JANNAF Manuscripts and Presentations: Preparation and Submission Instructions (For UNCLASSIFIED documents only)

Transcription

1 JANNAF Manuscripts and Presentations: Preparation and Submission Instructions (For UNCLASSIFIED documents only) Prepared by the Chemical Propulsion Information Analysis Center The Johns Hopkins University Little Patuxent Parkway, Suite 202 Columbia, MD Phone (410) Fax (410) Revised September 2, 2008

2 TABLE OF CONTENTS 1.0 INTRODUCTION 2.0 JANNAF POLICY AND PUBLICATION CLEARANCE 3.0 GENERAL REQUIREMENTS FOR MANUSCRIPTS 3.1 ACCEPTABLE ELECTRONIC FORMATS FOR MANUSCRIPTS 3.2 PREPARATION AND STYLE FORMAT FOR MANUSCRIPTS 3.3 DISTRIBUTION STATEMENT AND OTHER MARKINGS FOR MANUSCRIPTS 4.0 GENERAL REQUIREMENTS FOR VISUAL PRESENTATIONS 4.1 RECOMMENDED FORMATS AND SUGGESTIONS FOR PRESENTATIONS 4.2 MICROSOFT POWERPOINT STYLE FORMAT FOR PRESENTATIONS 4.3 DISTRIBUTION STATEMENT AND OTHER MARKINGS FOR PRESENTATIONS 5.0 SPONSOR/CONTRACT AND ACKNOWLEDGMENT 6.0 MANUSCRIPT AND PRESENTATION SUBMISSION: ELECTRONIC FORMAT REQUIRED 6.1 ELECTRONIC FORMAT OPTIONS 6.2 SUBMISSION OPTIONS 7.0 AUDIO VISUAL EQUIPMENT LIST OF APPENDICES Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G JANNAF Paper/Presentation Clearance Form Manuscript Preparation Instructions Manuscript Template Instructions for Multimedia Presentations (Movies/Pictures) Sample Distribution Statements and Reasons for Use Sample Presentation Uploading JANNAF Documents to CPIAC s Secure Site

3 1.0 INTRODUCTION This guide is provided to assist you in preparing and submitting JANNAF manuscripts and presentations for a JANNAF Meeting. Please refer to the various appendices listed in the table of contents for additional details and further clarification. 2.0 JANNAF POLICY AND PUBLICATION CLEARANCE JANNAF policy requires CPIAC receipt of both your manuscript and a publication clearance form prior to the meeting. The JANNAF Paper/Presentation Clearance Form must be submitted with the appropriate information and signature, indicating cognizant government sponsor or program management approval to present and publish your paper. Your manuscript and the paper clearance form must be received by the specified deadline date for the meeting. This date has been established to permit adequate time for preparation of the final program and assembly of papers for the reading room. NO Paper, NO Paper Clearance, No Podium. Clearance forms are also required for presentations that are part of a Workshop or Specialist Session. The clearance form and instructions on how to complete the form are available as Appendix A. 3.0 GENERAL REQUIREMENTS FOR MANUSCRIPTS All manuscripts must be prepared in electronic form. Please ensure that manuscripts are carefully reviewed and proofread prior to submission. Do not apply page numbers or any security features to your document, especially if it is submitted in PDF form. Do not include meeting title, date of meeting, or location of meeting on the manuscript. Graphics and figures even logos must be saved as JPEG or GIF files. CPIAC reserves the right to alter non-technical portions of the document, if necessary. For example, if a required export control warning were to be omitted from your limited-distribution manuscript, CPIAC would need to add this marking prior to publication. 3.1 ACCEPTABLE ELECTRONIC FORMATS FOR MANUSCRIPTS Adobe Acrobat, Version 7.0 or later (.pdf) PDF is the preferred format for electronic files. This format is also a good option for those who use a word processing application other than Microsoft Word. Note: Please do not lock or place passwords on manuscripts when converting a document to a PDF Microsoft Word version 2003 or later (.doc or.docx) If your manuscript is not submitted as a PDF, you must use Microsoft Word version 2003 or later. 3.2 PREPARATION AND STYLE FORMAT FOR MANUSCRIPTS Please refer to the following appendices when preparing your manuscript for submission: Appendix B, Manuscript Formatting Instructions: detailed, section-by-section instructions on how to organize and format a JANNAF manuscript. Appendix C, Manuscript Template: a Microsoft Word template available for creating manuscripts according to these guidelines.

