22 May 2024 GUIDELINES FOR COMPLETING THE PUBLICATION

Neuilly-sur-Seine – France

Science and Technology Organization

Collaboration Support Office

22 May 2024

GUIDELINES FOR COMPLETING THE PUBLICATION RELEASE & CLEARANCE

CERTIFICATE AUTHORIZATION FORMS

1. In order to grant the NATO Science and Technology Organization clearance to

release a publication, the appropriate forms must be completed and submitted to

the relevant Panel or Group office. These forms should accompany the submission

of all materials related to the publication of a work.

2. The documents formerly called the Form 13 have been replaced by two forms:

a. Publication Release & Clearance Certificate Authorization Form Individual

b. Publication Release & Clearance Certificate Authorization Form Collective

3. All lead authors of papers and presentations for Symposia, Specialist Meetings,

Workshops, Lecture Series, Technical Courses, and authors of individual chapters

(contributions) to Technical Reports, AGARDographs, Specialist Team Reports,

Technical Memoranda, must complete the Publication Release & Clearance

Certificate Authorization Form Individual.

4. Only the Task Group Chairs, AGARDograph Champions, and Specialist Team

Chairs responsible for submitting the final report to the CSO based on the

completed Individual forms must complete the Publication Release & Clearance

Certificate Authorization Form Collective.

5. Authors from the United States and Australia who are filling out the Individual Form

are subject to a special procedure that requires additional document validation. In

the case of the U.S., this is done by the STO National Coordinator, and for

Australia, by the organization responsible for confirming copyright.

6. If a digital signature is used to sign the forms, it is important that the document

remains unlocked. Ensure the checkbox Lock Document after Signing remains

unchecked, as demonstrated in the image below.

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Individual Form

A primary author/contributor of material to be presented and/or published as part of a STO

research event (symposium, conference, etc.), and all primary national

authors/contributors of collective, multi-national STO research activities, must complete

the Publication Release & Clearance Certificate Authorization Form Individual.

Section 1: Details of Publication

1. STO Activity Reference: Enter the STO activity reference number.

2. Type of Publication: Specify the type of publication.

3. Title of Publication: Write the full title of the publication.

4. Title of Your Individual/National Contribution: Provide the title of your specific

contribution.

5. Type of Individual/National Contribution(s):

• Select the appropriate types of contributions (e.g., report, paper,

presentation).

6. Name of Primary National Author/Contributor: Enter your full name.

7. Telephone Number: Provide your contact telephone number.

8. Email Address: Provide your email address.

9. Names of All Co-Authors: List the full names of all co-authors.

Your Name

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Section 2: Proprietary / Copyright Release

1. Certification:

• Check the box to certify there are no proprietary or copyright objections.

2. Name of Primary National Author/Contributor: Enter your name again.

3. Date: Fill in the current date.

4. Signature: Sign your name.

Section 3: Document Classification Level

1. Check the appropriate box for the classification level of the document (select only

one option):

• Approved for Public Release

• NATO Unclassified

• NATO Restricted

• NATO Confidential

• NATO Secret

2. Additional Distribution:

• Indicate if the document is releasable to specific groups (e.g., STO

Enhanced Opportunity Partners, Partner for Peace Nations, Mediterranean

Dialogue Nations, Global Partners, or other non-NATO nations).

3. Limited Distribution:

• If applicable, specify the NATO Nations to which this publication can be

released.

Section 4: National Specific Rules

4a. All Participants except U.S. and U.S. Affiliated Authors

1. Security Clearance:

• Check the box if a security clearance confirmation by a national authority is

not required.

• If required, have the appropriate national authority sign and stamp this

section:

o Signature: Signature of the authority.

o Name: Full name of the authority.

o Date: Date of signature.

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4b. Authors Affiliated with U.S. Organizations and Institutions

1. Internal Review:

• Submit your contribution for an internal review through your local public

affairs or foreign disclosure office.

2. Submission:

• Send the form (with sections 1, 2, and 3 completed) to the NATO STO U.S.

National Coordinator.

• Provide clear documentation of the title, clearance level, and approval

authority details.

3. National Coordinator Certification:

• The U.S. National Coordinator will certify and countersign the form.

4c. Authors Affiliated with Australian Organizations/Institutions

1. Certification:

• Ensure there are no proprietary or copyright objections.

• Have the following individuals sign and date the form:

o Employee: Confirm originality of the work.

o General Manager: Provide copyright authority approval.

Final Submission

• Non-U.S. Contributors: Return the form to the relevant Programme Committee

Chair, Technical Team Lead, or AGARDograph Champion.

• U.S. Contributors: Return the form to the Office of the U.S. National Coordinator

as described in Section 4b.

Ensure all sections are completed accurately and all required signatures are obtained

before submitting the form.

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Collective Form

Instructions for Completing the Collective Publication Release Form

Only Technical Team Leads (i.e. Activity Chairs) of collective, multi-national research

activities (to include AGARDograph Champions) are responsible for submitting the

Publication Release & Clearance Certificate Authorization Form Collective based on the

completed individual forms received from their research teams.

Section 1: Details of Publication

1. STO Activity Reference: Enter the STO activity reference number.

2. Type of Publication: Specify the type of publication.

3. Title of Publication: Write the full title of the publication.

4. Full Names of All Authors/Contributors: List the full names of all

authors/contributors involved in the publication.

Section 2: Proprietary / Copyright Release

1. Certification:

• Check the box to certify there are no proprietary or copyright objections.

Section 3: Document Classification Level

1. Check the appropriate box for the classification level of the document (select only

one option):

• Approved for Public Release

• NATO Unclassified

• NATO Restricted

• NATO Confidential

• NATO Secret

2. Additional Distribution:

• Indicate if the document is releasable to specific groups (e.g., STO

Enhanced Opportunity Partners, Partner for Peace Nations, Mediterranean

Dialogue Nations, Global Partners, or other non-NATO nations).

3. Limited Distribution:

• If applicable, specify the NATO Nations to which this publication can be

released.

Section 4: Security Clearance

1. Certification:

• Confirm that all contributors have submitted their individual public release

and clearance certificate authorization forms showing they have obtained the

necessary national security clearances for their contributions.

• Certify that the overall classification of the document is correct based on

those inputs.

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2. Signature: Technical Team Leader(s) or AGARDograph Champion must sign this

section.

3. Name(s): Enter the name(s) of the Technical Team Leader(s) or AGARDograph

Champion.

4. Date: Fill in the current date.

Submission Instructions

• Email Submission: Send the form, along with the document to be published, to the

relevant STO Panel/Group Office via the appropriate email address:

o Applied Vehicle Technology Panel Office: [email protected].int

o Human Factors and Medicine Panel: HFM@cso.nato.int

o Information Systems Technology Panel Office: IST@cso.nato.int

o Sensors & Electronics Technology Panel Office: SET@cso.nato.int

o Systems Concepts and Integration Panel Office: SCI@cso.nato.int

o System Analysis and Studies Panel Office: SAS@cso.nato.int

o NATO Modelling and Simulation Group Coordination Office:

MSG@cso.nato.int

o Lecture Series/Technical Course Support Office:

LECTURESE[email protected].int

• Mail Submission:

o Send the form and document to:

 STO Collaboration Support Office

BP 25F-92201 Neuilly-sur-Seine Cedex France