2023December-AuthorFAQ

AUTHOR FREQUENTLY ASKED QUESTIONS

Don't see your question here?
Contact the JANNAF Meetings Team by email at meetings@erg.jhu.edu
OR
Call (410) 992-7302. Select Option 1 (or x215) for Shelley Cohen or Option 2 (or x204) for Atashia Allen.

Author Deadlines

When is my paper due?

Classified papers are due by Thursday, 2 November 2023 at the ERG office per these instructions; allow extra time for mailing. Unclassified papers are due by Friday, 3 November 2023. Your Publication Clearance Form is also due by this date. Unclassified papers and ALL Publication Clearance Forms are to be uploaded per the Upload instructions.

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

When is my presentation due?

Classified presentation files are due by Thursday, 16 November at the Utah National Guard Headquarters in Draper, UT per these instructions. Allow extra time for mailing.

Unclassified presentation files are due Friday, 17 November 2023. Unclassified presentations files are uploaded to ERG per the Upload instructions. If, after submitting your Publication Clearance Form with your paper, you determine that your presentation has a different distribution statement than your paper, submit an updated JANNAF Publication Clearance Form that reflects this change. Please review the Author Timeline / Deadlines posted on the Author Timeline / Deadlines page of this website.

When should I start writing my paper/presentation?

Most papers and presentations 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 paper and presentation due dates. As an example, if you need four (4) weeks to prepare your paper and need to allow three (3) weeks for the review process, you should start preparing your paper no later than 7 August in order to meet the Paper submittal deadline (2 November for Classified; 3 November for Unclassified). 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 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, the Preliminary Program will be updated once per week with any additional changes until the Final Program has been sent to the printer. To ensure that a change will be included in the printed Final Program, which will be distributed at the meeting to meeting attendees, we must receive notification of that change no later than 20 October 2023. Even if you become aware of a change after 20 October, JANNAF still needs to know so that we can provide the updated information to meeting attendees via the On-Site Program Change Monitors and online version of the Final Program.

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?

It is important that you make JANNAF aware that you are going to be late submitting one or more of your files. Please email the JANNAF Meetings Team at meetings@erg.jhu.edu (NOT your session chair) to request an extension. Be sure to provide the following information in your email:

Primary Author's name
4-digit Paper Tracking Number (provided in the Acceptance Email sent to the Primary Author in early March)
Indicate which item(s) will be late
Indicate realistic date by which the late item(s) will be uploaded.

Remember, your Publication Clearance Form must be submitted with your Paper.

Note: Extensions cannot be granted for Classified presentation files.

When should I make my hotel reservation?

JANNAF has arranged for a block of discounted rooms at the Hilton Salt Lake City Center, which is the location for the unclassified portion of this JANNAF meeting. The JANNAF discounted room block is now open for reservations.These discounted rooms will be available until 13 November 2023 at 11:59 p.m. MST, or until they sell out, whichever comes first. We recommend making your room reservation as soon as possible, or as soon as practical, as it is fairly common for the JANNAF room block to sell out before the cut-off date. We are not able to guarantee the availability of discounted rooms once the room block has sold out and/or after the cut-off date.

Conversely, if your plans happen to change after you've made a reservation and you no longer need the room for as many nights or at all, please be sure to call the hotel to change or cancel your reservation right away so that another JANNAF attendee has the opportunity to reserve that room. Note that the hotel's reservation cancellation policy requires that you cancel your reservation at least 48 hours prior to the date of arrival indicated in your reservation.

For more information about the Hilton Salt Lake City Center (as well as transportation and area information), and instructions on reserving your room at the JANNAF discounted rate once the hotel begins accepting JANNAF reservations, please go to the Hotel section of this website.

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

The last day to register at the discounted Early registration fee is Friday, 3 November, by 11:59 p.m. EDT. The Regular registration fee (a $150 increase for General attendees) will go into effect as of 12:00 a.m. EDT on Saturday, 4 November 2023. Registration is now open.

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

What is the deadline to register to attend classified sessions?

There are additional registration steps and additional time is needed to process registrations for those planning to attend classified sessions during this meeting. Shuttle bus transportation must also be arranged based on expected attendance at these sessions. For these reasons, if you plan to attend classified sessions, your registration must be completed and any mailed documents received by Thursday, 16 November. Please visit the Registration Steps page of this website for additional information, links, and instructions.

