Author Guidelines

Primary authors of abstracts will recieve all communication regarding their abstract/paper/presentation.

Authors of presentations accepted for the 50th CS / 38th APS / 38th EPSS / 32nd ESHS Joint Subcommittee Meeting and meeting of the PIB, will find the information needed to successfully format, complete, and submit your presentation, and paper if submitting one - along with important deadline information. Please refer to this site often for program updates and author alerts.


Use these links to jump to the information you're looking for:
Author Timeline / Deadlines
Author Frequently Asked Questions
Presenter Virtual Meeting Participation Guidelines
Presentations
Papers
Publication Clearance Forms

Author Timeline / Deadlines - Updated 12 October

Add these dates to your personal calendar so that you can plan and prepare accordingly.

Week of
Weeks before Meeting
Action
5 Oct 2020
9
Estimated date for acceptance/rejection letters sent to authors.
12 Oct 2020
8
Deadline for changes to Meeting Invitation and Preliminary Program.
12 Oct 2020
8
Authors begin writing paper and preparing presentation. Factor at least 3 weeks for internal and/or customer review into your personal timeline in order to meet paper and presentation due dates.
12 Oct 2020
8
Make sure your JANNAF Portal account is active and you can log in. Don't have one? Apply now. A Portal account is required to view Preliminary Program and to Register for the meeting.
26 Oct 2020
6
Meeting Invitation, Preliminary Program, and registration instructions posted online.
9 Nov 2020
4
Deadline for award nominations.
9 Nov 2020
4
Due date for Student papers being considered for Best Student Paper award.
16 Nov 2020
3
Join a DCS Testing Session to ensure your computer and audio are properly configured for successful login and participation in the virtual JANNAF sessions. Other DCS Testing options offered week of 23 Nov and week of 30 Nov. See Virtual Platform/Technology page for details.
23 Nov 2020
2
Deadline for submission of changes to Final Program.
23 Nov 2020
2
Deadline for completion of online Registration Form (all attendees).
Deadline to pay Registration Fee to qualify for Early discounted rate (all attendees).
30 Nov 2020
1
Week 1 Presentations and Publication Clearance Forms due. FIRM deadline. Author must have an active JANNAF Portal account to upload.
4 Dec 2020
1
For authors writing papers, a minimum of 24 hours is needed for ERG staff to upload your paper to the Virtual Reading Room. Please plan accordingly and time your submission so that attendees will have the maximum amount of time to read your paper during the meeting. Author must have active Portal account to upload.
7 Dec 2020
0
Week 2 Presentations and Publication Clearance Forms due. FIRM deadline. Author must have an active JANNAF Portal account to upload.
7 Dec 2020
0
Start date for Week 1 of CS / APS / EPSS / ESHS Joint Subcommittee Meeting and PIB Meeting.
14 Dec 2020
-1
Start date for Week 2 of CS / APS / EPSS / ESHS Joint Subcommittee Meeting and PIB Meeting.
15 Jan 2020
-4
Last day to submit papers for publication in meeting Proceeings (JDOC).

Author Frequently Asked Questions (FAQ)

We strongly recommend visiting the Author Frequently Asked Questions (FAQ) page where you'll find information about distribution statements, making changes to your paper title or author list, how to complete the Publication Clearance Form, withdrawing a paper, presenter registration for the meeting, a list of contacts, and much, much more.

Presenter Virtual Meeting Participation Guidelines

ALL presenters are strongly encouraged to review the following well before the start of the December meeting, as they each contain information and critical steps toward a successful virtual presentation:

DCS Testing Sessions have been scheduled for the week of 16 November, 23 November, and 30 November (12 options all together) and all presenters are strongly encouraged to join one of these sessions in order to confirm that your device and security settings are compatible with DCS and to troubleshoot any issues that arise. This should take roughly 10 to 15 minutes of your time and is well worth it. The dates and times of these testing sessions have been provided on the Virtual Platform/Technology page of this website, and in the Presenter Virtual Participation Guidelines document (Portal account login in needed to view this document).

It is critical that you complete your online Meeting Registration Form for the meeting as early as possible; the secure location where links to the DCS Testing Sessions are stored can only be accessed by registered attendees.

Presentations

Your presentation due date is based on the week during which you will be presenting.