4 Whether your manuscript is submitted as an MS Word document or as a PDF, the following specifications apply: Format your manuscript using paper size of 8-1/2 x 11. Format the document in a single, not double, column. Use 10 pt Arial or Universal font. Format 1 margins on all sides of paper. First Page Only: Use the footer or leave enough space at the bottom of the first page (approximately 2 ) to accommodate the distribution statement and other required statements that must be applied, using 8 pt Arial or Universal font. Indent first line of each paragraph; left justify remainder of paragraph. The right margin should be ragged edge to enhance readability of text. Double space between paragraphs. Double space before and after all headings. Center the title of the paper and all other major headings; use all caps, bold font for these headings. Format subsections headings flush left. Underscore and use all caps (but not bold font) for subsection headings. Embed all figures, tables, and other images in the document (no windows with pasteups). Use only JPEG or GIF files for graphics. Appendix D includes instructions on how to convert images. 3.3 DISTRIBUTION STATEMENT AND OTHER MARKINGS FOR MANUSCRIPTS All manuscripts must be submitted with appropriate markings and designations to ensure that the holders of the document know of any specific protection requirements for the information and to give proper attribution where applicable. Appendix E provides a listing of all distribution statements and their corresponding reasons for use. Remember that the distribution statement and other markings should be formatted using 8 pt Arial or Universal font. Please note the additional requirements: The appropriate distribution statement must appear at the bottom of the first page only. This statement must be included at the time the paper is originally submitted to CPIAC. The distribution statement must be accurate and complete. The complete name of the controlling office and address must be included and it must match the signed paper clearance form for the paper. A destruction notice must be displayed if the document has a distribution statement of B, C, D, E, F or X. If the document contains export controlled information, the export control warning (ITAR statement) must be displayed. Manuscripts should include contract number and sponsoring organization, if applicable, at the bottom of the first page following the distribution statement. If applicable, copyright information should be displayed at the very bottom of the first page of the manuscript. Refer to Appendix B for an example of a document that includes the proper format for displaying the following: export control warning, destruction notice, distribution statement, contract acknowledgment and copyright statement. Keep in mind that your manuscript may not require all of these markings. After manuscripts have been prepared and marked appropriately, they should then be submitted to CPIAC (see Section 6.0).

5 4.0 GENERAL REQUIREMENTS FOR VISUAL PRESENTATIONS Electronic slide shows are the only accepted form of presentation. Forward a copy of the presentation to CPIAC by the specified deadline date, following appropriate submission guidelines outlined in Section 6.0. The following guidelines should be considered for all forms of presentation: 4.1 RECOMMENDED FORMATS AND SUGGESTIONS FOR PRESENTATIONS Microsoft PowerPoint software is recommended to ensure uniformity in JANNAF presentations. The preferred format is MPEG4, using the Xvid or DivX codec. To improve the loading time of your presentation, we strongly recommended that you follow the detailed instructions in Appendix D. This appendix provides information on converting and embedding movies and images in Microsoft PowerPoint. The section regarding compression of images is especially important. 4.2 MICROSOFT POWERPOINT STYLE FORMAT FOR PRESENTATIONS The following guidelines should be considered when preparing a presentation. Include a title slide (including author name and organization, and distribution statement), a purpose of the work slide, an outline slide, and a summary slide in your presentation. Limit the number of slides to about You are preparing for an approximate minute presentation with an additional 5 minutes allotted for questions from the audience. A good rule of thumb is about one minute per chart. Use tick marks rather than full grid lines on graphs. Limit the number of bulleted lines in any one visual to eight or less. For optimum legibility, use 18 point, or larger, modern bold font. Use horizontal (landscape, not portrait) format for charts/slides. Limit the use of color to ensure visibility. ( White-on-Blue, as well as Black-on- White, is the recommended background.) Avoid combinations of red and blue on the same slide. Avoid any reds or greens in text. If a specific slide is to be shown more than once in a presentation, include it in the presentation multiple times in order to avoid searching back and forth for the slide. Appendix F is a sample presentation that illustrates the suggested style format. 4.3 DISTRIBUTION STATEMENT AND OTHER MARKINGS FOR PRESENTATIONS The distribution statement and other markings required for presentations follow the same guidelines outlined in Section 3.3.

6 5.0 SPONSOR/CONTRACT ACKNOWLEDGMENT Authors should include the acknowledgment (if applicable) of a government sponsor at the bottom of the first page of their manuscript. This acknowledgment should appear at the bottom of the first page, below the distribution statement, and include the contract number(s). The following wording is suggested: This effort/work (or Portions of this effort/work ) was performed under contract (number) with (the sponsoring organization. Internally funded work may be noted with the following statement: This effort was performed under internal funding. (See the first page of Appendix B for an example of sponsor/contract acknowledgment.) 6.0 MANUSCRIPT AND PRESENTATION SUBMISSION: ELECTRONIC FORMAT REQUIRED 6.1 ELECTRONIC FORMAT OPTIONS All manuscripts and presentations must be submitted to CPIAC in electronic format by the specified deadline date. Submission deadlines are included on the JANNAF Web site at and on the JANNAF Meeting Calendar, which is published in the CPIAC Bulletin, available via the CPIAC website at In order to submit your document in electronic format, you will have to choose from one of the following options: PDF (ADOBE ACROBAT) FORMAT After the document has been prepared in word processing format, as described above in Section 3.2, you may create a PDF (portable document file) and submit the file as outlined in Section PPT (MICROSOFT POWERPOINT) FORMAT (FOR PRESENTATIONS) PPT is the preferred format for electronic presentations. 6.2 SUBMISSION OPTIONS There are several ways to submit your electronic documents: UPLOAD YOUR DOCUMENTS TO CPIAC S SECURE SITE (PREFFERED METHOD OF SUBMISSION) You can upload your manuscript and/or presentation to CPIAC s secure site with the naming convention provided. This is the preferred method of submission. Instructions for uploading JANNAF papers and presentations are provided in Appendix G.