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Paper and Presentation Preparation

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

Paper Guidelines can be found in three (3) documents posted on the Papers page of this website:

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

We recommend that you download and save these files for future reference as you prepare your paper and presentation. The links for these documents can be found on the left side of related pages in the the Author Information section of this website under "Resources".

When designing your presentation, it is important that you limit text on your slides so that they are readable from a distance. Additionally, please be sure that any graphics you use can be read/understood by the audience members who are sitting in the back of the room.

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, Paper templates for both Unclassified and Classified papers have 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. 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.

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 and (if applicable) CUI markings 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).
They work for the government (not a contractor) and they're the Project Manager, Program Lead or Branch Chief overseeing the submitted material.

How do I determine the correct distribution statement for my paper and presentation?

If your paper/presentation is CUI category CTI, you must select the applicable distribution statement. 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, you can indicate this on the Publication Clearance Form. Submit one form for both the paper and presentation provided the funding organization and signatures are the same for both.

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 accordingly. This includes, but is not limited to, all publications marked for Distribution Statement B, C, D, or E, or containing export-controlled technical data.

At a minimum, these documents should be marked "CUI" or "CONTROLLED" at the top and bottom of each page, and include a CUI designation indicator at the bottom right of the cover or first page. For additional 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: As policies vary between organizations, 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 Atashia Allen at aallen@erg.jhu.edu for any of these questions. Contact Mionna Sharp at mgannaway@erg.jhu.edu with Publication Clearance form questions. To reach Atashia or Mionna 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 unclassified 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.

How do I submit my Classified Paper, Presentation, and Clearance Form?

If you are the author of a classified paper and presentation, please follow the specific submittal instructions for authors of classified papers/presentations. These instructions have been posted in a PDF document on the Author Information page of this website and will also be sent via email to the primary authors of classified papers/presentations soon. Note that the completed Publication Clearance form for Classified papers/presentations should be uploaded per the "Upload Unclassified Files" instructions (see above).

Can one of my co-authors upload the (unclassified) 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 unclassified paper (or presentation 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 a PowerPoint file and a video file 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 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 funding organization and signatures.

What do I do if I need to upload a new version of my unclassified Paper or Presentation?

The most recently uploaded file will be used. However, last minute updates are made at the author's own risk. 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.

I've already mailed my classified Paper and/or Presentation but need to revise it/them. What should I do?

To submit a revised classified Paper, follow the mailing instructions provided HERE. If you have revised your classified Presentation after mailing it to the Utah National Guard Headquarters, please contact Mary Gannaway, ERG's Facility Security Officer, for instructions (mgannaway@erg.jhu.edu or 410-992-7300 x211). Any major revision of your paper or presentation will require an updated Publication Clearance Form.

Who should I contact if I'm having issues logging into my Portal account, need guidance on submitting classified files, or require assistance with the upload of my unclassified files?

For Portal Account issues and submitting classified files, contact Mionna Sharp (msharp@erg.jhu.edu, 410-992-7300 x224) OR Mary Gannaway (mgannaway@erg.jhu.edu, 410-992-7304, x211).

For assistance with your file uploads, contact Atashia Allen (aallen@erg.jhu.edu, 410-992-7300, ext. 204) 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 20 October 2023. 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 during the meeting via the online Final Program, the digital Session Agenda signage, and the Program Change Monitors.

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 (20 October 2023). However, even as late as on-site 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 to attend and give your talk.

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 attend and give the talk.

What do I do if I need to upload a new version of my unclassified Paper or Presentation?

The most recently uploaded file will be used. However, last minute updates and uploads are made at the author's own risk. 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.

My presentation's Distribution Statement is different than I originally anticipated. What should I do?

Presentations with a distribution statement more restrictive than A or C must be placed at the beginning of session agendas in order to provide proper security for the information. Session agendas have been crafted based on the information provided by authors. The ERG meetings team must be notified no later than 17 November if your presentation distribution statement is different than originally indicated. As soon as known, send an email to meetings@erg.jhu.edu and provide the primary author’s name, the 4-digit tracking number, and the paper title. Include the new distribution statement for the presentation. After 17 November, it may not be possible to accommodate changes to presentation distribution statements. In that circumstance, cancellation of the presentation and publication-only of the paper may be necessary.

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. Please include the reason for your withdrawal. 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 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 Registration Form for the meeting. 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 contact or Facility Security Officer (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 may 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 form 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 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?

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 folder.
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

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?

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?

The discounted Early registration fee is $1,200.00 for General attendees. You can take advantage of this discounted Early registration rate until Friday, 3 November 2023. Beginning 4 November 2023, the Regular registration fee of $1,350.00 goes into effect.

The discounted registration fee for full-time students is $250.00 . 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 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, Administrative Coordinator - Security, 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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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.

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, and activities can be found on the home page of the December meeting website where a link to the schedule is provided. It is also provided on the last five (5) 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 printed, changes to the schedule will be announced during the meeting via the online Final Program, digital session agenda signage, and the Program Change Monitors.

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

Call or email Shelley Cohen (410-992-7302 x215 or scohen@erg.jhu.edu) OR Atashia Allen (410-992-7302 x204 or aallen@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 17 November, please go here to download the Presenter Biography Form. You can either complete it and email it to your session chair by 24 November (due date indicated on the form), or bring the completed form with you to the meeting. If you wish to email the form and need your session chair's email address, let us know.

What should I bring with me to the meeting?

For your unclassified paper/presentation, we recommend bringing your files on a portable storage device (either a thumb drive or CD-Rom), even if you have already uploaded your files to the JANNAF upload site. It's always good to have a back-up, just in case. A print out of your slides is also useful, just in case there is a technological glitch (this is extremely rare, but having the hard copy will give you peace of mind). A laptop will be provided in the room where your presentation is scheduled, and we require that you use that laptop rather than your own (detailed specifications of the provided laptop can be found in the Creating Effective Presentations" PDF on the Presentations page of this website. And a laptop will be available in the IT Office at the meeting so that you can practice or make some minor edits.

To make the most of your time at the meeting, we recommend bringing a quantity of your business cards for networking with other attendees. You may want to bring a tablet or laptop for taking notes during unclassified sessions (we will have notepads and pens available if you prefer to take notes by hand), for accessing the virtual reading room at your convenience, or to check your email during breaks.

Temperatures in meeting rooms are difficult to regulate to everyone's satisfaction, so we recommend bringing a light sweater or jacket and dressing in layers.

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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:
Combustion (CS): Peyton Nanney
Airbreathing Propulsion (APS): Claire Shamul
Exhaust Plume and Signatures: Nick Keim
Energetic 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 (Shelley Cohen and Atashia Allen)

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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AUTHOR FREQUENTLY ASKED QUESTIONS

Author Deadlines

Paper and Presentation Preparation, and Clearance Form

Uploading / Submitting Files

Changes or Withdrawal

JANNAF Portal Account Requirement

Meeting Registration

Meeting Proceedings

Getting Ready for the Meeting

JHU WSE ERG and JANNAF Contacts

Author Deadlines

When is my paper due?

When is my presentation due?

When should I start writing my paper/presentation?

When do I need to let JANNAF know about a change to my 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?

When should I make my hotel reservation?

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

What is the deadline to register to attend classified sessions?

Paper and Presentation Preparation

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

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 unclassified Paper, Presentation, and Publication Clearance Form?

How do I submit my Classified Paper, Presentation, and Clearance Form?

Can one of my co-authors upload the (unclassified) Paper, Presentation, or Publication Clearance Form?

I have two files to upload for my unclassified paper (or presentation 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 unclassified Paper or Presentation?

I've already mailed my classified Paper and/or Presentation but need to revise it/them. What should I do?

Who should I contact if I'm having issues logging into my Portal account, need guidance on submitting classified files, or require assistance with the upload of my unclassified 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 unclassified Paper or Presentation?

My presentation's Distribution Statement is different than I originally anticipated. What should I do?

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 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 do I renew it?

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

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

Meeting Registration

Do presenters have to register?

How do I register?

What is the registration fee?

What is included in the registration fee?

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

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 bring with me to the 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.