Official works. For example, if the person signing off works for the Air Force Research Laboratory at Wright-Patterson AFB, that is the information you should enter in the “Controlling Office and Address” field.

On the Paper/Presentation Clearance Form, what is the “Date of Designation”?

The Date of Designation is typically the month in which the meeting is being held, or could be the date when the paper was reviewed for approval.

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 Katie Cochran at kcochran@erg.jhu.edu or Shelley Cohen at scohen@erg.jhu.edu, or call (410) 992-7300.

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Uploading Files

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

NEW! Papers, presentations, and paper/presentation clearance forms must be uploaded through the JANNAF Secure Portal. Emailed documents will not be accepted. Before uploading your files, make sure they are NOT password protected. Please review the following documents posted on the Author Information Page of this website:

  • Preparing Presentations for Submittal
  • and
  • Upload Instructions

Start by making sure you have an active JANNAF Secure Portal account. If you're not sure, please visit the Security/Attendance and Portal Account Requirements page to learn more, and to find instructions for how/where to apply for your account if you don't have one. If you have an account but it has expired, or you don't remember your password, you'll find instructions for resolving both issues on the same page. If applying for a new account or renewing, please be aware that the application process can take a few days, as portions of the online application are completed by you and someone else from your organization, and in the case of contractors, by your Government Sponsoring Official, as well.

Once you have verified that you have an active JANNAF Secure Portal account, you'll find detailed upload instructions HERE.

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

Yes, a co-author of your paper can upload the files for your paper, so long as they have a JANNAF Secure Portal account AND 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 (verified in your acceptance email and in the Preliminary Program), then they are in the database.

Your co-author will need to follow the detailed upload instructions HERE. Please share that PDF file with them.

I have two files to upload for my presentation (or paper). How do I upload multiple files for one deliverable?

Only one file can be uploaded to each upload folder. If you are uploading a PowerPoint file and a video file for your presentation, you must first save them to a folder on your computer, and then compress or "Zip" that folder. Then upload the compressed folder on the Presentation upload page. We strongly recommend reviewing the file entitled "Preparing Presentations for Submittal" for additional guidance. The same requirement applies if you have more than one file to upload for your paper, such as a Word document and a .jpg file for a graphic.

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

The most recently uploaded file will be used. To upload a new version of your paper or presentation, follow the same upload instructions provided HERE, specifically steps 4A through 4E. You will be able to verify that the file has been uploaded, but you will not be able to view the actual file.

Who should I contact if I'm having issues logging into my Portal account, or with the upload of my files?

For Portal Account issues, contact Tricia Reider (treider@erg.jhu.edu, 410-992-7300) OR Mary Gannaway (mtg@jhu.edu, 410-992-7304).

For assistance with your file uploads, contact Katie Cochran (kcochran@erg.jhu.edu) or Shelley Cohen (scohen@.erg.jhu.edu), or call 410-992-7300.

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Changes or Withdrawal

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

Send an email to Katie Cochran at kcochran@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.

In order for changes to be included in the Preliminary Program, we must receive them no later than 10 September. To ensure that changes will be included in the Final Program, we MUST receive them by 29 October 2018. For changes that arise after that date, please still send them to Katie Cochran 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 Katie Cochran at kcochran@erg.jhu.edu as soon as you know, preferably prior to the deadline for changes to the Final Program (29 October 2018), 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 Katie Cochran (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 your paper is revised substantially, an updated paper/presentation clearance form is also required.

How do I withdraw my paper?

If you must withdraw your paper, please notify Katie Cochran by email at kcochran@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 early September. 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). The link to this file will be available by late-September. 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 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. Only those who have already obtained a Portal account (verified that they are eligible to attend JANNAF meetings) can access the online Registration Form.


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@erg.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@erg.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@erg.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 where it will be reviewed and, barring any problems, approved. You will then receive an email from portalemail@erg.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 do I renew it?

  1. A renewal notice was previously sent to you from portalemail@erg.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@erg.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.ed 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.

  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.

What is the registration fee?

The early registration fee is $1,200.00. You can take advantage of this discounted rate until 7 December 2018 (at 11:59 p.m. EST). Beginning 8 December 2018 (12:00 a.m. EST), 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.

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 online Registration Form or Registration Payment, please contact Shelley Cohen at scohen@erg.jhu.edu or call (410) 992-7302, ext. 215.

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Getting Ready for the Meeting

Where can I find a daily schedule?

The detailed daily schedule of all sessions, meetings, and activities can be found on pages 11-14 in the Meeting Invitation and the Preliminary Program. Anyone can access the Meeting Invitation (no log in is needed), but to access the Preliminary Program, you will need to log into your JANNAF Secure Portal Account. Updates to the daily schedule will be made periodically in these documents, and again in the Final Program. Once the Final Program has been printed, changes to the schedule will be announced during the meeting via the on-site Program Change Touch-screen Monitors.


I haven't heard from my session chair. What should I do?

If you haven't heard from your session chair by mid-November, or you wish to contact them sooner, call or email Katie Cochran (410-992-7300 x208 or kcochran@erg.jhu.edu) and request contact information for your session chair.


Do you need my bio?

Your session chair should provide you with a Presenter Bio Form, which you should complete with a brief biographical paragraph (really, just one brief paragraph, please) and return to your session chair. The form should NOT be sent to JHU WSE ERG. If you have not received the form from your session chair by the beginning of December, please go here to download the Presenter Biography Form. You can either complete it and email it to your session chair, or bring the completed form with you to the meeting.


What should I bring with me to the meeting?

For your paper/presentation, we recommend bringing your files on a portable storage device (either a thumb drive or CD-Rom), even if you have already uploaded your files to the JANNAF upload site. It's always good to have a back-up, just in case. A print out of your slides is also useful, just in case there is a technological glitch (this is extremely rare, but having the hard copy will give you peace of mind). A laptop will be provided in the room where your presentation is scheduled, and we require that you use the provided laptop rather than your own (detailed specifications of the provided laptop can be found in the "Creating Effective Presentations" on the Author Information Page of this website. And a laptop will be available in the IT Office at the meeting so that you can practice or make some minor edits.

To make the most of your time at the meeting, we recommend bringing a quantity of your business cards for networking with other attendees. You may want to bring a tablet or laptop for taking notes during sessions (we will have notepads and pens available if you prefer to take notes by hand), or to check your email during breaks.

Temperatures in meeting rooms are difficult to regulate to everyone's satisfaction, so we recommend bringing a light sweater or jacket and dressing in layers.

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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 December meeting.

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

Paper/Presentation Preparation or Submittal; Paper/Presentation Clearance Form Questions;
File Upload Site concerns:
Mary Gannaway or Tricia Reider

Meeting Program (including program changes): Katie Cochran

Meeting Registration Questions: Shelley Cohen

JANNAF Secure Portal Account: Mary Gannaway or Tricia Reider

Hotel Questions: Shelley Cohen

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