2024May-FAQ

FREQUENTLY ASKED QUESTIONS

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DoD Approval of Meeting

Has the May 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, Frank Tse, at frank.c.tse.civ@us.navy.mil.

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JANNAF Secure Portal Account (Registration Pre-Requisite)

Why do I need a Portal Account to view the Preliminary and Final Programs?

The JANNAF Executive Committee has determined that the Preliminary and Final Programs for JANNAF meetings should be published as unclassified-limited, "Distribution authorized to U.S. Government and their contractors …" (U-C), which began with the June 2015 meeting. In order to ensure that only qualified U.S. Citizens are able to view these documents, they will now be posted on a secure website. You must create an account on this website. The process of creating the account includes verification of your employment and citizenship.

Why do I need a Portal Account to register for the May 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 and should be obtained as early as possible to avoid delays completing the other registration steps.

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 (ALL required fields on ALL pages of the form). If you don’t have all of the required information, you may save your form and return to complete it once you have the missing information. Please note that email addresses cannot be duplicated.

Industry/Academia Will Also Need:

DLA (a.k.a. DD 2345) Certification Number
Name, phone, and email of your Government Sponsoring Official (GSO), contract number with expiration date
Hint:
- Be sure to provide a contract number and expiration date that are current. Providing information about an expired contract will delay completion and approval of your Portal account.

How long will it take for my Portal account to be approved and activated?

The amount of time from start to finish really depends on how quickly each person who needs to complete a portion of the online Customer Verification Form (CVF) does their part. There are ways that you can help move the process along.

After you submit your form, 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 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?

If your account is expired, please contact Mionna Sharp, Administrative Coordinator - Security, at msharp@erg.jhu.edu or (410) 992-7300, ext. 224 for assistance. Do NOT attempt to create a new account

I have forgotten my password. 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. Password format instructions are provided on the password reset page.
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.
Note that if your account will expire between now and May, you will need to go through the renewal process prior to the May meeting in order to register and attend. You’ll receive a renewal email to begin the process shortly before your account expires.

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) 992-7300, ext. 211 .

PLEASE NOTE: Do NOT send emails to portalemail@erg.jhu.edu. This is not a monitored email account. Instead, contact a member of our security team, listed above, for a faster response.

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Meeting Registration

How do I register?

Registration is not yet open. However, when registration is open (approximately mid-March), detailed instructions will be 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 once registration opens.

IMPORTANT DEADLINE DATES:

Friday, 5 April - last day to register (completion of registration form and payment) at the discounted Early registration fee.

Friday, 19 April - 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.

Those registering as full-time students or professors must meet the Security/Attendance and Portal Account Requirements and University Participant Registration Requirements. This includes providing proof of full-time student status (students only) and Export Compliance Briefing (students and professors).

REMEMBER, there are two separate primary registration steps 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 for this information.

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 5 April 2024 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.

I couldn't complete my registration by the Pre-Registration deadline. What do I do now?

The on-site registration period will begin on Sunday, 5 May at 8:00 a.m. EDT. At this time, both the online Meeting Registration Form and the Registration payment site will re-open so that attendees that have yet to complete one or both registration step may do so using their own device. It is important that both registration steps have been completed prior to arriving at the JANNAF Onsite Check-in desk at the hotel so that JANNAF staff are able to verify that your registration is complete. Please allow extra time when checking in for this verification process, which may include waiting for your badge to be printed.

What are the hours for the Onsite Check-in desk?

The Onsite Registration desk hours are provided near the bottom of the Registration Steps page of this site.

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, at mgannaway@erg.jhu.edu or (410) 992-7300, ext. 211

For questions about the online Meeting Registration Form or Registration Payment:>
Shelley Cohen at scohen@erg.jhu.edu or call (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, or even 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. A reservation phone number has also been provided on the Hotel Page, as well. They'll need to request the discounted rate for the JANNAF Conference when making your reservation by phone. If there are any issues, please contact the JANNAF senior meeting planner, Shelley Cohen at scohen@erg.jhu.edu or call her at (410) 992-7302, x215.

JANNAF has made a contractual commitment to the hotel to fill a certain number of rooms during the conference, 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 Marriott Bonvoy rewards member. Can I earn rewards for my stay at the Sheraton Oklahoma City Downtown during the conference?

Definitely! You can provide your Marriott Bonvoy 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 Marriott Bonvoy rewards member. How can I learn more or sign up?

Go to the the Marriott Bonvoy 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 Sheraton Oklahoma City Downtown, you will enjoy the convenience of being in the same building as the location of all of the sessions, the meetings, and networking events. 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 (19 April 2024), 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?

For either of the following options, if a paper is marked with anything other than publicly releasable, DoD Distribution Statement C, or CUI/FEDCON, only its metadata will be published and the paper will be available to qualified individuals by request only

During the Meeting
Fully registered meeting attendees can view pre-publication papers that meet one of the above requirements in the virtual Reading Room during the meeting.

After the Meeting
Papers received for this meeting that meet one of the above requirements will be published to the JANNAF Digital Online Collection (JDOC). More information will be provided to meeting attendees upon check-in at the on-site registration desk.

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. 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. Access is provided for one year. This benefit is not available for student registrants.

In addition to eligible meeting attendees, JANNAF community members with an active Portal account may access documents published in JDOC, although industry contractors must have purchased a subscription.

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:
JANNAF Propulsion Meeting (JPM): Michael "Miki" Fedun
Programmatic and Industrial Base Meeting (PIB): Kirk Sharp
Modeling and Simulation (MSS): Michael "Miki" Fedun
Liquid Propulsion (LPS): Nick Keim
Spacecraft Propulsion (SPS): Peyton Nanney

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

Meeting Registration Questions (excluding Portal Accounts:
Shelley Cohen OR Atashia Allen

Hotel Questions:
Shelley Cohen