To ensure that all University staff and PGR students are compliant with Export Control regulations, the guidance below should be adhered to when conducting any kind of overseas travel. This is to ensure that no controlled items, technology, or data (and/or goods, technology, or data with end use risks) are taken outside of the UK without the appropriate export licence.

It is important to understand that simply opening a document or file containing controlled information overseas can constitute a controlled export, even if the only person viewing or accessing it is you.

• Electronic devices (including phones and laptops) or paper documents containing research data should not be taken overseas.

• Where necessary, a blank electronic device should be requested from the Department (or the current device should be cleared) to ensure that no controlled data or information is exported. If the appropriate export licence has been obtained, then the device can contain only the licenced data or information.

• When travelling and working outside of the UK you should access email via WebMail and should exercise discretion when accessing e-mail. In particular, opening e-mail attachments and files or spaces on shared drives whilst overseas can constitute an export if the contents of these are controlled, and should be avoided unless the contents are known before opening.

• Unless the appropriate licence is held, video calls, telephone calls, and e-mail or text-based conversations relating to research in controlled areas should be avoided whilst overseas. Anything shared across international borders whilst conducting these may constitute an export.

• Whilst overseas, anything you share may be subject to local export regulations to further sharing, in addition to UK regulations controlling export to your overseas destination. This can apply to anything you bring with you or receive from the UK (even when holding a UK licence) and is relevant when you are carrying or sending the controlled things across national borders from the overseas country - including back to the UK.

You must consider not only the specific activities (such as project meetings, lectures, or conferences) for which you are travelling but also any incidental or routine work you may conduct whilst overseas that could constitute an export, such as reviewing papers or technical data, virtual meetings with other project teams, or ad-hoc discussions arising amongst colleagues met overseas.

If you are a member of staff or PGR student, and are planning to travel and/or work outside of the UK, you must inform your Departmental Administrator in advance, to ensure that receive the necessary support and advice prior to travel. You should also contact the R&IS compliance team at researchcompliance@warwick.ac.uk for further advice if you believe there is any chance that you will be travelling with controlled items, technology or data or if you will be going to a destination or working with a partner likely to represent an end-use risk.