Community of Practice for International Research – Work Groups (WGs) From meetings held August 15, September 14, and October 12, 2011
Initial Work Group Areas:
WG #1, Risk Assessment & Advisement:
Take into consideration that institutional risk involves more than just financial; it includes health & safety, reputational, operational, strategic, and compliance risks. Conduct a SWOT analysis (Strengths, Weaknesses, Opportunities and Threats). Conflict of interest is broad, includes issues related to international research Compliance is not just for Faculty, it applies to students too. Export Control for IT means data, as well as technologies. Books, computers, equipment (imported/exported between countries) How do we audit abroad? Can international students study what they’ve come here and been admitted to USF to study? Need to send a distinct message about support and risk. 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.
WG #2, Banking & Cash Management:
How is money “moved” between countries? o Conversion rates.
Money transfers/wires still pose challenges @ USF. o Identify road blocks.
Tax on foreign generated revenue.
WG #3, Procurement:
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. Community of Practice for International Research – Work Groups (WGs) From meetings held August 15, September 14, and October 12, 2011 Foreign employees (doing business with USF). International data management. Community of Practice for International Research – Work Groups (WGs) From meetings held August 15, September 14, and October 12, 2011
WG #4, Travel:
IP concerns – Data on computers when traveling (even on vacations).
Special insurance policies, extraction costs, may need to be built into budgets 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. Automate response to travel requests: o What’s the scope?
o What’s the cost?
o TRAIN® can initiate the USR.
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?
o State Department & CDC Info Sheets. International protocol and cultural concerns. o Culture/customs/practices.
o “Culture Grams”
WG #5, International Engagement Database:
Need to keep in mind that there are non-research related international activities. Use database or social network to push out grant announcements. Develop a database for USF International Engagement. o Need to capture the number of international activities for AAU.
Students and Faculty involved in international research should communicate with International Services and Education Abroad. o Including visiting students and scholars. Community of Practice for International Research – Work Groups (WGs) From meetings held August 15, September 14, and October 12, 2011 WG #6, Website: “Depot/One-Stop:”
Awareness of procedures, etc. is limited. Market what different USF areas are doing and increase awareness. 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.
Increase awareness of international compliance, regulations, and controls. o International corporations.
o Start-up companies.
o Tax issues.
Create a website/portal, similar to FacultyOne-Stop, link to various areas like TRAIN®. o Michael Pearce volunteered IT to help with web-structure.
Next Steps:
Policies & Procedures:
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? Community of Practice for International Research – Work Groups (WGs) From meetings held August 15, September 14, and October 12, 2011 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).
Universities are “highly visible.”
Need to have conversations with Sr. Leadership on Risk. Formal structure & processes need to be in place. Need to define: o Policies o Procedures o Guidelines o Levels of risk When benchmarking other institution’s policies, procedures and guidelines, need to consider compliance with all applicable laws and regulations. Policies, procedures and guidelines need to be consistent, yet flexible. There are IT support centers but not a formalized centralized business process. How can we reduce translation/validation time?
Administrative & Organizational Structure:
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. Establish committees for students abroad.
Establish an Executive Committee for International Engagement o Define direction
Training & Marketing:
International corporations headquartered in US vs. outside US. o Technical capabilities vary Community of Practice for International Research – Work Groups (WGs) From meetings held August 15, September 14, and October 12, 2011 o Different types of research
Mentors need to share information “don’t forget to…” 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
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
Develop training geared to students (Post Docs, GAs, Undergraduates) Keep in mind that restrictions are limited (small number of overall affected), let’s keep the “tone” positive!