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Foreign Travel | International Travel | Out of Country Travel

Process Update

Most ISU travelers heading to international destinations will not need to go through a detailed export control foreign travel review.

The Export Control Office remains a reviewer/approver on Chrome River preapprovals for out-of-country travel. 
Foreign Travel Checklist FY2019  This one-page info sheet helps ensure you have taken care of all details related to foreign travel.

Countries* requiring detailed export control review:

D:1 - Armenia, Azerbaijan, Belarus, Cambodia, China (PRC), Georgia, Iraq, Kazakhstan,
Korea (North), Kyrgyzstan, Laos, Libya, Macau, Moldova, Mongolia, Russia, Tajikistan, Turkmenistan, Ukraine, Uzbekistan, Venezuela, Vietnam

E/E:1 - Cuba, Iran, Korea(North), Sudan, Syria

For the listed destination countries all faculty, staff and students traveling on any type of University business must provide information to the Export Control Office for a review through the Visual Compliance System. Take this step as soon as foreign travel is anticipated to allow for processing.  This applies to travel to these countries regardless of who is sponsoring or funding the trip.

*source: Supplement No. 1 to Part 740 of Export Administration Regulations (EAR), Country Group Lists, D:1 National Security and E unilateral embargo/E:1 Terrorist supporting

How Foreign Travel Review Relates to Export Control

Export Control relates to ISU travelers and their gear (computers, phones, instruments, data) because the federal government regulates which technologies and data may be shared with certain countries, institutions and individuals worldwide.  These Export Control laws and regulations include international sanctions programs, and apply even if no controlled items (data/technology) are involved. Export controls may apply to and restrict both physical shipments and electronic transmission of information. These laws apply to all activities – not just sponsored research projects.

If you are planning travel to the countries listed above, complete a Visual Compliance form as early as possible.

Foreign Travel Review Process

Completing the Visual Compliance Foreign Travel Review Form


Where?  Online, using ISU’s Export Control toolbox application, Visual Compliance (VC).

VC Opens at the Deemed Exports and Hand-Carried* module login screen.

Log-in with your ISU email account and Visual Compliance password.
Follow directions for first time login on the right-hand side of this page. 

Which form?  Pick Travel option. 

How?  Apply these directions to complete the form.

*Do not use acronyms or project names without providing full text name

 Visual Compliance Foreign Travel Online Form Fields
Form Field Name
Information Needed ❯ = required
❯ New Case Name Name your trip (ex: Paris conference, UK Library visit, collaboration in Italy
❯ Submitter Select your name from the list
Division Allow this to default, or pick your ISU area from: Arts and Letters, Business, Education, Health Sciences, Science and Engineering, Research, Technology or University Administration (includes Athletics)
❯ Event Dates Enter the dates of your travel; Include personal time before/after or during the trip; ignore Start/return times
Companions IGNORE this section, each traveler must complete their own foreign travel form. May list spouse. Caveat: If leading a student group, upload a list of student names, but do not list as companions.
Applicant comments Add any comments about trip: special funding, by invitation, under MOU, etc.
❯ Country/countries of destination Click ∇ in right corner; PICK the country for ALL countries you are traveling to, save after each
❯ Company to be visited List the official name of the institution(s) you are visiting (business, institute, university, hospital, etc.). Do not abbreviate.
❯ Purpose of trip State the purpose of your trip, provide how travel relates to ISU* For travel to multiple cities and/or institutions, list the dates planned for each location, the purpose of that destination.
Detail for Purpose of trip -If attending a conference: give full name of conference and its dates
❯ Identification of laptop to be carried, if applicable (M/N, S/N) If ISU property provide tag or service number, make, serial number. Includes ISU tablets, phones. If device is personal, include name, make/type for laptops, tablets, phones.
❯ List all foreign companies, organizations or persons being visited Provide the full names of contacts with their titles (if known). No need to list conference attendees in sessions or lectures. If you are developing a collaboration agreement, name those individuals with their position and institution.
❯ Summarize all of your intended discussions and activities with Foreign Persons If meeting specific persons, provide the topic or subject area* you will be discussing, researching, presenting together, etc.
❯ Brief description of any data, documentation, equipment or media to be taken out of the U.S. The information, technical data‡, or specialized software, if any, on a laptop or tablet traveling with you. Include special instruments, biological samples, medical mission supplies. Report items to be carried in quantity, ex: "swag""
❯ 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 (This includes grading and student course documents that identify individuals)
❯ Are electronic devices encrypted? Yes/No (This is not a recommendation to encrypt. This needs to be known for some countries)
   
What Happens Next?

The Export Control Office (ECO) reviews the information you provide for possible export control restrictions, based on destination, travel purpose and other factors.

Barring restrictions, the Export Control Office will approve your Foreign Travel Form and you will receive an email from the system telling your travel is cleared.

ECO is a required approver on your Chrome River Pre-Approval travel expense for international ("out of country") destinations.  
ECO may ask questions about your foreign travel specifics, before either the Foreign Travel Review Request or the Chrome River form are approved. 

Questions?  Contact Robin Wilson at (208) 282-1336 or Deb Easterly, Export Control Officer at (208) 282-2618.

Contact
Robin Wilson | Research Compliance Analyst / Export Control Liaison
(208) 282-1336  via orexpctr@isu.edu

small box image of instructions for first time login to the Visual Compliance system

*Deemed exports

Technical information is considered
a “deemed export” of technology/
technical data -- whether located on
your laptop’s hard drive or in hard
copy -- once the laptop or the
document leaves the U.S.
Even technical know-how that is in
your head, if shared with a foreign
national, is considered a type of
export.

 def: Deemed, a verb, meaning
        “Considered to be”

 

Export Control Restrictions

are determined on the basis of a set of intersecting regulations,
checking:

  • the travel purpose
  • the research field, the technology to be discussed, instruments/equipment being carried
  • is the destination country restricted
  • is the institution or person to be visited is on a restricted list

This review is applied to everyone, regardless of position at ISU.

 

Research Outreach & Compliance  (ROC)
Contact Our Office:
Deb Easterly
Assistant Vice President for
Research Outreach & Compliance
Ph: (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
Building 86
1651 Alvin Ricken Drive, Room 107
Pocatello, ID 83201
Directions

Mailing Address:
921 S. 8th Ave., Stop 8046
Pocatello, ID 83209-8046