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Foreign Travel

What you need to know . . .

When conducting foreign travel on Vanderbilt business, it is essential to recognize and understand U.S. government controls regarding export restrictions. The export control regulations impact what you may take with you (or "export") and for some destinations, prohibit travel entirely. The actual export or reexport of any controlled information or items may require a license from the Department of Commerce, State or Treasury.

BEFORE leaving the US, it is important to consider what you are taking, where you are going, who you are working with, and why are the end-users collaborating with you (what is the desired end result?). It is important to consider each trip separately as regulations change frequently.

Please Note: Once outside the US or upon your return to the US, your laptop may be subject to search or it may be seized without probable cause, suspicion or warrant. Be sure to safeguard your personal, sensitive, export controlled, and proprietary data appropriately. Remember - If you don't need it - don't take it with you!

Best Practices

"Clean Laptop"
Recommended best practice for foreign travel would be to take a "clean laptop" - a laptop that does not include any export restricted hardware, software, data or information.

Temporary Export Certification
If a laptop is required for travel and a "clean laptop" is not an option, it is recommended that before each foreign trip, a temporary export certification is completed, signed, a copy is made for the permanent project file as well as a copy to take with on travel. Acknowledgement by the Dean of the traveler or a senior administrator on the permanent file copy is recommended to document the temporary travel exception. Federal regulations require export related documentation is kept for five years past the last date of activity on the project.

International Travel Assistance
Vanderbilt has contracted with International SOS (SOS) to provide travel assistance and evacuation services for faculty, staff, trainees and students traveling internationally for Vanderbilt related activities. The services provided by SOS range from telephone advice and referrals to full-scale evacuation by private air ambulance. A portal has been created to permit faculty and staff to use these services. Prior to embarking on an international trip, the traveler should complete the Personal Traveler Locator on the portal. This ensures coverage and provides the contact information needed by SOS and Vanderbilt to locate the traveler in the event of a crisis or an emergency. To access the International Travel Registration portal directly please click here. Should you have any questions about the coverage, please review the Frequently Asked Questions section of the portal or contact the Vanderbilt International Office (322-3444; vio@vanderbilt.edu).

Additional Information
Before travel, it is recommended to review the document containing foreign travel "tips" and the "Be Alert" brochure created by the National Counterintelligence Executive, Office of the National Counterintelligence. These documents will provide general awareness related to foreign travel, foreign collaborations, etc.

In addition, the document, Foreign Travel with Computers and Other Electronic Devices, the links below, and the Export Control Compliance Review Flow Chart may be used as guidance for foreign travel.

Additional resources to be used as guidance in preparing for international travel:

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Export Compliance Resources

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