Foreign Travel Export Control Review

Review of Foreign Travel is required to ensure your destination and/or the people you are visiting have no related federal export control restrictions.

Who?  All faculty, staff and students traveling outside the U.S. on University business (even when combined with personal travel) must provide essential information to the Export Control Office as soon as foreign travel is contemplated.

When? Every trip. This is true regardless of who is sponsoring or funding the trip.  

Foreign Travel Export Control Clearance Process

Your information must be provided online, using the Foreign Travel Form.

Where?  Online in ISU’s Export Control toolkit, Visual Compliance.  

This takes 3 Steps - 

  1. Gather Travel Info
  2. Visual Compliance log-in
  3. Complete Your ISU Travel Form

What Happens?

The Export Control Office, within Research Outreach & Compliance, reviews the information you provide. Once reviewed, the Export Control Officer will clear your Travel Authorization (TA) as it comes through ROC.  Questions will asked as needed, before the TA is released. 

Things to Consider - Potential Restrictions

Restrictions may apply to what you may take with you, dependent on the purpose of your travel, and based on:

  • the country/people/institutions you plan to visit (based on their status) and
  • the subject matter of research involved, intended to be discussed, and/or
  • the classification of the instruments, equipment or technical data you are planning to take with you

Any tangible items that you are taking to a foreign country are considered “exports” by the United States Government, even if you are planning on bringing the items back upon your return.

Technical information is considered to be an export of “technology”/ “technical data” -- whether located on your laptop’s hard drive or in a hard copy notebook -- once the laptop or notebook leaves the U.S.

Even technical know-how that is in your head, if shared with a foreign national, is considered to be a type of export.

If the information you are transporting (hard copy, on laptop, thumb drive) is the result of research that is restricted in publication and/or work restricted to U.S. citizens only, you must contact the export control office as soon as travel is a possibility.

Resources

Visit ISU Risk Management - Foreign Travel Insurance and International Group Travel information.

U.S. State Department Tips for traveling overseas with Mobile Phones, Laptops, PDAs, and other Electronic Devices.    

 

Foreign Travel Export Control Review Steps

STEP I.  Gather Travel Information

You will need this information before logging into Visual Compliance to complete your travel form.

Explanations for each field on the Foreign Travel Form are listed below.

  • New case Name: name your trip (ex: Paris conference, Library visit UK, collaboration in Italy)
  • Select your name from the list
  • Enter the dates of your travel
  • Companions: IGNORE this section. Each traveler must complete their own foreign travel form.
  • Applicant comments: add any comments about trip
  • Country/countries of destination: Click on the country or countries you are traveling to
  • Company to be visited: enter the name of the institution(s) you are visiting (business, industry, university, hospital, etc.)
  • Purpose of trip: Enter the purpose of your trip (attend a conference, present at a conference, meet with collaborators, research in library, field research, etc.)
  • Identification of laptop to be carried, if applicable (M/N, S/N): ISU tag number, make, serial number
  • List all foreign companies, organizations or persons being visited: include universities, businesses, etc. AND names and titles (if known) of individuals you are meeting with
  • Summarize all of your intended discussions and activities with Foreign Persons:  provide the topic area you will be discussing, researching, presenting on, etc.
  • Brief description of any data, documentation, equipment or media to be taken out of the U.S.:  (this includes information, technical data*, etc., on your laptop or tablet, and any specialized software)
  • Are you traveling with electronic or hard copy data that is Protected Health Information, personally identifiable information including SSN, bank account numbers, credit card numbers for anyone other than yourself?        Yes        No
  • Are electronic devices encrypted?   Yes        No

*Technical data: Specific information necessary for the “development”, “production”, or “use” of a product.  ‘Technical data’ may take forms such as blueprints, plans, diagrams, models, formulae, tables, engineering designs and specifications, manuals and instructions written or recorded on other media or devices such as disk, tape, read only memories.

Any tangible items that you are taking to a foreign country are considered “exports” by the United States Government, even if you are planning on bringing the items back upon your return.

Technical information located on your laptop’s hard drive or in a hard copy notebook is considered to be an export of “technology”/ “technical data”, once the laptop or notebook leaves the U.S.

Even technical know-how that is in your head, if shared with a foreign national, is considered to be a type of export.

STEP II

Log into Visual Compliance.  https://www.visualcompliance.com/vtsp

You will see a blue box with the heading “DEEMED EXPORTS AND HAND-CARRIED”*

*This term refers to the Export Control regulations that cover international travel.

 

Visual Compliance Login screen for International Travel form

First time logging in to Visual Compliance?

  1. Enter your ISU email account as your log-in name.

  2. Only accounts on the @isu.edu system will work.

    • The first time you log on to this system, you will get this message:        

      “Your email was not found. Please try again, or click here if you are a first time user.”

  3. Click on “click here.”

  4. Complete the form with your name and department -- create a password.

  5. Hit enter, you will come to a screen with several options.

  6. Click on the Travel button.

STEP III.

Complete the Travel Form.

The Travel button takes you to the online form where you fill in the fields using the information gathered above in STEP I.

The Export Control Office will receive a notice to review your Form.

You may be contacted for further details on your travel plans.

Research Outreach & Compliance  (ROC)

Contact Our Office:

Deb Easterly
Assistant Vice President for Research Outreach & Compliance
Phone: (208) 282-2618
Email: eastdebb@isu.edu
 
Serving as ISU's
Research Integrity Officer
Export Control Officer   
Email: orexpctr@isu.edu
 
Physical Address:
Business and Technology Center
1651 Alvin Ricken Drive, Room 107
Pocatello, ID 83201
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Mailing Address:
921 S. 8th Ave., Stop 8046
Pocatello, ID 83209-8046

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