2023Dec-FAQ

FREQUENTLY ASKED QUESTIONS

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.

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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 are now 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 (this is the non-payment registration step). 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.

For those attending Classified Sessions, there are additional registration requirements and the details can be found on the Registration Steps page.

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.
- Applicants must complete their portion of the form in its entirety to continue through the account appliction process. If you don't have all of the required information, the form can be saved and you'll be able to return to it to complete it.

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.

After you submit your part of the form (2 pages), 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.
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.
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.
Once all parties have completed the form, it will automatically be routed to the ERG security team who will review it and, barring any problems, approve the account. 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?

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 Mionna Sharp or call (410) 992-7300 ext 224 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.
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.
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.
If you’re a contractor, you’ll also want to follow up with your GSO for the same reason.
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.

I have forgotten my password to the JANNAF Portal (jannaf.org). What do I do?

Your user name is your email address.
Your password is a minimum of 15 characters and you set it up when you activated your approved account.
If you don’t remember your password, after clicking "Login" on the JANNAF home page, click the link "Forgot Password?”.
An email with a weblink to reset your password will be sent to you. You may need to check your junk mail.
Password format instructions will be provided on the password reset page.

Who should I contact if I have questions about my Portal account or Portal account application?

Mionna Sharp, Administrative Coordinator - Security, at msharp@erg.jhu.edu or (410) 992-7300, ext. 224
OR
Mary Gannaway, Facility Security Officer, at mgannaway@erg.jhu.edu or (410) 992-7304, ext. 211 .

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Meeting Registration

How do I register?

Registration is now open. Detailed instructions have been provided on the Registration Steps page. Be sure to apply for your JANNAF Secure Portal account (registration pre-requisite) as soon as possible so you're able to register for the meeting without delay.

IMPORTANT DEADLINE DATES:

Friday, 3 November - last day to register (completion of registration form and payment) at the discounted Early registration fee.

Friday, 17 November - last day to pre-register (completion of registration form and payment of the Regular registration fee); after this date, on-site registration will be necessary.

Friday, 17 November - last day to submit additional required documentation to attend Classified sessions. If this deadline is missed, you will not be able to attend Classified sessions - No exceptions. For detailed instructions, please visit the Registration Steps page.

REMEMBER, there are two separate registration steps for Unclassified session attendance (plus at least one additional step for those planning to attend Classified sessions or register as a University participant). 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?

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

What is included in the registration fee?

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

I missed the 17 November deadline to register to attend classified sessions. Can I still attend them?

In order to ensure sufficient shuttle bus capacity (the only permitted transportation option) as well as the correct amount of food and beverages during classified sessions, the 17 November deadline is firm. If you miss the 17 November deadline to register for the December meeting (registration form and payment) AND/OR submission of the required documents for classified attendance, it will not be possible for you to attend any of the classified sessions. This policy is applicable to all attendees, including authors, presenters, and session chairs, without exception. While you can register on-site for the unclassified portion of the meeting, on-site registration is not an option for the classified portion. Please be sure to begin the registration process early and complete all requirements on time.

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

The full cancellation policy can be found on page 8 in both the Meeting Invitation and the Preliminary Program and on the Registration Steps page of this site once registration is open. In short, written (email) cancellations submitted to scohen@erg.jhu.edu on or before 3 November 2023 will receive a full refund minus an administrative fee of $75. 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?

JANNAF Secure Portal account requirement (registration pre-requisite):
         Mionna Sharp, Administrative Coordinator - Security – msharp@erg.jhu.edu or (410) 992-7300 ext. 224
         OR
         Mary Gannaway, Facility Security Officer – mgannaway@erg.jhu.edu or (410) 992-7304, ext. 211

Classified session attendance, such as how/where to submit your Visit Authorization (VAR) or the JANNAF Security Clearance Certification Form:
         Mary Gannaway, Facility Security Officer, at mgannaway@erg.jhu.edu or (410) 992-7304, ext. 211
         OR
         Mionna Sharp, Assistant Facility Security Officer, at msharp@erg.jhu.edu or (410) 992-7300, ext. 224.

Meeting Registration Form or Registration Payment:
Shelley Cohen at scohen@erg.jhu.edu or (410) 992-7302, ext. 215.

