AUTHOR FREQUENTLY ASKED QUESTIONS




Author Deadlines

When is my presentation due?
When is my paper due?
When should I start writing my presentation/paper?
When do I need to let JANNAF know about a change to my presentation/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 or submitting one or more files?
What is the deadline to register at the discounted Early registration fee?

Paper and Presentation Preparation, and Clearance Form

Where can I find guidelines for formatting my presentation and/or paper?
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 Publication 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 do if the distribution statement for my presentation and paper are different?
What should I list as the “Controlling Office”?
On the Publication Clearance Form, what is the “Date of Designation”?
Do I need to add a CUI marking to my paper and/or presentation?
Who should I contact if I have questions about preparing or formatting my paper or presentation, or about completing my Publication clearance form?
May I submit my paper or a portion of the material in my paper to another meeting or publication?

Uploading / Submitting Files

Where do I upload my Paper, Presentation, and Publication Clearance Form?
Can one of my co-authors upload the Paper, Presentation, and Publication Clearance Form?
I have two files to upload for my presentation (or paper or clearance form). 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 require assistance with the upload of my files?

Changes or Withdrawal

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

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 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 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?
I need to cancel my registration. How do I do that?
Who should I contact with a Registration Question?

Meeting Proceedings

Will papers from this meeting be published?
Will presentations from this meeting be published?
Who will have access to publications from this meeting?
When will publications be available?

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 do to prepare for the virtual 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 Gabrielle Delisle-Ballard at gdelisle@erg.jhu.edu or call (410) 992-7300, ext. 208.

OR
Contact Shelley Cohen at scohen@erg.jhu.edu or call (410) 992-7302, ext. 215.

Author Deadlines

When is my presentation due?

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

  • Week 1 Presenters (6 - 10 December)
    Presentation and Publication Clearance Form due NO LATER THAN Monday, 29 November 2021.

  • Week 2 Presenters (13 - 16 December)
    Presentation and Publication Clearance Form due NO LATER THAN Monday, 6 December 2021.

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. A policy of "No presentation, No publication clearance form, No virtual podium" will be in effect for this meeting.

Please review the Author Timeline / Deadlines posted on the Author Timeline / Deadlines page of this website.

Remember, your Publication Clearance Form must be submitted with your presentation file.

When is my paper due?

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 after the meeting. The JANNAF policy of "no paper, no podium" will not be in effect for this meeting.

For authors writing papers, a minimum of 24 hours 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 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 active Portal account to upload.

If a paper is submitted either before, during or after the meeting, it will replace the presentation in JDOC. The last day to submit a paper for inclusion in JDOC is Friday, 14 January 2022. If the Distribution Statement for the Paper is different from the Presentation, a NEW Publication Clearance Form should be submitted with the paper.

You are encouraged to review the Author Timeline / Deadlines posted on the Author Timeline / Deadlines page of this website.

When should I start writing my presentation/paper?

Most presentations and papers need to go through an internal and/or external review and approval process. This can take 2 or more weeks, with some STINFO offices even requiring a minimum of 30 business days. Please check with the party/parties involved with this review/approval process NOW to find out how much time you should allow. Add this amount of time to your preparation timeline, working backward from the presentation due date. As an example, if you need four (4) weeks to prepare your presentation and need to allow three (3) weeks for the review process, you should start preparing your presentation no later than 11 October in order to meet the Presentation submittal deadline (29 November) for week 1 presentations. 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 presentation/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, once posted, the Preliminary Program will be updated once per week with any additional changes until the Final Program has been posted. To ensure that a change will be included in the Final Program, which will be posted on the home page of this website, we must receive notification of that change no later than 22 November 2021. Even if you become aware of a change after 22 November, JANNAF still needs to know so that we can provide the updated information to meeting attendees via the online Session Agenda document made available to registered attendees the morning of your presentation.

Please email all changes to the JANNAF Meetings Team at meetings@erg.jhu.edu. Reference the Changes or Withdrawal section of this page for a list of details that must be included in your email.