7 6.2.2 MAIL YOUR DOCUMENTS ON CD You can mail your document(s) on a CD via regular U.S. mail to the following address: CPIAC The Johns Hopkins University Little Patuxent Parkway Suite 202 Columbia, MD YOUR DOCUMENTS (ONLY APPLIES TO PUBLIC RELEASE, UNLIMITED DISTRIBUTION) In the case of documents that are approved for public release and have unlimited distribution, you can your manuscript and/or presentation as attachments to CPIAC at the following address: papers@cpiac.jhu.edu. The following formats apply: Compressed (ZIP) Microsoft Exchange/Outlook users can mail their attachments in uuencode format if the file is smaller than 10 MB submission is not allowable for limited distribution documents! 7.0 AUDIO VISUAL EQUIPMENT The following standard audio visual equipment will be available to presenters in all meeting rooms: Laptop LCD Projector Screen Microphone Laser Pointer All other equipment is optional and must be requested six weeks prior to the meeting. Please note that your request for special equipment is subject to vendor availability.

8 APPENDIX A

9 Paper / Presentation Clearance Form Meeting: Title: Author(s): Tracking No.: Organization Name: This is a US Government-sponsored technical information exchange meeting. Attendance is restricted to invited US citizens whose organization is certified with the Defense Logistics Agency (DLA) ( ) to receive export-controlled technical data and has an appropriately classified contract or DoD/NASA sponsorship. Papers will be published by the Chemical Propulsion Information Analysis Center (CPIAC). Releasing Authority The qualified releasing official is authorizing CPIAC, acting for JANNAF, to waive the distribution statement criteria and release the information to qualified government, industrial, and academic subscribers of CPIAC services who meet the JANNAF meeting attendance requirements. Those recipients must then follow the distribution criteria or obtain authorization from the originating command for secondary distribution to entities who do not meet the distribution criteria. Please check appropriate line below. (WORK DONE UNDER GOVERNMENT CONTRACT OR GRANT REQUIRES GOVERNMENT OFFICIAL S SIGNATURE FOR RELEASE.) Phone: DoD Funded: worked performed under DoD contract, subcontract, grant (Must have one of the distribution statements listed below) Company or Privately Funded: may have distribution statements A, B, E, or F only Other Government Funded: Includes NASA, DoE, etc. May have distribution statements A, B, or C and/or Export Control Warning Security Classification of Paper: Unclassified Confidential Secret--Classified by: Derived from: Declassify on:. Government contract or grant number(s) under which work was performed: Releasing Official s Name/Title: Organization: City: Signature: Phone: Distribution Statements Distribution A: Approved for public release; distribution is unlimited (may not be used w/ Export Control Warning or on classified documents). Distribution B: Distribution authorized to US Government agencies only; (insert reason); (insert date of determination). Other requests for this document shall be referred to (insert controlling government office and address). Reasons: Foreign Government Information; Administration/Operational Use; Critical Technology (add Export Control Statement); Software Documentation; Specific Authority; Premature Dissemination; Proprietary Information; Test and Evaluation; Contractor Performance Evaluation; Export Controlled (add Export Control Statement); Operations Security; Vulnerability Information Distribution C: Distribution authorized to US Government agencies and their US contractors; (insert reason); (insert date of determination). Other requests for this document shall be referred to (insert controlling government office and address). Reasons: Foreign Government Information; Administration/Operational Use; Critical Technology (add Export Control Statement); Software Documentation; Specific Authority; Export Controlled (add Export Control Statement); Vulnerability Information Distribution D: Distribution authorized to the Department of Defense (DoD) and US DoD contractors only; (insert reason); (insert date of determination). Other requests shall be referred to (insert controlling DoD office). Reasons: Foreign Government Information; Administration/Operational Use; Critical Technology (add Export Control Statement); Software Documentation; Specific Authority; Export Controlled (add Export Control Statement); Vulnerability Information Distribution E: Distribution authorized to DoD Components only; (insert reason); (insert date of determination). Other requests shall be referred to (insert controlling DoD office and address). Reasons: Direct Military Support (add ITAR Statement); Foreign Government Information; Premature Dissemination; Proprietary Information; Administration/Operational Use; Critical Technology (add Export Control Statement); Software Documentation, Test and Evaluation; Specific Authority; Contractor Performance Evaluation; Export Controlled (add Export Control Statement); Operations Security; Vulnerability Information Distribution F: Further dissemination only as directed by (insert controlling DoD office; (insert date of determination), or higher DoD authority. EXPORT CONTROL WARNING: All printed and electronic, including digital, technical documents that are determined to contain exportcontrolled technical data shall be marked as shown. WARNING - This document contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C., Sec 2751, et seq.) or the Export Administration Act of 1979 (Title 50, U.S.C., App et seq.), as amended. Violations of these export laws are subject to severe criminal penalties. Disseminate in accordance with provisions of DoD Directive If Distribution Statement B, C, D, E, or F has been checked above, please complete the following: Reason: Date of determination: Controlling Office and Address:

10 Information Technology Solutions Export Control Warning All printed and electronic, including digital, technical documents that are determined to contain exportcontrolled technical data shall be marked as shown. Note: WARNING This document contains technical data whose export is restricted by the Arms Export Control Act (TITLE 22, U.S.C., Sec 2751 et. seq.) or the Export Administration Act of 1979 (Title 50, U.S.C., App et. seq.), as amended. Violations of these export laws are subject to severe criminal penalties. Disseminate in accordance with provisions of DoD Directive The Export Control Warning cannot be used alone if the technical paper is DoD/DoE funded. All technical documents using the reason Critical Technology or Direct Military Support also must add the Export Control Warning below the Distribution Statement. Destruction Notice All technical documents marked with distribution statements B, C, D, E, or F must also be marked with this Destruction Notice: Classified documents, follow the procedures in DoD M, National Industrial Security Program Manual, Chapter 5, Section 7. Unclassified, limited documents: Destroy by any method that will prevent disclosure of contents or reconstruction of the document. Generate a Distribution Statement To generate a distribution statement to cut and paste into your document, go to meetings/dec2012/pages/diststmtgen.html. Contact Us For assistance in completing this form, contact CPIAC at or by to cpiac@cpiac.jhu.edu. Johns Hopkins University Chemical Propulsion Information Analysis Center Little Patuxent Parkway Suite 202 Columbia, MD Phone: Fax:

11 MANUSCRIPT PREPARATION INSTRUCTIONS Appendix B Manuscript Preparation Instructions The title of your manuscript should be descriptive. It should appear in all caps, centered at the top margin. It may be followed by a footnote symbol to denote contract number and sponsorship. Arial (or Universal) in 10 pt is the preferred font style and font size for the entire document. A. B. Smith Chemical Propulsion Information Analysis Center The Johns Hopkins University Columbia, MD The principal author should be listed first. Names should be indicated with first and middle initials and surnames. Affiliation appears below the author s name. City and state appear on the next line. All of this information is centered. Note that when multiple authors are from the same organization and location, but work in different divisions, their names should be listed together and appear above the one organization s name and location. Do not use bold text for author names and listing information. ABSTRACT The abstract should be a brief but informative single paragraph that summarizes the technical content of the paper in 250 words or less. It should describe the work that was accomplished, how and why it was done, and important results and conclusions. The word, ABSTRACT, should appear in bold 10 pt font, and it should be centered. There should be double line spacing before and after the abstract. The abstract should be able to stand alone without reference to the main document. It should not include footnotes, reference citations, or references to figures or tables. The use of equations, exponential forms of numbers, and Greek or mathematical symbols should be avoided. INTRODUCTION The introduction is the first part of your main paper. It follows the abstract and should provide the reader with general background information that will enhance understanding of the more detailed information included in the remainder of the paper. The word, INTRODUCTION, should be formatted as a main heading in bold 10 pt font; because it is a main heading, it should be centered. The purpose of the introduction is to introduce the subject, to state the reason for the investigation, and to state the scope of the investigation. It should not include findings, recommendations, or conclusions. RESULTS AND DISCUSSION The results and discussion section represents the beginning of the body of your paper. It begins immediately after the introduction and does not require a new page. The words, RESULTS AND DISCUSSION, should be formatted as a main heading in bold 10 pt font. This heading should be centered as well. This portion of the paper may be treated as one section, or it may be divided into separate sections and/or subsections. If subheadings are used, they should be formatted flush left, in all caps, in 10 pt font, and underscored. Subheadings do not have bold font. Footnotes on the first page should appear above all other markings. Symbols are preferred to avoid confusion with reference numbers. WARNING: This document contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C., Sec 2751, et seq.) or the Export Administration Act of 1979, as amended, Title 50, U.S. C., App et seq. Violations of these export laws are subject to severe penalties. Disseminate in accordance with provisions of DoD Directive DESTRUCTION NOTICE: For classified documents, follow the procedures in DoD M, National Industrial Security Program Operating Manual, Chapter 5, Section 7. For unclassified, limited-distribution documents, destroy by any method that will prevent disclosure of contents or reconstruction of the document. DISTRIBUTION STATEMENT C. Distribution authorized to U.S. Governments agencies and their contractors; Critical Technology; July All other requests shall be referred to Naval Air Warfare Center Weapons Division, Code D, 1 Administration Circle, China Lake, CA This effort was performed under contract W91QUZ-05-D-0003 with the Defense Technical Information Center by The Johns Hopkins University /Chemical Propulsion Information Analysis Center.

