Documentation
Forms and Templates
Related to
EXPORT CONTROLS

Departments or programs MUST keep soft or hard copies of all export documentation, including financial records and shipping documentation (i.e., Commercial Invoices, Shippers' Export Declarations) and Stanford Certifications in their research project files for a period of five years from the date of export, reexport or transfer of controlled information to a foreign national. Furthermore, a copy (preferably soft) of each signed Certificate must be provided to the Office of the Dean of Research. For assistance in determining which Certifications apply to a proposed shipment or transfer, please contact:
     Steven Eisner, Export Control Officer
     Office of the Dean of Research
     Building 60, Main Quad, Mail Code: 2064.
     steve.eisner@stanford.edu.

Provided here are sample memos for each of the following situations. On each of these pages you will see an explanation of the form and a link to a downloadable Word file. You may use the Word files to create the documentation that you need.

Before using these templates, please review Stanford's Export Controls Decision Tree in order to determine whether or not an export control license is applicable to any particular situation, or contact Steve Eisner for further assistance.

• "Temporary Export/Reexport" (TMP) shipments   
  • Annual Stanford Researcher Certification for international travel with Stanford-owned laptops, PDAs, cell phones and digital storage devices
         See related article from the New York Times, Oct 24, 2006
         "At U.S. Borders, Laptops Have No Right to Privacy"
  • One-time Certification for a individual international shipment of a tangible item or items to an individual or organization
  • Property Checklist for Temporary Exports summarizing requirements related to temporary international shipments
  • Frequently Asked Questions about Temporary Exports
            - EAR related
  
  
  
• "No License Required" (NLR) shipments
  • Annual Certification for frequent international shipments of the same tangible item(s) to the same individual or organization
  • One-time Certification for an individual international shipment of a tangible item or items to an individual or organization
            - EAR related
  
  
  
• License Exception Certification: Limited Value Shipment (LVS) for a one-time export or reexport of a tangible item of limited value that otherwise would require an export license to its intended destination. If you have concluded after consulting the Decision Tree that your tangible item requires an export license, you MUST contact the University Export Control Officer for a determination of LVS eligibility for your shipment.
  
  NOTE: LVS may only be used for shipments to an EAR Group B Country. See http://www.access.gpo.gov/bis/ear/pdf/740spir.pdf for a listing of EAR Group B countries.
       - EAR related
  
  
  
• Justification for "University Exemptions" - ITAR
  • "University Exemption - Tangible Items" for shipment of satellites, satellite subsystems, and related equipment to selected countries
    
    
  • "University Exemption - Information" for either
    1. disclosing satellites or satellite subsystems to selected foreign nationals;
    2. shipping information related to satellites and satellite subsystems to selected countries; or
    3. sharing such information with selected foreign nationals.
    This justification may extend to related information.
  
  
  
  
• Related to Non-Disclosure Agreements (NDAs)
  • Certification on the Handling and Use of Third-Party Export-Controlled Information to be used in the event that the third-party information being shared, generally under a Confidentiality or Non-Disclosure Agreement (NDA), is identified as or known to be EXPORT-CONTROLLED
    
    
  • Justification for Use of Bona Fide and Full-Time Regular Employee Exemption. This form is to be used by Stanford US person staff when ITAR-controlled information or software must be shared with someone other than a US person. The recipient must be eligible to receive such information by virtue of working for the University, full time, on an H1B visa or in Adjustment of Status (AOS). Graduate student Research Assistants (RAs) and researchers in J-1 status are not considered to be bona fide and full-time regular employees of the University for the purposes of this exemption. They are therefore not eligible to receive ITAR-controlled information or software regardless of whether they are employed full-time by the university.
    
    
  • Foreign Person Bona-Fide Employee Certification and Agreement Not to Further Disclose to be used when third-party ITAR-controlled information or software must be shared with a foreign person who is a bona fide and full-time university employee. The foreign person must hold an H-1B visa or be in Adjustment of Status (AOS).
    
    
    
• Reexport and Use Notification. This form is to be sent via email by Stanford PIs to foreign research collaborators when tangible property or material under Stanford ownership or custodianship and already resident abroad is to be sold, loaned, transferred or reexported. The University Export Control Officer (steve.eisner@stanford.edu) is to be copied on the email transmission to the foreign research collaborator.
  
  

Back to: Export Control Information and Resources