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

The presentation due dates (29 November for Week 1 presenters; 6 December for Week 2 presenters) are FIRM deadlines to ensure that ERG has sufficient time to vet your presentation. Please prepare accordingly. 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 is "No presentation, No publication clearance form, No virtual podium."

If you wish to make a change to a previously submitted presentation file, please be aware that we cannot accommodate last minute updates to presentations. Do NOT upload a new version of your presentation less than one (1) business day prior to your session.

Remember, your Publication Clearance Form must be submitted with your presentation file.

What is the deadline to register at the discounted Early registration fee?

The last day to register at the discounted Early registration fee is Monday, 22 November, by 11:59 p.m. Eastern Time. The Regular registration fee (a $125 increase for General attendees and $100 increase for Student attendees) will go into effect as of 12:00 a.m. Eastern Time on Tuesday, 23 November 2021. Registration is now open .

Be sure to complete at least your online Meeting Registration Form no later than Wednesday, 1 December if you plan to participate on the first day of the meeting (6 December); ERG needs up to three (3) business days after you've submitted the online Meeting Registration Form to add you to the participant list and enable your entry to the virtual technical sessions. You will need to ensure that you have an active JANNAF Portal account at least a few days prior to this deadline since the Portal account is a registration pre-requisite.

Pertinent information, links, and instructions are provided on the Registration Steps page, and other Registration pages of this website.

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Paper and Presentation Preparation

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

Presentation Guidelines can be found in two (2) documents posted on the Presentations page of this website:

Please also review:

Paper Guidelines can be found in two (2) additional documents posted on the Papers page of this website:

Preparing your presentation, in particular, is DIFFERENT for this virtual meeting than you may be accustomed to if you've presented at a previous in-person JANNAF meeting. Please make the time to review this updated information so that your presentation meets specifications for this virtual meeting.

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

When designing your virtual presentation, it is important that you limit text on your slides so that they are readable on participants' monitors or laptop screens. Additionally, please be sure that any graphics you use can be read/understood by the audience members who are viewing your presentation on a small screen. Do NOT use videos or animations in your presentation as they may cause lag and other performance issues. The final size of your presentation should not exceed 30 MB.

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 on the Papers page of this website, and detailed Presentation guidelines have been provided on the Presentations page of this website. You'll find links to all of these files under "Resources" on the left side of each respective page.

How much time do I have for my presentation?

Thirty (30) minutes has been allotted for each presentation, 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. Please make time to practice your presentation to ensure that your presentation fills the allotted time and does not exceed it. Just as during an in-person JANNAF meeting, attendees may wish to "session-hop" to hear presentations in other concurrent sessions. We will adhere to the schedule to ensure that no one misses part of your talk or one given in another session.

Please be aware that if you have a connection issue during your presentation, the session will need to remain on schedule and it may be necessary to move on to the next presenter before you're able to rejoin the session. Documents will be provided on the Virtual pages of this site to help you prepare your device to connect to the meeting and ideally reduce potential for connection issues. It's strongly recommended that you review and heed the guidance provided in the Computer Requirements document (see Technology Requirements page) and attend one of the DoD Teams Testing Sessions in order to hopefully avoid this situation.

On the Publication 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 Papers, Presentations, and Publication Clearance Forms pages of this website. You'll find the link under Resources on the left side of each respective page. 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 Publication Clearance Form.

NOTE: The Distribution Statement Generator does not provide guidance for marking Controlled Unclassified Information (CUI). See below for more information about CUI markings.

What should I do if the distribution statement for my presentation and paper are different?

If your presentation and paper have different distribution statements, complete one Publication Clearance Form for each. Be sure to save both forms in a folder and then compress (zip) that folder before uploading. If you were to submit them separately, the second form would overwrite the first one, so uploading in a compressed folder avoids this issue.

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 as the Releasing Official 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 Publication 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.

Do I need to add a CUI marking to my paper and/or presentation?