12 TABLES AND FIGURES Include only essential tables and figures in your paper. It is preferred that they are inserted in the body of the paper, but they may be included at the end of the document, after the references and glossary. Include titles for each table and figure. EQUATIONS Equations should be double spaced within the text and centered on the page. SCIENTIFIC TERMS Scientific and primary measurement units with engineering terms should be written in English units followed immediately by the SI equivalent in parentheses. SUMMARY AND CONCLUSIONS The words SUMMARY AND CONCLUSION should be formatted as a main heading in bold 10 pt font. This heading, like all main headings, should be centered. This portion of your paper should include a concise summary of the work, as well as conclusions and recommendations drawn from the effort. No new material should be introduced. FUTURE WORK Future work that remains may be briefly described in this section, which is optional. ACKNOWLEDGMENTS At the end of the paper, individuals or institutions that provided technical assistance may be acknowledged. This is an optional section that would be formatted as another main heading. Note, however, that funding organizations, along with contract number, must also appear at the bottom of the first page of the manuscript. Copyright statement, if applicable, should be indicated at the very bottom of the first page. REFERENCES When citing references in the text, use arabic numerals in superscript format. References should be listed immediately after the concluding text. Do not begin a new page for references. The word REFERENCES should be formatted as a main heading in bold 10 pt font. It should be centered. The list of references should be flush left, indicated with arablc numerals, with double spacing between references. Each reference should be as complete as possible and adhere to standard reference guidelines. GLOSSARY If applicable, the glossary should follow the reference list. A glossary is used for the definition of specialized terms and acronyms. (If symbols are used in the manuscript, they should be defined in a nomenclature section after the abstract.)

13 ACKNOWLEDGMENTS This is another optional section that may be used to acknowledge individuals or institutions that provided technical assistance. REFERENCES 1. Fry, R. S. and Peters, S. T., Burning Rates of Standard Solid Propellants for Gun Applications, CPTR 99-69, CPIA/JHU, Columbia, MD (Sep 1999).

14 APPENDIX C

15 Appendix C Manuscript Template The actual template may be downloaded from the JANNAF Web site. TITLE A.B. Principal Author and C. D. Secondary Author Name of Affiliation/Organization City, State ABSTRACT Start your abstract here. The abstract should be a concise summary of the work, not to exceed 250 words. It should be able to stand alone, without reference to other works. INTRODUCTION Begin the introduction here. Provide the reader with general background information. Introduce the subject, state the reason for the investigation, and state the scope. RESULTS AND DISCUSSION This is where you begin the body of your paper. You may treat this portion of the paper as one large section, or you may divide it into additional sections. You may also add subsections. ADDITIONAL HEADING If you wish to divide the body of your paper into separate sections, use additional headings. Center the headings, but do not begin a new page for each section. SUBSECTION HEADING You may also divide your sections into subsections. Headings for subsections are left justified and underlined. SUMMARY AND CONCLUSIONS Provide a concise summary of the work, as well as conclusions and recommendations drawn from the effort. Do not introduce any new material. FUTURE WORK This is an optional section for authors who would like to briefly describe future work remaining. WARNING: If the manuscript contains export controlled information and has been assigned Distribution Statement C with a reason of Critical Technology or Direct Military Support, you must add the complete export control warning. See Appendix E for proper wording. DESTRUCTION NOTICE: The destruction notice must be displayed if the manuscript has a Distribution Statement of B, C, D, E, F or X. See Appendix E for proper wording. DISTRIBUTION STATEMENT: You must include the distribution statement. The complete name of the controlling office and address must be included and the statement must match the signed JANNAF paper clearance form submitted with the paper. Acronyms are not acceptable for the address. See Appendix E for complete listing of distribution statements. If applicable, include the contract number and sponsoring organization here. If applicable, include the copyright symbol and other pertinent copyright information here.

16 ACKNOWLEDGMENTS This is another optional section that may be used to acknowledge individuals or institutions that provided technical assistance. REFERENCES 1. Fry, R. S. and Peters, S. T., Burning Rates of Standard Solid Propellants for Gun Applications, CPTR 99-69, CPIA/JHU, Columbia, MD (Sep 1999).

17 APPENDIX D

18 Appendix D Instructions for Multimedia Presentations Instructions for Multimedia Presentations (Movies/Pictures) By Matt Larson, CPIAC Fast loading of presentations in PowerPoint and guaranteed playback of content is our goal. To that end, we are providing you with the following step-by-step instructions on how to compress pictures embedded in PowerPoint, link video and movie files in PowerPoint, and prepare files for submission to CPIAC. 1.0 COMPRESSING PICTURES EMBEDDED IN POWERPOINT Note: For questions related to picture resolution and PowerPoint, we refer the reader to an excellent article written by Steve Rindsberg, a Microsoft MVP (Most Valuable Professional), What resolution should I make my images for PowerPoint slide shows? We recommend reading and following the instructions laid out in another article by Steve Rindsberg, Reduce the size of your PowerPoint files, found here: Within this article are excellent detailed instructions for compressing images, hence we quote the subsection titled Watch out for oversize image files : PowerPoint 2003 and later can compress images and remove unneeded data: 1. Right-click the picture, and then click Format Picture on the shortcut menu. 2. In the Format dialog box, click the Picture tab, and then click Compress. 3. Under Apply to, do one of the following: To compress just the current picture, click Selected pictures. To compress all the pictures in your presentation, click All pictures in document. 4. Under Change resolution, do one of the following: If your presentation will be used for a screen show, click Web/Screen. If you plan to distribute your presentation as printed pages, click Print. 5. Under Options, select the Compress pictures check box and the Delete cropped areas of pictures check box. 6. Click OK. 7. If prompted, click Apply in the Compress Pictures dialog box. PowerPoint compresses the picture or pictures for you automatically.

19 Appendix D Instructions for Multimedia Presentations 2.0 LINKING VIDEO/MOVIE FILES IN POWERPOINT Once your video files are in Xvid format (see later sections for guides), you can insert them into slides in PowerPoint. Open PowerPoint to your presentation. Pictured is an example view in PowerPoint Choose the slide to add a video to (left-hand pane), then click Insert, Movies and Sounds, and Movie from file.

20 Appendix D Instructions for Multimedia Presentations Locate the movie file by using the buttons along the left (My Recent Documents, Desktop, My Documents, etc.) or use the drop-down arrow. You will need to look through folders, then select the file (left-click on it once) and click OK. The video is inserted, and you are asked how you would like the video to play. Select Automatically for your video to begin playing once the slide loads, or When Clicked if you would like to start the video yourself. To start it yourself, you would left-click on the video, once, in Slideshow mode.

21 Appendix D Instructions for Multimedia Presentations Resize the video by clicking on a corner (left-click and hold button) and dragging the edge until the desired size is reached. Keep in mind that the larger you make it, the grainier the video will become. You can position the video by either dragging it with the mouse (left-click and hold button, move to desired location, release button) or by using the arrow keys on your keyboard (some laptops don t have arrow keys). Test the playback by pressing F5 on the keyboard to enter Slideshow mode, then advance to the slide with the video on it. If you set it for automatic playback, it should play; otherwise, click on it to start the video playing. That s all there is to it! Remember to save your file when you re finished. If you need to have a control bar in order to pause the video and advance manually (as is the case with a fast video or simulation), refer to the next immediate section. Note: Don t forget that we ve only linked to the file on your hard drive. We still need to get the video files and other files in the presentation packaged together for submission. This process is covered in section 3.0, Preparing Presentation Files for Submission.

22 Appendix D Instructions for Multimedia Presentations 3.0 PREPARING PRESENTATION FILES FOR SUBMISSION Package for CD PowerPoint 2003 comes with a very useful feature called Package for CD. The Package for CD tool moves all the files associated with a PowerPoint presentation onto a CD or alternatively, a folder, which is what we will be using and creates links directly to those files, eliminating the old link that pointed to your C: or network drive. With your presentation open in PowerPoint, click on File, then Package for CD.

23 Appendix D Instructions for Multimedia Presentations The Package for CD dialog window appears. Click on Options. Uncheck the PowerPoint Viewer checkbox. Verify that Linked files and Embedded TrueType fonts are checked. Do not enter a password. Click OK.

24 Appendix D Instructions for Multimedia Presentations Now click on Copy to Folder Press the backspace or delete key on your keyboard, then name the folder according to your tracking number, which you should have received via at the time you submitted your paper/abstract/manuscript. Change the destination for this new folder by clicking Browse and choosing a location. Or just accept the default location (My Documents) by clicking on OK. The Package for CD tool will copy the files, fix the links and close. Close PowerPoint. We are now ready to Zip the files for easier submission.

25 Appendix D Instructions for Multimedia Presentations Compress the Presentation Files with WinZip In this section we will compress the folder containing all of your presentation files and end up with a single file to submit. Go to the location where you placed the folder with your presentation files (from Package for CD). If you have the latest version of WinZip, you can right-click on the folder and be able to make a.zip file of it fairly easily. Simply right-click, go to WinZip, then Add to [YourFile].zip. (YourFile is just an example; your view will actually have the name of your folder). After the compression is finished, you will have a single.zip file. Submit this file using instructions contained in Appendix G, Paper and Presentation Submission Process: Uploading JANNAF Papers and Presentations to CPIAC s Secure Web Site. These instructions are also available on the JANNAF Web site at Once your file is uploaded, you are good to go!

26 APPENDIX E

27 Appendix E Distribution Statements and Reasons for Use DISTRIBUTION STATEMENTS AND THEIR CORRESPONDING REASONS FOR USE Statement A: Approved for public release; distribution is unlimited. Note: No other markings or notations to be cited with this statement. This statement shall not be used on classified documents. Statement B: Distribution authorized to U.S. Government agencies only; (fill in reason); (date of determination). Other requests for this document shall be referred to (insert controlling government office). Statement C: Distribution authorized to U.S. Government agencies and their U.S. contractors; (fill in reason); (date of determination). Other requests for this document shall be referred to (insert controlling government office). Statement D: Distribution authorized to the Department of Defense and U.S. DoD contractors only; (fill in reason); (date of determination). Other requests shall be referred to (insert controlling DoD office). Statement E: Distribution authorized to DoD Components only; (fill in reason); (date of determination). Other requests shall be referred to (insert controlling DoD office). Statement F: Further dissemination only as directed by (insert controlling DoD office), (date of determination), or higher DoD authority. Note: Statement F is normally used only on classified technical documents (cite DoD R, para 5.208), but may be used on unclassified technical documents when specific authority can be cited. Statement X: Distribution authorized to U.S. Government agencies and private individuals or enterprises eligible to obtain export-controlled technical data in accordance with regulations implementing Title 10 U.S.C. 140c; (date of determination). Other requests must referred to (insert controlling office). Note: THIS STATEMENT SHALL NOT BE USED ON CLASSIFIED DOCUMENTS. IT MAY BE ASSIGNED TO FORMERLY CLASSIFIED TECHNICAL DOCUMENTS. **ITAR Statement: ITAR Statement can not be used alone if paper is DoD funded. WARNING This document contains technical data whose export is restricted by the Arms Export Control Act (TITLE 22, U.S.C., Sec 2751 et seq.) or the Export Administration Act of 1979, as amended, Title 50, U.S.C., App et. seq. Violations of these export laws are subject to severe criminal penalties. Disseminate in accordance with provisions of DoD Directive All technical documents marked with distribution statements B, C, D, E, F, or X must also be marked with the DESTRUCTION NOTICE For classified documents, follow the procedures in DoD M, National Industrial Security Program Manual, Chapter 5, Section 7. For unclassified, limited documents, destroy by any method that will prevent disclosure of contents or reconstruction of the document. REASON STATEMENT A B C D E F X PUBLIC RELEASE (Approval required by Public Affairs Office) X ADMINISTRATIVE OR OPERATIONAL USE. To protect technical or operational data or information from automatic dissemination under the international exchange program or by other means. This protection covers publications required solely for official use or strictly for administrative or operational purposes. This statement may be applied to manuals, pamphlets, technical orders, technical reports, and other publications containing valuable technical or operational data. X X X X CRITICAL TECHNOLOGY. To protect information and technical data that advance current technology or describe new technology in an area of significant or potentially significant military application or that relate to a specific military deficiency of a potential adversary. Information of this type may be classified. (All technical documents using the reason Critical Technology or Direct Military Support also X X X X must add the ITAR Statement below the Distribution Statement being used.)

28 Appendix E Distribution Statements and Reasons for Use DIRECT MILITARY SUPPORT. To protect export-controlled technical data of such military significance that release for purposes other than direct support to DoD (to bid or perform on a Government contract) may jeopardize an important technological or operational U.S. military advantage. Designation of such data is made by competent authority in accordance with DoD Directive (All technical documents using the reason Critical Technology or Direct Military Support also must add the ITAR Statement below the Distribution Statement being used.) X FOREIGN GOVERNMENT INFORMATION. To protect and limit distribution in accordance with the desires of the foreign government that furnished the technical information. Information of this type normally is classified at the CONFIDENTIAL level or higher in accordance with DoD R X X X X PREMATURE DISSEMINATION. To protect patentable information on systems or processes in the developmental or concept stage from premature disclosure that might jeopardize the inventor s right to obtain a patent. X X PROPRIETARY INFORMATION. To protect information not owned by the U.S. Government and protected by a contractor s limited rights statement, or received with the understanding that it not be transmitted outside DoD or the U.S. Government without the permission of the proprietary rights owner. X X SOFTWARE DOCUMENTATION. Releasable only in accordance with DoD Instruction and AFI X X X X TEST & EVALUATION. To protect results of test and evaluation of commercial products or military hardware when such disclosure may cause unfair advantage or disadvantage to the manufacturer of the product. X X SPECIFIC AUTHORITY. To protect information not specifically included in the above reasons and discussions but which requires protection in accordance with valid documented authority such as Executive Orders, classification guidelines, or DoD or DoD-Component regulatory documents. When filling in the reason cite Specific Authority (identification of valid documented authority). X X X X

