Trusted Research and Visitors to the University

If you have plans to host visitors to the University, including researchers, research students and delegations, there are some things you should consider in relation to Trusted Research. 

Export Control Regulations can apply to visitors to the UK and to the University. This means that the University may require an export licence in order to host certain visitors. Legislation also requires visitors to check whether they require an ATAS certificate and apply for one themselves, in advance of entering the UK. Note that a researcher holding an ATAS certificate for a visit does not fulfil our obligations as a university and we may still require an export licence.

Who, what, why?

In order to determine whether to allow visitors to access our campus, systems or equipment, we should consider the visitor, the institution(s) they represent and the nature of the work to be carried out or discussed. Do they or their employer engage in defence research? Do sanctions apply to either? You should also consider the topic of research that will be discussed or carried out. Does it have any defence applications? Does it relate to technology on the export control lists? Finally, the nature of the visit should also be considered. For example, is the goal to present research that is already publicly available, to discuss a future project, or to work together on a shared project? Does anything about the proposal seem unusual to you?

Research Security

You should take care over what access the visitors have to buildings, rooms and equipment. Remember that anything they take home with them or receive when overseas could be considered a controlled export. You should refer to the university’s Data Protection Policy in addition to the advice provided here. You should take care when giving tours or allowing people to use rooms and equipment. For example, what systems and data will they have access to if you allow them to use a computer? If in doubt, do not share and do not grant access.
Visitors may also be able to access the work of other researchers if their research is not secure. When working on any research that is sensitive, dual-use or contains University of Essex intellectual property, researchers should take extra care to protect data and research materials. It is not inconceivable that malign actors may seek to gain access to research by posing as a regular visitor, and we should all act accordingly.

Who to Contact

If anything about the visit is likely to result in sensitive or controlled information or equipment being exported by the visitor, you should contact the Due Diligence Team