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Hello everyone and welcome to this edition of the Compliance Chats. 

I'm Mary Gower and today we're exploring export controls. A topic that, believe it or not, affects all of us in higher education. 

00:15

Whether you're a student, staff member, faculty member, researcher or administrator, you're subject to export control regulations and that's true even if you're not shipping anything internationally. 

These rules govern how we share research travel with technology and collaborate across borders. 

I'm joined today by Aaron Menhouse, research security manager in UF's office of research integrity, and George Kamarov, executive director of ��ū�컨��'s office of research, who are here to shed light on what these rules mean for our daily work at the university, and what support is available if you're not sure how it applies to you. 

00:46

Let's start with something that comes up pretty often, international travel. Suppose I'm heading to a conference in another country and I'm taking my university-issued laptop with me. Seems routine. What should I be thinking about? 

That's a great starting point because it's more common than people realize. If your laptop contains restricted data, simply bringing it into another country could be considered an export. What kind of data are we talking about? things like FERPA or student protective information, personally identifiable information, also known as PII, tax related data, proprietary or active research information. 

If any of that is saved or even cashed in your device, whether you access it or not while abroad, it's subject to federal export control laws. 

And if you're traveling to a country under US sanctions or export restrictions, you could be at risk of violating federal law. That's why it's so important to get guidance before you travel. 

So, what's the first step if somebody's preparing for a trip like this? 

01:47

Export control officers are available within the ��ū�컨�� system to support faculty, staff, and researchers across all campuses. You don't have to navigate complex federal regulations alone. ECOs are here to help you to safely prepare for your travel or research activities abroad and not here to just simply say no. We want to help you get to a yes. 

That's good to know. Let's shift to another scenario. What if I'm hosting a visiting scholar or a student from another country? Is that something that I need to worry about? 

2:17

Yes. Anytime you're working with a foreign national, there is someone who is not a US citizen, lawful permanent resident, green card holder, or a protected individual under US law -- whether remotely or on campus -- you may be dealing with what's known as deemed export. 

This refers to the transfer of certain technologies, equipment, data or research materials to a foreign national which can trigger export control regulations even if nothing physically leaves the country. 

It is not cause for alarm, but it is something to be aware of. Your export control officer can help you determine: whether the materials or information you're sharing are subject to restrictions; if any license approvals are required; and how to move forward with minimal disruption. 

So, their role is more about facilitating safe collaboration, not creating red tape? 

Exactly. Our goal is to protect both you and the university while supporting international engagement. As export control officers are trained to navigate these regulations and help keep your work moving forward. 

03:31

Let's talk about something that everybody wants to avoid, penalties. What are the consequences if somebody inadvertently violates export control laws? 

Some of the penalties can be quite serious. Potential consequences include substantial fines, loss of grant funding, prohibition on receiving future funding, department, criminal prosecution in extreme cases. 

And it is not just the university that could be held accountable. Individuals can be personally liable. This means that you could face consequences even if you didn't realize you were violating the law. Unfortunately, lack of awareness is in the defense. This is why education and outreach are so important. We don't expect you to be an expert. But we do encourage you to ask questions whenever something feels uncertain. 

4:24

So, if someone's unsure whether export controls apply to their trip, to their research, or to an upcoming event, what should they do? 

Reach out early. Contact your campus's export control office at the start of your planning. They'll walk you through what's required, what's not, and how to avoid unnecessary risk. We're here to support your work, not slow it down. 

Compliance isn't just about following the rules. It's about making sure you can move forward with confidence and integrity. 

Thanks to both of you. This has been incredibly valuable. As we've seen today, export controls impact more than most of us realize, from laptops to hosting guests and sharing knowledge. Remember, all of us are subject to export control laws. These rules apply to every traveler, every interaction with non- US persons, and even within the US. If you're unsure, don't guess. Ask. Your export control officer is there to help you find solutions, not stop progress. 

Thanks for watching today's compliance chat. Stay informed, stay compliant, and we'll see you next time.