Conferences, travel and visitors

Travelling overseas

Do export controls apply when I take my laptop or storage devices abroad?

Yes. If your device contains controlled technology, research data, or software, this counts as an export.

• If you are 100% sure your laptop has no controlled information, you can travel with it.
• If you are unsure, request a blank/clean laptop from IT Services before travel.
• If you need to take controlled information, you must hold the correct export licence (SIEL or OGEL).

Can I use my University email and cloud storage while abroad?

• You may use Google and Google Drive normally if you are not accessing controlled items.
• Do not download or open controlled material overseas unless a valid licence covers your work.
• Safer option: use Webmail to access emails and avoid opening attachments that may contain controlled data.

Do I need a licence if I only pass through airports in other countries?

No. If controlled technology is on your device but you stay within the airport’s transit/passport-controlled zone and do not access the data, no separate licence is required.

What about working remotely while overseas?

Accessing or sharing controlled data abroad (via email, cloud storage, or shared drives) is still considered an export. A licence may be required even if you only log in remotely.

Conferences and meetings

Do I need an export licence to present at an overseas conference?

• If your presentation/poster includes controlled information, you must either:
  • Adapt it to remove or anonymise the controlled details (preferred option), or
  • Apply for and receive an export licence before presenting.
• If your presentation/poster contains no controlled data, no licence is required.

What about information in the public domain?

Research that is already published or considered basic scientific knowledge is not usually controlled. However, if the conference is restricted-access (e.g. under NDA), the information may not count as public.

Can informal conversations at conferences be a problem?

Yes. Avoid disclosing proprietary, unpublished, or controlled research details in discussions. Plan how you will handle sensitive questions in advance (e.g. “I can only discuss this area in general terms”).

Visitors

Do export controls apply to international visitors on campus?

Yes. Allowing overseas or dual-national visitors access to controlled items, labs, or technical information is treated as an export.

• Do not give access to controlled goods, software, or know-how unless a licence is in place.
• Tours and demonstrations should be carefully managed to avoid accidental sharing of controlled information.
• Visitors intending to take controlled technology home with them must apply for their own export licence before doing so.

What steps should I take before inviting or hosting a visitor?

• Carry out due diligence on who they are, their institution, and the purpose of their visit.
• Complete the University’s Export Control or Academic Visitor Form before confirming arrangements.
• Do not issue invitation letters until export control checks are completed and clearance is given. 

Overseas appointments and collaborations

I’ve been offered a partial appointment or research role overseas. Does export control apply?

Yes. Sharing controlled information during online meetings (Zoom, Teams, email, or file-sharing) is still considered an export. Do not exchange technical details until you have clearance from the University’s Export Control team.

Special cases

Are there extra rules for travel to the USA?

Yes. US export controls are extraterritorial, meaning you may have to comply with US law even while in the UK. Guidance Control Plans may be required. Contact the Export Control team at exportcontrol@sheffield.ac.uk for advice before travelling to, or collaborating with, US partners. 

Who should I contact for advice?

If you are planning overseas travel, presenting research abroad, or hosting visitors, always seek advice in advance. Contact the Export Control team: exportcontrol@sheffield.ac.uk.