International Travel Security

Faculty, staff and students traveling for university purposes (regardless of the funding source) must receive prior approval from the President or President’s delegate. Travel requests must be submitted in Concur 10 days prior to departure. This includes travel for international research, conferences, and internships. 

NSPM-33 and S.B. No. 1565 (Texas) require Texas institutions to establish research security programs that include measures related to the security of international travel. In addition, GA-48 prohibits researchers from traveling to destinations for professional purposes listed in 15 CFR 791.4.  

These destinations include China, Cuba, Iran, North Korea, Russia, and Venezuela.  

 Personal Travel to Restricted Destinations 

Per GA-48, all Texas State employees are required to notify the university of any personal travel to a foreign-adversary nation prior to their travel and submit a post-travel brief outlining detail of the trip, including the dates and purpose of travel.  

Additional information including travel approval procedures and forms may be accessed on the Foreign Travel webpage. 

Contact the RIC Director at srubino@txstate.edu if you have been approached by individuals representing institutions and recruitment programs from restricted countries that offer you money, gifts, or travel.  

Protecting, IP, Research Data and Materials while Traveling Abroad 

Texas State faculty, trainees and research staff must protect their persons, staff and collaborators, equipment, data and materials when they travel abroad or domestically.  What an individual needs to take with them, what risks they may encounter and what preventative steps that should take depends on the nature of their work and their travel destination. 

Travelers are reminded that they must acquire and carry appropriate documentation to travel including passports, letters of invitation and visas. Travelers should also be aware that there are disclosure and reporting requirements if carrying more than $10,000 cash internationally. 

Any equipment, research specimen, research materials or data being carried internationally should be reviewed and approved by the institution. All agreements, licenses, and documentation should be obtained BEFORE data or items are shipped or hand carried out of the university.  

All members of the Texas State research community are encouraged to follow these best practices to secure data and research materials when traveling:  

  • Bring only the devices (laptops, phone, tablets) you absolutely need on the trip. 
  • Check with RIC to see if a “clean” laptop or loaner laptop is required or available. 
  • Keep all laptops, tablets, devices and technology with you at all times. 
  • Encrypt all laptops and devices. Keep in mind that some countries prohibit encrypted devices – be mindful of the requirements for your destination. 
  • Bring only the devices (laptops, phone, tablets) you absolutely need on the trip. 
  • Consult with your department to see if a “clean” laptop or loaner laptop is available. 
  • Keep all laptops, tablets, devices and technology with you at all times. 
  • Check with EHS&RM if transporting or shipping any research materials (e.g. specimen, chemicals, biologicals) abroad. 
  • Bring only the devices (laptops, phone, tablets) you absolutely need on the trip. 
  • Consult with your department to see if a “clean” laptop or loaner laptop is available. 
  • Keep all laptops, tablets, devices and technology with you at all times. 

 Traveling with Electronic Devices 

The risks associated with carrying electronic devices while traveling arise from two sources: the likelihood that your device will be compromised and the impact of such a compromise. These risks fall into two main categories: exposing information the university is required to protect (i.e., restricted, classified or export control data) and being compromised by malware while traveling. The likelihood of being compromised by malware is greatest when traveling outside of the US and especially high when governments operate and manage the Internet. International travelers should take extra precautions. Understand that foreign universities, governments, and companies are often linked. Any inquiry regarding your research may have an ulterior motive, such as stealing intellectual property. Be cautious of unsolicited requests and questions about your research or other sensitive information. 

If you have been approached by a Malign Foreign Talent Recruitment Program, contact the RIC Director immediately at srubino@txstate.edu. 

We have recently seen some warnings from other universities reporting instances of researchers being temporarily detained by Customs to search electronic devices in carry-on or checked luggage while entering and leaving various countries. It appears that the searches may be focused on data that has not been authorized to leave the U.S. In some cases, the travelers reported being detained longer for questioning and having their devices seized.  

If you were stopped by Customs entering the U.S. or another country and your device was extensively searched and not in your immediate control, contact the RIC Director. There have been reports of devices returning to campus with suspicious malware and viruses. 

RIC provides “clean” laptops to travelers who require them on a first come first served basis. All Texas State travel to the below countries WILL REQUIRE a that a RIC “clean” laptop be used during Texas State travel to these countries. Your Texas State computer should not be transported to the following destinations: 

  • Iran 
  • Syria 
  • Sudan 
  • North Korea 
  • Cuba 
  • Ukraine (Crimea Region) 
  • China 
  • Russia 
  • Venezuela 
  • Cambodia 
  • Belarus 

 

U.S. DEPARTMENT OF STATE RESOURCES 

It is helpful to be aware of resources provided by the U.S. government to its citizens abroad, as well as the limits on the role the government can play in a foreign environment.