Community of Practice for International Research Work Groups (Wgs)

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!