Faculty, staff, and students often need to travel internationally. Most trips raise no export control concerns. However, what you carry, what you share, and who you work with can create export control, research security, and personal safety risks. This page explains what to do before, during, and after international travel on RPI business or with RPI devices, data, or equipment.
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Questions? Contact Research Security & Export Control (RSEC) at ExportControl@rpi.edu or (518) 276-3777.
Before you travel
| Step | What to do |
|---|---|
| 1. Book through Concur | RSEC is notified of international travel booked in Concur and may contact you with a few questions about your trip. |
| 2. Check the State Dept. advisory | Review the Travel Advisory for each country on your itinerary, including layovers and side trips. |
| 3. Enroll in STEP | U.S. citizens and nationals should enroll in the Smart Traveler Enrollment Program for embassy alerts and emergency contact. |
| 4. Plan your devices | For Countries of Concern or high-risk destinations, request a loaner laptop (see below). Allow at least two business days. |
| 5. Answer the checklist | Complete the #checklist below. If you answer “yes” to any question, contact RSEC before you travel. |
Export controls: what you take and share
Export controls apply to items you physically carry, such as laptops, phones, encryption software, data, drawings, materials, and equipment. They also apply to information you share verbally, in print, or electronically. Depending on what you take, where you go, and who you work with, a license may be required from the Department of Commerce, State, or Treasury. In many cases an exclusion or license exception applies.
| Generally okay on international trips | Contact RSEC before travel |
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Personal liability: Individuals can be held personally liable for exporting items, technical data, or software without a required license or license exception.
RSEC screens itineraries and organizations against federal restricted party lists as part of the travel review.
Presenting at conferences and meetings
Most conference presentations raise no export control concerns. Information presented at an open conference, meaning one open to all technically qualified members of the public where attendees may take notes, is generally treated as published, even if there is a registration fee.
Contact RSEC before you present if:
- The meeting is closed: attendance is restricted or invite-only, or attendees may not take notes or record.
- You plan to share unpublished, proprietary, or sponsor-restricted (e.g., CUI) technical information, including in side conversations, workshops, or site visits.
- The event is organized or sponsored by an organization you are unsure about.
- The organizer or another foreign entity is paying for your travel or an honorarium, which may need to be disclosed under RPI or sponsor rules.
Countries of Concern and high-risk destinations
Some destinations carry heightened risks to data, devices, and travelers. These include the federally designated Countries of Concern, currently China, Russia, Iran, and North Korea, and other destinations RSEC designates as high-risk based on State Department guidance. When necessary, RSEC will contact you before your trip and recommend a loaner laptop.
Loaner laptops and device security
Travelers to Countries of Concern or other high-risk destinations should use a loaner laptop rather than their primary RPI-issued device. A loaner reduces the risk of unauthorized access to RPI data, research information, credentials, and intellectual property. Traveling with a “clean” device is good practice for any destination.
| Topic | Guidance |
|---|---|
| How to request | Use the DOT CIO Laptop Rental Program. |
| Timing | DOT CIO requests up to two business days, so submit your request early. |
| Carry the minimum | Bring only the data needed for your trip. Use RPI cloud services and VPN to reach other files. |
| Maintain effective control | Keep devices in your physical possession, or secure them in a hotel safe, bonded warehouse, or locked or guarded exhibition facility. A laptop left unattended in your room is not under effective control. |
While you are traveling
- Assume communications in high-risk destinations may be monitored, and avoid discussing sensitive or unpublished work.
- Avoid untrusted networks, charging stations, and storage media, including gifted USB drives.
- If you are detained or questioned, ask officials to notify the nearest U.S. Embassy or Consulate.
- Report loss, theft, or suspected compromise of RPI devices or accounts to DOT CIO and RSEC immediately.
When you return
- Return loaner laptops to DOT CIO. Do not connect them to RPI systems before they are reimaged.
- If a device left your control (e.g., it was inspected at a border) or you suspect compromise, change your passwords and notify DOT CIO and RSEC.
- Disclose new foreign collaborations, appointments, or support as required by RPI policy and sponsor rules.
Pre-Travel Checklist
If you answer yes to any question below, contact RSEC before you travel.
- Are you traveling to a comprehensively sanctioned or embargoed destination?
- Will you take or share information or technology that is unpublished, proprietary, classified, or export controlled (in print, electronically, or verbally)?
- Will you take equipment, materials, samples, prototypes, or specialized or encryption software, other than a standard laptop or phone?
- Will you present at or attend a closed meeting, or provide services, training, or payments to foreign organizations or individuals?
- Will you visit or work with organizations you are unsure about, or have you received an offer of a foreign appointment or talent program?
Resources
| Resource | Use it for |
|---|---|
| State Dept. Travel Advisories | Country-specific risks and advisory levels |
| Smart Traveler Enrollment Program (STEP) | Embassy alerts and emergency contact |
| OFAC Sanctions Programs | Current sanctioned and embargoed destinations |
| NCSC Travel Tips | Counterintelligence guidance for travelers |
| DOT CIO Laptop Rental Program | Requesting a loaner laptop |
Contact: Research Security & Export Control (RSEC) | ExportControl@rpi.edu | (518) 276-3777