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Hotel Reservations

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

Absolutely! Please do provide the reservation link (you'll find it on the Hotel Page), or even provide 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. By using the link provided, your reservation will be made directly in the JANNAF discounted room block. Reservation phone number(s) have been provided on the Hotel page as well.

JANNAF makes a contractual commitment to the hotel to fill a certain number of rooms during the meeting, 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 a Hilton rewards member. Can I earn rewards for my stay at the Hilton Salt Lake City Center during the conference?

Definitely! You can provide your Hilton Honors 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 a Hilton Honors rewards member. How can I learn more or sign up?

Go to the the Hilton Honors 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 host hotel , you will enjoy the convenience of being in the same building as the location of all of the unclassified sessions, the meetings, and networking events. You'll also be just a short walk or public transit ride from an assortment of restaurants and entertainment options. Staying at the conference hotel also 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 its 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 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 senior 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 November 2023), 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.

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Meeting Proceedings

Will papers from this meeting be published?

During the Meeting
Both an on-site and a virtual reading room will be available during the meeting to allow attendee access to pre-publication copies of unclassified papers that are publicly releasable, DoD Distribution Statement C, or CUI/FEDCON. Presentations will not be included.

On-Site Reading Room
A limited number of touch-screen tablets will be available in the on-site reading room (located in the IT Office/Topaz room) for accessing the papers from this meeting. The on-site reading room will be open the following days and times (subject to change; refer to Schedule-at-a-Glance in Final Program for final schedule)::
         Monday, 4 December: 9:00 a.m. - 4:30 p.m. MST
         Tuesday, 5 December: 9:00 a.m. - 4:30 p.m. MST
         Wednesday, 6 December: 9:00 a.m. - 4:30 p.m. MST
         Thursday, 7 December: 9:00 a.m. - 4:30 p.m. MST
         Friday, 8 December: 9:00 a.m. - 2:00 p.m. MST

Virtual Reading Room
Attendees whose registration is complete (registration form and payment both received) will be able to access the papers from this meeting via their own device after logging into their JANNAF Portal account. The virtual reading room will be open throughout the meeting, beginning on Monday, 4 December at 9:00 a.m. MST and closing at approximately 2:00 p.m. MST on Friday, 8 December. Attendees are encouraged to bring their own device in order to access papers at their convenience, 24 hours/day during the meeting.

Visit the Reading Room page for more information.

After the Meeting
Papers received for this meeting will be published to the JANNAF Digital Online Collection (JDOC), which requires Portal account login. Only unclassified papers that are publicly releasable, DoD Distribution Statement C, or CUI/FEDCON will be included in JDOC. For all other papers, only the metadata will be published and the paper will be available to qualified individuals by request only.

Will presentations from this meeting be published?

Presentations for this meeting will be published to the JANNAF Digital Online Collection (JDOC) in addition to papers, except in the event that the submitted JANNAF Publication Clearance Form indicates that the presentation may not be published. This means that unless the primary author opts out of presentation publication by indicating such on the Publication Clearance Form, both paper and presentation will be published to JDOC. Only unclassified presentations that are publicly releasable, DoD Distribution Statement C, or CUI/FEDCON will be included in JDOC. For all other presentations, only the 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.

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Looking for an answer to a question not listed here?

Technical Program or Subcommittee Questions:
Combustion (CS): Peyton Nanney
Airbreathing Propulsion (APS): Claire Shamul
Exhaust Plume and Signatures (EPSS): Nick Keim
Energetics Systems Hazards (ESHS): William Bagley
Programmatic and Industrial Base (PIB): Kirk Sharp

Paper/Presentation Preparation or Submittal and File Upload Site concerns:
Atashia Allen OR Shelley Cohen

Publication Clearance Form Questions:
Atashia Allen OR Mionna Sharp

Meeting Program (including program changes):
JANNAF Meetings Team (Atashia Allen and Shelley Cohen)

JANNAF Secure Portal Account:
Mionna Sharp OR Mary Gannaway

Visit Authorization Request (VAR), or Security Clearance Certification Form
Mary Gannaway OR Mionna Sharp

Meeting Registration Questions (excluding Portal Account, VAR, and Security Clearance Certification Form):
Shelley Cohen OR Atashia Allen

Hotel Questions:
Shelley Cohen

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