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International Travel Guidance for Vanderbilt University Faculty, Staff, and Researchers

Last updated: May 2025

As an institution deeply engaged in global research, scholarship, and exchange, Vanderbilt University supports international travel that advances academic discovery and institutional collaborations. This guide outlines key considerations and practical steps for travelers to follow so that all university-related international travel is secure, lawful, and aligned with U.S. federal regulations and Vanderbilt policy.

1. Pre-Travel Requirements

Notify Your Department

Before undertaking university-related international travel, all faculty and staff must notify their department chair or supervisor. Please include:

  • Travel dates
  • Countries to be visited
  • Purpose of travel (e.g., conference, invited talk, meeting with collaborators), including the funding source

Consult Employee Immigration Services (EIS) or International Student and Scholar Services (ISSS)

If you are a non-U.S. national, consult your adviser in the Vanderbilt Office of Employee Immigration Services (EIS) or International Student and Scholar Services (ISSS) before confirming travel plans. EIS and ISSS can help you:

  • Assess visa-related risks
  • Check that the documentation is in order for reentry
  • Assess consular or border-related challenges

2. Export Control Compliance

University-related international travel—especially if it involves research, presentations, or specialized equipment—may be subject to U.S. export control laws.

To support compliance:

  • Complete the International Travel Questionnaire before departure
  • Contact Vanderbilt Export Compliance if you plan to:
    • Share research abroad
    • Present at international conferences
    • Transport research equipment or data

Never travel with sensitive research data, export-controlled items, or student records unless specifically authorized by Export Compliance.

3. Booking Travel and Insurance

All university-sponsored international travel must be booked through Concur, Vanderbilt’s travel management system. This includes travel by students, postdocs, and research staff under faculty supervision.

Benefits of booking through Concur:

  • Compliance with university policy
  • Automatic access to GeoBlue international travel insurance

GeoBlue provides:

  • Emergency medical coverage
  • Evacuation services
  • Mental health support
  • Prescription assistance
  • 24/7 access to international medical and travel assistance

Visit Vanderbilt Global Safety and Health for details.

 

4. Technology and Data Security

To protect university systems and comply with federal law:

  • Use a VUIT-issued travel laptop; do not use personal or lab computers
  • Travel with only necessary data/documents stored locally on a laptop’s hard drive – where possible, save research data to secure cloud services that are regularly backed up
  • Do not carry confidential student records or unpublished research
  • Use secure networks and VPN when abroad
  • Enable multi-factor authentication for all VU accounts

For personal travel: Avoid carrying devices that store or access university data.

 

5. U.S. Customs and Border Protection (CBP) Guidance

Upon reentry to the U.S., U.S. Customs and Border Protection (CBP) officers are responsible for verifying the admissibility of travelers. CBP may inspect documents, ask detailed questions, and review digital devices and social media activity.

Documents to Carry

Foreign nationals should hand-carry:

  • Passport (valid for at least six months)
  • Valid U.S. visa (if applicable)
  • Most recent I-797 approval notice (for employment-based travelers)
  • Proof of employment or enrollment
  • I-20/DS-2019 for those in F or J status
  • OPT or STEM OPT card, if relevant
  • Supporting documents for H-1B, TN, E-3 and O-1 statuses (e.g., I-129S)

Keep originals in your carry-on, not checked baggage.

What to Expect at a Port of Entry

  • All travelers undergo primary inspection to determine admissibility
  • Travelers may be referred to secondary inspection for additional questioning or document review
  • You may not have access to your phone or luggage during secondary inspection
  • You may alert CBP officers to any medical or accessibility needs

CBP May Ask:

  • Purpose of travel
  • Visa classification and job description
  • Travel itinerary and return plans
  • Whether you are carrying any regulated materials
  • Any prior immigration or criminal history

If traveling in visitor status (e.g., B-1/B-2), CBP may ask for a return ticket or confirmation of non-immigrant intent.

Electronic Device Searches

CBP has the authority to inspect mobile devices, laptops, cameras, and external drives—even without suspicion:

  • Basic searches involve manual review of on-device content
  • Advanced searches involve external equipment and require supervisory approval and reasonable suspicion

CBP cannot search cloud-based data, but you may be asked to unlock or decrypt your device. Failure to comply could result in device detention or delayed entry.

Social Media Review

CBP and U.S. consular officers may evaluate public social media activity during visa adjudication or port-of-entry inspection. Content deemed derogatory or inconsistent with visa status could result in additional screening or denial of entry.

After Entry

  • Visit cbp.dhs.gov to verify your I-94 record. If you see any errors, contact ISSS (for those in F or J status) or EIS (for those on employment-based visas).
  • Ensure your visa classification and expiration date are correct
  • All foreign nationals must carry proof of immigration status while in the U.S.
  • Address changes must be reported to USCIS within 10 days (Form AR-11 or online update) for those in employment-based categories.
  • Address changes must be reported to ISSS within 10 days to those in F or J status (For enrolled students, update your local address in YES. J scholars or those on F-1 OPT or STEM OPT will update in the ISSS portal directly).

 

Need Assistance?

For questions or support related to your international travel: