University personnel who engage in international shipping are responsible for ensuring compliance with US export control laws. Violations of export control laws and regulations may result in substantial individual and institutional civil and criminal penalties. The Office of Export Controls (OEC) will provide support for any University export; inadvertent violations made by personnel acting under the direction of OEC would generally be considered institutional violations and would be extremely unlikely to result in individual penalties. University personnel who choose to conduct exports without consulting OEC may be held personally liable for violations.
University policy (FIN-043) requires that all University employees, trainees, and students seek "assistance from the Office of Export Controls prior to performing any export, including deemed exports, of technology or goods." The OEC will work with the exporter to obtain the export control status of the item(s) from the manufacturer; perform an internal technology assessment, resulting in a self-determination; or request a formal determination from BIS or DDTC, as appropriate. Note: This requirement applies to acquired items and items (hardware, materials or software) created in fundamental or restricted research; however, it only applies to information resulting from fundamental research when the information will be provided as part of a defense service or in some cases when the information will be exported to a sanctioned country.
Once the export control status of the item(s) has been established, OEC will determine any specific licensing requirements; evaluate possible license exceptions or exemptions; submit a request for export authorization, if necessary; and instruct the exporter on any requirements. Should an individual choose to export without consulting OEC they are personally liable and responsible for for assuring compliance with all export control requirements identified in the Step-by-Step Instructions for Exporters.
OEC Export Assessment Review
The review conducted by OEC prior to authorizing any export includes establishing the export control status (jurisdiction and categorization) of the items to be shipped; determining the eligibility of the recipient to receive US exports; ensuring that the end use is allowable; and determining what license or other authorization, if any, is required for the shipment.
The critical first step in the assessment process is to determine which export regulation, EAR or ITAR, applies (jurisdiction). When doubt exists as to the correct jurisdiction after the internal assessment is completed the OEC will request a Commodity Jurisdiction from DDTC to confirm the self-determination. The second step in the assessment process is to determine the applicable control category (e.g. USML category number or Export Control Classification Number on the CCL). When doubt exists regarding the correct classification of an item or technology OEC shall confirm the self-determination by requesting either a Commodity Jurisdiction from DDTC, for defense articles; or a Commodity Classification from BIS, for non-defense articles. For items acquired by the university (procurements, loans, etc.) OEC will attempt to obtain the export control status from the supplier or manufacturer.
Items and technical data, not including the results of fundamental research, which are developed specifically for a military use will be treated as ITAR until designated as subject to the EAR by DDTC (i.e. in response to a Commodity Jurisdiction request). The results of unrestricted fundamental research, whether or not externally sponsored, will not be subjected to a technology assessment until one of the following occurs:
- there is a need to physically export an item developed by UVA in the conduct of fundamental research; or
- the Licensing and Ventures Group (LVG), a.k.a. the UVA Patent Foundation, determines there is commercialization potential and directs that the invention (item and associated technical data) or innovative technology be protected as proprietary or trade secret.
Although created solely to benefit the University of Virginia, the LVG is a separate legal entity and as such is not subject to University export control policy or procedures, including this manual. However, OEC works with the PF to perform technology assessments and ensure that any items and technology disclosed to and accepted by the PF but retained by the University for the purpose of continuing use or development are appropriately marked and controlled. As a separate legal entity, the PF is responsible for performing its own restricted party screenings, making its own export licensing decisions, and obtaining any necessary export authorizations prior to exporting UVA developed items, technical data, or technology to foreign persons.
The University’s policy is to maintain export‐related records on a project basis. Unless otherwise provided for, all records indicated herein shall be maintained consistent with the University record retention policy, and shall be retained for no less than five years after the project’s TCP termination date, last date of export, license termination date, or other time‐point identified in the applicable regulations. Should a discrepancy exist between the University’s retention policy and an applicable export regulation, documents will be retained for the longer period. For record retention requirements for a specific export control related document please contact OEC at firstname.lastname@example.org.