FREQUENTLY ASKED QUESTIONS


DoD Approval of Meeting

Has the June 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 June 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

My travel office makes my reservations. Can they get the JANNAF discounted rate?
I am an IHG Rewards Club member. Can I earn rewards for my stay at the Crowne Plaza Dayton during the conference?
I am NOT an IHG Rewards Club 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 June meeting received DoD approval?

Based on current conference guidance and consultation with various service conference POCs, there is no longer a need for DoD meeting approval. U.S. Government organizations should following their organization’s internal guidance with respect to meeting attendance. Please note JANNAF functions are accomplished consistent with the approved JANNAF Charter. Questions concerning this should be directed to the TEC Chair, Drew DeGeorge, at drew.degeorg@us.af.mil.



JANNAF Secure Portal Account

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 June 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 any sessions at 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 for attendance at unclassified sessions. That information is gathered via the online Registration Form. For those attending Classified Sessions, we also need your Visit Authorization Reques (VAR) via JPAS or fax, AND the JANNAF Security Clearance Certification Form (via fax or mail).

All attendees are required to complete 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. Therefore, the Portal account is a registration pre-requisite for all attendees.


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@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 ERG and 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 to 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 secure 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. Save your password in a secure manner/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), all attendees must complete the following steps:

  1. Go to the Registration Page of the website and click on "REGISTER for the JUNE 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. This step must be completed NO LATER than Friday, 31 May 2019. There is no financial commitment with this step; therefore, completion of this form early is strongly encouraged.

  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. Payment must be completed NO LATER than Friday, 31 May 2019 to take advantage of the lowest registration fee. The fee increases by $150 as of 1 June 2019.

  3. To attend Classified sessions, there is additional required Registration documentation that MUST be completed AND submitted NO LATER than 13 May 2019. For detailed information and instructions, please visit the Registration Page.

What is the registration fee?

The early registration fee is $1,200. You can take advantage of this discounted rate until the Friday, 31 May 2019. Beginning 1 June 2019, 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

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

Absolutely! Please do provide the reservation link, or even the link to the Hotel Page of the meeting website where they'll find that link, to the person making your reservation on your behalf. They can also call the toll free number, 1-800-689-5598, for reservation assistance. They'll need to request the JANNAF discounted rate when making your reservation by phone. 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 block for this reason. We thank you for your support.


I am an IHG Rewards Club member. Can I earn rewards for my stay at the Crowne Plaza Dayton during the conference?

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


I am NOT an IHG Rewards Club member. How can I learn more or sign up?

Go to the the IHG Rewards Club 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 Crowne Plaza Dayton, you will enjoy the convenience of being right across the street 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 at no cost, and be just a short walk from an assortment of restaurants and entertainment options. 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 the official JANNAF room block 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 the Convention Center 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 the official JANNAF room block 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 block is sold out, or if it is past the cut-off date for JANNAF reservations (13 May 2019), 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.