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Conferences, Meetings, Seminars ("Events")

Faculty, staff and students may attend or present at conferences as part of their university responsibilities.  In addition, at times the University hosts these Events for both SBU and non-SBU participants.  In some instances an export license may be required for  hosting, presenting or attending an Event, i.e. information that is being shared/presented, sanctioned/embargoed countries.   

How to Review Events
Stony Brook University Events (Hosting)
Step 1:  What type of information will be shared?

Review the Export Controls Website, including the page on Publicly Available/Public Domain Information, to determine if any of the information is 1) subject to the International Traffic in Arms Regulations (ITAR), Export Administration Regulations (EAR)*, Assistance to Foreign Atomic Energy Activities (AFAEA), or the Nuclear Regulatory Commission (NRC) regulations, 2) considered an emerging technology, or 3) controlled for national security reasons.

If YES -  STOP – Consultation with the Export Controls Administrator is required

If NO – Go to Step 2 below

 *For the purposes of this review, this does not include EAR99 items.  EAR99 is an item that falls under the jurisdiction of the U.S. Department of Commerce and is not listed on the Commodity Control List of the Export Administration Regulations.   Most commercial products are designated as EAR99.

Step 2:   How will the Event be held?

A. In-person only with no international participants - No further review is required

B. In-person only with international participants – Go to Step 2A below

C. Some or all of the event will be held virtually with no international participants – No further review is required

D.Some or all of the event will be held virtually with international participants who are in the U.S. – Go to Step 2B below

E. Some or all of the event will be held virtually with international participants that may be outside of the U.S. – Go to Step 2C below

Step 2A:  In-person Event with international participants - Who can participate?

A. Open to technically qualified members of the public. Attendees will be permitted to take notes or otherwise make a personal record (but not necessarily a recording) of the proceedings and presentations.  If included, the registration fees are typical for other similar events at other locations/venues. – No further review is required**

 B.Only Stony Brook University faculty, staff or students can participate. – No further review is required

 C.Participation is limited.  - STOP – Consultation with the Export Compliance Officer is required

  Step 2B:  Some or all of the event will be held virtually with international participants who are in the U.S.  - Who can participate?

A. Open to technically qualified members of the public. Attendees will be permitted to take notes or otherwise make a personal record (but not necessarily a recording) of the proceedings and presentations.  If included, the registration fees are typical for other similar Events at other locations/venues.  - No further review is required**

 B.Only Stony Brook University faculty, staff or students can participate. – No further review is required

 C.Participation is limited.  - STOP – Consultation with the Export Compliance Officer is required

Step 2C:  Some or all of the event will be held virtually  with international participants who may be outside the U.S.  - Who can participate?

A. Open to technically qualified members of the public. Attendees will be permitted to take notes or otherwise make a personal record (but not necessarily a recording) of the proceedings and presentations.  If included, the registration fees are typical for other similar Events at other locations/venues.  - STOP – Consultation with the Export Compliance Officer is Required

B. Only Stony Brook University faculty, staff or students can participate. - STOP – Consultation with the Export Controls Administrator is Required

C.Participation is limited.  - STOP – Consultation with the Export Compliance Officer is Required

 

**Best practice would be to conduct a Restricted Party Screening on participants from non-U.S. entities. 

Attending Events

Special Considerations for Embargoed/Sanctioned Countries

Any of the following may require a specific or general license form the U.S. Department of Treasury:

  • Traveling to an embargoed/sanctioned country; or
  • Attending an in-person Event in an embargoed/sanctioned country; or
  • Attending a virtual Event hosted by a university or entity in an embargoed/sanctioned country.

Forms Requesting Nationality Status and Non-Disclosure Agreements for Conference Attendance

There are times when attending conferences or workshops that are closed are beneficial to the university and/or its faculty/staff.  Forms requesting nationality status and non-disclosure agreements for conference attendance require authorized institutional signatures. The Office of Research Compliance is the contact for forms requesting nationality status and the Office of Technology Licensing and Industry Relations is the contact for non-disclosure agreements.  

Presenting at Events

Presenters presenting at events overseas or domestically with international participants are responsible for understanding export laws and regulations and how they apply to their respective disciplines and/or situations.

Best Practices:

  • Only present information that is already published
  • In Q&A sessions or conversations, do not provide any information beyond what is already published

If any controlled information, technology, technical data or software will be transferred to a foreign person a license may be required prior to the transfer, unless a valid licensing exception or exclusion applies.  This is true even if the transfer happens within the U.S.  When in doubt, or if you have any questions, you can/should contact the Export Compliance Officer.