FREQUENTLY ASKED QUESTIONS

If you are an author for this meeting, we strongly recommend visiting the Author FAQ page for information that pertains specifically to your role as author/presenter.

DoD Approval of Meeting

Has the December meeting received DoD approval?

JANNAF Secure Portal Account (Registration Pre-Requisite)

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 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?
Who should I contact with a Registration Question?

Virtual Platform and Technology Requirements

What is DCS?
Do I need a CAC (Common Access Card) in order to join the DCS sessions?
If I am not able to participate using my computer, is there a dial-in option? If so, how will I be able to see the presentations?
What should I do if the meeting platform crashes?



DoD Approval of Meeting

Has the December 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 be 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 Technical Executive Committee (TEC) Chair, Drew DeGeorge, at drew.degeorge@us.af.mil.



JANNAF Secure Portal Account (Registration Pre-Requisite)

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.

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 Meeting Registration Form.

All attendees are required to complete the online Meeting Registration Form. Only those who have already obtained a Portal account (verified that they are eligible to attend JANNAF meetings) can access the online Meeting 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?

  • Go HERE to determine your eligibility for an account.
  • Go HERE for step-by-step instructions and a link to begin the Portal Account application process.

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.
    • If you work for a contractor at a DoD, DoE, or NASA facility, your org type should be DoD Contractor, DoE contractor, or NASA contractor (respectively). Your organization is the company that pays your pay check, not the facility where you work.
    • Account requests must be completed in their entirety. They are not saved and/or available for editing and email 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
  • Hint:
    • Be sure to provide a contract number and expiration date that are current. Providing information about an expired contract will delay completion and approval of your Portal account.


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 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 Frey 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, making sure to update any information that has changed, 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 mgannaway@erg.jhu.edu or (410) 992-7304, ext. 211
OR
Tricia Frey, Assistant Facility Security Officer, at tfrey@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 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. Completion of this online form is required for all attendees.

    >> We strongly encourage early completion of the Meeting Registration Form. Complete this form and pay the registration fee on or before 23 November and qualify for the discounted Early registration fee. Additionally, early registration ensures earlier access to the information you need in order to join a DCS testing session, which will go a long way toward a better experience during the JANNAF virtual meeting.

  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. A discounted Early registration fee will be available for those who register and pay the fee on or before 23 November 2020.

  3. >> The Regular registration fee is $775 for General attendees and $225 for Student attendees, and goes into effect at 12:00 a.m. EST on 24 November 2020.

REMEMBER, there are two separate registration steps (these are in addition to the Portal account pre-requisite) and they are on two different websites. Both steps — the online Meeting Registration Form and the online Registration Payment — must be completed in order to complete your registration for any JANNAF meeting.


What is the registration fee?

The discounted Early registration fee for this meeting is $650.00 for General attendees. You can take advantage of this discounted rate until Monday, 23 November 2020. Beginning 24 November 2020, the Regular General attendee registration fee of $775 goes into effect.

Full-time students are offered a discounted Early registration fee of $125 until Monday, 23 November 2020. The Regular student registration fee of $225 goes into effect on 24 November 2020. Students will be asked to provide proof of full-time student status to confirm eligibility for the Student rate.

You are urged to register early to take advantage of the discounted Early registration fee. The added benefit of early registration is access to the DCS Testing Sessions to ensure your computer is set up and ready for your participation during the meeting.


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 mgannaway@erg.jhu.edu or (410) 992-7304, ext. 211
OR
Tricia Frey, Assistant Facility Security Officer, at tfrey@erg.jhu.edu or (410) 992-7300, ext. 222.

For questions about the online Meeting 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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Virtual Platform and Technology Requirements

What is DCS?

Defense Collaboration Services, or DCS, is a web-based collaboration tool provided by the Defense Information Systems Agency (DISA). It meets DoD security requirements for presentation and discussion of ITAR-restricted material, and has DoD-wide approvals and authorizations for configuration and use. The tool allows for both online participation using a link to access the visual interface, or dial-in participation using a phone line to listen to presentation delivery.

Do I need a CAC (Common Access Card) in order to join the DCS sessions?

Those who have a CAC (Common Access Card) are encouraged to use it when joining the JANNAF virtual meeting via DCS as this will allow you to join as an authenticated user.

If you do not have a CAC, you can still join the JANNAF virtual meeting in DCS as a guest. You will be asked to provide your first and last name and your organization.

All those seeking to join a JANNAF session in the DCS web interface, whether as an authenticated user or as a guest, will be placed in a waiting room until an ERG staff member verifies that they are registered. This also ensures that only qualified individuals who have a JANNAF Secure Portal account (registration pre-requisite), can join the sessions. Please be sure to join each session at least 30 minutes early as the vetting of attendees in the waiting room will take some time.

Please be aware: This virtual meeting has been structured for individual participation and the use of conference rooms or any other shared facility is strictly prohibited.

If I am not able to participate using my computer, is there a dial-in option? If so, how will I be able to see the presentations?

Yes, DCS does offer a dial-in option if you are not able to join via the DCS web-interface. However, dial-in participation should be used only as a last resort.

We encourage all registrants to take all possible steps, as early as possible, to ensure that your computer and your organization's IT policies are set up to support online participation in the JANNAF meeting. Resources and guidelines have been provided on the Virtual Platform/Technology page of this webiste.

If all efforts to participate online fail, please know that the dial-in information will be provided to registered attendees each morning in the "2020 December JANNAF Meeting - ALL ATTENDEES" Small Team on the JANNAF website. Only registered attendees will be able to log in with their JANNAF Portal account to access the information stored there. Presentation files for that day's sessions will be posted in the same location each morning for download by call-in participants so that they can follow along as presenters are giving their talks.

To ensure that only qualified individuals are able to participate by phone, please be aware that when completing the online Meeting Registration Form, you will be asked to provide the phone number you're likely to use if you need to dial-in for sessions. You'll also be asked to provide the caller ID information that normally displays for that phone (you may find this information in your account on your cell phone carrier's website; alternatively, try using the site https://calleridtest.com). When you join a JANNAF session in DCS by phone, if the phone number and/or Caller ID information does not match any information on the registration list for the meeting, your call will be disconnected by ERG staff. If this happens to you, please be sure to send an email message to the email address provided for the session at the top of that sessions's details page. Provide your name, the phone number you're using, and what you believe your caller ID is. It is the responsibility of the attendee to notify ERG if the phone number they are using differs from the information provided on the online Meeting Registration Form.

What should I do if the meeting platform crashes?

If DCS disconnects or otherwise crashes, please continue to attempt to rejoin the meeting session that was in progress. If the issue impacted only you, and you are unable to reconnect using the web version of DCS, please instead attempt to connect using the Dial-in information. If the entire session crashed and you are not able to reconnect at all, please continue to attempt to rejoin the meeting. In this situation, ERG staff will be actively working to restore the session as quickly as possible. If necessary, important updates for interrupted sessions will be posted to the "2020 September JANNAF Meeting - ALL ATTENDEES" Small Team.


Looking for an answer to a question not listed here?

Technical Program or Subcommittee Questions:
Combustion (CS): Ben Hill-Lam
Airbreathing Propulsion (APS): Alex Bishop
Exhaust Plume and Signatures (EPSS): Nick Keim
Energetics Systems Hazards (ESHS): Bill Bagley
Programmatic and Industrial Base (PIB): Kirk Sharp

Paper/Presentation Preparation or Submittal and File Upload Site concerns:
Gabrielle Delisle-Ballard OR Shelley Cohen

Publication Clearance Form Questions:
Gabrielle Delisle-Ballard, Mary Gannaway, OR Tricia Frey

Virtual Platform and Technology Requirements Questions:
Bruce Dennett at bdennett@jhu.edu or (443) 718-5003, ext. 214

Meeting Program (including program changes):
JANNAF Meetings Team (Gabrielle Delisle-Ballard and Shelley Cohen)

JANNAF Secure Portal Account:
Mary Gannaway OR Tricia Frey

Meeting Registration Questions:
Shelley Cohen