All printed and electronic, including digital, technical documents that are determined to contain Controlled Unclassified Information (CUI) data shall be marked. This includes, but is not limited to, all publications marked for Distribution Statement B, C, D, or E, or containing export-controlled technical data. For general marking guidance please refer to https://www.archives.gov/cui, and for organization-specific guidance, speak with your security personnel or government sponsor.

Please Note: All questions about CUI marking for your paper and/or presentation must be directed to your own security personnel. ERG staff are unable to provide guidance in your organization's specifications for the appropriate CUI marking for your work.

Who should I contact if I have questions about preparing or formatting my paper or presentation, or about completing my Publication Clearance form?

Contact Gabrielle Delisle-Ballard at gdelisle@erg.jhu.edu for any of these questions. Contact Mary Gannaway at mtg@jhu.edu, OR Tricia Frey at tfrey@erg.jhu.edu with Publication Clearance form questions. To reach Gabrielle, Mary, or Tricia by phone, call (410) 992-7300.

May I submit my paper or a portion of the material in my paper to another meeting or publication?

Authors retain the rights to their work when it is published in the JANNAF Digital Online Collection (JDOC). There is no restriction on submitting your work for another meeting or publication.

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Uploading / Submitting Files

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

Papers, presentations, and Publication 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, and they meet the guidelines provided on the Papers, Presentations, and Publication Clearance Forms pages of this website. Please review the following documents posted on the Presentations page of this website:

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 Publication 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 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 or clearance form). How do I upload multiple files for one deliverable?

Only one file can be uploaded to each upload folder. If you are uploading two files 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 - Virtual 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, or when you have two Publication Clearance Forms to submit because your presentation and paper have different distribution statements.

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. However, last minute (less than one business day prior) updates cannot be accommodated. To upload a new version of your paper or presentation, follow the same upload instructions provided HERE, specifically steps 4A through 4E. Use the same file name and file type and your new file will automatically overwrite the previous version. You will be able to verify that the file has been uploaded, but you will not be able to view the actual file.

REMEMBER: Do NOT update your presentation less than one (1) business day prior to the day you are scheduled to present.

Note that if your paper or presentation is revised substantially, an updated Publication Clearance form is also required.

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

For Portal Account issues, contact Tricia Frey (tfrey@erg.jhu.edu, 410-992-7300) OR Mary Gannaway (mgannaway@erg.jhu.edu, 410-992-7304).

For assistance with your file uploads, contact Gabrielle Delisle-Ballard (gdelisle@erg.jhu.edu, 410-992-7300, ext. 208) OR Shelley Cohen (scohen@.erg.jhu.edu), 410-992-7300, ext. 215).

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Changes or Withdrawal

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

Send an email to the JANNAF Meetings Team at meetings@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 August)
  • For title change, provide new title, and also indicate old title. Please provide your new title in title case (i.e., all words, other than articles and prepositions, should begin with a capital letter; do NOT provide your title in all capital letters.
  • 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. However, keep in mind that the maximum number of authors that we will include in the Program for your paper is five (5). Be sure that your author list, including any changes, does not exceed this limit. You may list as many authors as you wish on your actual paper or presentation.
  • 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.

We will continue to update the Preliminary Program with changes on a weekly basis until the Final Program is posted. To ensure that changes will be included in the Final Program, we MUST receive them by 22 November 2021. For changes that arise after that date, please still send them to the JANNAF Meetings Team by email ( meetings@erg.jhu.edu), as soon as possible; we will inform participants via the online Session Agenda document provided to attendees the morning of your presentation.

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

Yes. If one of your co-authors will be presenting, please email the JANNAF Meetings Team at meetings@erg.jhu.edu as soon as you know, preferably prior to the deadline for changes to the Final Program (22 November 2021). However, even as late as during the meeting we want to know if there's been a presenter change for your paper. And it's important that someone presenting on your behalf be registered for the meeting so that they can be allowed into the virtual session.

Any time you are corresponding with us about your paper/presentation, be sure to provide your 4-digit Paper Tracking Number to help us quickly locate the correct paper/presentation in our database.

