Please consult the list below to determine which form(s) need to be submitted to [email protected] prior to your international travel. Note that you may be enrolled in export training if you are traveling with Mason owned laptop or equipment and are not up-to-date. We will check our training records when your form is submitted and enroll you in the training if needed. To sign these forms electronically, please download and open with Adobe.
1) Mason Laptop Export Certification Form
This certification is required for any Mason individual traveling with a Mason issued laptop and must be submitted prior to each international trip where you take your Mason laptop. Note that shipping or hand carrying Mason-owned laptops or equipment to China, Russia, or Venezuela requires an advanced Electronic Export Information (EEI) filing with the U.S. Government, as does shipping or hand carrying Mason-owned laptops for pre-approved travel in Cuba. In order for our office to prepare that filing, please complete and submit the AES Federal Filing Request Form in addition to the laptop certification form and submit to [email protected].
Additionally, if there are scholars, collaborators, or institutions that you will be meeting or working with, please confirm via email that they have been screened in Visual Compliance. If you are unsure, please provide that information, and we can assist in the screening process. If you have any questions, contact the Office of Research Integrity & Assurance (ORIA) at [email protected], otherwise, simply complete and submit this laptop certification form (and if applicable, AES Federal Filing Request Form) to [email protected] prior to travel.
Note: Mason-owned laptops generally cannot be taken to countries subject to comprehensive U.S. economic sanctions – such as Iran, Syria, North Korea, and the Crimea, Donetsk (DNR), and Luhansk (LNR) regions of Ukraine – without advance U.S. government permission (obtaining such permission cannot be guaranteed, and may take significant time).
2) Clean Laptop Short-Term Loaner Request
Mason has a small number of laptops available for Mason researchers traveling abroad for short durations. These laptops have standard software and no restricted data, and both Dell and Mac options are available. Priority assignment will be first to faculty with demonstrated security needs (researchers who have a TCP or are traveling to a high risk destination, etc.) second, to researchers in the order in which their request is received. We do our best to accommodate last minute requests, but these machines need to be configured for individual researchers, so please send us your form when you make your flight reservations, if not before.
To use one of these laptops for an upcoming trip, please download the form, complete the requested information and send the signed form to [email protected]. Note that shipping or hand carrying Mason-owned laptops or equipment to China, Russia, or Venezuela requires an advanced Electronic Export Information (EEI) filing with the U.S. Government, as does shipping or hand carrying Mason-owned laptops for pre-approved travel in Cuba. In order for our office to prepare that filing, please complete and submit the AES Federal Filing Request Form in addition to the clean laptop short-term loaner request form and submit to [email protected].
3) Non-Laptop Equipment Certification
This certification is required for any Mason individual traveling with Mason equipment and must be submitted prior to each international trip where you take Mason equipment. This certification must be completed and submitted to [email protected] prior to the travel described in the form. The Office of Research Integrity & Assurance (ORIA) will determine whether export authorizations are required. Note that shipping or hand carrying Mason-owned equipment to China, Russia, or Venezuela requires an advanced Electronic Export Information (EEI) filing with the U.S. Government, as does shipping or hand carrying Mason-owned equipment for pre-approved travel in Cuba. In order for our office to prepare that filing, please complete and submit the AES Federal Filing Request Form in addition to the non-laptop equipment certification form and submit to [email protected].
4) International Shipping Consultation Form
This form is required for any international shipments to ensure compliance with export controls. Please check the appropriate answers and submit the form to the Office of Research Integrity & Assurance (ORIA) at [email protected] so that ORIA can determine whether an export license is required. If you need help completing the form, just reach out to us at the same email, and we will be happy to discuss your situation.
5) Affiliate Faculty Export Compliance Form
If you are inviting an affiliate to your department, complete and return this form to [email protected] so that the Office of Research Integrity & Assurance (ORIA) can determine if there are any export issues that need to be addressed and confirm that restricted party screening has been completed. This form should be used for both affiliates in the U.S. and those coming from or located in other countries.
6) Export Compliance Purchasing Form
If you are ordering equipment that meets any of the following conditions, please ask the vendor or manufacturer for the Export Control Classification Number (ECCN), complete this form, and submit it to our office at [email protected]:
• Equipment that is over $2,000, excluding basic office equipment such as computers, laptops, printers
• If the manufacturer is located outside the U.S.
• If the purchasing paperwork includes export control language
• If the person who will use the equipment intends to hand carry or ship the equipment to another country
Please note that this form is for purchases of equipment. You do not need to complete this form for purchases of basic office supplies. Also note that the ECCN is not the same as the harmonized code.
7) AES Federal Filing Request Form
Shipping or hand carrying Mason-owned laptops or equipment to China, Russia, or Venezuela requires an advanced Electronic Export Information (EEI) filing with the U.S. Government, as does shipping or hand carrying Mason-owned laptops for pre-approved travel in Cuba. In order for our office to prepare that filing, please provide the information in this form and submit to [email protected].