29 APPENDIX F

30 Appendix F Sample Presentation JANNAF Presentations Style and Format Instructions A.B. Smith The Johns Hopkins University Chemical Propulsion Information Analysis Center Columbia, MD WARNING: This document contains technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C., Sec 2751, et seq.) or the Export Administration Act of 1979, as amended, Title 50, U.S. C., App et seq. Violations of these export laws are subject to severe penalties. Disseminate in accordance with provisions of DoD Directive DESTRUCTION NOTICE: For classified documents, follow the procedures in DoD M, National Industrial Security Program Operating Manual, Chapter 5, Section 7. For unclassified, limited-distribution documents, destroy by any method that will prevent disclosure of contents or reconstruction of the document. DISTRIBUTION STATEMENT C. Distribution authorized to U.S. Governments agencies and their contractors; Critical Technology; July All other requests shall be referred to Naval Air Warfare Center Weapons Division, Code D, 1 Administration Circle, China Lake, CA This effort was performed under contract W91QUZ-05-D-0003 with the Defense Technical Information Center by The Johns Hopkins University /Chemical Propulsion Information Analysis Center.

31 Objective These Style and Format Instructions are provided to assist you with the preparation and design of a JANNAF presentation.

32 Overview These instructions will include guidelines for the following: The basic parts of a presentation Distribution statement and other required markings Style and formatting specifications Saving the presentation electronically

33 Basic Parts of a Presentation Include a title slide that includes author name and organization, and distribution statement. Include a purpose of the work slide; this may be called the Objective. Include an outline slide that highlights the main points that will be presented. Include a summary slide.

34 Distribution Statement The distribution statement and any other required markings such as the export control warning and destruction notice must be included at the bottom of the first slide of the presentation. Even if your presentation has been approved for public release, the distribution statement must be displayed.

35 Style and Format Limit the number of slides to about Use 18 pt, or larger, modern bold font. Use tick marks rather than full grid lines on graphs. Limit the number of bulleted lines to <8. Choose horizontal (horizon) format for all slides/charts. Limit the use of color.

36 Saving the Presentation Electronically Save the presentation file in Microsoft PowerPoint standard format, 2003 or later or Adobe PDF, Versions 7 or 8. Videos are not embedded in the presentation; they are linked to videos on your hard drive. Make sure that videos (with extension.mpg,.mov, or.avi) are uploaded along with your presentation. Refer to Appendix E for instructions on compressing your images.

37 Summary JANNAF presentations must be organized and prepared according to guidelines. They should adhere to structure and style standards. A distribution statement as well as any other required markings must be displayed on the first page/slide. And they must be saved electronically.

38 APPENDIX G

39 Appendix G Uploading JANNAF Papers and Presentations PAPER AND PRESENTATION SUBMISSION PROCESS: UPLOADING JANNAF PAPERS AND PRESENTATIONS TO CPIAC S SECURE WEB SITE Due to security classifications and the typically large size of the electronic files that need to be submitted, JANNAF conference papers and presentations should be uploaded via CPIAC s Secure Document Submittal site. 1) Go to select Document Submittal [Login required] from the Tools and Resources section. 2) Choose info base: JANNAF Document Submission Database 3) Type in User Name: JANNAF 4) Type in Password (contact CPIAC at (410) for current password) 5) Click on Meetings 6) Click on the link for the appropriate meeting. 7) Choose Add Document (located on the left sidebar) 8) Complete the Add Document form. Remember to title your document, including the JANNAF tracking ID number; mark Upload from Client; attach your file via Path; choose the appropriate file format under Document Type; and click on Apply. If you are uploading a ZIP file, choose Other for the Document Type. 9) papers@cpiac.jhu.edu to notify CPIAC that the file has been successfully uploaded. If you are unsuccessful in using the electronic submittal method above, papers and presentations may be submitted on CD or DVD to the mailing address below. Discs should be labeled with the name of the person who will present the paper(s) and the respective tracking ID number(s). The Johns Hopkins University Chemical Propulsion Information Analysis Center Attn: JANNAF Meeting Little Patuxent Parkway, Suite 202 Columbia, MD