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 the JANNAF Meetings Team ( meetings@erg.jhu.edu) 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/presentation. The primary author should then forward all pertinent information to the presenter. Please be aware that a presenter who is not a co-author for the paper/presentation will not be able to upload files for that paper/presentation.

Remember that anyone attending the meeting, including presenters, MUST have a JANNAF Secure Portal account, and MUST register for the meeting. If they are not registered, they will not be able to enter the virtual session.

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. However, last minute (less than one business day prior to your session) updates cannot be accommodated.

To upload a new version of your paper or presentation, follow the same instructions provided HERE, specifically steps 4A through 4E. Use the same file name and file type and your new file will automatically overwrite the previous version. You will be able to verify that the file has been uploaded, but you will not be able to view the actual file.

Note that if your paper or presentation is revised substantially, an updated Publication Clearance form is also required.

REMEMBER: Do NOT update your presentation less than one (1) business day prior to the day you are scheduled to present.

How do I withdraw my paper/presentation?

If you must withdraw your paper, please notify the JANNAF Meetings Team by email at meetings@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 can be found in the Acceptance email sent to the primary author in August. As a courtesy, please also inform your session chair.

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JANNAF Portal Account Requirement

Why do I need a Portal Account to view the Preliminary Program?

The JANNAF Technical 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. Only those who have already obtained a Portal account (verified that they are eligible to attend JANNAF meetings) can access the online Registration Form for the meeting.

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 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 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 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 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.

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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 Steps page of the website and click on the "Go to Form" button under Step 1, or click the "Online Meeting Registration Form" link on the left side of the page under Resources. 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 Meeting Registration Form. Completion of this online form is required for all attendees.

    >> There is no financial commitment with this step; therefore, we strongly encourage early completion of the Meeting Registration Form. >>The completed online Meeting Registration Form is due no later than three (3) business days prior to the first day you plan to attend virtual sessions at the meeting.

    >> Complete both the online Meeting Registration form and pay the registration fee on or before 22 November and qualify for the discounted Early registration fee.

  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 Steps page, click on the "Pay Registration Fee" button under Step 2, or click the Registration Payment Site link on the left side of the page under Resources, then complete each screen.

    >> Payment must be completed NO LATER than Monday, 22 November 2021 at 11:59 p.m. EST to take advantage of the discounted Early registration fee. The Regular registration fee goes into effect at 12:00 a.m. EST on 23 November 2021.

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 is $650.00 for General attendees. You can take advantage of this discounted Early registration rate until Monday, 22 November 2021. Beginning 23 November 2021, the Regular registration fee (a $125 increase) goes into effect.

The discounted Early student registration fee is $125.00 through Monday, 22 November 2021. The Regular student registration fee (a $100 increase) goes into effect on Tuesday, 23 November 2021. Students must meet the Security/Attendance and Portal Account Requirements and Student Registration Requirements. This includes providing proof of full-time student status and Export Compliance Briefing.

What is included in the registration fee?

Please visit the Registration Fee page of the meeting website for this information.

I need to cancel my registration. How do I do that?

The full cancellation policy can be found on page 7 in both the Meeting Invitation and the Preliminary Program and on the Registration Steps page of this site. In short, written (email) cancellations submitted to scohen@erg.jhu.edu on or before 22 November 2021 will receive a full refund minus an administrative fee of $50. Cancellations made after this date will not be refunded. If a colleague within your organization is able to attend in your place, substitution (i.e., transfer of registration funds) is an option so long as the new individual is able to meet all attendance eligibility requirements and completes the required meeting registration form.

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 the
JANNAF Security Team (Tricia Frey and Mary Gannaway) at info@erg.jhu.edu OR (410) 992-7300, ext. 222 or 211.

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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Meeting Proceedings

Will papers from this meeting be published?

During the Meeting
From approximately 10:00 a.m. EST on Monday, 6 December to 3:00 p.m. EST on Thursday, 16 December, fully registered meeting attendees can view papers in the Virtual Reading Room. Only Distribution A and C papers will be available to view, and presentations will not be included. To ensure your paper is included in the Virtual Reading Room, be sure to submit your paper and signed and completed Publication Clearance Form by the deadline indicated on the Author Timeline. Visit the Virtual Reading Room page for more information.