  • Week 1 Presenters (7 - 11 December)
    Presentation and Publication Clearance Form due NO LATER THAN Monday, 30 November 2020.

  • Week 2 Presenters (14 - 17 December)
    Presentation and Publication Clearance Form due NO LATER THAN Monday, 7 December 2020.

These are FIRM deadlines to ensure that ERG has sufficient time to vet your presentation file and Publication Clearance Form. Presentations received less than one (1) business day prior to the start of your session may be removed from the agenda. The JANNAF policy for this virtual meeting will be "No presentation, No publication clearance form, No virtual podium."

NOTE: If you need to submit an updated presentation file, please know that updates cannot be accommodated less than one (1) business day prior to your scheduled presentation.

IMPORTANT:
  • Do NOT use videos or animations in your presentation.
    They will not work in DCS.
  • Before submitting your presentation, convert it to .PDF format and review it for any changes that may have occured during the conversion.
  • Maximum file size (PDF) is 30 MB.

Thirty (30) minutes, unless noted in the program, is allotted for presentations and includes a 5-minute post-presentation question/answer and discussion period. Please be sure to practice your presentation so that you are able to keep within the 25 minute limit. We will be adhering strictly to the final session agenda.

Presentations will be published in the JANNAF Digital Online Collection (JDOC) if a paper is not submitted. A Publication Clearance Form must be submitted along with the presentation. If a paper is later submitted, it will replace the presentation in JDOC. If your paper has a different distribution statement than your presentation, a separate Publication Clearance Form must accompany your paper.

Note:When submitting a second Publication Clearance Form, please combine both forms (the original form submitted with your presentation and the new form for your paper) into one folder and compress or "zip" that folder prior to uploading. This will prevent the new form from overwriting the original form submitted.

Resources provided for Presentation preparation (have been provided on the left side of screen under Author Links):

Papers

For this virtual JANNAF meeting, papers are not required, although they are welcome and encouraged and will be published in the JANNAF Digital Online Collection (JDOC). The JANNAF policy of "no paper, no podium" will not be in effect for this meeting.

For authors writing papers, a minimum of one (1) businses day is needed for ERG staff to upload your paper to the Virtual Reading Room, which will be accessible to registered attendees throughout the meeting (neither the papers nor meta data will be published for papers with distribution statements more restrictive than A or C). Please plan accordingly and time your submission so that attendees will have the maximum amount of time to read your paper during the meeting. Authors must have an active Portal account to upload.

If a paper is submitted either before, during or after the meeting, it will be published in JDOC in place of the presentation. The last day to submit a paper for inclusion in JDOC is Friday, 15 January. If the Distribution Statement for the Paper is different from the Presentation, a NEW Publication Clearance Form should be submitted with the paper.

Note:When submitting a second Publication Clearance Form, please combine both forms (the original form submitted with your presentation and the new form for your paper) into one folder and compress or "zip" that folder prior to uploading. This will prevent the new form from overwriting the original form submitted.

There is no page limit.
You may provide an unlimited number of authors on your final paper.

Resources for Paper preparation can be found on the left side of screen under Author Links and include:

Publication Clearance Form

Publication Clearance Forms must be submitted for all accepted papers and presentations. A single form should be submitted for each paper and the related presentation UNLESS the paper and presentation have different distribution statements. In that case, submit one form for each to reflect their specific distribution statements. Forms are due with the presentation (and paper if submitting one and the distribution statement differs from the presentation) and should be submitted per the upload instructions, posted under Author Links on the left side of this page. Presentation due dates are provided above.

Remember that you will need to obtain the proper signature on your form. If you have any questions about how to complete the form, please contact Gabrielle Delisle-Ballard at gdelisle@erg.jhu.edu, Mary Gannaway at mgannaway@erg.jhu.edu, or Tricia Frey at tfrey@erg.jhu.edu, or call (410) 992-7300.

Author Reminders

Make sure you have an active JANNAF Secure Portal Account a.s.a.p. More info can be found on the Author FAQ page.

Changes to the Final Program due Monday, 23 November 2020.

Week 1 Presentations and Publication Clearance Forms due Monday, 30 November 2020.

Week 2 Presentations and Publication Clearance Forms due Monday, 7 December 2020.

Start EARLY--allow at least two to three weeks for completion of your internal and/or customer review process! It is not unusual for the review process to take longer, so be sure to plan accordingly.