International Travel with Data or Equipment

Guidance for Faculty, Staff and Trainees Traveling Internationally with UIC Generated and Owned Data and/or UIC Owned Equipment

This site is under construction and is currently a public draft. Please check back as this information is updated.

The Vice Chancellor for Research, on August 14, 2020, released guidance reminding researchers data generated at or on behalf of UIC is owned by the University of Illinois at Chicago. That guidance highlights the need for a risk-based approach to traveling with UIC-owned data and equipment, highlighted below.

A one page resource guide and 5-minute video are available with recommendations for international travel, although this will be updated soon. Because violations of export controls, including inadvertent failures to comply, may result in severe criminal and civil penalties both for individual faculty, staff, and students, as well as for the University of Illinois at Chicago as an institution, the OVCR and UIC recommends certain actions when traveling internationally with UIC-owned data or equipment.

Risk-Based Decision Making on Traveling with UIC-Owned Data and/or Equipment

By choosing a risk group, a researcher can make informed decisions in regards to traveling with UIC-owned data and/or equipment. The US Department of State Travel Advisories is one way to assess the risk of a given country or specific city or region, but the U.S. Department of Treasury, Office of Foreign Assets Control (OFAC) , Export Administration Regulations (EAR), and International Traffic in Arms Regulations (ITAR). However, current (2020-2021) pandemic health related travel recommendations are that travel be restricted. UIC currently requires pre-approval for domestic and international travel.

Before you leave While traveling When you return
Follow the basic recommendations described above. Follow the basic recommendations described above. Follow the basic recommendations described above.
Before you leave While you travel When you return
(a) Remove unnecessary data and software, and access data through secure cloud-based (e.g. Box, OneDrive) storage, if necessary or (b) request (>2 weeks) a 'loaner' laptop from your Department, College, Technology Solutions, or the OVCR with only necessary data and programs installed. Only the strength of the recommendations increases with this level of the risk. (a) Re-install removed data and software as needed or (b) return 'loaner' laptop after transferring any saved work.
Remove TouchID/Face log in on devices where active. Reinstall TouchID/Face log in on any devices where they were removed.
If you suspect tampering or could not physically secure your device, notify your College/Department IT and have machine imaged to extract any new data before restoring back up.
Before you leave While you travel When you return
a) Remove all data and software, and access data through secure cloud-based (e.g. Box, OneDrive) storage or (b) request (>2 weeks) a 'loaner' laptop from your Department, College, Technology Solutions, or the OVCR with only necessary data and programs installed. Do not access secure, sensitive, or export-controlled project data.Be safe physically while traveling Have machine imaged to extract any new data.
Remove TouchID/Face log in on devices where active. (a) 'Scrub' laptop and recover from backup or (b) return 'loaner' laptop after transferring any saved work.
Confirm no restricted or export controlled data on any device (patient data, IP). Reinstall TouchID/Face log in on any devices where they were removed.
Email presentations to a local individual for presentations.
Contact the UIC Export Controls Compliance Officer as soon as possible regarding possible export licenses or documentation, for travel, presentation and any materials or software that you are carrying with you: Approval is not guaranteed.

For questions about an Export Control license, contact uicexport@uic.edu.

Before you leave While you travel When you return
Contact the UIC Export Controls Compliance Officer as soon as possible regarding necessary export licenses or documentation, for travel, presentation and any materials or software that you are carrying with you: Approval is not guaranteed. Do not access secure, sensitive, or export-controlled project data. Have machine imaged to extract any new data.
a) Remove all data and software, and access data through secure cloud-based (e.g. Box, OneDrive) storage or (b) request (>2 weeks) a 'loaner' laptop from your Department, College, Technology Solutions, or the OVCR with only necessary data and programs installed. (a) 'Scrub' laptop and recover from backup or (b) return 'loaner' laptop after transferring any saved work.
Confirm only information and software outlined in the license are on device, once the license is approved. Reinstall TouchID/Face log in on any devices where they were removed.
Email presentations to a local individual for presentations.

For questions about an Export Control license, contact uicexport@uic.edu.