Researchers may receive invitations to speak, teach, participate on advisory boards, or attend sponsored events.

Before accepting, consider:

• Who is sponsoring or hosting the activity?
• Is compensation, travel support, or an honorarium being offered?
• Who is providing the compensation, travel support, honorarium, or other benefit?
• Will you receive an appointment or affiliation?
• Are you expected to sign an agreement or confidentiality obligation?
• Will you be providing technical assistance, consulting, or training?
• Could the activity create University or sponsor disclosure obligations?

Researchers should consult ORS before accepting an invitation, appointment, affiliation, or other professional activity when they are uncertain whether research security, disclosure, export control, sponsor, or institutional requirements apply.

Most conferences, meetings, seminars, workshops, and professional society events do not require additional review. However, researchers should consider the nature of the event and the information that will be exchanged.

Additional review may be appropriate when an event:

• Includes closed, invitation-only, or sponsor-restricted sessions.
• Requires participants to sign a Non-Disclosure Agreement (NDA) or other confidentiality agreement.
• Restricts publication or dissemination of information discussed during the event.
• Is sponsored or hosted by a foreign government, military organization, or other high-risk entity.
• Is held in, or hosted from, a sanctioned or embargoed country.
• Includes demonstrations, laboratory tours, or facility visits involving controlled technology or equipment.

Researchers should also remember that research security considerations apply equally to in-person, virtual, and hybrid events.

Presenting research is an important part of scholarly communication. In most cases, presentations at open scientific meetings do not present export control concerns. However, researchers should carefully evaluate the information they intend to share.

Before presenting, consider whether your presentation includes:

• Unpublished research results.
• Export-controlled technical information or software.
• Sponsor-restricted information.
• Proprietary information belonging to the University, a sponsor, collaborator, or company.
• Government-controlled information, including Controlled Unclassified Information (CUI).
• Information subject to confidentiality or contractual restrictions.

Researchers should also exercise caution during question-and-answer sessions, demonstrations, and informal discussions before or after presentations, as these exchanges may inadvertently disclose controlled or restricted information.

Professional activities frequently include serving as a visiting scholar, adjunct faculty member, advisory board member, journal editor, reviewer, mentor, consultant, or member of a professional society.

These activities may create additional obligations depending on the nature of the appointment and the organization involved.

Researchers should consider:

• Whether the appointment should be disclosed through the University's Disclosure Profile.
• Whether the activity must be disclosed to a federal sponsor.
• Whether compensation or other benefits are being provided.
• Whether the appointment creates ongoing research obligations or reporting requirements.
• Whether the organization is located in a Country of Concern or appears on a U.S. Government restricted party list.
• Whether the arrangement could constitute participation in a Foreign Talent Recruitment Program.

When uncertain, researchers should consult ORS before accepting the appointment or affiliation.

Most scholarly discussions at open scientific conferences are not subject to export control restrictions. However, export controls may apply when researchers provide technical assistance, demonstrations, training, consulting, or other services involving controlled technology.

Examples that may require additional review include:

• Providing technical instruction related to export-controlled technology.
• Demonstrating controlled equipment or software.
• Training foreign persons on controlled technology.
• Providing technical assistance to foreign military or defense organizations.
• Participating in activities involving defense articles or defense services.

Whether export control regulations apply depends on the specific technology, the recipient, and the nature of the activity. ORS can assist in making this determination.

Federal sponsors increasingly require investigators to disclose outside professional activities, appointments, affiliations, international collaborations, and other relationships that could affect research transparency or compliance.

Depending on the sponsor, professional activities may need to be reflected in:

• Common Forms.
• Biographical Sketches.
• Current and Pending (Other) Support.
• Available Resources.
• Foreign Component disclosures.
• Annual or project-specific certifications.

Researchers should ensure that sponsor disclosures remain accurate throughout the proposal, award, and project lifecycle.

Professional activities involving certain countries or organizations may require additional institutional review before participation.

Researchers should consider:

• Whether the activity involves a Country of Concern.
• Whether the organization is affiliated with a foreign government or military.
• Whether collaborators or organizations appear on U.S. Government restricted party lists.
• Whether U.S. sanctions or embargo programs apply.
• Whether the activity requires Restricted Entity Screening or export control review.

ORS can assist in identifying applicable requirements before participation.