Community of Practice for International Research Combined Notes

Community of Practice for International Research Combined Notes From meetings held August 15, September 14, and October 12, 2011

Ideas and Issues for Community Engagement:  Define International Research/Collaborations: o Money/Funding.

o Partnerships.

o On-the-ground presence.

o Communication/Skype.

o Acknowledge there is a grey zone.

o Does the location of work define it?

o What about when researchers come to USF?

o Use the term “International Engagement.”

o It involves collaborative activities.

o Some international research activities have compliance issues & some do not.

o Issues go both ways (in and out of country).

 Conflict of interest is broad, includes issues related to international research  Universities are “highly visible.”

 Awareness of procedures, etc. is limited.  Compliance is not just for Faculty, it applies to students too.  Export Control for IT means data, as well as technologies.  There are IT support centers but not a formalized centralized business process.  Lack of computer back-up is a concern.  IP concerns – Data on computers when traveling (even on vacations).

 Books, computers, equipment (imported/exported between countries)  How do we audit abroad?  How is money “moved” between countries? o Conversion rates

 Money transfers/wires still pose challenges @ USF o Identify road blocks Community of Practice for International Research Combined Notes From meetings held August 15, September 14, and October 12, 2011

 How do we ensure that money spent abroad is used as proposed:

o Who “owns” the equipment?

o What are the costs associated with developing Key Contacts in Host Countries?

o How do we manage costs between countries (rules, etc. vastly different)?

 Pay rates to international students, speakers, and faculty.  Special insurance policies, extraction costs, may need to be built into budgets  Tax on foreign generated revenue  Foreign employees (doing business with USF)  International protocol and cultural concerns o Culture/customs/practices

o “Culture Grams”

 International corporations headquartered in US vs. outside US. o Technical capabilities vary

o Different types of research

 International data management  Can international students study what they’ve come here and been admitted to USF to study?  Need to have conversations with Sr. Leadership on Risk.  Formal structure & processes need to be in place.  Establish an Executive Committee on International Engagement o Define direction  Automated response to travel requests: o What’s the scope?

o What’s the cost?

o TRAIN® can initiate the USR.

 Need to define: o Policies o Procedures o Guidelines Community of Practice for International Research Combined Notes From meetings held August 15, September 14, and October 12, 2011

o Levels of risk  When benchmarking other institution’s policies, procedures and guidelines, need to consider compliance with all applicable laws and regulations.  Take into consideration that institutional risk involves more than just financial; it includes health & safety, reputational, operational, strategic, and compliance risks.  Policies, procedures and guidelines need to be consistent, yet flexible.  Need to keep in mind that there are non-research related international activities.  Conduct a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats).  The “Community” should include the new International Risk & Security Analyst  The “Community” should include the new University Export Control Officer  Currently, there is no USF International Alumni Association.

 Establish an Office of International Research Programs  Develop a database for USF International Engagement  Currently, there is no USF International Alumni Association.

 Need to capture the number of international activities for AAU.

 Establish international points of contacts in key countries o Bring in subject experts

 Work with MacDill contacts and Lieutenant General Steele o International Council, Sr. Representatives

 Be proactive in “suggesting” relationships/collaborations. Community of Practice for International Research Combined Notes From meetings held August 15, September 14, and October 12, 2011

 Increase awareness of international compliance, regulations, and controls. o International corporations

o Start-up companies

o Tax issues

 Develop “what do you touch?” processes for traveling abroad.

o Find out who is planning on going overseas. o Consider timeliness.  Students on challenge grants need to know earlier about any issues.  Suggestions, recommendations in advance, build relationships.  Market what different USF areas are doing and increase awareness.  Need to send a distinct message about support and risk.  Mentors need to share information “don’t forget to…”  Use database or social network to push out grant announcements.  Market how tos; there are procedures in place, but not everyone knows how.  Develop an online module for assessing risk and identifying the appropriate contact person o Address the most commonly asked questions

o Can be completed individually, at own pace

o Similar to P-card training

 Develop travel tips, by country o What do you need to know when traveling?

o Education Abroad has information on minimizing risk, by country

o Similar to Peace Corps information

o Benchmarking- what exists already?

 State Department & CDC Info Sheets.

 Develop checklists (generic & specific for complex situations)

o Regulatory - US vs. other countries

o Tailor for each country/region

 It is critical that we provide “packaged” services to faculty for international research endeavors o Filter, risks, then present to faculty Community of Practice for International Research Combined Notes From meetings held August 15, September 14, and October 12, 2011

o Wrap compliance into a package of services for faculty

o Want to encourage & engage faculty

o How do we best market the packaged services?

o Balance and reduce burden

o Anticipate increase in international research with packaged services

 Create a website/portal, similar to FacultyOne-Stop, link to various areas like TRAIN®. o Michael Pearce volunteered IT to help with web-structure.

 Develop training geared to students (Post Docs, GAs, Undergraduates)  Students and Faculty involved in international research should communicate with International Services and Education Abroad o Including visiting students and scholars

 Student Health Services provides services for international travel to students, faculty, and staff, including immunizations, etc.

 Develop/Market awareness of Education Abroad:

o New database with strong risk component.

o Learning content.

o Register addresses abroad (for emergency notifications, etc.).

 Market “Community” initiatives to Student Government.

 Establish committees for students abroad.

 How can we reduce translation/validation time?  Keep in mind that restrictions are limited (small number of overall affected), let’s keep the “tone” positive!  TRAIN® will identify “areas” for Community engagement from list.  Get workgroups “working” now! o TRAIN® will separate “list” into workgroup areas.