After the Meeting
Papers received for this meeting will be published to the JANNAF Digital Online Collection (JDOC). If a paper is not submitted, the presentation will be published in its place. If a paper is marked with a Distribution Statement other than A or C, only its metadata will be published and the paper will be available to qualified individuals by request only.

Will presentations from this meeting be published?

Presentations will be published to the JANNAF Digital Online Collection (JDOC) only in the event that a paper is not submitted. If a presentation is marked with a Distribution Statement other than A or C, only its metadata will be published and the presentation will be available to qualified individuals by request only.

Who will have access to publications from this meeting?

Access to publications from this meeting will be provided complimentary to attendees who have paid the registration fee in full. This benefit is not available for student registrants.

When will publications be available?

Publications will be made available via the JANNAF Digital Online Collection (JDOC) approximately 12 weeks following the meeting's conclusion. When publications are available, eligible attendees will be sent an email notice with additional instructions.

After the meeting ends, watch for emails from ERG staff members who may contact you for more information to ensure your paper/presentation is accurately and appropriately processed for publication.

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Getting Ready for the Meeting

Where can I find a daily schedule?

The detailed daily schedule of all sessions, panel meetings and town hall meetings can be found on the home page of the December meeting website in the Schedule at a Glance>. It is also provided on the last four (4) pages of the Meeting Invitation and is included in the Preliminary Program, as well. 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 schedule will be made periodically in these documents, and again in the Final Program. Once the Final Program has been posted, changes to the schedule will be announced via the Session Agenda document posted each morning of the meeting in the 2021 December JANNAF Meeting Small Teams on the JANNAF website. Only registered attendees will be able to access this information.

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

Call or email Gabrielle Delisle-Ballard (410-992-7300 x208 or gdelisle@erg.jhu.edu) OR Shelley Cohen (410-992-7302 x215 or scohen@erg.jhu.edu) and request contact information for your session chair.

Do you need my bio?

Your session chair is expected to 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 22 November, please go here to download the Presenter Biography Form. You should complete it and email it to your session chair by 29 November.

If you wish, you may also add a slide to the beginning of your presentation file (prior to your title slide) and provide your brief biographical paragraph there. This would also be a nice place to include a head shot photo of yourself so that participants are able to "put a face with your name" and presentation.

What should I do to prepare for the virtual meeting?

  • Virtual presentations have the added variable of technology issues that can sometimes be outside of your control. First and foremost, please be sure to review the information on the Virtual Platform pages of this website. This includes reviewing the Computer Requirements (found on the Technology page) and taking all recommended steps to ensure that your computer is ready. Depending on your organization's IT and security policies, this may involve getting assistance from your local IT support.

  • Make the time, AS SOON AS POSSIBLE, to review Presenter Virtual Participation Guidelines (located on the Participation & Expectations page). This document addresses the required file format for your presentation, assorted "Do's and Don'ts", and what to expect during the virtual session for you as both a presenter and a participant.

  • Register as early as possible. so that you will able to join one of the DoD Teams Testing Sessions scheduled during the week of 29 November (dates and times are listed on the Testing page of this website). The links to these testing sessions will only be provided to registered attendees. Participating in one of these sessions should only take 10-15 minutes of your time, and doing so will be the best opportunity to ensure that you're able to log into the DoD-approved Microsoft Teams platform and that your computer and audio set-up are properly configured.

  • Internet connections can sometimes be unreliable. Make sure you are able to join the virtual sessions using a strong, hardwired internet connection with a minimum of 5 Mbps speed. More information is provided in the Computer Requirements document.

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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): Bryan DeHoff
Propellant and Explosives Development and Characterization (PEDCS): William Bagley
Rocket Nozzle Technology (RNTS): Bryan DeHoff
Safety and Environmental Protection (SEPS): William 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

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