When planning a trip abroad, Georgia Tech travelers should familiarize themselves with export controls and embargoes. You must ensure that any information that you will discuss or any items that you will take with you are either not controlled, or if controlled, proper licenses are in place. Because you, as an individual, and Georgia Tech can be held liable for improperly transferring controlled technology, it is important that you review these federal requirements. In some cases, technology that is otherwise controlled under ITAR or EAR may be excluded from the requirement to have a license or there may be a licensing exception.
Prior to discussing technology or making a presentation while traveling abroad, you should verify that the technology, information, and/or commodities qualify for an exclusion. It is important to note that the exclusions do not apply when controlled equipment or biological samples are hand-carried or shipped abroad. Biological samples should never be transferred without prior authorization.
Exclusions to the regulations that are particularly relevant to the academic community when traveling abroad are as follows:
- Published (publicly available) Information and Software – Information that is published and is generally accessible to the interested public through publication in books or periodicals available in a public library or in bookstores, or information that is presented at a conference, meeting, seminar, trade show or other open gathering is considered to be in the public domain. An open gathering is one in which members of the general public are eligible to attend and attendees are permitted to take notes.Published information and software also includes information or software made available on web sites accessible to the public for free and without the host’s knowledge of, or control of, who visits or downloads software or information. Software is considered published when it is available for general distribution either for free or for a price that does not exceed the cost of reproduction and distribution. However, encryption software with symmetric key length exceeding 64 bits will not be considered published for the purposes of this exclusion. Encryption software must be reviewed on an individual basis to determine if it is controlled.
- Published Educational Information – Most of the course material taught in U.S. universities which is published in the course catalogue and open to the public is considered public and falls within the educational information exception.
If you are travelling internationally please obtain and complete the new Travel Request Authority (TAR) form located the Georgia Tech Procurement web site. You will need to scroll down to the link entitled “Travel Authority Domestic & International Form”.
Computers containing non-commercial, special purpose or certain encryption software may be controlled and should not be taken out of the United States. These items could be subject to seizure or customs duties and may be stolen. If you will need these items while you are abroad, they should be shipped well ahead of time, an export review must be performed and if necessary a license must be obtained prior to shipment. Contact the Office of Research Integrity Assurance for further assistance.
Additional information regarding Cell phones laptop computers, other possible travel restrictions and travel advisories can be found on the OIT travel tips page.
Any questions regarding export controls, including the need for a license prior to travel, should be referred to the Office of Research Integrity Assurance (ORIA). The Export Control staff in ORIA will apply for licenses if needed. Remember, processing a license can take up to a few months so be sure to make the request well in advance.
International Travelers need to review the following Intelligence Note: Prepared by the Internet Crime Complaint Center May 2012: Malware Installed on Travelers’ Laptops Through Software Updates on Hotel Internet Connections.
The Office of Information Technology has developed a brochure full of travel tips for both domestic and International travel to help ensure your computer and data are secure.