Stony Brook University (SBU) faculty, staff, and students are encouraged to participate in international activities, as these may promote the creation of knowledge and enrich learning experiences.  As part of these activities, international visitors come to campus for a variety of reasons, such as: to discuss or partake in research, as consultants, collaborators, or visiting scholars, as part of delegations, for laboratory visits, to partake or present at conferences/lectures/seminars, or to volunteer. 

Related campus policy: Guest/Visitor Policy

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International visitors enrich the SBU community’s intellectual and research endeavors, international connections, and global perspectives. However, these visitors may be knowingly or unknowingly acting on behalf of an entity of concern. 

Researchers, as well as faculty and staff, hosting international visitors are required to complete a Restricted Party Screening.    

• Are there categories of international visitors that do not require a Restricted Party Screening?

  Yes, international visitor at the University solely for: (1) Sporting event (2) Cultural event at the Staller Center and Wang Center (3) Campus tour or open house event through the Admissions Office (4) Family member of a full time University student visit where access is limited to public areas (5) Medical treatment where access is limited to public areas

• Restricted Party Screening: what it is and how to complete it.

  The U.S. government maintains lists of entities and persons who are restricted and/or denied certain transactions.  This includes the recent "1286 List" - Restricted Party Overview

  All  foreign person and entities must be screened for inclusion on any of these lists prior to engaging in activities.  If they appear on one of these lists you must contact the Research Security Program before engaging in any activities or invitations. 

  How to conduct a restricted party screening using Descartes Visual Compliance software

Research Security Considerations

In addition to addressing concerns related to restricted parties, other regulatory requirements, such as access to export-controlled information, access to intellectual property, and potential undue foreign influence concerns must be considered and reviewed in balance with the benefits of  hosting international visitors. 

Researchers, as well as faculty and staff, should review the below  general guidance for considerations when hosting international visitors.   

• How is the international visitor known?

  Be aware of potential Academic Solicitation which may include requests from U.S. persons, or from foreign nationals located in the United States or abroad, and may consist of:

  • Unsolicited applications or requests for undergraduate, graduate, postgraduate or other research positions.
  • Unsolicited requests for access to research papers or other research-related publications or documents.
  • Unsolicited requests for assistance with or review of thesis papers, draft publications or other research-related documents.
  • Unsolicited invitations to attend and/or present at international conferences.
• Will they be engaging in a Fundamental Research project?

  Fundamental Research Overview

  If the research that you want to conduct is not fundamental research you must contact the Research Security Program before engaging in any activities. 

  Under the Export Administration Regulations, proprietary research is subject to the regulations. If you are conducting proprietary research, the topic of the research needs to be reviewed to determine if it is on an EAR controlled topic - t

  Fundamental Research

  • Fundamental research means research in science, engineering or mathematics, the results of which ordinarily are published and shared broadly within the research community, and for which the researchers have not accepted restrictions for proprietary or national security reasons.

  Important: Fundamental Research is invalidated when restrictions on free dissemination of research or research methods used during the research are are agreed to in a contract or verbally with a sponsor. 

  Non-Fundamental Research

  • Proprietary research, industrial development, design, production and product utilization the results of which are restricted, and
  • Government funded research that specifically restricts the outcome for national security reasons are not considered fundamental research.

  Important:

  • If an international visitor will participate in non-fundamental research the proposed activity must be reviewed by the Research Security Program to evaluate for export control compliance. 
• Is the host faculty member's research in the area of Critical and Emerging Technologies?

  The federal government maintains a list of critical and emerging technologies that are potentially significant to U.S. national security.    If you are contemplating having an visitor come to participate in a project in the area of a Critical and Emerging Technology  contact the Research Security Program.

  Federal Resource:  Critical and Emerging Technologies List Update (February 2024); Fast Track Action Subcommittee on Critical and Emerging Technologies of the National Science and Technology Council.

• Is the visitor's home institution in a Country of Concern?

  The federal government has identified China, Iran, Russia and North Korea as Countries of Concern. 

  There are additional considerations when hosting visitors from Countries of Concern contact the Research Security Program for a review of the international visitor and anticipated campus activity and discussion about any potential risks or restrictions. 

