The UI International Programs Office has a variety of resources with up-to-date information from U.S. Government departments related to health, safety, and security alerts from countries across the globe.  Available to all UI travelers, it is highly recommended that you review all updates regarding the countries you will be traveling to and through on your international research trip.  

International Programs Travel Resources

Additionally, please consider Undue Influence Risk when traveling abroad for research purposes.  Some countries place restrictions on actions or speech so please consider the following points:

• Consider your documented positions that could be viewed as dissenting or subversive to a host-country government.
• Do not post negative comments about the host government on your social media before/during travel status.
• Assume that your activities will be monitored by the host country government.
• Cooperate with all authorities when asked for ID/passport.
• Know the contact information for the U.S. Embassy/Consulate of the country to which you are traveling.

The UI Information Technology Services Office also has information specific to countries in which access to UI databases and UI information may be restricted.  Before traveling, please read the UI International Travel Guidelines and check with your local IT office about access to UI systems, resources, and data in the country in which you will be traveling to.  It may be necessary to request an exception to UI policies and for VPN access before you depart.  The UI considers the following countries to be “high risk” in terms of general research security risks, privacy, IT security risks, and employment taxation concerns: Russia, China (including Hong Kong), Cuba, Iran, North Korea, Sudan, Syria, India (taxation), and the Crimea Region of Ukraine.

Foreign Talent Recruitment Programs and Malign Foreign Talent Recruitment Programs (FTRPs & MFTRPs) are any programs, positions, or activities that provide incentives such as cash, research funds, travel, honorific titles, or career advancement opportunities, directly from a foreign country or entity to an individual. The University of Iowa has a policy that specifically prohibits any UI faculty, staff, postdoctoral scholar or fellow, or student from participating in a Malign Foreign Talent Recruitment Program. 

OVPR Foreign Talent Recruitment Program Policy

Additionally, a UI researcher’s involvement in a FTRP may pose risks to UI research data, intellectual property, or proper attribution for research discoveries; thus, a thorough risk assessment of any FTRP relationship is necessary by the Research Integrity and Security Office.

The University’s Purchasing, Accounts Payable and Travel Department can assist with questions pertaining to UI Policy Manual Chapter 22 – Travel as well as any questions pertaining to the ProTrav system.

https://ap-purchasing.fo.uiowa.edu/

The UI Export Control Office is a necessary resource when conducting international research collaborations and traveling internationally for research activities.  The Export Control Office can assist a UI international traveler with conducting restricted party screenings on the person(s) or entities with which the traveler will be working or purchasing services from. 

Conversations about Fundamental Research or information already in the public domain are not considered export-controlled.  However, please understand that conversations themselves can be considered “export-controlled” under U.S. laws, if the content is export-controlled.

UI Export Controls Office

The UI Export Control Office and UI Information Security Policy Office (ISPO) will each have resources to help guide you on what to take (and what not to take) with you on international research travel.  A general rule of thumb when traveling internationally is “If you don’t need it, don’t take it.”  A few cyber security best practices for traveling with technology and data are:

• Before departure, make sure all devices are up to date on security patches and updates.
• Before departure, work with your departmental IT to secure a “loaner” laptop from the UI.  Make sure only the necessary research data is taken on your trip and that you have obtained the proper access to UI systems that will be needed.
• When in travel status, do not leave electronic devices unattended, avoid public wi-fi, and terminate connections when done with them.  Assume you are being hacked.
• Upon returning to the UI, work with departmental IT to complete a malware scan on all devices and change your passwords.

IT Security Travel Checklist

The UI Export Control Office can assist you in determining if any government authorizations (licenses) or documented exceptions are required for items with which you will be traveling.  Even if you will be returning to the University with the item, it is an export when it leaves the U.S. Make sure to travel with the necessary documentation if you are taking items and plan to bring them back into the country.  Some examples of helpful documentation include, but not limited to, institutional “hand carry” letters U.S. Government authorizations (licenses) in special cases.

Additionally, consult with the UI Export Control Office on whether federal export control laws will impact what you can/cannot take on your trip.  Contact your international collaborator to receive education on the Export Control laws of the country or countries that you are traveling to, as you must assume not all Export Control laws mirror those of the United States.  At times, you may need specific licenses or documented exceptions for leaving the United States with certain physical items or information.

UI Export Controls Office

The UI Research Security Office can assist the UI researcher with what (if any) potential security risks are associated with the following common activities when traveling internationally:

• Conferences
• Seminars and training events
• Sabbaticals
• Field research
• Collaborative research

The UI Research Security Office, as part of its risk assessment process, uses risk matrices based on tools from U.S. federal agencies to weigh multiple variables to determine the level of risk associated with the researcher’s international travel and collaboration.  For example, if a UI researcher is sharing information at an international conference or seminar, some of the questions from the UI Research Security Office may consider are:

• Is the information in the public domain or intended to be published?
• Is the information being shared export-controlled?  If so, does the UI researcher have a documented exception to share?
• Is the information related to Intellectual Property owned by the UI?
• Is the information related to emerging technologies, such as semiconductors or AI?
• Is the information being shared within a U.S.-sanctioned country? Or a country of concern as defined by federal or UI policy?

Another example of questions to be considered by the UI Research Security Office when assessing risk for a UI researcher who wants to conduct field research in a foreign country might be:

• Will the UI researcher need a permit/license to conduct surveys, collect specimens, use certain equipment, or have access to facilities/land in a foreign country?
• Are there data privacy laws in the foreign country you are traveling to that may impact how the UI researcher stores and protects their data while in the foreign country?
• If the research is being federally funded, are there federal sponsor requirements that need to be considered when working and traveling internationally?

The UI Export Control Office can refer you to the appropriate authority in determining what items you are able to return to the United States with after conducting research in a foreign country.  It’s crucial to understand the host country’s laws and regulations related to exporting items out of the host country.  It is also important to be educated on general U.S. Import laws to determine if items you are returning with have any restrictions, or may need special permits from federal agencies to bring back to the U.S.

Like when you left the U.S. to begin your international travel, upon your return be prepared to have the following documentation on hand:  institutional letter, carnets, customs registration, and/or U.S. Government authorizations (licenses) in special cases.

• If you are traveling as a UI employee, you are required to obtain Pre-Approval for your International Travel by having a Trip Request fully approved in workflow within the ProTrav system.
• If you are traveling as a UI student, you are required to enroll in study abroad or register your travel with International Programs.
• Complete UI Research Security Training Travel Briefing prior to your travel.
• Contact the Research Security Office for a Research Security Risk Assessment if you are traveling to a country of concern (e.g., China, North Korea, Iran, Russia, Cuba, Sudan, Syria, India, and the Crimea Region of Ukraine).
• Have a conversation with your local IT staff about accessing UI data and UI systems while abroad.
• Use “clean” electronic devices, request a “loaner” laptop to take with you on your international trip.
• Review data, items, or equipment that is being transported or accessed while you are abroad.
• All third-party sponsored travel should be reported in eCOI. For additional information, visit the Conflict of Interest in Research page.
• Know your UI resources: UI Export Control Office, UI Information Security Policy Office, UI Research Security Office, UI International Programs, UI Purchasing, Accounts Payable and Travel.