Travel Planning & Security

Your destination can affect export control requirements, travel restrictions and research security considerations. When in doubt, contact Research Security & Compliance before booking international travel.

Consider

• Is your destination a foreign country of concern or a comprehensively sanctioned or embargoed destination?
  • Heightened scrutiny may apply based on national security risks and federal guidance. Travel to comprehensively sanctioned or embargoed countries may be restricted or require U.S. government authorization.
• Will local laws affect technology, encryption, data access or research materials?
  • Foreign laws may affect encryption, data access, or possession of research materials.
• Will you access University systems or data while abroad?
  • When traveling internationally, be aware that some countries may actively monitor visitors' activities and communications. 
  • Accessing University systems, email or data from a foreign country may constitute an export, even without physically transporting items.
• Are there country-specific restrictions or authorization requirements that could affect your travel plans?

Best Practice

Before traveling, review current travel advisories and country-specific guidance for every country you plan to visit or travel through. When traveling internationally:

• Assume that your activities and communications may be monitored by the host country government.
• Be aware that local laws may restrict certain activities or speech.
• Carry identification and be prepared to present travel documents when requested by local authorities.
• Know how to contact the nearest U.S. Embassy or Consulate.
• Review the University's guidance on Malign Foreign Talent Recruitment Programs.

The individuals and organizations you interact with can affect compliance obligations and research security considerations. Research Security & Compliance can assist with restricted party screenings and other reviews related to international collaborations and University business travel.

Consider

• Are any individuals or organizations restricted, sanctioned or appear on a denied party or entity list? 
  • Individuals or organizations may be subject to U.S. government restrictions or sanctions.
  • Engagement with listed entities may be prohibited or require government authorization.
• Are you planning to collaborate with a foreign university, laboratory, research institution or company?
  • Collaborations with certain foreign entities may require additional review.
• Will conferences, meetings or networking events create opportunities to discuss research or other non-public information with individuals you were not planning to meet?
  • Conferences and meetings can create risk if sensitive topics are discussed with unauthorized individuals.

Best Practice

Before traveling, understand who you will be meeting with and whether any compliance requirements apply. When appropriate:

• Request restricted party screenings for individuals or organizations involved in your activities.
• Verify that individuals and institutions are properly vetted.
• Limit discussions to publicly available or otherwise approved information when appropriate.

What you bring with you or access while abroad can affect can affect export control, information security and research security requirements. Research Security & Compliance can help travelers determine what items, devices, software or information may require additional review before international travel.

Consider

• Are you taking devices, equipment or storage media that contain University data (University-owned or otherwise)?
  • Computers, phones, storage devices and research equipment may contain export-controlled data or software.
  • "Clean" or loaner devices may be required for travel to higher-risk destinations.
• Could any technology, software or data require an export license before it is taken or accessed abroad?
  • Certain technologies or data may require an export license before being taken or accessed abroad.
• Will you access University files through cloud platforms, VPNs or other remote-access tools?
  • Accessing files through cloud platforms or VPN still constitutes a transfer/export, even when using a personal device.
• Do you have authorization to access controlled, unpublished or otherwise restricted research data while abroad?
  • Controlled or unpublished research data (e.g., ITAR/EAR-controlled data, CUI) may not be transported or accessed abroad without authorization.

Best Practice

• Take only the devices, equipment and information necessary for your trip. If you do not need it, do not take it.
• Review the devices, software, data and equipment you plan to bring before traveling.
• Determine if a 'clean' or loaner device is required when traveling to higher-risk destinations.
• Consult Information Security or Research Security & Compliance if you are unsure whether an item or dataset requires additional review.

Your planned activities can affect what approvals, disclosures or compliance requirements apply before and during international travel. Research Security & Compliance uses risk assessment processes informed by federal guidance to help evaluate potential risks associated with research, collaboration and other activities conducted abroad.

Consider

• Will you conduct or support research, attend or present at a conference or other participate in other professional activities?
  • International travel for University business requires authorization prior to departure.
• Will you provide training, technical assistance or other services to individuals or organizations?
  • Training, providing technical assistance or engaging in collaborative work may be regulated “export services.”
• Is your work connected to a sponsored, restricted or federally funded project?
  • Contractual restrictions (e.g., publication approval, access limits) may limit what can be shared or discussed.
  • Federally funded or defense-related research or researchers may carry additional restrictions.

Best Practice

Before traveling, clearly define the purpose of your trip and understand any requirements that may apply to your planned activities.

• Review sponsor, contractual and project-specific requirements before departure.
• Confirm that planned activities comply with university, sponsor and federal requirements.
• Verify what information, technology or materials may be shared as part of your activities.
• Consult Research Security & Compliance when research, technical assistance, training or collaboration activities will occur abroad.

Moving items across borders may be subject to laws and regulations, both from the host country as an export and the U.S. as an import. Research Security & Compliance can help travelers determine whether items require additional review before returning to the United States. Understanding both host country and U.S. requirements can help avoid delays, restrictions or compliance issues when returning from international travel.

Consider

• Do you plan to bring equipment, materials, samples or other items back to the United States?
  • Bringing items back to the United States may trigger both foreign export requirements and U.S. import regulations. 
• Will permits, declarations or other approvals be required before returning to the United States?
  • Some items may face restrictions or may need special permits from federal agencies to bring back to the U.S.

Best Practice

• Review any items, materials or equipment you plan to bring back.
• Understand applicable export requirements in the country you are visiting.
• Verify whether U.S. import requirements apply.
• Consult Research Security & Compliance if you have questions about bringing research-related items, equipment or materials across international borders.