Export and Sanctions Compliance Forms

The Mason Laptop Certification Form is certification is required when traveling internationally with a Mason issued laptop and must be submitted to [email protected] prior to each trip where you take your Mason laptop.

Note: If you are traveling to China, Russia, Venezuela or Cuba (with pre-approval) you must also submit an AES Federal Filing Request Form.

Mason has a small number of both Macbooks and Dell Latitude laptops available for international travel for short durations. The Clean Laptop Short-Term Loaner Request and Certification for International Travelers form must be completed and submitted to [email protected]. If you are traveling to China, Russia, Venezuela, or Cuba (with pre-approval) you must also submit an AES Federal Filing Request Form. Note the following about the loaner laptops:

• Please request your clean laptop as soon as you make travel arrangements, as they can be in high demand. We do our best to accommodate last-minute requests, but the laptops need to be configured for individual researchers,

• Preference and priority are given to travelers working with export controlled or restricted data or traveling to high-risk destinations.

• These laptops have standard software such as Microsoft Office, Cisco AnyConnect VPN Client, and the default web browser. We cannot install additional software, but if you confirm that software does not require an export license (by contacting [email protected]) you may be able to seek the assistance of ITS to install it.

• Restricted data and export-controlled information are not to be stored on a loaner laptop.

• Once the loaner laptop is returned, it will be securely wiped and re-imaged. Any data left on the loaner will be destroyed and will not be retrievable.

The Mason Non-Laptop Equipment Certification is required for any Mason individual traveling with Mason equipment that is not a laptop. This form must be submitted to [email protected] prior to each international trip where you take Mason equipment. The form will be reviewed to determine whether export authorizations are required. If you are traveling to China, Russia, Venezuela, or Cuba (with pre-approval) you must also submit an AES Federal Filing Request Form.

The AES Federal Filing Request Form is used when shipping or hand carrying Mason-owned laptops or equipment to China, Russia, Venezuela or Cuba (with preapproval) as an advanced Electronic Export Information (EEI) filing with the U.S. Government is required. This form must be completed in its entirety, including an exact address, and submitted to [email protected] at least 24 hours prior to travel so that the export office can submit the federal filing.

The International Shipping Consultation Form must be completed for any international shipments and submitted to [email protected] to ensure compliance with export controls. Please see the International Shipments page for more detailed instructions.

The Affiliate Faculty Export Compliance Form must be completed if you are inviting a new affiliate to your department or there is a change in the affiliate’s activities, and is submitted to [email protected]. This form should be used for affiliates in the U.S. and those located in other countries. It requires information from the affiliate’s hosting faculty member/supervisor and the person conducting the Visual Compliance screening (see our Restricted Party Screening page for more information and a list of screeners).The information provided will determine if there are any export compliance issues and confirms that restricted party screening has been completed. Please see the Working with foreign colleagues and organizations page for more information.

The Export Compliance Purchasing Form must be completed and submitted to [email protected] if you are ordering equipment that meets any of these conditions:

• 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, including for servicing, repair or replacement.

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 refer to the Purchasing page for more information.