• Does the host faculty member have federal funding?

  U.S. federal  agencies are increasing efforts to identify and counter undue foreign influence in federally-funded research.  Federal agencies have implemented a variety of policies and processes for these purposes.  Faculty and staff should understand how federal funding agencies will review and consider their international relationships.  Review the information on Federal Sponsor Risk Reviews. 

• Does the visitor have the appropriate visa type for the activity?

  Visitors engaging in research activities on campus MUST have the appropriate visa for the activity.  Faculty and staff inviting or hosting visiting researchers, scholars, and interns, paid or unpaid, shall obtain from their respective department a formal invitation letter, following the prescribed format appropriate for the category of guest/visitor, describing the terms and purpose of the visit.  

  Visa and Immigrations Services Resource:   J-1 Student Intern & Scholar 

  Note: When inviting or hosting visitors not in a J-1 status (i.e, B-1/B-2, Visa Waiver Program) should consult Visa and Immigration Services. 

• Will the host faculty be providing the visitor access to, or a tour of, a research laboratory?
  • Know who will be visiting the lab and the reason for the visit.
  • Maintain a log of visitors to the lab.
  • Ensure that no confidential or proprietary information is visible at the time of the tour/visit.
  • Prohibit the taking of photographs/video of lab equipment or lab set-up.
  • Do not permit visitors to insert thumb drives or other media into university computers during the tour.
  • Escort visitors throughout the tour/visit.
• Will there be co-authored publications?

  Publications should accurately reflect affiliations, contributions and support.   Federal agencies also monitor publications to ensure that foreign components, international collaborators and funding support have been properly reported both in the manuscript and to the agency. Review the Recommendations on Authorship from the Provost's Office.

  Note:Several SBU departments also have authorship guidelines for their area.  

Export Control Regulations

Researchers, as well as faculty and staff,  have an obligation to be aware of export restrictions applicable to any ideas, information or equipment they intend to share with international visitor.  This applies to both within the U.S. as well as what the international visitor may take with them back to their home country.  Below are a few items that may trigger export control reviews. 

The Export Control Compliance team can provide support with potential export controls issues for international visitors. Review the Hosting an International Visitor Guidance 

• Is the visitor from embargoed or sanctioned country?

  Beyond Countries of Concern (China, Iran, North Korea, and Russia), the Department of Treasury, Office of Foreign Asset Controls places restrictions on certain persons, entities, and countries.  Full list available here

  If the visitor is from an entity in an embargoed country, i.e., North Korea,  Cuba, Iran , Russia, Syria, Crimean Region of Ukraine, Luhansk Region of Ukraine, or Donetsk Region of Ukraine, the faculty member MUST consult with the SBU Export Control Compliance team before conducting any activities.  Review the Hosting an International Visitor information to  on export controls and embargoes/sanctioned countries.

• Will the host faculty member (or their staff) share information that is not Publicly Available with the visitor?

  If the host faculty member (or staff member) will share information that is not Publicly Available, in the Public Domain, or Published then that information is considered proprietary and needs to be reviewed for an export control determination.  Review the Hosting an International Visitor Guidance on deemed exports. 

• Will the visitor have access to export controlled technology, materials or equipment?

  If the host faculty member will provide access to export controlled technology, materials, or equipment then that access needs to be reviewed for an export control determination.  Review the Hosting an International Visitor Guidanceon physical access to export controlled items. 

• Does the host faculty member have any federally funded projects that have foreign national and/or publication restrictions?

  If the host faculty member has any federally funded projects that have foreign national and/or publication restrictions then access to data, research documents, and/or meetings should be closed to the international visitor unless reviewed for an export control determination.  Contact the Export Control Compliance team. 

Suspicious Behavior 

Contact the Research Security Program if you witness any of the following suspicious behavior: 

• Insists on working in private

• Volunteers to help on classified or sensitive projects

• Misuses computer or information systems

• Lacks concern for or violates security protocols

• Attempts to gain access to labs or information outside of approved scope

• Unnecessarily photographs or copies materials, information or other items

• Shows unusual interest in information outside of approved environment